A safe board meeting allows directors to express their opinions while being respectful, constructive and critical. This allows them to consider opinions and make informed decisions that will contribute to the success of the business.
The chair of the board can ensure a safe environment on the boardroom by setting the tone and showing respect. They can also help ensure that discussions are not stale and off-topic. The chair should also ensure that meetings are paced in order to give everyone an opportunity to speak and also allow the secretary to take time for taking notes.
A well-drafted agenda is a essential part of a secure board meeting. Prioritize the most important items and shift non-essential items to later meetings. The agenda should contain an executive session section as well as reports to be read and approved.
It is important to distribute the agenda and any other reports that require review in advance of the meeting so that the board members can look over them prior to the discussion. This will enable them to be prepared for the meeting, and will reduce the time spent reading reports during the meeting.
It is also essential to allow plenty of discussion and questions during the meeting. It can be challenging to complete a full agenda without much discussion and debate. A competent facilitator can be extremely helpful in this situation. Board members are encouraged to talk openly about safety concerns, incidents, and potential dangers.
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