According to BoardSource, nonprofit boards that meet monthly should be able to wrap up all business in one to two hours. If your meetings are going longer, it may be due to a lack of 
preparation and focus. This can hurt your organization, as busy board members may lose confidence in the leadership and even resign. Here are some tips for holding productive, time-efficient meetings.
Set a Clear Agenda
Once you’ve scheduled a meeting, create an agenda. Reach out to board members to see if they have any additional topics they’d like to discuss. This ensures all important matters are covered and reduces the likelihood of last-minute issues dragging out the meeting.
Assign a time limit and responsibility for each agenda item. Include at least one voting item to reinforce the purpose, but don’t overload the agenda. Too much content can make the meeting feel rushed or extend past the planned time.
Email a board packet at least two days before the meeting. This packet should contain the agenda, minutes from the previous meeting, and any materials related to upcoming agenda items, such as financial reports or proposals.
Keep the Meeting on Track
Start each board meeting with a short reception to allow members to catch up. While some board members may have limited time, many will appreciate the chance to connect with their peers.
During the meeting, the executive director and board chair should ensure the agenda is followed closely. They can keep things moving by:
- Sticking to the schedule,
- Limiting discussion time, particularly if one or two members dominate the conversation, and
- Calling for a vote after a reasonable amount of time.
If more time is needed to consider an issue, it’s better to table it for a future meeting rather than allowing discussions to drag on. Always end the meeting on a positive note by summarizing accomplishments and thanking attendees for their time.
Follow up after the Meeting
To ensure effectiveness, there must be follow-up after each board meeting. Provide answers to any unresolved questions and add any unfinished business to the next meeting’s agenda.
Make sure board members are fulfilling their commitments to the organization. If members frequently miss meetings or arrive unprepared, offer support. If the problem persists, you may need to consider replacing those members.
Use a Consent Agenda
Finally, consider implementing a consent agenda. This approach groups routine items that don’t need discussion, such as previous meeting minutes and committee reports, into one package for a single vote. This can save significant time during meetings.
For more tips on nonprofit governance, contact us.
