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A well-planned agenda for board meetings is a must-have tool for efficient meetings. However, an agenda alone will not guarantee productive discussions or even decisions. In order to achieve the desired results, board leaders should be aware of common mistakes that impede the effectiveness of meetings, and take the necessary steps to avoid them.

The overflow of topics on the schedule can lead to rushed discussions and not enough time is given for each item. To prevent this, prioritize items by urgency and importance and take into consideration whether certain topics can be put off until committee meetings or future board meetings to allow for more in-depth discussion.

Set time limits for each item on the agenda. This will ensure that your board remains on track and that all issues are taken into consideration. Be realistic in your estimations of time and examine your past experience of meetings that were scheduled to determine what is feasible in a single meeting.

Distribute the agenda of the board meeting within a few days or at least 24 hours prior to the meeting. This gives board members an opportunity to read relevant documents prior to the meeting. Some organizations also provide an entry sheet for sign-in to verify the attendance of every attendee.

It is important to clearly define how decision-making will be conducted for each agenda item, for example by consensus or vote. This will help reduce confusion during discussions. If an issue is controversial or a hot-button issue be sure to state that the board will vote in unison rather than split votes.