Board meeting the etiquette of a board meeting is a set unspoken rules for members to follow in order to ensure smooth running of meetings. Following proper etiquette helps boards function at the level required to fulfil their roles and encourages collaboration. The following guidelines are essential to ensure a productive board meeting:
Be punctual to show respect for others’ time. Prepare yourself by reading the board material ahead of time. If it’s not an emergency avoid distractions like your phone or email, and close unnecessary laptop windows. During a discussion, avoid distractions or conversations that interrupt the speaker. Be attentive and ask questions when appropriate. If you’re not sure if a topic is relevant then ask the speaker or the chairperson of the board for clarification.
If you’re unable to attend a meeting, immediately provide the board with an agenda as well as all reports that are open for discussion prior to the meeting date so that the board can review the information and plan for the meeting. By submitting these documents prior the meeting will save time and allows for the discussion to remain focused on the topic that is being discussed.
Respect your fellow board members even if they don’t agree with you. Remember that the board’s role is to represent shareholder and stakeholder interests and make decisions that are in the best interest of the success of the business.