How to Run a Board Meeting as President: Step-by-Step Guide

Board meetings are essential for guiding an organization’s strategic direction, fostering collaboration, and ensuring effective decision-making. However, a Deloitte survey revealed that nearly two-thirds (65%) of board directors believe their meetings could be more fruitful.  As the board president, your role is to lead these meetings with structure and purpose, ensuring they are both productive and aligned with the company’s mission.

This guide offers a detailed roadmap for a proper way to run a board meeting as a president, from preparation to execution and follow-up, ensuring you meet the expectations of your fellow board members and contribute to productive board meetings. 

Preparation before the meeting

A well-run board meeting begins long before the chair calls it to order. Proper board meeting preparation ensures discussions stay on track and time is used effectively.

Creating a clear agenda

A well-structured agenda is the backbone of every successful board meeting, serving as both a priority map and a time management tool. It keeps discussions focused and ensures that all critical topics are addressed. Start by reviewing the previous meeting minutes to identify unresolved issues and old business that require follow-up. Then, organize agenda items by priority, allocating adequate time for discussions, formal approval, and decision-making.

Once the agenda is finalized, share it along with supporting materials — such as financial reports, committee reports, and key data on key performance indicators — well in advance. According to a report by OnBoard, 81% of boards that use management software experience improved effectiveness at this stage. Most board portals offer agenda builders with a ready-to-use board meeting agenda template, which significantly saves time on agenda preparation.

A clear agenda and robust meeting preparation enable more informed discussions, ensure productive use of board members’ time, and set the stage for a productive board meeting.

Collaborating with key stakeholders

Work closely with your corporate secretary and board liaison to ensure all necessary board meeting materials are distributed. Additionally, coordinate with the executive director, board chair, and other key contributors to finalize the agenda items and assign board meeting roles for presenting reports or leading discussions.

Proper coordination helps align the meeting with strategic priorities and ensures board members’ time is respected.

Ensuring meeting materials are accessible

Providing thorough, accessible meeting materials is crucial. These should include:

• Previous meeting minutes for reference.
• Financial reports to support decision-making.
• Any formal proposals requiring board approval.
• Relevant data tied to key decisions, such as new business or updates on ongoing support initiatives.
• Any additional items from the full list of board of directors’ documents.

Distribute these materials at least one week before the meeting date, either digitally through a board portal or in physical copies.

Running the meeting: How to run a great board meeting as president

Once preparation is complete, the focus shifts to execution. The art of how to run an advisory board meeting is all about clear leadership and adherence to established board meeting procedures.

Starting the meeting effectively

The chairman of the board is responsible for setting the tone at the start. Once that is done, you can begin by welcoming attendees, acknowledging retiring members, and thanking them for their contributions. Review the meeting agenda and confirm the quorum needed to legally conduct business.

Following Robert’s Rules of Order, address old business first, ensuring items from the previous meeting are resolved before moving to new business.

Facilitating discussions focused on key priorities

As the meeting facilitator, your role is to keep discussions productive and aligned with the company’s mission. Encourage active participation by inviting input from other members, especially those who may not speak up regularly. Use these strategies:

• Redirect off-topic discussions: Keep conversations on track by linking them back to the agenda items.
• Summarize key points: At the end of each topic, clearly state the key decisions made.
• Encourage diverse perspectives: This is especially important for nonprofit board meetings, where mission-driven discussions can benefit from varied viewpoints.

Managing voting and decision-making

When formal decisions are required, follow proper board meeting voting protocols such as a voice vote or majority vote. Document all decisions for inclusion in the meeting minutes, ensuring regulatory compliance and transparency.

For example:
“We’re now voting on the proposed partnership agreement. All in favor, please say ‘aye.’ The motion passes by majority vote.”

Board chair’s role in leading effective meetings

The board chair’s role extends beyond setting the agenda; it includes creating an environment where board meetings serve their intended purpose — making impactful decisions and aligning with strategic priorities.

Fostering collaboration and engagement

Encourage dialogue by ensuring all board members feel heard. Use open-ended questions to prompt deeper discussions and actively manage conflicts if they arise. For example:

• “How does this proposal align with our key performance indicators?”
• “Are there additional risks we should consider before moving forward?”

By maintaining focus and promoting productive meetings, you embody the traits of an effective board chair.

Avoiding common pitfalls

Ineffective meetings often lack structure or fail to achieve actionable outcomes. Avoid these pitfalls by:

• Limiting the meeting agenda to essential topics.
• Keeping discussions focused on decision-making rather than issues of a personal or perfunctory nature.
• Ensuring all board materials are reviewed beforehand to prevent wasted time.

Post-meeting follow-up

The work doesn’t end when the meeting adjourns. Proper follow-up ensures decisions are implemented and progress is tracked.

Summarizing decisions and actions

After the meeting, collaborate with the board secretary to finalize the board meeting minutes. These should document:

• All formal approvals and key decisions.
• Assigned tasks, with deadlines and accountability clearly outlined.
• Topics to revisit at a future meeting.

Distribute the minutes promptly to all attendees, ensuring that other board members who were absent are informed of outcomes.

Tracking progress and providing ongoing support

Use a board portal or project management tool to monitor progress on assigned tasks. Regularly check in with responsible parties to ensure deadlines are met. For unresolved items, include them as agenda items for the next meeting.

Ensuring well-run board meetings

Knowing how to run a board of directors meeting as president, CEO or executive director requires a balance of preparation, leadership, and follow-through. Here are key takeaways for more effective board meetings:

• Respect board members’ time: A productive board meeting hinges on concise discussions and actionable outcomes.
• Facilitate discussions focused on organizational priorities: Keep the group aligned with the organization’s mission.
• Follow structured board meeting procedures: Adhering to processes like Robert’s Rules ensures clarity and fairness.
• Engage other board members: Collaboration fosters better decisions and stronger relationships.

Whether you’re leading corporate, nonprofit, or advisory board meetings, the principles of effective board leadership remain the same.

Conclusion

Knowing how to properly run a board meeting as president is a multifaceted responsibility that requires strong preparation, skilled facilitation, and diligent follow-up. By focusing on meeting management, aligning with strategic priorities, and respecting the roles of board members and other stakeholders, you can ensure your meetings are impactful and aligned with the organization’s mission.

Start planning your next meeting today and elevate the effectiveness of your board of directors.

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