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How to Open a Board Meeting

When a board meeting is opened, the board chair notes that the board has come together to discuss business. This simple statement marks the meeting as official and permits the chair to discuss agenda items in a timely fashion.

The chair of the board will confirm that there is a quorum present prior to discussing any agenda item. This is done by calling the names of all attendees and ensuring that the board has enough members to conduct official business.

Distractions caused by discussions topics can consume time and distract you from the most important issues. Setting up a “parking lot” at the end of your agenda, where the board members agree to push random topics for discussion at a later time can help to reduce this problem. Be sure to keep your word on your commitment to go back to the parking lot to assess whether the topic should be further investigated or added to the next board agenda, or delegated as an assignment.

After the board has established the quorum they should begin to discuss any reports from committees that were sent prior to the meeting. The board then should discuss the reports and decide how to proceed. This may include voting on a motion or simply asking members to take a position on a particular issue. Make sure to keep track of all discussions and actions in the minutes of the board. By using a tool like Boardable’s Minutes Maker ensures that your board meeting minutes are organized, thorough and easily read by both attendees and non-attendees.

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