A secure board meeting gives directors the opportunity to speak freely while remaining respectful, constructive, and critical. This allows them to explore opinions and make informed decisions that will contribute to the success of the business.
The chair of the board is able to create a safe environment in the boardroom by setting the tone and demonstrating respect. They can also help ensure that discussions are civil and on topic. The chair should also lead meetings so that everyone has time to speak and give the secretary time to take notes.
A well-drafted agenda is a essential element of a safe board meeting. Prioritize the most important items and move non-critical items to later meetings. The agenda should include sections for executive sessions as well as reports that must be checked or approved.
The distribution of the agenda and any reports that need to be reviewed before the meeting will allow board members to do so. This will help them be more prepared for the meeting and decrease the amount of time they spend on report reading during the actual meeting.
It is also important to allow for plenty of discussion and questions during the meeting. It can be challenging to complete a full agenda without much discussion and debate. This is where a competent facilitator can help. Board members should be able to discuss safety concerns, incidents and possible hazards.