Board Meeting Etiquette

Board meetings are a critical governance function for any organisation. They provide board members with the ability to fulfil their roles in respect to oversight, strategic guidance, fiduciary duties, and more. However, unproductive board meetings hamper the board’s ability to fulfil its role. Directors displaying poor meeting etiquette often contributes to this outcome.

What exactly constitutes proper etiquette for board meetings?

It involves practices that make meetings effective and respectful for all board members and participants. When directors demonstrate good meeting etiquette, board meetings drive progress on priorities and help to build a cohesive governance team.

Top Tips for Proper Etiquette in Board Meetings

Arrive on Time

Lateness disrupts board meetings significantly. When directors trickle in late, they miss context and force others to backtrack. By arriving on time, you show respect for your colleagues and make meetings far more productive.

Aim to arrive 10-15 minutes early so you have time to get settled, review notes, and chat informally. If an emergency requires late arrival, inform the board chair or secretary in advance so they can plan accordingly.

Prepare Thoroughly

Review the board book and pre-read materials well in advance. Analyse the financials, data, and proposals that will be discussed. Make notes on areas where you have questions, input, or advice to offer.

Thorough preparation enables you to contribute substantively. You also identify gaps where the board needs additional clarity from management or external advisors.

Limit Distractions

It’s unprofessional to be distracted by devices during the board meeting. Emails and texts can wait. Keep your phone silenced and close unnecessary laptop windows. Avoid side conversations as well. You cannot provide sound guidance if you aren’t fully present.

Listen Attentively

Listen closely as your fellow directors speak. Maintain eye contact and refrain from interrupting. Active listening keeps you engaged and helps identify nuances in the discussion. You’ll gain helpful context before adding your own voice.

Stay on Topic

Wandering off agenda wastes time and productivity. If the discussion goes down a rabbit hole, you should expect the chair or secretary to gently guide things back on track. An example of how this could be done:

“I want to hear more about the risk scenario you mentioned, but should we circle back to the budget approval first to stay on schedule?”

Stick to Time Limits

Every agenda item has a reason and an allotted time slot. Respect the schedule so the board can cover all necessary material. If your update or comments exceed your timeframe, suggest tabling the remainder for future discussion or offline follow up.

Share the Stage

Ensure your speaking time is equitable compared to other directors. Make a point of drawing out quieter members for their perspectives. Balance participation so no single director dominates the dialogue.

Disagree Respectfully

Healthy dissent sharpens the board’s thinking, but conflicts should remain collegial. Frame objections constructively by acknowledging points of alignment first. Don’t make things personal. Focus on issues, not individual directors.

Maintain Confidentiality

Board discussions are private. Refrain from sharing board matters or meeting proceedings externally without authorisation. Uphold any other confidentiality requirements outlined in bylaws or policies.

Reach Consensus When Possible

During thorny issues, seek compromise and common ground. Explore whether dissenting directors’ core concerns can be addressed without rejecting proposals outright. Bridge differences to preserve board cohesion.

Follow the Agenda

Refrain from raising new business not already on the agenda. New topics may require preparation and research before the board can have a substantive discussion. Keep meetings productive by focusing on the agreed-upon agenda.

Wrap Up Properly

Leave adequate time at the end of the meeting to confirm next steps, milestones, and accountabilities. Ensure directors walk away with clarity on action items, responsibilities, and timing before formally adjourning.

Show Appreciation

Thank your fellow directors for their service, perspectives, and commitment to the organisation’s governance and success. Expressing gratitude contributes to healthy board dynamics and culture.

Integrating Cultural Practices

When bringing together directors from different cultural backgrounds, it is important to integrate practices (such as Karakia or welcome to or acknowledgement of country) in a thoughtful way. Each culture has its own traditions and norms around communication, etiquette, dress, food, and more. Blending these requires understanding, compromise, and adaptability from all parties.

The goal should be finding common ground while still allowing individuals to observe important cultural practices specific to meetings. With openness, patience, and respect, a board can develop an inclusive environment where people feel valued for their diversity as well as their shared purpose.

The Bottom Line on Meeting Etiquette

Proper meeting etiquette enables boards to operate at the level necessary tot fulfil its role. Following above guidelines will help your board to conduct its board meetings efficiently, foster collaboration, and model leadership for the entire organisation. When directors demonstrate respect and professionalism, it sets the tone for others to do the same.

Resources

How to Present to the Board of Directors

Free Minute Taking Course

Who Should Control the Reporting of Information to the Board?

Board Members with Ego

Dealing with Difficult Directors in your Boardroom