What is Board Meeting Etiquette?

Board meeting etiquette refers to the standards, often unspoken, that govern how board members interact and behave during board meetings. Like any regular business etiquette, meeting etiquette is meant to help keep meetings respectful, organized, and productive. This often includes:

• Arriving on time
• Actively participating in discussions
• Following through tasks 

No written and binding document outlines these customary practices; they only rely on shared understanding and mutual respect among members.

Why is etiquette important in board meetings?

Well-planned meetings are fundamental to business success. Board meeting etiquette is crucial to ensuring that meetings remain efficient and productive. It encourages participants to prepare, engage, and contribute instead of just sitting through the entire discussion for the sake of attendance. 

Meeting presenters feel more confident and supported when members come prepared, leading to more informed and focused discussions.

Board Meeting Etiquette Best Practices

Board meeting etiquette encompasses every meeting stage — before, during, and after. To make sure meetings run smoothly, observe these best practices: 

Before the Meeting:

• Preparation is Key: Board members should review all relevant materials, especially the main agenda and supporting reports, before the actual meeting to avoid unnecessary delays.
• Punctuality and Attendance: Apart from being prepared, members should attend meetings on time and notify the chairperson in advance in special cases where they cannot make it. In hybrid setups, remote participation may be allowed if permitted by the company bylaws.

During the Meeting:

• Active Listening: Board members are expected to listen actively when someone is presenting. During this time, refrain from interrupting. When they have inputs, members must wait for the presenter to open the floor for questions or comments. Robert’s Rules of Order serve as a helpful guide in ensuring that discussions are orderly and that each member’s voice is heard.
• Adhering to the Agenda: Members should follow the agenda to keep discussions structured and on track. Off-agenda topics should be raised appropriately at the right time or in future meetings if the schedule does not allow it. Again, following Robert’s Rules helps ensure the meeting remains focused on the pre-established agenda.
• Maintaining Confidentiality: Confidential information discussed in meetings should remain within the four corners of the boardroom to preserve trust and protect the board’s integrity.
• Constructive Debate and Decision-Making: Disagreements should be handled respectfully. When differing opinions arise, focus on the merits of the arguments to reach decisions in the best interest of the organization.
• Respect for Time: As much as possible, meetings should start and end on time. The chairperson may table any overrun topics for future meetings to keep things efficient.

After the Meeting:

• Follow-Up on Action Items: Follow-ups are often overlooked but critical in ensuring tasks are completed on time. On that note, assigned board members should follow through on tasks and make certain that decisions are implemented promptly.
• Review Meeting Notes and Minutes: After the meeting, members are expected to check the minutes for accuracy and guarantee all key points and action items are correctly recorded.
• Ongoing Communication: Board members should maintain communication after the meeting to monitor progress on action items.