A secure board meeting gives directors the opportunity to express their opinions while being respectful, constructive and critical. This gives them the chance to consider their views and make informed decision which contributes to the success of the organization.
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 be involved to ensure that discussions are not stale and off-topic. The chair should also ensure that meetings are running at a steady pace to allow everyone an opportunity to speak, and also to allow the secretary time for note-taking.
A well-drafted agenda is a crucial component of any safe board meeting. Prioritize the most important issues and move non-essential items to later sessions. The agenda should contain a section for executive sessions as well as reports that must be examined and approved.
Sending out the agenda, and any reports to be reviewed before the meeting will allow the board members to do so. This will allow them to be more prepared for the meeting, and also reduce the amount of time they spend on reading reports during the actual meeting.
It is also important to allow plenty of discussion and questions during the meeting. It can be difficult to finish an agenda without a lot of discussion and debate. A skilled facilitator can be very beneficial in this case. Board members should feel free to discuss safety concerns, incidents and possible hazards.
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