Preparing your board meetings takes time. The most successful boards take this seriously and ensure that their board meetings run smoothly. They schedule meetings far ahead of time to give board members an opportunity to accept them (and the difference between shareholder and stakeholder often, to make a deal on their calendars). Board Members are extremely busy and are often on numerous boards and teams. Therefore, coordinating with their assistants and individuals to ensure that they attend the board meeting is essential.
Another crucial aspect of preparing for your board meeting is to make sure that you have all of the materials ready for the board meeting. Send out the finalized agenda and the board pack approximately a week prior to the meeting. This will allow the Board members to review and absorb all of the materials before they attend the board meeting.
Lastly, the day before your board meeting it is ideal to schedule short phone calls with your Board Members or their assistants in order to make sure they are prepared for the meeting. This will enable you to quickly address any issues that may arise, for example, the need for updated slides that need to be distributed before the meeting.
Reflecting on your reasons for serving on the board is a good idea. This will help keep you focused during the board meeting, and ensure that you cover all the relevant subjects.