Board meeting etiquette is a set of unspoken rules for members to follow in order to ensure the smooth running of meetings. The proper manner of conducting meetings allows boards to function at the level that is appropriate to their duties, and promotes collaboration. The following guidelines are necessary for effective board meetings:
Respect for others’ time. Be prepared by studying the materials for the board ahead of time. Unless it is an emergency avoid distractions https://www.boardroomother.com/board-meeting-etiquette-5-important-rules/ like your phone or email, and shut down any unnecessary laptop windows. During a discussion, avoid interruptions and conversations that distract the speaker. Take notes and ask questions when appropriate. If you’re not sure if the topic is relevant, ask the speaker or the chair of the board for clarification.
If you are unable attend a meeting, immediately send the board an agenda and all reports that are open to discussion ahead of time to allow the board to review the information and plan for the meeting. Providing these documents prior to the meeting will save time and allows the discussion to remain focussed on the topic that is being discussed.
Respect your fellow board members even if they do not agree with your views. Remember that the role of the board is to represent stakeholder and shareholder interests and to make the decisions which will help ensure the company’s growth.