Permanent collegial bodies have a high degree of organization in their work and meetings. This article will consider the algorithm for organizing a board meeting.
What is a board meeting?
The regulations of the collegial body determine the frequency of meetings, the type of decisions taken, the procedure for documenting activities, and the day and time of the meeting. Sometimes at the enterprises, there are regulations of meetings concerning work of not one collegial body and any collegial activity.
The board of directors is the governing body of an association. He represents his association externally in judicial and extrajudicial matters. The board’s chairman is responsible for scheduling and inviting to a board meeting. All board members meet monthly for the entire board meeting. It is the task of the board of directors to advise on crucial professional law issues and legislative proposals, for example, to the Federal Bar Association. In addition to the place and time of the meeting, this invitation should also state the agenda of the meeting.
To the greatest extent, the success of the board meeting is provided by three forms of its organization:
- the type of management of a business meeting. It is determined by the relationship between the top leader of the organization, who is leading the meeting, and subordinate to him, the middle management;
- a communicative form of holding a business meeting;
- the form of the meeting process, i.e., the sequence and function of the stages.
Documentation of the results of the board meeting
The minutes are among the necessary documents, primarily because it records the fact of the meeting, the decisions made at it, and the timing of their implementation. This document may further be the basis for the issuance of a decision or resolution (i.e., administrative document) of the collegial body. Usually, the minutes are finalized within a few hours after the meeting or the next day, while the memory of the discussion of the secretary, chairman, and all those present is fresh. All meeting participants must be sent a copy of the minutes, and to responsible executors on specific issues who were not present at the meeting, an extract from the minutes, which would include only the information necessary to complete the assignment.
How to record the result of the meeting?
Face-to-face meetings are conveniently organized into tasks, and for remote meetings, it is recommended to use a specially designed digital solution like board software. It is a cloud-based platform that helps automate the work of the collegial bodies and makes organizing the board nettings easier. Moreover, all meeting solutions will be recorded and easy to find.
Colleagues will receive a meeting notification directly to their phones in the mobile app. By clicking on the notification, they can discuss the agenda and make suggestions. If there are a lot of tasks dedicated to meetings, then it is convenient to combine them into a list for quick access. You can write down the decisions made in the task created for the meeting. Then, each participant can correct and supplement the results. If decisions on further steps are made at the meeting, the software creates a subtask for each action. You can click “Add linked task” in the right menu on the task pane. In the subtask, specify the responsible person, the deadline, and additional participants, if necessary. All of these tasks will be linked to the main task.