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The preparation for a board meeting is a difficult task since you must coordinate multiple stakeholders and adhere to deadlines. By following a set of rules and making use of the right tools with it, you will reduce the stress on all parties and maximise the experience.

Set the agenda for board meetings to maximize the amount of time available to discuss and make decisions. Each item on the agenda should be accompanied by an allocated time-frame and a clear goal of either educating or seeking information or making an answer. If the discussion gets off-topic, be sure to gently bring the discussion back to the topic of the meeting. Make sure someone is recording notes so that key decisions and the outcomes are documented.

Be sure that all attendees are aware of the date and time, as well as the location. This can be done with an online portal for boards that can automate the process of distributing these materials.

Introduce everyone present at the meeting, including guests and special guests. Then, you can roll call the meeting to determine if there’s an quorum for the meeting to proceed. Review any unresolved issues from the previous meeting, and approve minutes.

You can use the remaining time to discuss any new business or other issues that need to be discussed before the meeting is over. It’s also a good time to eliminate any notices for public meetings and replace them with the next meeting date, time and location.