Board and Committee meetings

Outsiders rarely appreciate the amount of paperwork a single meeting can generate. Because it is what we do, day in and day out, we can assist with making sure your Board and Committee meetings run ‘hitch free’ with a variety of aids such as meeting plans and keeping board meeting minutes.

Before the meeting – We start by developing forward plans for all your meetings to ensure that the appropriate items are on the meeting agenda. Having forward plans in place helps to ensure that meeting agendas are scheduled at least a year in advance and with all appropriate  items on the agenda in good time. The forward plans are then supported by meeting schedules containing deadlines showing when the reports need to be ready for circulation to the Board.

We can also assist in drafting meeting agendas that are based on forward plans, chasing up and  collating reports before circulating to the Board at least seven to ten days  before the meeting date. In addition, with the advance of modern technology, Board members no longer have to wait for reports to be posted out.  We are knowledgeable about a number of Board and Commitee portals and can therefore advise your organisation/Board on the most appropriate tool to receive Board papers electronically.

At the meeting – Following the dispatch of reports, we are available to attend meetings to take professional, detailed board meeting minutes. Our minutes are version-controlled, quality checked and what’s more, draft minutes are presented for your approval within five working days of the meeting!

Here, it’s worth spending a few moments looking at what makes a meeting effective and productive. Meetings are necessary for decision-making, reporting back, reviewing issues, problem-solving and discussion but, in reality, running a productive meeting can be challenging. Common problems include:

  • Long discussions with no conclusion;
  • Decision making on the basis of inadequate information;
  • Low attendance;
  • Uneven participation; and
  • Unwillingness to ask questions.

These issues are not easily addressed, but certainly meetings will become more effective if they are well planned with a clear purpose, effectively chaired and focused on decision-making to discourage attendees going off-topic.

After the meeting – We also ensure all draft board meeting minutes are fully supported by an action list to keep track of any action items arising from the meeting. We are also happy to provide updates on  items highlighted for action to ensure a comprehensive action list is ready for your next meeting.