How to Create a Board Meeting Agenda | 12 Free Templates

A board meeting agenda also referred to as a board agenda, is a list of items that need to be collared by the board of directors in a meeting. If the board of directors is looking to accomplish everything they need to, they may not have enough time. However, with the help of a well-structured meeting agenda of the board of directors can be efficient, accurate, and productive. It can also help the Chair of the board keep the meeting on track.

What should be included in a board meeting agenda?

After finding people to serve you at your board meeting, booking a venue, and sending out invitation letters, it is now time for you to start planning the agenda for your board meeting. The key to getting your board meeting off to the right start is to structure your meeting agenda for maximum productivity and efficiency properly.

You have given lots of thought to what you hope to achieve from having a board meeting, and you are now looking forward to the advice and expertise that the board can provide on various aspects of your business, which may include; staffing, marketing, accounting, management, customer service and so on.

Although board meetings are usually held for various reasons, there are key items that must be included in all of them:

The Heading: This should state the name and the address of the organization together with the date, time, and venue of the meeting.

Call to Order: The person chairing the meeting must announce the call to order and the time. The secretary must include that in the minutes. After that, the Chair can then welcome all the participants and ask for introductions.

Proposed changes to the board meeting agenda: This is where the Chair asks if any changes should be made to the agenda. Any additions or deletions to the agenda are usually made at this time. If there are no changes, the agenda moves to the approval of the prior meeting’s minutes.

Approval of Minutes: This usually comes before or after proposed changes. The approval of minutes should be listed along with the date of the most recent board meeting. In most cases, all the board members should have received a copy of the meeting minutes before the meeting. If they did not contact the secretary before the meeting with corrections or changes to the minutes, this is their opportunity to do so.

Reports: The report is usually the fifth item on the agenda. The first report is usually a report from the Executive Director. This reports normally include a review of projects and operations. The Executive Director should give all board members an overview of the outlook, including any positive and negative trends, major strides, business updates, and other initiatives of the business.

Old Business: These include any past unresolved business items and a call to action on such items. This may include delaying such action, tabling, or referring them to a committee.

Comments, and Any Other Business (AOB): At this point in the agenda, members who have announcements are given time to make them such as offering congratulations or condolences, or making any other special announcements. AOBs may be brought up at this point; for instance, items that may need to be added to the net meeting agenda are usually included at this point.

Adjournment: This is an official closing of the meeting by the Chair of the meeting. The Chair should state the time that the meeting has ended so that the secretary can include it in the minutes. The date of the next meeting should also be mentioned after the adjournment so that all the board members are aware of the date.

Board Meeting Agenda Sample

XYZ Company
56 North Street
New York
Board Meeting Agenda

August 31st, 2020
Time 7:00 am
Venue: Board Room A


i. Call to Order

Time: 5 minutes
By: Benson (Chair)

ii. Approval of the Agenda

Time: 5 minutes
By: Benson (Chair)


iii. Approval of previous meetings minutes

Time: 5 minutes
By: Benson (Chair)

iv. Reports

Time: 10 minutes
By: Michael Cortney (Member)

v. Old Business

Time: 20 minutes
Item: Board nominations

vi. New Business

Time: 20 minutes
Contract negotiation

vii. Comments and Announcements

Time: 10 minutes

viii. Adjournment

Time: 3 minutes
By: Benson (Chair)

Next meeting Date December 1st, 2020

Download Free Templates

Creating an effective board meeting agenda from scratch can be time-consuming and an arduous task. If you don’t have enough time to start from scratch, simply download and use our preformatted board meeting agenda templates. Alternatively, if you have enough time to create one, you can use the sample provided as a guide when drafting your board meeting agenda.













    Final Words

    Board meetings are usually planned around a question or a problem. You might find it much easier to state the problem as an objective you would like to achieve in the meeting. For example, “We would like to increase our sales by 30 percent this year. How can we achieve this?” Or you might frame the item for discussion more generally: “What can we do to increase productivity?” or “what can we do to increase our sales?”

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