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Conducting board meetings is a task that requires a keen eye along with careful pacing and an awareness of how board members’ time is being used. To help with this, board management software tools such as a portal for board meetings can assist in the preparation of agendas and other meeting materials prior to the meeting date making them more accessible to directors and board members, increasing the number of participants during discussions and allowing board members to review their decisions and guidelines in advance.

The first step is to communicate clearly the procedure for making decisions to the board. Clearly identifying whether your board will come to consensus, vote or another method of making decisions will ensure that everyone knows what they are expected to do during the meeting. This helps to avoid confusion when, for instance the director raises an issue that was already addressed at a previous meeting.

After the old business has been settled and settling the old business, the board then moves on to the next item. It is important to respect the other board members’ right to speak, as is the case with any discussion issue. Only one director can speak at one time, and they must wait until they are ready to be called on by the chair. The chair of the board should also supervise the discussion, facilitating the discussion and making sure that everyone on the board is involved.

The board decides on the new item of business, and records the results into the minutes of its official meeting. If a member isn’t satisfied with the outcome of the vote, they may ask to reconsider the decision or to refer the matter to committee for further investigation.