How to Plan a Board Meeting

A non-profit board meeting has a lot of components. There are the standing agenda items to be discussed, reports to receive, research to evaluate, and decisions to be made. What goes on behind the scenes to prepare for a board meeting? When do you start planning? What documents do you send out?

Plan a board meeting well in advance.

A poorly planned board meeting may result in decisions being delayed, confusion, and board members who feel disengaged. If planned well in advance, allowing time for preparation of materials, and reading time, a board meeting can be an efficient process to ensure board members feel they are making a meaningful contribution towards the non-profit’s big picture goals.

8 decisions to plan an effective board meeting.

There are 8 areas to cover to ensure a non-profit board meeting will run effectively.

DATE OF MEETING

The date for a board meeting will likely be set by the board, and sometimes several dates may be selected in advance. Plan backwards from the date of the meeting to allow enough time for preparing research and report.

DATE TO SEND THE MEETING READING PACKAGE

Decide the date to send out the meeting reading package. Begin by checking to see if there is a policy requirement. No policy? Decide how much time folks will need to read and prepare for the meeting.

If meetings usually have a lot of material to review, it helps to send reading packages 2 full weeks prior to the meeting. If meetings are typically lighter, that timeline can be shortened. If reading packages are sent by hard copy mail, it is important to factor in postage delivery times.

Feedback from board members will help determine the preferred timeline.

PLAN THE AGENDA

What goes into the meeting reading package? Begin by preparing the agenda, noting meeting details like time and location right at the top of the page. Don’t change the agenda format unless the board specifically requests changes.

Insert topics for discussion. Operational boards might allow agenda items to add up between meetings. Governance boards will likely have a calendar of agenda items with additional topics added only when allowed by policy. For both groups, someone will be responsible for preparing the agenda document.

The rest of the meeting reading package usually includes the minutes from the previous meeting, reports (board committees, operations, budget), and reference/research information for discussion topics.

SET THE DATE TO START PREPARING THE MEETING READING PACKAGE

Knowing the date the reading package must go out, and the material needed to be included in that package, will help to determine how far in advance to begin the work. Add a buffer of 1-2 days, then schedule the needed time to do the work.

BOOK THE FACILITATOR

Wait, what? A board meeting doesn’t need a facilitator. True, for almost all meetings, the board handles its own chairing and direction. But, for special meetings like strategic planning, or when requested by the board, a facilitator may be desired. Facilitators often book their time far in advance. If a facilitator is needed, book their services as soon as the meeting date is set.  

SELECT THE LOCATION

Meeting location will vary from board to board. For some groups, with board members all in the same community, there may be an on-site meeting room or favourite location. Other board might meet online, never in person.

Like booking a facilitator well in advance, meeting locations need to be booked well in advance. For in person meetings, make sure the room has enough (comfortable) seating, the building has enough parking, the required technology/privacy limitations are understood, and the price is recorded in the contract. If hotel rooms will be required for board members travelling long distances, book those now as well. Meeting digitally? Generate the link for on-line meetings like Zoom.

Tip: Keep a digital file of meeting venues with pictures, prices, and notes.

BOOK THE CATERER

For most local meetings, a caterer isn’t needed. Someone can pick up a box of donuts and put on a pot of coffee.

Longer meetings, like a two-day planning session will need a LOT more attention. The caterer will need to customize the meals to accommodate dietary needs.

Tip: Keep a digital file of board member dietary needs and favourite foods. Also keep a digital file of caterers, menus, and pricing.

Long board meetings can be enjoyable when everyone has their favourite snacks. Don’t forget to bring containers to take home catering leftovers, extra napkins, hand sanitizer, tissues, and throat lozenges. Decide when the shopping will happen, to avoid a rush before the meeting.

PLAN THE DATE/TIME YOU WILL TRAVEL AND SET-UP

Whether meeting down the hall or travelling a couple of hours, the room will need to be set-up. Decide in advance how much time is needed to set-up tables, put out snack and drinks, organize printed materials, and test the projector.

Planning ahead helps make the board meeting less stressful.

A well-planned board meeting involves much more than just the agenda. Planning out each of the 8 pieces will set the stage for the board to make fully informed decisions in a comfortable and relaxed setting.

Recap the 8 steps.

The date for the board meeting has been selected. Here’s a recap of the 8 steps for the planning to make it a success.

1. Confirm the date of the meeting.
2. Decide the date to send the meeting reading package.
3. Determine the agenda for the meeting.
4. Schedule the time to prepare the meeting reading package.
5. Book a facilitator.
6. Book a location.
7. Book a caterer.
8. Plan time for set-up and testing.

When a non-profit needs to plan all the components of a board meeting, following these 8 steps well in advance will create a foundation for a meaningful meeting.

Thanks for taking the time to read my ideas. My mission is to take the mystery out of running a small non-profit. If you know someone who needs to read this, why not grab the link, and share it with them. Let’s work together to make board meetings effective and fun.

-Christie

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Hi, I'm Christie Saas, former board member, current Executive Director, and non-profit volunteer. I remember well, those early years when I lacked the training, the confidence, and the work-life balance to focus on becoming the best non-profit leader I could be.

Fast-forward past many bumps in the road, lessons learned, and you’ll find me still in the trenches, but a little wiser, a little calmer, and a whole lot happier. I love my work and I want to help you love yours too.

I created ChristieSaas.com so non-profit leaders never need to feel alone. I’m here to help. If you’re a brand-new non-profit leader, or a little more seasoned, someone who’s looking to make a meaningful contribution and still have time for a full life away from the job, you’re in the right place.

© Christie Saas 2022 All Rights Reserved

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