Running a Successful Meeting

 

Running a successful non-profit board meeting involves planning, effective facilitation and clear communication to ensure the meeting is productive and achieves its objectives. We've all been part of meetings that drag on and on or don't move anything forward.  People's time is valuable so be aware of that and we've created some tips below to help with a well-run meeting.

Preparation before the meeting

• Make sure the reason for the meeting is clear and the objectives are shared and understood.
• Set a date and time that is convenient for all board members and send calendar invitations well in   advance (check for accessibility, childcare responsibilities etc). 
• Prepare the agenda, previous meeting minutes, financial statements and any reports/background papers and outline what decisions need to be made. Make sure this is circulated to board members ahead of the meeting so that they have time to read it and be prepared.
• Key roles need to be assigned ahead of the meeting. Someone needs to take the minutes, usually the secretary. All meetings must be minuted and documented. The Chairperson of the board will normally chair the meeting, to ensure that all of the agenda items are covered and in a timely fashion. If the Chairperson cannot attend then ensure, ahead of the meeting, that someone else is prepared to chair it.

Meeting roles

Chairperson

• It's the Chair's role to welcome the group and facilitate introductions, make sure everyone feels included and if appropriate begin with a karakia or prayer.
• Guide the meeting based on the agenda and ensure all necessary topics are covered, and keep the discussion on track.
• Encouraging participation, the Chair encourages open dialogue and active participation from all board members, ensuring that all viewpoints are considered and everyone has a turn to speak.
• Maintain order ensuring that the meeting runs smoothly and in an orderly fashion, adhering to the rules of order and managing time effectively.
• List any ground rules that might be agreed upon by the group. For example, this could be concerning confidentiality decision-making and responsibilities of the group.
• The Chair should remain neutral and avoid voicing their own opinion unless necessary.

 

Minute taker

• The minute taker should record the meeting time, date and venue as well as those present and any apologies.  It's their role to record agreed decisions and tasks and outcomes, not necessarily record word-for-word dialogue.  'It is important to keep a record of all meetings and decisions made and these minutes need to be kept on file for future reference.

Minute Taking 

• In New Zealand, different types of charitable entities have specific legal requirements for meeting minutes.  Parry Field Lawyers have an overview of best practice minute-taking that you can view here.

During the meeting

• Begin on time, ensuring you have a quorum (minimum number of members required to make the meeting valid).  The minimum number of members should have been agreed upon in the board constitution.
• Approval of the minutes, ask if everyone has reviewed the minutes from the previous meeting and if there are any corrections or changes.  There then needs to be a motion to formally approve the minutes which needs to be approved and seconded.
• Review the agenda and confirm if there are any additions or changes to the agenda before proceeding. 
• Follow the agenda and make sure things stay on track and avoid lengthy discussions. It can be a good idea to set time limits for discussion on each agenda item to keep the meeting moving forward.
• Present financial and programme/project updates.
• Allow committee chairs to provide updates on their areas of responsibility.
• Encourage participation, make sure all board members have the opportunity to speak and contribute their opinions and facilitate open discussions but keep them on topic.
• When votes or decisions are required, ensure clear and fair procedures are followed, with motions made and seconded. 
• Handle difficult conversations. If a topic becomes contentious, remind the group of the mission and values of the organisation and any ground rules of the meeting. Take a break if needed, or table the issue for future discussion.
• Wrap up the meeting and recap decisions and actions with clear deadlines and responsible individuals.
• Schedule the next meeting date, time, and location and confirm any special meetings that might be needed. 
• Adjourn the meeting.  Officially close the meeting after all business has been addressed, thank everyone for their participation and if appropriate end with a karakia or prayer.
• After the meeting ensure that the secretary sends the minutes to all board members soon after the meeting. This will include decisions, action items, and any important updates. Track action items and follow up with board members on assigned tasks making sure they are completed by the required deadlines. 

Tips for success:

Encourage Open Communication: Board members should feel comfortable sharing their opinions and expertise. Ensure the environment is collaborative.

Focus on Strategic Issues: The board’s role is to oversee the big picture and provide guidance, not to manage day-to-day operations.

Provide Clear Leadership: The Chair or facilitator should lead with confidence, manage discussions, and ensure the board stays focused on its mission and priorities. Running a non-profit board meeting requires balance—ensuring that all board members are engaged and that decisions are made effectively while staying true to the organisation’s mission and goals. 

Where to find more information 

The Institute of Directors have some great meeting resources including agenda board papers, minutes and annual plan templates, that you can view here. Community Net also provide some helpful meeting checklists that you can access here.