Master the Board Meeting: 10 Action Items for Nonprofit Organizations

To run your board meeting as a forum for constructive discussions and decision-making, stick to a plan that will help you lead the proceedings and your board members with confidence. A well-run meeting will help your board remain engaged and committed to your mission over time.

1. Set a clear agenda.

Outline the topics to be discussed and the goals to be achieved during the meeting. Share the agenda with the board members at least a week in advance, so they can come prepared.

2. Share an information packet in advance.

Make sure board members have access to reports, data, and other relevant information well ahead of the meeting so they’re prepared to make informed decisions. Prep name tags in advance, too.

3. Be punctual (and offer snacks).

Start every meeting on time and keep to the schedule as closely as possible. This demonstrates respect for the board’s busy lives. And the snacks? The best meetings begin with breaking bread.

4. Follow the rules of order.

The standard procedural guide for running a meeting is Robert’s Rules of Order, but you can keep your meeting on track with a simplified version:

• Call the meeting to order

• Complete roll call.

• Approve agenda and previous meeting’s minutes.

• Present committee reports.

• Review old business.

• Discuss new business.

• Adjourn.

5. Encourage participation.

Make sure everyone has an opportunity to contribute. Avoid allowing one or two members to dominate the conversation. Board members should do most of the talking and the focus should be on decisions, not updates.

6. Stay mission-focused.

Do allow time for members to share concerns, but stick to the agenda to avoid going off the rails with unrelated topics. If you focus on strategy, organizational achievements and challenges, and plans of action for special projects, your meeting is less likely to get sidetracked.

7. Keep it to 90 minutes.

According to Leading with Intent, the average nonprofit board meets 7.5 times per year for more than 2-½ hours each meeting. To reduce the scheduling burden, streamline your meetings to an hour and a half. Researchers say the sweet spot for focusing is 25 minutes, so plan two strategic breaks.

8. Summarize decisions.

Clarify any action items and make sure everyone understands what needs to be done next. Taking careful minutes of the meeting makes this task much easier. Send minutes within the week to both attendees and those who missed the meeting.

9. Provide appropriate follow-up.

Designate a board member to check in on progress to ensure action items are completed and decisions are implemented. Don’t leave this responsibility to each individual. The appointed board member should assign deadlines for tasks and reports.

10. Plan your next meeting for impact.

Because your board is such a valuable resource but has limited time, you might need a different cadence than monthly meetings. Consider additional or alternative meeting types to maximize your board’s input. (Also, for your board’s convenience, keep virtual meetings as an option.)

• Annual Planning Meeting

• Committee Check-in

• Quarterly Review

• Meeting Session without CEO/ELT participation