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A board meeting is the most high level decision-making and discussion event in a company. In addition to assessing past performance, these gatherings help establish future strategies and approve strategies that encourage progress. Based on the size of the business the meetings may be private and confidential, or open to all observers.

The agenda is usually created by the executive secretary or management assistant, with input from the chairman and CEO. It contains logistical information like the time, date, meeting link or location and attendees. It also includes a summary of the minutes that were previously approved and issues on the agenda that are still pending. It is essential for board members to go through the minutes from the last meeting and ratify the minutes prior to discussing any new matters.

Reports that are too long as well as other routine items can drown a meeting with details. To keep meetings productive and engaging Try to limit the amount of reports to no more than 25 percent of the total meeting time. For example, encourage committee chairs and leaders to send an email brief summary of their reports prior the meeting, rather than presenting a detailed account at the boardroom.

You can also include an area for parking at the end of the agenda for any issues that are not within the two main priorities for the meeting. This helps to avoid getting distracted and wasting meeting time. Focusing discussions on the most pressing issues maximizes outcomes from every minute of the board meeting.