Free Board Management Software: The Ultimate Guide for Nonprofits and SMEs

The UK needs more effective board meetings as more directors struggle with their duties. An average British board conducts 9.7 meetings yearly, while 65% of its non-executive directors have other commitments that often involve meeting management issues. 

Fortunately, UK boards can boost their efficiency with a well-organised agenda for a board meeting. 

In this article we’ll discuss the best board meeting structure, the best practices for creating meeting agendas, and some common challenges to avoid when having board meetings. At the end of the article, you’ll find board meeting template examples with timestamps and meeting minutes.

The structure of the board meeting agenda for UK businesses

The UK law doesn’t define specific rules regarding board meetings and agenda templates. Corporate boards choose the meeting structure that fits their goals the most. That said, many companies use the following agenda format for regular board meetings:

1. Header
2. Call to order
3. Roll call
4. Approval of meeting minutes
5. Reports
6. Decision on old business matters
7. Discussion on new business matters
8. Announcements
9. Adjournment

Header

The board meeting header (or headline) provides general information about the meeting and contains organisational info:

• Company’s name, primary, and additional addresses (if applicable)
• The meeting location, date, and time

This section may include a link to a virtual meeting.

Call to order

The call to order officially opens the meeting. The chairman welcomes the participants while the secretary begins taking meeting minutes. Please note that the UK Companies Act 2006 requires corporate board directors to record detailed minutes of each meeting to comply with the law.

Roll call

Roll call is when the board chair checks the meeting attendance and establishes the quorum.

The UK Parliament defines the quorum as the minimum number of members required for legally valid voting decisions during the meeting.

According to the Companies Act 2006, at least two board members must constitute the quorum.

Approval of the agenda

At the beginning of the meeting, the chairman checks whether the board directors agree on the meeting agenda.

The participants approve the agenda under general consent by a majority vote. Board members can also introduce changes to the meeting structure at this stage.

Approval of prior meeting minutes

Board members review and approve the previous meeting minutes at the beginning of the meeting. Directors can change the meeting minutes for accuracy and approve amended versions. 

Board and company reports

The board proceeds to reports after approving the previous meeting minutes. Business board members may review several reports:

• The chief executive director report (CED or CEO)
• The chief financial officer (CFO) report
• The chief technology officer (CTO) report
• Standing and special committee report
• Chairman report

These agenda items may require additional time as they often generate discussion. Thus, understanding financial reports helps board members to identify potential financial threats and map positive and negative trends in the company’s finances.

Decision on past business items

Old business items are topics of the previous agenda, including unresolved matters, issues that require extra discussion, or items assigned as new. 

Some old business matters may originate from spontaneous issues at the end of the previous meeting. 

Discussion on new business matters

New business matters can be planned or spontaneous, occurring during the discussion or at the end of the meeting. Depending on the priorities, boards reserve should seize potential opportunities for discussion in this section. 

Announcements

Directors proceed to announcements when critical matters need no further discussion. Boards may include the following announcements:

• Reminders, upcoming events, and policy changes
• Company news, critical hires, promotions, achievements, or leadership changes
• Industry updates, shareholder news, and project updates
• Other special announcements

Adjournment

Adjournment is the formal closing of the meeting. The board chair summarises key decisions and sets the next meeting date.

Best practices for creating a board meeting agenda for UK businesses

Check the five best approaches for creating meeting agendas.

1. Define the objectives and goals of the meeting

Accenture, a global consulting firm, emphasises the importance of clear objectives for board meeting agendas. 

A meeting should revolve around a central idea to be productive. Its business items, such as reports, meeting minutes, and old and new business matters, should support this objective.

When preparing for a meeting, decide on its goals with the board chair, CEO, and other board directors.

2. Identify the essential information that should be included in the agenda

Successful boards use agenda templates for various meetings. Your corporate board meeting agenda template must contain items relevant to the meeting objective. If the board meeting centers around the annual budget, it includes relevant reports from the CEO, CFO, and respective committees. 

Based on our experience, the most productive meetings come from board directors’ collaborative efforts at the agenda-planning stage. Sharing expectations helps directors focus on the business items that matter the most for the upcoming appointment.

3. Use clear and concise language

You should communicate the agenda in a clear and concise format so that board directors know what to expect during the next board meeting. 

According to Harvard Business Review, the perfect agenda items address questions to be answered, not just out-of-context topics.

Therefore, you should consider desired outcomes when listing items on the agenda. You can describe the business matters with a few lines, exemplified in the table below.

4. Prioritise the agenda items based on their importance and urgency

Directors conduct meetings more efficiently if they prioritise agenda items by urgency and importance. Drawing on our observations, successful boards put matters on the agenda in the following order.

Successful boards modify the standard meeting structure by grouping non-controversial items in consent agendas. Consent agendas can be passed quickly in one motion. They help directors allocate as much time to crucial matters as possible.

5. Set realistic time limits for each agenda item

Jon Dwoskin, Business Coach/Executive Advisor, says timed agendas help avoid run-on meetings. That said, it’s also easy to underestimate the time commitment for particular topics. So follow these tips to set realistic time limits for each agenda item:

• Judge from previous experience. Revise previous minutes with similar agenda items to estimate the time for the next meeting’s agenda.
• Consider the number of speakers. The more directors speak for one item, the more time it requires.
• Consider topics’ importance and complexity. Allocate more time to matters where you anticipate key discussions.
• Reserve extra time. If you expect an item to take ten minutes, plan for 15 minutes, as distractions and other human factors may derail tight-scheduled meetings.

6. Use helpful technology

Cyber attacks are the primary concern for 67% of corporate boards in the UK. Using a board portal is today’s most reliable choice for simplifying agenda preparations and securing communications. A board portal is a digital workspace designed for non-executive directors and offers the following benefits:

• Straightforward agenda. Fill out agenda templates, drag & drop documents, and assign attendees using a digital agenda builder.
• Digital board minutes. Record digital meeting minutes with automatic timestamps.
• Secure file-sharing. Share an encrypted meeting notice with reports and other documents in one click.

Sample board meeting agenda template: UK business perspective

Check this UK board meeting agenda template with the best practices considered.

You can also check the following board meeting agenda examples:

• The UK board meeting agenda template with explanations
• A sample board meeting agenda template with meeting minutes
• A sample of the nonprofit board meeting agenda with meeting minutes
• An advisory board agenda template with meeting minutes

Challenges when creating board meeting agendas

Today’s UK companies face several challenges that indirectly interfere with agenda-planning processes. These relate to stakeholder communications, succession planning, and diversity dilemmas. Let’s take a closer look.

Stakeholder communications

Today’s investors, shareholders, and stakeholders insist on higher ESG transparency driven by tightening regulations. However, many current ESG practices don’t often align with stakeholder and shareholder financial expectations.

So directors have to choose between ESG practices and financial returns to stakeholders on their agendas.

Succession planning

The UK’s nine-year-term rule for board directors disrupts their succession planning agendas. Decreasing director salaries and diversity regulations complicate board succession planning meetings as well.

Diversity vs. experience dilemma

The Financial Conduct Authority’s new diversity rules help new business board members incorporate desired skills and experiences. 

Many chairs have succeeded with gender and age diversity yet struggled with racial and ethnic quotas. To some board chairs, diversity is “more about the skill set, not defined by gender or ethnicity.”

This discrepancy forces boards to balance diversity requirements and the quality of strategic oversight on their agendas.

Key takeaways

• The board meeting agenda consists of the header, call to order, roll call, approval of the agenda and meeting minutes, reports, old business, new business, announcements, and adjournment.
• Successful boards set clear meeting objectives, collaborate on business topics, prioritise agenda items, and set time limits. 
• Boards often have difficulties finding the right balance in shareholder communications, succession planning, and diversity on their agendas.
• Directors can use board portals to enhance many aspects of the agenda creation and board meeting processes.

FAQ

Who sets the agenda for a board meeting?

✅The board secretary typically sets the meeting agenda. Experienced secretaries seek feedback from board members while approving meeting agendas.

How can I ensure that my board meeting agenda template complies with UK legal and regulatory requirements?

✅There are no legal requirements for the board meeting agenda. However, the law requires corporate boards to take meeting minutes.

Are there common mistakes to avoid when creating a board meeting agenda template for a UK business?

Not having a clear meeting objective, not circulating agenda in advance, and making vague agenda item descriptions are the most common mistakes you should avoid while preparing board meeting agendas.

Every board meeting hinges on one crucial factor: quorum. Without it, the board of directors cannot conduct official business, votes don’t count, and progress stalls. Yet, many organizations struggle to consistently meet quorum requirements, leading to poor attendance and delayed decisions.

So, what is a quorum for a board of directors meeting? Why does it matter, and how can board members ensure they establish a quorum every time?

In this guide, we break down the essentials of quorum for a meeting of the board of directors, explore how poor attendance hurts governance, and share best practices — plus how board management software can simplify the entire process.

What is a quorum for a board meeting?

According to Robert’s Rules of Order for meetings, a board quorum refers to the minimum number of present members needed to call a meeting or make decisions on behalf of the organization. The exact number depends on an organization’s bylaws, articles of incorporation, and any supporting documents. For instance, some nonprofit organizations require one-third of board members present, while corporate boards often mandate a simple majority.

Under Delaware corporate law, a quorum cannot be less than one-third of the number of board members, unless otherwise stated in the corporate charter. Similarly, in California, the Nonprofit Public Benefit Corporation Law sets a default quorum as a majority of present directors, unless the bylaws require a lower threshold, which cannot be less than one-third of the authorized number of board directors.

That said, a board quorum is not a fixed rule — it varies by state, industry, and organization.

Why quorum requirements matter

Without a quorum for board of directors meeting, the board cannot legally conduct operations, and any decisions made may be challenged or deemed invalid, exposing the entire organization to legal and operational risks.

The board chair plays a critical role in maintaining quorum protocol by monitoring attendance patterns, sending reminders, and addressing attendance issues before they disrupt board meetings. If more members are absent than expected, they may need to reschedule the meeting to ensure all requirements are met.

However, securing the number of board of directors for quorum meeting can be challenging. Board members often juggle multiple commitments, leading to missed meetings and potential governance delays. To prevent disruptions, nonprofit organizations and corporations often allow proxy votes, enabling board members to participate remotely when they cannot physically attend meetings.

Quorum requirements for different types of boards

Not all board meetings follow the same quorum protocol, as requirements vary based on board type, industry, and corporate charter:

• Corporate boards: Typically require a simple majority (50%+1) of members to ensure decisions reflect the majority interest of shareholders and stakeholders.
• Nonprofit board: Often subject to state law requirements, with many states setting a minimum quorum number around one-third of board members. Some nonprofits specify a fixed number or use a graduated quorum, requiring a higher percentage for critical decisions.
• Government boards: These boards frequently require two-thirds of directors to approve policies and major actions, ensuring broad representation in decision-making.

Determining the right quorum

Most organizations define their quorum in bylaws, taking into account the size of the board, historical attendance patterns, meeting frequency, and geographical distribution of board members.

A well-structured quorum protocol strengthens governance and decision-making by ensuring key decisions are made with enough representation.

However, having the right people in the room matters just as much as meeting requirements for the quorum — while 85% of executives believe their board has a strong grasp of corporate strategy, only 67% report strong financial expertise. This highlights the need for not just meeting quorum but ensuring qualified members are present to make sound business decisions.

How poor attendance affects board governance

When lack of attendance prevents a meeting quorum, the wrong message is sent — decisions get delayed, board dynamics weaken, and governance suffers. If a quorum isn’t met repeatedly, it signals disorganization and may raise concerns among stakeholders, investors, and regulatory bodies.

Frequent attendance issues also affect board accountability and decision-making quality. When only a few members are consistently present, major decisions may be influenced by a small, unrepresentative group, leading to biased governance that fails to reflect the entire organization’s interests. Furthermore, low engagement reduces the entire board’s effectiveness — which is why only 30% of executives rate their board’s overall performance as excellent or good.

In such cases, a privileged motion may be required to postpone the next meeting, causing further disruption and delaying strategic initiatives.

How to determine quorum for board meeting

Ensuring the right quorum protocol is key to maintaining balanced governance. According to PwC, 84% of executives believe their boards do not overstep their governance role, indicating that quorum rules generally support effective decision-making. However, determining the correct quorum number depends on bylaws, legal requirements, and board composition.

To establish your board’s quorum protocol, follow these steps:

• Review governing documents – Your corporate charter or bylaws specify the quorum required for board meeting.
• Confirm the number of board directors present – Calculate quorum based on the organization’s bylaws:
  • A simple majority (e.g., five members on a ten-member board) is a common requirement.
  • If bylaws require one-third, then a twelve-member board needs at least four physically present members.
• Send a notice beforehand – Inform board members well in advance to encourage attendance and minimize last-minute absences.

By proactively managing quorum, boards can ensure legal compliance, maintain efficient decision-making, and avoid governance disruptions.

Best practices to ensure quorum protocol compliance

To maintain governance efficiency, boards should establish clear protocols for essential actions, such as the approval of meeting minutes and voting on the key board meeting motions. 

To help board meetings stay productive, do the following:

1. Prioritize meetings – Reinforce meeting attendance expectations and clarify the role of voting board members in conducting business.
2. Encourage attendance – Use scheduling tools to accommodate the majority of directors physically present and enforce attendance policies in organizational documents.
3. Use proxy votes – Allow board members to assign a proxy when needed, ensuring quorum is met even when some members cannot attend.
4. Utilize board management software – Automate quorum tracking, send sufficient notice reminders, and monitor attendance patterns.

The board chair should proactively address attendance issues, ensuring that directors consist of engaged members. If a few members frequently fail to attend meetings, board restructuring may be necessary to maintain sufficient representation.

Consequences of failing to meet quorum requirements

Falling short of quorum rules disrupts governance, delays decisions, and can lead to legal and financial repercussions.

Key consequences include:

• Proceedings not transacted legally – Without the minimum number of directors present, any votes may be invalid, requiring the whole board to reconvene.
• Meeting frequency disrupted – Canceled meetings delay decisions on strategy, budgets, and executive matters, creating operational gridlock.
• Regulatory risk – Failure to meet quorum protocol can lead to penalties, audits, or loss of nonprofit tax-exempt status.
• Loss of stakeholder confidence – Repeated quorum failures signal poor governance, damaging investor and donor trust.
• Legal and financial liabilities – Decisions made without quorum may be challenged in court, exposing board members to legal risks.

What to do if quorum protocol isn’t met

If there is a lack of quorum for a board meeting, certain actions, such as the approval of meeting minutes, may need to be postponed until the next session where quorum is met.

While the inability to run business legally is a challenge, most governing documents provide options to mitigate disruptions and ensure critical decisions are not indefinitely delayed.

If there aren’t enough members present, boards can:

• Reschedule the meeting time – Announce the next meeting, ensuring that board members can adjust their schedules. The board chair should assess attendance patterns to avoid repeated quorum failures.
• Activate emergency provisions – Some corporate charters or bylaws require a lesser number of board members to act in urgent situations. Emergency provisions typically apply to financial crises, legal matters, or operational risks that cannot wait for a full meeting quorum.
• Use unanimous consent – In certain cases, boards can proceed using unanimous board consent or written resolutions, where all members agree without a formal vote. This option is often available for routine matters but may not apply to major decisions like budget approvals or leadership changes.
• Leverage proxy votes – If bylaws permit, proxies allow absent voting members to delegate their vote, potentially restoring quorum eligibility. In cases where only a portion of the directors initially present remain, the remaining members may need to determine whether affirmative vote procedures can proceed.

How board portals help board members manage quorum

Meeting quorum consistently can be challenging, especially for boards with geographically dispersed members or those juggling multiple commitments. Board portals provide a centralized digital solution to streamline meeting attendance tracking and ensure quorum protocol is met efficiently.

Key features of board portal software include:

• Automated attendance tracking – Instantly confirms whether the minimum number of existing attendees meets the stated quorum. Built-in notifications alert the board chair if quorum is at risk before the meeting starts.
• Secure document sharing – Ensures voting board members have access to agendas, written materials, and other key materials before the meeting. This minimizes delays and supports proxy votes or absentee decision-making when permitted.
• Voting & proxy management – Enables remote participation through digital voting, allowing boards to run business even when some members cannot physically attend meetings. Many platforms also offer e-signatures for approving decisions outside of formal board meetings.
• Quorum compliance reporting – Tracks historical attendance patterns, helping boards identify trends and adjust frequency or policies to maintain engagement.

Therefore, by integrating board portal software, organizations can:

• Prioritize meetings by ensuring all necessary voting members are engaged.
• Ensure compliance with regulatory requirements and governing documents.
• Reduce disruptions caused by attendance problems or last-minute meeting cancellations.

A well-implemented board portal not only simplifies quorum management but also enhances overall governance efficiency.

FAQ

What is considered a quorum for a board meeting?

A quorum means the minimum number of board members required to be present at a meeting for the board to conduct business legally. This number is typically outlined in the organization’s bylaws, corporate charter, or governing documents and ensures that decisions reflect the input of a reasonable majority vote rather than a few members.

What happens if a quorum is not met?

Without sufficient representation, the board cannot legally vote on matters, and any business transacted may be considered invalid. In such cases, the board may need to postpone the next meeting, reschedule the vote, or rely on alternative measures like proxy votes if permitted.

How can technology help track quorum protocol?

Board portals automate attendance tracking, send reminders to board members, and facilitate proxy votes, ensuring that quorum requirements are consistently met. These tools also provide real-time quorum status updates, helping the board chair take proactive steps to prevent meeting disruptions.

Can a properly called meeting proceed without quorum?

In most cases, a quorum must be met for the board to conduct business, but some bylaws require exceptions, allowing a lesser number of voting members to proceed under emergency provisions. Certain actions, such as approving routine matters, may also be permitted through unanimous consent or written resolutions.

How do bylaws affect meeting quorum?

Bylaws establish the quorum number required to make board meetings properly structured and ensure proceedings are valid. They define whether quorum is based on a simple majority, a fixed number, or a percentage and may include provisions for proxy voting, remote participation, or alternative requirements in special circumstances.

Whether you’re the board secretary or just a meeting enthusiast who loves keeping things organized, you know that taking minutes for a board meeting can sometimes feel like a challenging and underappreciated task. However, learning how to take minutes at a board meeting effectively is worth the effort. It pays off and makes things smoother down the road.

Our specialists have put together this guide to help you improve your corporate governance minutes and save time on organizing and maintaining critical notes. Keep reading for tips for taking minutes at board meetings that ensure compliance and accuracy. Additionally, we suggest you download the free board meeting minutes template by clicking the button on the right. You can use it to create board meeting minutes for your company.

What are board meeting minutes?

First, let’s clarify the purpose of the board compliance documents before we dig deeper into the details. Board meeting minutes are an essential tool used to record the proceedings and key decisions made during corporate board meetings, serving as an official and legal record of the actions taken.

The Survey on the Practice of Minutes by the Governance Institute of Australia highlights that meeting minutes serve as an official record of the board’s discussions and decisions, offering valuable insights into the organization’s decision-making process.

The majority (68%) prefer meeting minutes to be written in reported speech, while 20% disagree. Using “will” and “shall” is essential for outlining policies or actions. Bullet points are acceptable as long as they accurately capture the meeting, and while reported speech is a popular choice, other factors should also be considered.

Hence, by utilizing a board meeting template, organizations streamline their documentation processes.

Guidelines for taking board meeting minutes

To ensure accuracy, maintain a neutral tone and capture decisions, motions, votes, and action items. Avoid personal comments, and check spelling and grammar for clarity. Reviewing the minutes before finalizing them ensures consistency. A board meeting minutes template can streamline the process and help meet legal and organizational standards.

How to take minutes for a board meeting sample

A how to take minutes for a board meeting sample is a useful tool to structure your notes. It should include sections for the date, attendees, agenda, decisions, votes, and action items. Using a sample ensures clarity and helps you capture everything needed without missing key details.

Who takes minutes at a board meeting

Typically, the board secretary takes the minutes, but in smaller organizations, it might be the CEO or another executive. Whoever is designated should be organized, understand the meeting structure, and ensure all crucial points are documented accurately.

Why bother with meeting minutes?

This question might arise when reading the first two paragraphs of the article, and we appreciate your concerns. It’s important to understand why you’re spending so much time documenting all actions and conversations. Otherwise, you may question why you are wasting time exercising your note-taking skills.

What you need to understand is that effective board meeting minutes are not just a record for personal use. They come with a plethora of advantages and are considered a best practice in corporate governance for several reasons:

Meeting minutes are a legal record

The content of approved meeting minutes is an official and legal record that is legally actionable and serves as legal protection in case of a lawsuit. Therefore, it’s best to adhere to the board meeting minutes legal requirements and treat this document as a valid record from the beginning.

They can attract investors

Board meeting minutes can be proof of progress for prospective sponsors and anyone else looking to invest in your venture. If recorded effectively, they reflect the efficiency and competence of the board.

They are the blueprint for future decisions

Thinking of your board meeting minutes as a blueprint is useful since that’s exactly what they are for future projects. Board meeting minutes can be treated as a reference source that consolidates all the important topics for upcoming projects and future meetings, including the date and time of the next meeting.

Meeting minutes help to save time

Predefined sections in the template for taking minutes at a board meeting prompt the minute-taker to focus on critical aspects of the meeting. When using specialized features offered by some of the best board portals, a minute taker can save an additional effort of creating minutes from scratch.

A well-designed template ensures that no essential information is overlooked, as it includes sections for recording key discussion points, decisions, action items, and responsibilities.

Meeting notes highlight the organization’s transparency

Transparent governance is crucial for building trust among stakeholders. A board meeting minutes facilitate clear and transparent communication by documenting discussions, decisions, and the rationale behind them.

They facilitate review and follow-up

Members and stakeholders can review meeting’s minutes during and after a board meeting to stay informed about the organization’s progress and commitments. A structured template allows for easy identification of action items and follow-up tasks.

Using board meeting minutes is a practical and efficient way to capture and document essential information from board meetings.

Who should take minutes at a board meeting?

Generally, any board member, including the board secretary, can take meeting minutes provided they’re assigned to this role by the board.

However, the written record of a board meeting is usually the responsibility of corporate board secretaries. This is typical for larger corporations. On the other hand, small companies or nonprofit organizations usually are limited in people. That’s why it’s not uncommon for a CEO or executive director to cover the board meeting agenda by drafting meeting minutes.

Regardless of the person who is responsible for taking minutes at a board meeting, having a minutes of board meeting sample would always be helpful. Download our template and use it as an example of board meeting minutes for your company.

How to take board meeting minutes like a pro

Taking board meeting minutes is an important task for recording the discussions, decisions, and actions taken during a meeting. To maintain transparency, accountability, and legal compliance, it is crucial to create board meeting minutes. Here’s a step-by-step guide on how to take board meeting minutes effectively based on the three main stages of working with them.

Preparation before the meeting

Thorough preparation sets the foundation for effective note-taking:

• Review the agenda: Familiarize yourself with the topics to be discussed. This will help you organize your notes and stay focused.
• Identify participants: Know who will be attending, including board members, executives, and guests.
• Set up your tools: Choose reliable tools such as Evernote, Notion, or board-specific portals to simplify the process.
• Draft an outline: Use the agenda to create a note-taking framework with headings and bullet points to ensure nothing important is overlooked.

How to take minutes during the meeting

Follow these steps to capture accurate and concise meeting minutes:

• Document key details: Start by recording the meeting’s date, time, attendees, and any absences or proxies.
• Summarize discussions: Focus on the main points and avoid transcribing word-for-word dialogue.
• Identify action items: Clearly note responsibilities, deadlines, and assigned individuals.
• Record decisions and votes: Capture resolutions made and voting outcomes, including the number of votes in favor, against, and abstentions.

After the meeting: Finalizing the minutes

Ensure the minutes are polished and ready for distribution:

• Review thoroughly: Check for errors or omissions and refine for clarity and completeness. Compare with the previous meeting’s minutes to ensure consistency and continuity.
• Seek approval: Share the draft with the board chair or meeting leader for review and approval.
• Distribute and store: Send the finalized minutes promptly to all stakeholders and securely archive them for future reference and compliance purposes.

Pro Tip: Keep your writing style consistent and concise. Focus on decisions and actions rather than opinions or lengthy details to ensure the minutes are clear and professional.

Helpful tips for taking board meeting minutes

Below is the list of the board meeting minutes best practices that will help you to draft minutes like a pro:

• Use templates. It’s the easiest way to ensure accurate and correct meeting minutes taking. Use ready-to-use board meeting minutes templates like we suggest, or create your own that will reflect your board’s objectives.
• Mark attendees on their arrival. Check off meeting participants’ presence the moment they arrive at the meeting. 
• Make notes timely. Ensure you record all the motions, actions, and decisions the moment they occur so as not to miss anything. 
• Ask for clarification. If you’re not sure whether you understand certain points clearly, it’s better to ask for clarification when the issue arises. Otherwise, you might just miss out on that point and fail to reflect it in meeting minutes accordingly.
• Opt for brief notes rather than full sentences. It will help you to stay focused on the board discussions rather than distracted to clearly express yourself in a full sentence. Later, you can polish the writing when reviewing the notes after the meeting. 
• Write in one verb tense. As simple as it is, it will help to avoid any confusion.

4 common mistakes in taking board meeting minutes

Now, let’s briefly review the most common mistakes that may occur on your way when working on meeting minutes: 

1. Failure to document a quorum. Without a quorum present at the meeting, all the decisions made during it won’t be legally binding. That’s why it’s important to get acquainted with meeting participants before the meeting and check them off upon their arrival. 
2. Dubious statements. Being unclear in statements might lead to misinterpretation of certain points, and thus, impact the results of board meetings. To avoid this, use clear language and ask for clarification when necessary.
3. Failure to establish consistency. Just like the previous mistake, this can lead to being unclear and misinterpreted. What’s more, it even can lead to legal scrutiny if being done regularly. 
4. Lack of quality review post-meeting. Without taking time to properly review the notes taken during a meeting, you risk presenting meeting participants with false information. 

Board of directors meeting minutes template

Use this structured template to streamline the process of documenting your board meetings effectively and professionally. Each section ensures that key details are captured and that your minutes meet organizational and compliance standards.

1. Date, time, and location

Here, indicate the date, time, and location where the meeting takes place.

2. Attendees

A list of all attendees, including board directors, executive directors, guests, finance department, and any individuals present, is noted.

3. Approval of previous minutes

If applicable, approval of meeting minutes from previous meetings is recommended.

4. Meeting agenda items

The agenda items for the current meeting are listed, providing a clear outline of the topics discussed. This simple step ensures attendees are on the same page.

5. Discussion and decisions

For each meeting agenda item, a summary of the discussions and any decisions reached is provided. This includes the rationale behind the decisions and any significant viewpoints expressed by stakeholders.

6. Action Items

Any action items assigned during the meeting are recorded, along with the responsible individuals and due dates.

7. Voting record

In the case of formal votes on specific matters, the voting results and how each board member voted (for, against, abstained) are documented.

8. Reports and presentations

Key points from reports and presentations made during the meeting are summarized.

9. Financial statements

If financial matters were discussed, relevant financial statements, budget updates, or financial projections may be included.

10. Announcements and disclosures

Important announcements or disclosures made during the meeting are recorded.

11. Signature and date

The minutes of the board of directors meeting template should include signatures from the minute-taker and the board chair or secretary to certify accuracy.

Need a PDF or printable template to share with colleagues?

Simplify the process with our Board Meeting Minutes Template — designed to save time and ensure consistency. This template includes all the essential sections you need to create accurate and professional meeting records.

Perfect for sharing with colleagues or keeping on file for compliance, this template helps you focus on discussions and decisions without worrying about structure.

Special considerations for nonprofit board meeting minutes

Nonprofit organizations often have unique requirements when it comes to documenting board meeting minutes. These considerations ensure transparency, compliance, and alignment with the organization’s mission.

Unique requirements for nonprofit organizations

1. Detailed financial oversight
   Nonprofit board minutes should include comprehensive records of financial discussions, such as budgets, fundraising strategies, or grant allocations. This is essential for demonstrating fiscal responsibility to stakeholders and regulatory bodies.
2. Mission alignment
   Document how decisions made during the meeting align with the nonprofit’s mission. This helps illustrate the organization’s commitment to its goals and values.
3. IRS and legal compliance
   Nonprofit minutes must meet the legal and regulatory requirements specific to tax-exempt organizations. Include records of discussions around governance, compliance, and any actions that affect the nonprofit’s 501(c)(3) status.
4. Stakeholder reporting
   Since nonprofits rely on transparency to maintain trust, the minutes should provide a clear record of discussions and decisions for stakeholders, donors, and members.

Taking accurate and detailed board meeting minutes isn’t just a formality — it’s a vital practice that underpins a nonprofit’s credibility and operational integrity.

Key takeaways

• Board meeting minutes serve as essential tools for documenting and recording the proceedings and decisions made during corporate board meetings.
• Using a for-profit or nonprofit board meeting minutes template ensures consistency, completeness, and professionalism in recording meeting details.
• The minutes should include crucial information such as the meeting date, attendees, decisions made, action items, voting records, key reports, and presentations.
• Board meeting minutes should not include personal opinions, off-topic discussions, excessive details, sensitive information, unattributed statements, conflicts, humor, or unofficial comments.

Meeting minutes made easy with our template

FAQ

What is the best way to record board meeting minutes?

Traditionally, the person taking minutes would write or type them manually, distribute the copies after the meeting, and then store the record in an archive. However, with the rise of board meeting software, the administrative aspect of board reporting evolved into a new era. Board portals now significantly simplify the minute taking process.

Can I use a board meeting minutes template?

Yes, using a board meeting minutes template is highly recommended. Sample board meeting minutes provide a consistent and organized format for board meeting minutes, making the process more efficient and ensuring that critical information is not overlooked.

Who is responsible for taking the board meeting minutes?

Generally, any board member can take board meeting minutes. However, it’s typically a corporate secretary who’s responsible for that. In smaller organizations, especially nonprofit ones, that are limited in people, meeting minutes can be taken even by the CEO or executive director.

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.

Ready to take your board meetings to the next level? Check out our powerful board meeting software solutions on our home page.

In 2024, 67% of companies increased their budgets for board meeting organization, partly to accommodate the 59% of organizations returning to in-person formats. After years of remote work, this trend reflects a deeper need to foster collaboration and rebuild face-to-face connections.

Yet, coordinating busy directors with packed schedules is no mean feat. The board secretary must meticulously manage countless details to ensure the meeting process runs smoothly.

This article will walk you through the steps involved in organizing meetings — from preparation to session management and post-meeting follow-ups.  

We’ll also discuss common challenges when arranging a meeting and share best practices to make sure executive sessions are both productive and efficient. 

Pre-meeting preparations

When delving into the question of how to arrange a meeting, thorough and timely preparation is key. In North America, 55% of sessions are planned within one week to a month in advance, while in Europe, 46% are organized more than a month out. 

Careful handling of pre-meeting responsibilities makes the organizational logistics easier, keeps the meeting on track, and helps achieve the main objectives.

Step 1: Define meeting objectives and goals 

Start by identifying the purpose of the meeting. Is it to make decisions, review performance, set strategic goals, or resolve specific challenges? 

Practical tips:

• Write down the key outcomes you expect from the meeting.
• Ensure the objectives align with the board’s priorities and current initiatives.
• Share these objectives with participants in advance to set expectations.

Step 2: Create and distribute the agenda

A detailed agenda is a roadmap for the meeting flow. It allocates time effectively and ensures every topic gets enough attention. When drafting, set the next meeting date, specify discussion points, assign responsibilities, and set time frames for each section. 

Additionally, remember to include preliminary agenda items from the previous meeting. 

Practical tips:

• Use a consistent board agenda template to simplify preparations.
• Distribute the agenda and any supporting documents at least one week before the meeting.
• Use dedicated document management software with real-time notifications to send board meeting notices.

Step 3: Select and book the meeting space      

Choose a meeting space that supports the format and size of your gathering. If it’s an in-person meeting, prioritize a venue with comfortable seating, reliable technology, and a quiet environment. For hybrid meetings, ensure the meeting room has proper video conferencing tools. 

If the meeting is fully remote, select a reliable virtual meeting platform that provides essential features like screen sharing, chat functions, and high-quality audio and video.

Practical tips: 

• Check technologies and venue accessibility for all participants.
• Confirm the booking, sharing the location, date, and time with attendees.

Step 4: Prepare the necessary materials and equipment

Gather all the materials attendees will need, like reports, presentations, or other documents. PwC also recommends considering each director’s preferred way of receiving information to make sure it’s accessible and effective for everyone.

Finally, check that all equipment functions properly, and have backups in place to overcome disruptions.

Practical tips:

• For both offline and online meetings, use the board portal for efficient board pack management and easy distribution.
• Verify all documents are up-to-date and easy to access, whether they are distributed digitally through the portal or as printed copies for in-person use.

Communication with attendees

Effective pre-meeting communication is a good way to set a collaborative tone before anyone even joins the call or steps into the room. Here are the steps to do it properly:

• Send a note. Sending invitations well in advance shows respect for others’ time. Given good advance notice, board members can easily confirm attendance and adjust their schedules. 
• Share the agenda. Distribute the agenda a few days before the meeting, and clarify: what’s the goal, why these topics, and how can everyone contribute? 
• Clarify expectations. If you’re asking to review a document, prepare questions, or bring updates, say so — and say why. It allows attendees to show up prepared.
• Address technical concerns in advance. For virtual meetings, provide simple troubleshooting steps or designate a point of contact for technical support.

Duties during the meeting 

Overly long meetings make it difficult to keep the audience engaged from start to finish. Here are a few best practices to get meaningful input from a session while keeping timing under control.

Guide discussion and maintain focus

Keeping a meeting focused is about balancing structure with flexibility. Discussions should evolve naturally, but the facilitator must ensure they stay aligned with the meeting’s purpose.

This involves understanding the dynamics of the group, managing time, and knowing when to intervene. In an in-person meeting, this might mean reading body language or noticing when participants are disengaged.

However, a virtual setting comes with its own set of challenges – non-verbal cues can be harder to detect, for example. Therefore, make sure to stop and ask questions to engage your audience using polls or a chat window.

It’s also important to adapt. Sometimes a strict agenda doesn’t fit the flow of the discussion. That’s okay. The key is to keep things moving coherently while still keeping an eye on the clock. 

• Additional read: For more details about structured meeting flow, reference Robert’s Rules of Order.

Taking meeting minutes and notes

Effective board meeting minutes are official and legal records of what took place during the gathering. Additionally, regulators mandate that companies should properly document the board’s decisions and actions.   

Here are strategies to optimize the minute-taking process:

• Align with the agenda. Use a meeting minutes template that matches the agenda and simplifies meeting organization. Include sections for each topic, expected outcomes, and the names of speakers.
• Use board management software. This allows you to create, store, and access meeting agendas, documents, and minutes in one centralized location. Tools such as task assignment, progress tracking, and real-time collaboration make them highly useful for organizing board-level meetings.
• Create personal abbreviations. Use abbreviations and symbols for common terms to speed up your note-taking without missing important details.
• Outline action items. Specify what needs to be done, who is responsible, and what deadlines need to be met.
• Ask for clarification. If you’re unsure about something, don’t hesitate to ask for it to be repeated or explained.
• Summarize key points. At the end of each topic, briefly recap the main points and actions to ensure everyone agrees.
• Use tags and categories. Implement a system to label topics or projects, making it easier to find information later.
• Stay up to date on regulations. Be aware of any legal requirements for meeting records, especially for official or public meetings.

Additional read: Discover how to approve meeting minutes before the executive session. 

Post-meeting follow-up

The end of a meeting marks the beginning of the follow-up process — a crucial aspect of post-meeting responsibilities. 

Distribute meeting minutes and action items

Sending out clear and concise meeting minutes ensures responsibilities are understood. 

Focus on the essentials: 

1. Highlight key decisions. 
2. List action items.
3. Include deadlines and next steps.

Additionally, timing is just as important as the content. Therefore, aim to share approved minutes within 24 hours, while the discussion is still fresh in everyone’s mind.

Review meeting outcomes and gather feedback

A meeting’s success is ultimately measured by its outcome so it’s important to review what happens afterwards. Check if goals were met and if action items are being followed up effectively. 

It’s worth noting that consistent communication is key, especially when organizational changes are involved.

PwC’s Global Workforce Hopes and Fears Survey found that 44% of workers reported not understanding why changes are necessary. This shows just how important it is to provide clear direction for the group and gather feedback after meetings.

• Tip: You can do this informally by asking people directly, or you can approach the task more formally using quick surveys. Whichever method you choose, feedback is the key to improving future meetings.

Tips for handling common meeting challenges

Sometimes meetings don’t go as planned, but with simple adjustments, the meeting leader can easily manage unpredictable situations.

• Dealing with dominant participants. Some people naturally take the lead in conversations, while others don’t get a chance to speak.

• Solution: Set the tone at the beginning by letting everyone know their input is valued. If one person starts to take over, gently redirect with, “Thanks for sharing — let’s hear from others.”. Also, ask quieter participants directly for their thoughts. 

• Keeping the meeting focused. It’s easy for discussions to drift away from the agenda, especially when enthusiasm is high or new ideas emerge.

• Solution: Keep the agenda visible and refer back to it if things stray. You might say, “This is a good point — let’s save it for later and stick with the agenda for now.” 

• Low engagement. Disengagement leads to silence, a lack of ideas, and a meeting that feels flat.

• Solution: Show why the meeting matters and how each voice adds value. Share prep materials ahead of time, then spark engagement by inviting feedback or ideas during the session. 

• Conflicts or debates. Disagreements drive a healthy discussion, but if they escalate, the meeting’s effectiveness may be compromised.

• Solution: Asking for facts or data can help ground the conversation in solutions instead of personal opinions.

• Time overruns. Few things frustrate participants more than a meeting that drags on past its scheduled time.

• Solution: Be clear about time limits from the start and stick to them. Focus on the most important topics first, and if you run out of time, schedule a follow-up.

Tools and resources for organizing a meeting

Organizing board meetings can be complex, but technology is transforming how board secretaries handle this important task, with, 70% of boards acknowledging the need for more technological innovations in the process. 

Tools like board portals perfectly meet this demand, making it easier to schedule meetings, create agendas, and communicate efficiently. These platforms have become essential for secretaries aiming to speed up the preparation process.

The benefits of board portal software are as follows:

• Enhanced security with role-based permissions to control access to sensitive documents.
• No need for manual document distribution and email chains.
• Centralized storage for documents and previous meeting minutes in one secure location with easy access.   
• Built-in agenda management capabilities allow easy creation, distribution, and updates.
• Messaging tools provide secure and instant communication between participants.

Tip: Board portal software can optimize many other processes outside the meeting setting. For example, discover how to write a board report as a secretary using technology.

FAQ

How soon should I start preparing for a meeting?

Typically, meeting preparations begin at least a week in advance. For complex meetings, especially those involving extensive data or multiple presentations, start several weeks ahead to ensure thorough preparation.

What should be included in a meeting agenda?

A well-structured meeting agenda includes the meeting’s purpose, a list of topics with set time limits, and any required pre-read materials. It should also list key participants or presenters for each item and provide a clear timeline, including start and end times, to help everyone stay on track.

How do I handle last-minute changes to the meeting agenda?

For last-minute changes, communicate with attendees to update them on the revisions. If possible, identify which agenda items are a priority or time-sensitive, so you can adjust the meeting flow accordingly. Use board portal tools, such as shared documents or real-time agendas to update and notify everyone of changes instantly.

What are the best tools for organizing a virtual meeting?

Board portals are the best tool for organizing virtual meetings. They offer secure, centralized access to agendas, documents, and communications tailored for board-level meetings. 

Nearly 75% of nonprofits report critical job vacancies, particularly in roles in service delivery. With over 70% expecting flat or declining donations this year, boards must proactively manage staffing and budget concerns impacting their missions.

In the face of these challenges, well-structured board meetings are essential in strategic planning for nonprofits. 

Especially during uncertain times, such gatherings become a place to pause and reflect. Here leaders get to rethink their commitment, tackle challenges directly, and figure out how to enhance the mission effectiveness.

Through effective board meetings, leaders:

• Align on top priorities so everyone’s working toward the same goals.
• Pinpoint gaps and opportunities — whether in programs, staffing, or resources.
• Discuss key performance indicators and financial reports.
• Map out sustainable plans for the future, keeping growth on track.
• Engage in risk management and compliance oversight.

In this post, we dive into practical strategies for running nonprofit board meetings. Also, you’ll learn about best practices for board meeting preparation for structured and purposeful gatherings.

Create and share the agenda in advance

Setting the agenda well in advance lays a strong foundation for a successful board meeting. It’s well-documented that a clear meeting plan helps to focus and reduces distractions. Atlassian’s survey highlights that 73% of people admit to multitasking in meetings, often due to unclear objectives or last-minute agenda items.  

Early preparation also minimizes unnecessary follow-up meetings. Nearly half of respondents feel that stretched meetings often fall short of making fundamental decisions. As a result, it leads to an endless cycle of additional gatherings. On the contrary, when board members have the agenda in advance, they know what’s expected. 

So, follow these steps to create an agenda for your next nonprofit board meeting:

• Set clear goals, focusing on outcomes like approvals, updates, or board meeting voting protocol for specific decisions.
• Take the approval of the previous board meeting minutes.
• Group routine items (like approvals of previous minutes) into a consent agenda for a board meeting, saving time for discussion.
• List key topics. Prioritize important issues, followed by action items.
• Assign time and roles. Allocate time to each topic and designate presenters.
• Distribute in advance to allow preparation and ensure a productive meeting.
• Pro tip: We recommend using a nonprofit board meeting agenda template to save preparation time and make each gathering more efficient. 

Designate essential roles and tasks

When people know exactly how they fit the meeting’s goals, they’re more motivated to engage and follow through. Ultimately, meetings flow better. Here is a breakdown of the individuals leading the process.

Additionally, some boards designate one responsible member for specific projects or tasks. They take ownership from start to finish, making sure projects progress. 

• Additional read: Check more nonprofit governance best practices in our dedicated article.

Implement Robert’s Rules of Order

Implementing Robert’s Rules of Order might sound formal, but it’s actually one of the best ways to keep nonprofit board meetings organized, fair, and productive. Originally developed by Brigadier General Henry Martyn Robert in 1876, these guidelines are relevant today.

For the board chair, even a basic familiarity with these rules can help guide the conversation even during virtual meetings. If someone brings up an unrelated topic, it’s as simple as saying, “Let’s save that for the end under new business.”

Robert’s Rules of Order cheat sheet for nonprofits offers the necessary structure to keep things productive without overloading on parliamentary formalities. Its main points sound as follows:

• One topic at a time. Only one motion is discussed and voted on at once.
• Positive phrasing. Motions should be stated positively; if undesired, they’re simply voted down.
• Orderly speaking. Only one person speaks at a time, with the motion’s maker speaking first and last.
• Equal rights. All members can speak, recognized by the chair before starting.
• Full debate. Each topic is fully discussed, with everyone having a chance to speak once before repeat turns.
• Minority rights, majority rule. Minority opinions are heard, but majority decisions stand.

Prioritize strategy and mission

Leaders drive the organization forward, so every discussion should serve its mission and goals. Regularly checking that initiatives align with the mission also keeps the board on course and ready to adapt when needed. Below are some useful tips:

1. Prioritize strategic direction. Operational updates have their place, but strategic conversations should take priority. Therefore, everyone can focus on challenges, share fresh ideas, and support meaningful communication.
2. Share strategic briefs before meetings. Instead of bogging down meetings with background information, send short summaries on key issues or emerging trends ahead of time.
3. Add a regular “what could go wrong?” discussion. Take a few minutes each meeting to talk through potential risks and brainstorm how to address them.
4. Explore future scenarios together. Every so often, run through best- and worst-case scenarios as a team to support flexibility and growth.
5. End with a strategic check-in. A few closing thoughts on how the meeting has shifted or reinforced everyone’s understanding of the mission can be incredibly useful.  

Promote active board member involvement 

An engaged board is a powerful asset for any nonprofit. To keep participants involved, it’s important to make their experience rewarding and manageable and respect their time and contributions.

For this, create a space where they feel their voices matter. For example, start with open dialogue — having dedicated Q&A sessions or open forums gives everyone a chance to express themselves.

And don’t underestimate the impact of appreciation. Recognizing each person’s efforts and celebrating team wins builds a positive atmosphere.

Stay on time

Respect for timing speaks of professionalism, which means boards never take their members’ time for granted. Being late or having too long meetings can be quite irritating and demoralizing. This is particularly important for decision-making, where focus loss can undermine effective outcomes.

The report by Livecareer acknowledges that attention span fades very fast, which must be considered when planning gatherings. In fact, 52% of attendees start losing focus after 30 minutes, and by the 50-minute mark, nearly everyone (96%) has mentally checked out.

As Tim Cook once said, “The longer the meeting, the less is accomplished.“

Therefore, being realistic about the time required is key. Setting a reasonable timeframe and using time-saving meeting techniques helps retain everyone’s focus.

Implement a consent agenda

A consent agenda bundles routine approvals, helping boards quickly move through noncontroversial items so they can focus on what truly matters.

For a consent agenda to work, administrators send out relevant materials in advance — like the last meeting’s minutes, financial summaries, or brief updates. This gives the committee time to review and request any item be pulled for discussion if needed. As a result, the remaining items get approved in a single motion, freeing up time for deeper discussions and strategic decisions.

• Useful reading: Check the list of board of directors documents.

Record and review meeting minutes

Taking nonprofit board minutes isn’t always the most exciting task, but it’s vital. Good minutes keep everyone on track, accountable, and informed.

Here’s how to make minute-taking efficient and meaningful with these easy seven recommendations:

1. Let the agenda guide you. As you take notes, follow along with the agenda to keep the minutes organized and easy to read. 
2. Focus on key points. Stick to the essentials: decisions, actions needed, and responsible individuals. Avoid names unless recording a motion or assigning a task. 
3. Use a consistent format. A ready-made template helps to avoid missing key points and keeps the minutes easy to follow.
4. Keep sensitive topics confidential. For sensitive discussions, especially during executive sessions, keep details secure. Share them only with authorized members to protect privacy.
5. Highlight action items and assignments. Make action items stand out by listing each one clearly, with the assigned person and deadline. 

Below, we created a simple action item tracker:

Conclusion

Here are some essential practices for how to run a nonprofit board meeting that keeps members engaged and productive:

• With thoughtful preparations, clear roles, and a space for open conversations, board gatherings can go from routine to truly impactful. 
• To have more time for strategic discussions, share the agenda ahead of time, bundling routine approvals in a consent agenda.
• Create a welcoming environment where board members feel comfortable sharing ideas. Starting and ending on time shows respect for everyone’s schedule.

FAQ

1. How to run a board meeting for a nonprofit organization?

Begin with a structured agenda, addressing essential items first. Encourage focused discussion and use a consent agenda for routine approvals. Close by reviewing action points and setting follow-up plans.

2. What is the role of the executive director during a meeting?

The executive director offers updates, context on key issues, and insights to guide decisions. They participate actively but focus on aligning discussions with the nonprofit’s goals.

3. How can we keep nonprofit board meetings on time?

Share the agenda early to help members come prepared, minimizing off-topic questions. Set a time limit for each agenda item, and use a consent agenda to handle routine approvals swiftly. Designate a timekeeper and remind board members of time constraints. 

4. Can nonprofit staff attend board meetings?

Yes, but typically in a non-voting, supporting role. Staff may attend to provide updates or answer questions relevant to their expertise. Their attendance is often limited to specific agenda items to respect board confidentiality.

Well-run board meetings are central to effective corporate governance. Yet, behind every productive gathering lies a significant investment of time and resources. For example, the need to organize frequent board meetings, typically ten per year, adds to the directors’ workload.

On top of that, the financial implications of board meetings are also substantial. When factoring in travel, accommodations, locations, and other associated costs, the total expenses surpass $250,000 annually. 

This demands rethinking the strategic value of these meetings while minimizing costs. That’s why the board portal emerges as a reasonable solution for optimizing board meeting procedures. For example, it automates vote recording, board minutes taking, agenda sharing, and many other tasks.

In this article, we’ll walk you through how to run a great board meeting, from start to finish. Additionally, we explore the best board meeting software and its role in board meeting preparation processes. 

Preparing for a board meeting

A little extra effort upfront makes all the difference in making the best use of board members’ time. Here we delve into the necessary preparation steps.

Step 1: set the agenda

A detailed and clear agenda leads to more effective board meetings. Despite it taking time and effort to create one, 79% of surveyed stressed its importance. Let’s explore what to take into consideration.

• Prioritize the most important. Place the most critical agenda items early when fellow board members are focused more.
• Assign specific time slots to each topic. This makes the meeting optimized and time-efficient. Review previous meeting minutes for reference of similar time allocation.  
• Involve professionals in discussion. Make sure those leading each agenda item are experts in the subject. For example, let the CFO handle financial updates, while the marketing head presents campaign results.
• Use a board agenda template. Templates save time and ensure nothing gets missed. The board meeting agenda template also offers a single formatting and simplifies follow-up on key decisions later.

Step 2: distribute meeting materials in advance

The more time your board members have to review, the more thoughtful their contributions will be. Let’s look closer at best practices for sharing the meeting materials:

• Send materials at least 5 days ahead. Aiming to send materials at least five days before the meeting gives participants enough time to review them without rushing.
• Choose a secure and easy-to-use platform. Use secure and intuitive document-sharing tools, so every board member can access the meeting materials.
• Focus on what’s essential. Prioritize high-impact materials, like financial or committee reports, strategy documents, or updates that require a decision. Explore the list of board of directors documents to include.
• Send a friendly reminder. A quick reminder a day or two before the meeting date ensures active participation.

How to properly run a board meeting?

Running a productive board meeting means paying attention to both practical details and the flow of discussions. 

• Additional read: Discover how to run an advisory board meeting in our article.

We recommend using a board meeting checklist for maximum efficiency.

Confirm the quorum

One of the first steps is to confirm the participation of necessary board members in the next meeting.  

Without it, any decisions or votes won’t hold legal weight. Typically, quorum rules depend on an organization’s bylaws or board meeting protocol, but they usually require a majority of the board to attend.

But how to ensure a quorum at a board meeting? Let’s walk through the main steps:

• Send reminders and request early RSVPs. This helps secure confirmations from board members well in advance, reducing the chances of last-minute cancellations.
• Use technologies. Many boards now use digital tools, such as board portals, to track responses and monitor attendance. Further, we describe the benefits of board management software in meeting preparations.
• Follow up personally with key members. If you notice the CEO or executive director haven’t responded, follow up with them directly. Sometimes a personal reminder goes a long way in making sure they commit to attending.

Support discussion

In fact, 72% of meetings are unproductive, and one of the main reasons is poor communication. This often happens for several reasons, including unclear meeting objectives, a lack of opportunities for participants to speak up, or even an overcrowded room.

Here we explore in detail how to facilitate board discussions.

1. Every gathering must involve an appointed facilitator. Typically, it’s the chairman of the board who is responsible for guiding the flow of the meeting. An effective board chair must balance the fair contribution from all members while ensuring discussions focused on the core topic.
2. Respect all the voices. The chair can directly ask quieter members for input, or by using a round-robin format to give other board members a chance to speak. As a result, it prevents a few voices from dominating the meeting.
3. Leading a productive board discussion requires knowing when to step in and when to let the conversation flow. It is necessary to hear everyone, but the overly extensive debate can prolong the meeting. At the same time, when going through the agenda line by line, valuable insights may be left unnoticed. 

• Practical tip: set time limits for each topic and remind other members when it’s time to move on.

Decision-making in board meetings: how to conduct board votes?

Decision-making and voting at board meetings might sound pretty straightforward, but they carry a lot of weight. These moments shape the direction of the organization, so it’s important to approach them with clarity, and, most importantly, attention to detail.

Let’s look at how to keep things running smoothly while ensuring everyone feels heard 

Laying the groundwork

Before the meeting even begins, it’s crucial to get everyone on the same page. Board members should receive all the information they need to make informed decisions ahead of time—whether it’s a report, key data, or background materials. 

Importantly, everyone needs to be clear on the voting method, whether it’s a show of hands, a secret ballot, or a more tech-driven approach.

Leading the vote

A clear board meeting voting protocol is essential for organized and transparent board gatherings. The chair typically starts by presenting the motion. After any final questions or brief discussions, the voting process begins.

From there, voting methods can vary depending on the board’s bylaws. For instance, some boards might use a simple voice vote or a show of hands, while others opt for written ballots or electronic voting systems. 

For routine matters, a simple majority is often sufficient. However, for more significant decisions — such as policy changes or amendments to bylaws — a two-thirds majority or even unanimous consent might be required.

Once the vote has taken place, the chair must announce the outcome, making sure the results are recorded. If the motion passes, the board proceeds to discuss the next steps for implementation. If not, alternative solutions can be explored or revisited later.

Handling conflicts 

Robert’s Rules of Order provides clear guidance for resolving ties and maintaining order. According to these rules, if a vote results in a tie, the chair typically has the right to cast the deciding vote, unless the organization’s bylaws state otherwise. 

Alternatively, Robert’s Rules also suggest that a motion can be tabled (postponed) to allow for further discussion at a later meeting.

Wrapping up

Once the vote is done, the board secretary must capture the results. Having a well-documented summary of the vote and the context behind is a reliable future reference. Additionally, it may be useful for legal purposes during audits.

Post-meeting responsibilities

After the board meeting concludes, attention turns to documenting the proceedings and initiating the agreed-upon actions. A solid follow-up ensures that nothing falls through the cracks.

The responsibility of drafting and distributing minutes typically falls to the board secretary, who must ensure accuracy and clarity in capturing the discussions and resolutions.

• Useful reading: learn how to take board meeting minutes in our dedicated article.

Moreover, a dedicated person must ensure that all action items are clearly outlined. Who’s responsible? When’s the deadline? 

Each point should leave no room for ambiguity. A consistent format also helps, so the minutes are easy to reference later.

Then, minutes should be shared promptly and securely — ideally within a few days. A quick turnaround helps everyone stay on top of their responsibilities while the meeting’s still fresh in their minds.

For this, leveraging the board portal software is paramount. The next section is dedicated to the main question: how to run a board of directors meeting using technologies. 

Tools for an effective board meeting

Digital transformation affects everything and the boardroom is no exception. In fact, over 90% of businesses incorporate modern tools into their workflow at some point. From virtual collaboration platforms to task management tools, technologies help board members be more effective.

However, not all tools are created equal. For leadership teams looking to optimize their productivity and governance processes, board portals are must have.

The board management solution offers a centralized and secure space where executive leadership can access meeting materials, collaborate, and stay up-to-date with organizational matters. One of the biggest advantages is the elimination of paper-based processes. 

Let’s delve deeper into the benefits of board portal features:

• Secure standards include encryption, multi-factor authentication, and role-based access control. enable
• Real-time collaboration tools incorporate shared annotations, comments, and discussions between board members.
• Task management and tracking include automated notifications for action items and updates.
• Automatic result compilation allows secure voting and polling electronically.
• E-signature enables secure digital signing of documents directly within the portal.
• Role-based access permissions allow control of access to sensitive documents based on the role of each user.
• Automated meeting minutes simplify the capturing and organizing of meeting records.
• Customizable reporting capabilities help to generate detailed reports on meeting outcomes, attendance, and voting results.
• Document watermarking adds customizable protection to documents against unauthorized sharing.

Key takeaways

1. Effective preparation, including a clear agenda and early distribution of materials, ensures participants are well-prepared.
2. Securing a quorum by sending early RSVPs and using attendance tracking tools ensures decisions are legally binding.
3. Balanced discussions, where all voices are heard, and time is managed well, lead to more productive meetings.
4. Clear voting procedures, supported by secure tools like board portals, help with informed decision-making.
5. Accurate post-meeting documentation and timely task assignments help maintain accountability and follow-through.
6. Board portals enhance meeting efficiency by simplifying document sharing, automating processes, and ensuring secure collaboration.

FAQ

1. How long should a board meeting last?

A board meeting typically lasts between 1.5 to 3 hours, depending on the agenda and the complexity of the topics being discussed. It’s important to balance thorough discussions with respect for everyone’s time.

2. What is the role of the board chair in a meeting?

The board chair’s role is to lead the meeting, ensuring the agenda is followed, facilitating discussions, and making sure decisions are made efficiently. The meeting facilitator also helps manage time and encourages participation from all members.

3. How can I ensure my board meeting stays on schedule?

To keep a meeting on track, assign time limits to each agenda item and avoid going off-topic. A well-prepared agenda and timely reminders to move forward help maintain focus on strategic priorities.

4. What tools can help improve board meeting preparation?

Meeting management software, board portals, scheduling apps, and document-sharing platforms can help organize agendas, track attendance, and simplify document sharing. These tools optimize the preparation process and contribute to productive meetings.