Board meetings require a great deal of preparation from a variety of people in addition to the actual meeting. To ensure that these meetings are as efficient and productive as is possible participants must adhere to the proper manners of a board meeting. This will ensure that discussions remain on topic and prevent participants from wasting their time or distracting other attendees.
It is essential to avoid this by sending out the agenda, the reports and the discussion points a couple of days before the meeting. This allows members to review all the necessary information and prepare their comments and questions in advance. It’s also a good idea to inform the chair ahead of time of conflicts of interest that is real or potential. This will allow him or her to let the member declare the conflict and to expect to be absent.
Respecting the opinions and contributions of others is another important part of the etiquette. This includes listening carefully and not interrupting other speakers, even if you disagree with them. Also, it means speaking clearly and only asking questions when needed. In addition, it’s an excellent idea to switch off or put on silent your mobile phone during the meeting, and only take personal calls in an emergency situation.
This will allow the members to concentrate and participate in the discussion fully. Don’t let them be distracted or worry about your microphone being unmuted by the ringtone on your mobile phone.
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