Board meetings can be productive, but let’s be honest — they often end up feeling like a waste of time. 

Nobody benefits from being held captive by meetings filled with endless reports, off-topic discussions, and vague (or even nonexistent) directives. If you’ve ever walked out of a board meeting wondering, “What just happened?” or feeling as though nothing was accomplished, you’re not alone. The good news? It doesn’t have to be this way.

The most successful CEOs know how to keep their board meetings on track at all times — but how do they do it? Managing meetings like a pro is an art, and there’s no substitute for following a few golden rules. Below, we’ll share some of the best practices for meetings used by CEOs worldwide. 

Whether you’re a seasoned executive or new to the boardroom, these tips will help transform your board meetings from dull to driven, and from plodding to productive. 

Set clear objectives beforehand

One of the biggest reasons board meetings go off the rails is a lack of clear objectives. Without a roadmap, it’s easy to get lost in the details or stray into unrelated topics. Successful CEOs stress the importance of defining what you want to achieve in each meeting. Are you looking to make a major decision? Do you need to brainstorm ideas or review financials? Whatever the goals, they should be clearly outlined before the meeting even begins.

Sending out a detailed agenda a few days in advance is a good start (and this agenda template from Indeed is a great resource if you’re wondering where to start). This way, everyone knows what’s coming and can prepare accordingly. CEOs find that when participants know the objectives upfront, they are more focused and engaged, making the meeting far more productive.

Keep the meeting small and focused

Ever heard the saying, “Too many cooks spoil the broth”? This rings especially true for board meetings. While it’s tempting to include everyone to gather diverse perspectives, too many voices can lead to chaos. Successful CEOs recommend keeping the meeting small and only inviting people who are essential to the discussion. 

This doesn’t mean you should exclude important voices, but rather, ensure that everyone at the table has a reason to be there and can contribute meaningfully to the conversation. A smaller group helps streamline decision-making and ensures that discussions are relevant and to the point. Plus, it’s easier to manage the meeting and maintain focus with fewer people involved.

Moreover, ensuring only genuinely relevant information is presented (a tool such as Diligent’s corporate governance software can help streamline data sharing) also keeps board meetings focused and ensures time isn’t spent on unnecessary details.

Encourage open dialogue, but stay on topic

A productive board meeting isn’t just about ticking off agenda items; it’s about engaging in meaningful discussions that lead to real insights and decisions. Successful CEOs know that fostering an environment where everyone feels comfortable sharing their thoughts is crucial. Encouraging open dialogue can lead to innovative solutions and ideas that might not surface in a more rigid setting.

However, there’s a fine line between open dialogue and a meeting that goes off the rails. It’s essential to stay on topic and not let discussions stray too far from the agenda. Designating a facilitator to guide the conversation can help keep things on track. This person can steer the conversation back to the agenda when discussions start to drift, ensuring that the meeting remains productive.

Distribute materials in advance

Imagine walking into a meeting and being handed a thick stack of documents to review on the spot. Not ideal, right? To avoid this scenario, successful CEOs make it a point to distribute all relevant materials well in advance of the meeting. This might include financial reports, project updates, or any other documents that will be discussed.

When board members have time to review materials beforehand, they can come prepared with thoughtful questions and insights. This makes the discussion more productive and ensures that everyone is on the same page. It also saves time during the meeting, as there’s less need to go over basic information.

Limit the length of the meeting

There’s only so much information people can absorb in one sitting. Successful CEOs recommend keeping meetings short and to the point, ideally under two hours. If more time is needed, consider breaking the meeting into smaller, more focused sessions.

Long meetings can drain energy and reduce focus, leading to less productive discussions. By keeping meetings concise, you ensure that everyone stays engaged and that discussions are sharp and effective.

Start and end on time

Time is money, and wasting it is the last thing you want. Successful CEOs emphasize the importance of respecting everyone’s time by starting and ending the meeting as scheduled. It sets a tone of professionalism and discipline, which encourages participants to be punctual and engaged. If you consistently start and end on time, you’ll also find that attendees are more likely to take the meeting seriously.

Setting a strict time limit for each agenda item can also help keep things moving. If a particular topic requires more discussion, schedule a follow-up meeting rather than letting it run over. This keeps the meeting on track and ensures that all agenda items are covered.

Use visuals and data to support discussions

Let’s face it — endless numbers and text can be mind-numbing. That’s why successful CEOs often use visuals and data to support discussions during board meetings. Charts, graphs, and infographics can make complex information easier to understand and keep participants engaged. Thankfully, creating these graphics has never been easier, with tools like Canva and Snappa giving even the most artistically challenged users the ability to create truly professional-looking assets. 

Visuals help highlight key points and make it easier for board members to grasp the significance of the data. When people can see the information in a clear, visual format, they are more likely to understand it quickly and contribute to the discussion.

Assign action items and follow up

A board meeting shouldn’t just be a talk-fest. To be truly effective, it should lead to clear actions. Successful CEOs make sure that every meeting ends with a list of action items, assigned to specific individuals with deadlines. This way, everyone knows what’s expected of them and by when.

But assigning action items is only half the battle. The real key is following up. At the beginning of each meeting, review the action items from the last meeting and track progress. This not only holds people accountable but also ensures that decisions lead to real results.

Evaluate and improve

Even the most productive meetings can be improved. After each board meeting, take some time to evaluate what went well and what could have been done better. Ask for feedback from board members to understand their perspectives and identify areas for improvement.

Successful CEOs view board meetings as a continuous improvement process. By regularly assessing and refining the meeting process, you can ensure that your board meetings remain effective and productive.

By implementing these tips, you can transform your board meetings from chaotic and unproductive sessions into structured, focused, and effective gatherings. Remember, the goal is not just to meet for the sake of meeting but to drive the company forward with clear, actionable decisions. With a little planning and the right approach, your board meetings can become a powerful tool for achieving your company’s goals.

Further Reading:

The Ultimate Guide: Accelerate Your Career Path to Becoming an IT Manager

Exploring the Journey: Transition From Developer to Product Manager