The organization of a board meeting that's dynamic and productive takes planning. You must get the right participants in the room at the proper time and distribute agendas and other materials in a timely manner and set aside a suitable amount of time for meetings and ensure that everyone has access the resources needed.

Achieving these goals requires a great deal of planning, such as choosing a date and time that is suitable for enough people to form a quorum and their calendars. You'll need to send an invitation to the meeting with a board book which has all the details and reports required by your members for each item. The board book must be sent a few days prior to the meeting to ensure that everyone can go through it and feel well-prepared for the discussion.

Ideally, you should restrict the meeting to two and one-half hours. This will signal to your board members that you value their time and place a high priority on effective discussions that are impactful. This will also help keep them engaged throughout the meeting. This can be a challenge when discussions take longer than anticipated or if the board is discussing issues that are not planned.

Adhering to the agenda is another way to keep the gathering energized. It's difficult for everyone involved to put in the effort to prepare for the meeting only to have it deviate from its intended topics. This can be due to inadequate planning, off topic discussions or a dominant individual.


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