Setting the scene: How to prepare for board meetings

We all understand that board meetings are crucial to an organisation's ongoing health and success. They’re where big decisions are made, oversight happens, and we hold ourselves accountable.

For those of us in not-for-profits and small to medium enterprises, where resources are often limited, maximising the impact of our board meetings isn’t just beneficial—it’s essential. The key? It all comes down to thorough preparation, a carefully crafted agenda, and active participation from every member.

Here, we share some of the best practices for preparing your board meetings, along with valuable resources and tips to help ensure your meetings are productive and set the stage for effective governance.

Prep like a pro

Preparing for a board meeting goes beyond just reading the board pack, says Lisa Cook of Get On Board Australia . To truly excel as a board member, you need to understand the purpose of the meetings, go the extra mile in your preparation, and ensure you're fully equipped to make high-quality decisions. This includes:

• Time management: Allocate dedicated time in your calendar for meeting preparation, and aim to receive the board pack at least a week in advance.
• Information gathering: Use a mix of internal and external sources, including management reports, competitor insights, and stakeholder conversations.
• Questioning: Send questions and requests for additional information ahead of the meeting to ensure you're fully prepared.
• Intentional focus: Set your intentions for the meeting to stay calm, focused, and present.

Explore more on board meeting preparation here

Tune into the right frequency

The frequency and structure of board meetings are vital to the effectiveness of governance. Tailoring your meeting schedule and approach to fit your organisation's needs can significantly enhance board performance and decision-making.

• Structured planning: Implement a structured approach with materials distributed a week in advance, and allocate one-third of meeting time to preparation, discussions, and follow-up actions. Focus on strategy over compliance.
• Strategic time allocation: Review recent meetings to balance time between strategic discussions, decision-making, and compliance. Prioritise key topics early in the agenda to maintain focus.
• Leverage technology: Use board meeting management software and hybrid meeting formats to increase efficiency and flexibility, especially when members are geographically dispersed.

Discover more on board meeting cadence here

How to direct a productive board meeting

Watch the on-demand webinar 'Guiding board meetings to maximise productivity' now

Design your meeting with an agenda template

Need to keep your meeting on track? With an effective agenda, you can streamline your meeting, prioritise critical discussions, and enhance decision-making.

Download this free Board Agenda Template to structure your meetings and produce the best possible outcomes for your organisation.

Keen to make governance easy?

Discover more templates and checklists, learn from industry experts in live and on-demand webinars and masterclasses, and explore the extensive knowledge base of articles.