https://www.boardroomate.com/best-ways-to-conduct-your-board-meetings-like-the-pros/
The way your board conducts its meetings is an important factor in the productivity and effectiveness of your board. To maximize the effectiveness of every meeting, establish and maintain clear policies and processes, ensuring that all board members understand what is expected from them. This means establishing and sustaining clear rules for decision-making while adhering to the guidelines for voting, and accurately documenting decisions with precise minutes.
A well-crafted agenda is the first step towards a productive board meeting. Consider using visual tools such as countdown timers, and assigning time limits to every agenda item to help everyone manage time effectively. Avoid filling your agenda with long reports and updates that make your board members bored, and prioritize the discussion of key issues for discussion at the top of your agenda.
Inform your board members of the manner in which it decides. Consensus-based discussions are the best however, formal voting is acceptable when necessary. Be sure that everyone understands the procedure of making decisions prior to each meeting.
A well-trained board secretary will ensure that your board meeting is a success. You must ensure that the person responsible for taking notes is properly trained and a committed member of your board. Make sure that the secretary of your board is noting all pertinent matters, including details from the reports of comittees and officers. Then, you should concisely and quickly record all the decisions made at the meeting. You should also assign responsibilities to follow-up and action items.