According to BoardSource, nonprofit boards that meet monthly should wrap up all business within one to two hours. If your meetings often run longer, it could be a sign of poor planning and focus. This lack of structure may frustrate busy board members, cause them to lose confidence in leadership, or even lead them to resign. Here’s how to keep your meetings productive and on time.
Set a clear agenda
Once a meeting date is set, draft an agenda. Reach out to board members for any additional topics they’d like to include. This ensures important issues are addressed, reducing the likelihood of last-minute surprises that could extend the meeting.
Assign time limits for each agenda item and designate specific members to lead those discussions. Including at least one board vote will create a sense of purpose and achievement. However, avoid overloading the agenda, which can make the meeting feel rushed or drag it beyond the scheduled time.
Two days before the meeting, send out a board packet. It should include the agenda, minutes from the previous meeting, and any materials related to upcoming discussions, such as financial reports or project proposals.
Keep discussions focused
A brief social reception before the meeting helps board members catch up and fosters stronger relationships. While some members may be pressed for time, others will appreciate the opportunity to connect.
During the meeting, it’s essential that the executive director and board chair keep discussions on track by:
- Sticking to the agenda,
- Limiting discussion time, especially when a few individuals dominate, and
- Prompting a vote once enough time has been spent on an issue.
If more time is needed for consideration, table the decision for a future meeting instead of letting discussions drag on. Always conclude with a positive note, summarizing what has been achieved and thanking everyone for their participation.
Ensure post-meeting follow-through
Productive board meetings don’t end when the meeting adjourns. Follow up by providing answers and materials to any outstanding questions, and place unresolved items on the agenda for the next meeting.
It’s also important to ensure board members are fulfilling their responsibilities. If members frequently arrive late, miss meetings, or come unprepared, offer support to help them stay engaged. If the issue persists, you may need to consider replacing them.
Consider a consent agenda
Another way to streamline meetings is by using a consent agenda. This allows the board to approve routine items, such as previous meeting minutes and committee reports, in a single motion without discussion. By consolidating these tasks, you can save valuable time for more important matters.
Contact your team at Accavallo & Company LLC for more guidance on effective nonprofit governance.
