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The process of preparing for a board meeting may seem daunting but putting in some time before the meeting will ensure a more smooth and productive board meeting. Using a board management platform or board portal software will make planning for meetings and organizing the materials needed for it much easier as well as save you some time in the long run.

This will ensure all attendees to your board meeting can be as productive and prepared as they can. This is particularly important for directors that are new and observers who may be unfamiliar with the organization’s board and committee structure.

Reviewing the minutes of the previous board meeting is an first step. Determine what was talked about and what’s still to be discussed. Also, determine what you’ll need to do to create an agenda for the coming meeting. This will help you focus on the purpose of the meeting and set an agenda to achieve them.

It’s also an excellent idea to send out the board meeting invites and confirm RSVPs. This will ensure that everyone is present, including remote participants.

The next step is of checking any reports or documents that committee chairs or the executive team as well as other stakeholders have prepared in advance. This will reduce the amount work required by board secretaries to prepare meetings and make sure that the meeting agenda includes all the materials needed.