Board meeting etiquette is a set of unspoken rules that members follow in order to ensure smooth running of meetings. A proper manner of conduct helps boards operate at the appropriate level to fulfill their duties and encourages collaboration. The following guidelines are essential for an effective board meeting:
Be punctual to show respect for the time of others. Prepare yourself by studying the material for the board prior to time. Except in emergencies, avoid distractions such as your phone or email and tasks and competence of the board members shut down any unnecessary laptop windows. During a discussion, avoid side conversations and interrupting the speaker. Be attentive and ask questions if necessary. If you’re not sure if an issue is relevant you can ask the speaker or chairperson of the board for clarification.
If you cannot attend the meeting in person, forward the agenda to the board and any reports that are scheduled for discussion ahead of time so that they can examine the information and be ready for the meeting. This will cut down on time and ensure that the discussion stays focused on the subject in hand.
Be respectful of your fellow board directors, even if you disagree with their point of view. It is important to keep in mind that the board’s purpose is to represent stakeholder and shareholder interests and make decisions that are in support of the company’s success.