Meetings and board performance: How to evaluate, optimise — and prosper

Effective boards aren’t born, they’re made. 

Learning how to accurately evaluate board performance — while not straightforward — is vital on the journey towards excellence. And meetings play a critical role. 

After all, board meetings are the beating heart of an organisation. They’re the forums where decisions are made, expertise is unlocked, and governance is exercised. Ensuring board meetings are not only functional, but optimal, is a high stakes undertaking that should be woven into the way your board evaluates its performance. 

In this article, we’ll explore the relationship between board performance and meetings, so that you can enhance your skills as a chairperson , and your board can continuously iterate, optimise, and improve the vital role that you play in the success of the organisations you oversee.  

How to evaluate your board meetings

Can you honestly say that the companies you govern would spend tens, if not hundreds, of thousands of dollars on a given area without evaluating the return? The answer here will be a resounding “no” — and so your board meetings should be no different. 

The following four steps help to guide you through evaluating board meeting performance — and therefore board performance: 

1. Attendance and participation

One of the most straightforward indicators of board performance is attendance. High attendance rates are essential for efficacy, as they ensure that all board members are present to contribute their expertise and perspectives. Low attendance, on the other hand, can signal disengagement or scheduling conflicts, both of which need addressing.

Equally important is the level of engagement and participation during meetings. Board members should actively contribute to discussions, ask pertinent questions, and provide valuable insights.

According to Charlotte Oehman from Innovenn, “I have experienced that sometimes one board member needs to comment on everything and drowns out others. It is imperative that the Chair appropriately manage the meeting to ensure that everyone's voice is heard.” Therefore, it’s clear that measuring participation can help identify whether certain members dominate conversations while others remain silent, indicating a need for better facilitation or more balanced engagement strategies.

2. Agenda effectiveness

The effectiveness of a board meeting largely depends on the clarity and structure of the agenda . A well-crafted agenda that clearly outlines the topics to be discussed and the objectives to be achieved is crucial. It should allocate sufficient time for each item, ensuring comprehensive discussion without unnecessary prolongation.

Time management and adherence to the agenda are also critical metrics. Meetings that frequently overrun or deviate from the agenda may indicate inefficiencies or a lack of focus. Evaluating how well the board sticks to the agenda can provide insights into the meeting’s organisation and the board’s discipline in addressing key issues.

Board meeting length can also be an indication of performance. According to Larry Cheng, Managing Partner at Volition Capital, “It feels like there's an inverse relationship between the length of a board meeting and company performance. Short board meetings = strong performance. Long board meetings = challenging performance. My guess is this may be true for board prep time as well.” 

3. Decision-making quality

The quality of decisions made during board meetings is a vital measure of performance. Effective boards make decisions that are well-informed, timely, and aligned with the organisation’s strategic goals. This involves assessing the clarity of the decisions made and the rationale behind them.

Follow-through on action items is another important aspect. Boards must ensure that decisions are implemented effectively and that there is accountability for action items. Tracking the progress of these items and evaluating their outcomes can help gauge the board’s effectiveness in driving organisational success.

There are inherently human factors at play here. As Dr. Craig Drearden-Phillips, Chairman of We Are Juno, explains, “So much about the success of a board is about whether the human factors work or not. I see and hear about so many boards where negative behaviours obstruct the proper functioning of the board. This, in turn, impairs critical conversation and deep scrutiny. It also creates a default to defensiveness that is the enemy of good governance.” 

4. Board member satisfaction

The satisfaction of board members with the meetings and overall governance process is a key indicator of performance. Surveys and feedback mechanisms can be used to gather insights from board members about their experiences and identify areas for improvement. 

Regularly soliciting feedback helps ensure that the board operates efficiently and meets the expectations of its members. It can also uncover underlying issues that may not be immediately apparent, such as concerns about meeting dynamics or the quality of information provided for decision-making.

In the next sections, we will explore the tools and techniques for measuring these metrics, best practices for improving board performance through meetings, and case studies of successful evaluations and common pitfalls.
 

Tools and techniques for measuring board performance

To effectively evaluate board performance through meetings, a variety of tools and techniques can be employed. These tools provide structured ways to gather data, analyse it, and gain actionable insights. Here, we will explore three primary methods: surveys and questionnaires, performance dashboards, and meeting minutes and reports.

1. Surveys and assessments

Surveys and meeting assessments are invaluable tools for capturing the perspectives and experiences of board members. They offer a structured approach to gathering qualitative and quantitative data about various aspects of board performance.

Sample questions for board members

To gain meaningful insights, it is essential to ask the right questions. Sample questions might include:

• How satisfied are you with the overall effectiveness of our board meetings?
• Do you feel that the agenda is well-structured and relevant?
• How would you rate the quality of decision-making during meetings?
• Do you believe that all board members are adequately engaged and participating?
• Are action items and decisions clearly communicated and followed through?

Analysing survey results

Once the surveys are completed, analysing the results is crucial. This involves looking for patterns and trends in the responses, such as recurring issues or consistently high or low scores in specific areas. Quantitative data can be statistically analysed to identify significant trends, while qualitative responses can provide context and deeper insights into the board members’ experiences. Effective analysis helps pinpoint specific areas that require attention and improvement.

2. Meeting minutes

Detailed meeting minutes and reports are fundamental tools for tracking board performance. They provide a written record of discussions, decisions, and action items, ensuring accountability and transparency.

The importance of detailed minutes

Accurate and detailed minutes capture the essence of board meetings, including key discussions, decisions made, and action items assigned. They serve as an official record that can be referred to in future meetings, ensuring continuity and clarity. Well-documented minutes help prevent misunderstandings and ensure that all board members have a shared understanding of what was discussed and decided.

Tracking progress and outcomes

Meeting minutes and reports are also crucial for tracking the progress of action items and decisions. Regularly reviewing these documents helps ensure that commitments are being met and that the board is effectively following through on its plans. This ongoing review process is essential for maintaining momentum and accountability, driving continuous improvement in board performance.

Practical ways to improve board performance through meetings

Improving board performance requires a proactive approach that incorporates clear objectives, enhanced communication, continuous training, and adaptable meeting formats. Implementing these best practices can help boards operate more effectively and achieve their strategic goals.

Set clear objectives

Defining goals for each meeting

Every board meeting should have well-defined goals that guide the discussion and decision-making process. Setting specific, measurable, attainable, relevant, and time-bound (SMART) objectives for each meeting ensures that all participants are aligned and focused on the desired outcomes. Clear objectives help streamline the agenda, making it easier to manage time and ensure that critical issues are addressed.

Aligning objectives with organisational strategy

The objectives of each board meeting should be closely aligned with the organisation's overall strategic goals. This alignment ensures that board discussions and decisions contribute directly to the long-term success of the organisation. By regularly revisiting and refining these objectives, the board can remain responsive to changing circumstances and strategic priorities.

Enhance communication

Encouraging open dialogue

Effective communication is the cornerstone of successful board meetings. Encouraging open dialogue among board members fosters a collaborative environment where diverse perspectives can be shared and debated. This openness leads to more informed decision-making and a stronger sense of collective responsibility. Techniques such as round-robin discussions and active listening can help ensure that all voices are heard.

Utilising digital tools for better communication

In today's digital age, leveraging technology can significantly enhance communication and collaboration within the board. Digital tools such as board management software, video conferencing platforms, and collaborative document editing can streamline meeting preparation, facilitate real-time interaction, and improve accessibility. These tools can also provide secure channels for sharing sensitive information, ensuring that all board members are well-informed and engaged.

Ensure continuous training and development

Providing training for board members

Continuous training and development are essential for maintaining high board performance. Providing regular training sessions on governance best practices, industry trends, and strategic planning helps board members stay informed and capable. Tailored training programs can address specific needs and gaps, ensuring that all members have the necessary skills and knowledge to fulfil their roles effectively.

According to Ann Kepner from Happi Health, “Using the first 5-10 minutes of the BOD meeting to give an education presentation is very useful to keeping the BOD engaged and committed to the compliance needed.”

Fostering a culture of continuous improvement

Creating a culture of continuous improvement within the board encourages ongoing learning and development. This culture can be fostered through regular performance evaluations, feedback sessions, and opportunities for professional growth. By promoting a mindset of continuous improvement, boards can adapt more effectively to challenges and drive sustained organisational success.

Evaluate and adapt meeting formats

Experimenting with different formats

Experimenting with different meeting formats can help identify the most effective ways to conduct board meetings. This might include varying the length and frequency of meetings, using breakout sessions for in-depth discussions, or incorporating informal gatherings to build rapport among members. By testing different formats, boards can discover new approaches that enhance engagement and productivity.

According to Max Dezara, Managing Partner at Akoya Capital, increasing the regularity of board meetings can be a good practice. He explains, “Regular check-ins are really important for us so we can pick up early signals in terms of how the business is trending, be it positive or negative. That way we can be supportive and helpful, particularly if the company is experiencing some headwinds.” 

Adapting to feedback and changing needs

Regularly soliciting and acting on feedback from board members is crucial for maintaining effective meeting formats. By adapting to the changing needs and preferences of the board, meeting formats can remain dynamic and responsive. This adaptability ensures that meetings are always optimised for the best possible outcomes, fostering a productive and efficient board environment.

Let Sherpany revolutionise your board meetings today 

Evaluating board meeting performance is essential to ensure effective governance and drive organisational success. This evaluation process involves assessing various aspects such as attendance and participation, agenda effectiveness, decision-making quality, and board member satisfaction. Key metrics provide a structured approach to understanding board dynamics, while tools like surveys, performance dashboards, and detailed meeting minutes offer valuable insights.

Start by implementing the tools and processes discussed in this article, and adopt best practices to enhance your board’s effectiveness. By doing so, you will not only improve the quality of your meetings but also strengthen your board’s overall performance.

If you're ready to revolutionise your board meeting processes with the right technology, book a free demo with one of our board meeting experts today. 

Robert Mitson

About the author

Robert is passionate about shaping and communicating value, and in his work as English Content Specialist he creates insight to help leaders across Europe to make every meeting count.