How to Create Safe Board Meetings

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A safe board meeting gives directors the opportunity to speak freely while remaining respectful, constructive and critical. This gives them the opportunity to think about their ideas and make a well-informed decision that can contribute to the success of the company.

The chair of the board is most important factor in creating a secure board environment by setting the tone, demonstrating respect and ensuring that discussions remain on topic and civil. The chair should also pace meetings to allow everyone to speak, and allow the secretary the time to write notes.

A well-written agenda is an essential part of a successful board meeting. Prioritize the most important items and then shift less critical items to later meetings. The agenda should include sections for executive sessions and reports that must be checked or approved.

It is important to distribute the agenda as well as any reports that require review prior to the meeting so that the board members can look over them prior to the discussion. This will allow them to be more prepared for the meeting and decrease the amount of time spent on report reading during the actual meeting.

It is also crucial to allow plenty of discussion and questions during the meeting. It can be difficult to complete an agenda without a lot of discussion and debate. This is where a competent facilitator can be helpful. Board members should be encouraged the safety concerns, incidents and potential hazards.