An agenda that is well-planned is crucial for efficient meetings. But an agenda on its own is not a guarantee of productive discussions or the ability to make decisions. Board leaders must be aware of the common mistakes that could hinder the effectiveness of meetings to achieve desired results.

Including too many topics on the agenda leads to rushed discussions and not enough time allocated to each item. To prevent this from happening, prioritize items based on urgency and importance and take into consideration whether certain topics can be deferred to committee meetings or future board meetings to allow for more in-depth discussion.

Set time limits for each item on the agenda. This will help your board stay on track and ensure that all issues are given due consideration. Be realistic with your time estimates and look at your past experience of meetings that ran on time to determine what’s feasible in a single meeting.

Share the board meeting agenda at least a few days, or at least 24 hours, in advance of the meeting. This gives board members an opportunity to review relevant documents prior to the meeting. Some organizations include the sign-in form in order to confirm attendance.

Define clearly how decision-making should be carried out for each agenda item, such as through consensus or vote. This will help reduce confusion during discussions. If an issue is controversial or a hot data management issue, make it clear that the board will be voting unanimously instead of having split votes.