Board meeting etiquette is a set of rules that are not stated and protocols that board members must follow to ensure that meetings run efficiently. A proper manner of conduct helps boards operate at the appropriate level to fulfill their duties and fosters cooperation. The following guidelines are crucial for effective board meetings:
Respect the time of others by being punctual. Prepare yourself by studying the material for the board prior to the time. Unless it is an emergency be sure to avoid distractions such as your cell phone or email and close any unnecessary laptop windows. During a conversation, avoid distractions or conversations that interrupt the speaker. Pay attention and ask questions when appropriate. If you’re unsure if something is relevant, ask the speaker or the chair of the board for clarification.
If you are unable attend a meeting, immediately forward the agenda and any reports open for discussion prior to the meeting date to allow the board to examine the information and prepare for the meeting. This will help save time and let the discussion stay focused on the subject that is at hand.
Respect your fellow board members, even if they disagree with your views. Keep in mind that the role of the board is to represent shareholder and stakeholder interests and to make decisions that are in the best interest of the company’s growth.