Conducting a public board meeting is essential to the success of any business, company or institution. It enables the other employees, members or constituents who are part of your group to know what is going on. It is also a useful tool when you are going to make a big decision in your organization. You want to know everybody’s opinion, so you can get useful suggestions from everyone. Your decision will make an impact on everyone in the company, so it is important that any big decisions or business moves be voiced out in public first. There are certain steps you can take to make a public board meeting very effective.
Here are a few tips on how to conduct a public board meeting:
- Know what you are talking about. Before calling for a public board meeting, make sure that it is really necessary. Some people make the mistake of frequently calling for public board meetings when there is really no real need to do so. This will make you seem unprofessional. Make sure that you have a valid reason for calling the meeting. Also make sure that you can explain and talk about it to other people.
- Set the place, date, and time. You will have to choose a place that is big enough to fit all of your members. Usually, public board meetings are held in conference halls because it is more convenient. It also has the right equipment so all of the people can hear one person in such a big space. Setting the date and time is also quite important. You need to choose a date and time when all of the people who should attend the public board meeting are present. Try to reach a consensus first before setting the date and time.
- Announce your public board meeting. The best way to do this is through posters and memos. You can choose to send multiple emails, but it is not recommended for formality. Make sure that you post your announcement way ahead of time. This way, people will have ample time to clear their schedules first.
- Assign someone to take down the minutes of the meeting. This is essential to any public board meeting. There are some things you will have to take note of when taking down the minutes of the meeting. Firstly, the attendance should always be checked. To save time, the best option is to pass a sheet of paper and to get everyone to sign their names. The time is quite important to the minutes, both the starting and ending time. While you don’t really have to write down all of the details word for word, you should keep track of all the important main ideas which were mentioned in the meeting. This way, you will have a way to review the results of the public board meeting.
Public board meetings are one of the most useful things you can do. With these simple tips, your public board meetings will be a success.