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An agenda for board meetings is a guide that will help you keep your meetings productive and on the right track. When it comes to maximizing the time your board members can spend together the substance is more important than style.

Begin with a call for order and an introduction by the board chair or facilitator to officially start your meeting. The next step is to accept the minutes of the previous meeting or the financial report. You could also review the committee’s updates or administrative tasks. It’s a good idea then, to reserve a section of the meeting for discussions about strategic planning or other governance issues. It’s also possible to include a sensitive or confidential subject in the executive session, if the company’s bylaws permit it.

Be attentive and thoughtful at each point. If you have questions or concerns regarding the presentation in any way Be sure to bring them up concerns and allow your fellow board members to respond. Be careful not to drift off track and talk about topics that aren’t on the agenda. This could eat up the time of meetings and distract from the most important things on your agenda. To prevent this from happening you can add a “parking lot” item at the bottom of the agenda to push random topics that require more attention later on.

Last but not least, ensure that you inform your board of the agenda at least one week prior to your actual meeting. This gives everyone enough time to look over the agenda and formulate their thoughts for the meeting. It’s also a good idea to include the meeting agenda with any supporting documents that board members will need to be able to fully comprehend the topic in hand.