Conducting board meetings is an obligation that requires a keen eye, careful pacing, and an understanding of how the time of board members is being spent. To assist in these efforts, board management software tools such as a portal for board meetings can assist in the preparation of agendas and other materials for meetings before the time of the meeting, making them more accessible to directors and board members, increasing the number of participants during meetings and allowing board members to review decisions and directives prior to the meeting.

The first step is to clearly communicate the process of making decisions to the board. By clearly stating whether your board will rely on consensus or voting methods to make decisions, everyone will be aware of what is expected at the meeting. This also helps avoid confusion, for instance, when one director raises an issue that’s already been discussed at a prior meeting.

After getting the old business settled after which the board shifts to the new issues. It is crucial to respect the other board members’ rights to speak as with any discussion topic. One director is allowed to speak at one time, and they should wait until they are ready to be called on by the chair. The chair of the board must oversee the discussion, helping to facilitate the discussion and making sure that all board members are present.

The board then votes on any new business item and records the results in the official meeting minutes. If a member isn’t happy with the outcome of the vote, they can request that it be reconsidered, or data room software request that the issue be referred to the committee for further study.