A safe board meeting provides a space for directors to express their views while remaining respectful, honest and constructive. They are able to consider their views and make an informed decision that can contribute to the success of the company.
The chair of the board is able to create a safe environment in the board by setting the tone and demonstrating respect. They can also help ensure that discussions are respectful and on the right track. Chairs should also facilitate meetings so that everyone has time to speak and allow the secretary the time to write notes.
An organized agenda is a vital element of any successful board meeting. Prioritize the most important issues and shift non-critical ones to later meetings. The agenda should include sections for executive sessions and reports that need to be reviewed or approved.
It is important to distribute the agenda and any other reports that need to be reviewed in advance of the meeting so that board members can read them prior to the discussion. This will enable board members to be better prepared for the meeting and will reduce the time spent studying reports during the meeting.
It is also essential to give ample time for discussion and questions during the meeting, since it can be difficult to go through an entire agenda without much discussion and debate. A skilled facilitator can be extremely beneficial in this case. Board members should feel free to discuss safety concerns, incidents, and potential hazards.
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