The document outlines best practices for running effective board meetings, emphasizing the use of terms of reference to clarify meeting objectives and maintain focus. It advocates for maintaining an action log instead of traditional minutes to track commitments and holds participants accountable. Additionally, it highlights the importance of preparation, effective chairing, and post-meeting assessments to improve future meetings.

1. 1 U S E A T E R M S O F R E F E R E N C E
Make use of a terms of reference for all your meetings. This
is a simple way of explaining everything you need to know
about a meeting - the who, where, when, what and how.
The Terms of Reference defines the purpose - not just the
agenda - it helps keeps conversations to the point - and
helps you judge whether you've achieved what you intend.
Send out the TOR by email in advance and agree it with
everyone at the start of the first meeting. Discuss the
ground rules - so that people know what is expected of
them.
2 R E C O R D A C T I O N S A N D C O M M I T M E N T S
Use an action log to recording decisions and commitments
within a meeting. It should replace minutes wherever
possible.
The Action Log holds people to account for what they have
agreed to do. It acts as a reminder of what has been agreed
in order to achieve the purpose set out in the TOR. Because
it lasts indefinitely actions don’t get lost in previous
minutes.
At the beginning of the board meeting, review QUICKLY
what has been done (but don’t discuss it). A simple “Done,
Not Done” is enough - just to keep people up-do-date on
where we are. You can discuss everything in the meat of the
meeting when the time comes.
Add actions as you go along - but make sure the person
accepting the action dictates the wording and the date - this
is imperative if they’re going to own the action.
Distribute the Action Log immediately after the meeting.
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improvekeystrategies.
P R E P A R E I N A D V A N C E
Preparation is key in guaranteeing a smooth decision-making
and action-setting process. Prior to the meeting you should
engage in reading and analysing relevant papers/documents
related to the agenda. Also, review the minutes of the last
board meeting and follow-up on action items assigned to you.
Finally, prepare remarks on items you wish to present to the
board.
B E A N E F F E C T I V E C H A I R
If you're the chair of the meeting, it is your responsibility
to have the meeting start and finish on time. Make sure
that important issues are included on the agenda and
ensure that board members have sufficient time to
prepare for the meeting.
During the meeting you should always promote inclusive
debate and an appropriate tone throughout discussions.
It is essential that you deal effectively with dissent.
A S S E S S A N D R E V I E W E F F E C T I V E N E S S
Make use of an effectiveness checklist that reflect your
ground rules. At the end of the meeting, quickly run through
the checklist and discuss what must be done to make the next
meeting more effective.
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RUNNING
EFFECTIVE BOARD
MEETINGS
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