Creating an agenda

A clear board agenda provides structure and focus for your meeting.

Share the agenda before your meeting

It is good practice to create an agenda for each meeting and circulate the agenda before the board meets. Sending out your agenda at least three days before your meeting means everyone can prepare for what will be discussed. 

Standard agenda items

Board agendas generally include a summary of the last meeting’s minutes or notes, relevant announcements, and a review of the topics for discussion. 

Standard agenda items also include:

  • Conflict of Interest register – to note any conflict of interests from your board members.
  • Attendees and apologies.
  • Health and Safety – have there been incidents reported in the organisation recently?
  • GM or Executives report tabled.
  • Financial report, treasurer’s report.

Board agendas are flexible and can be adjusted for your organisation’s needs. 

Benefits of a clear agenda

  • Everyone can direct their attention to important matters.
  • Attendees and speakers are given time to prepare for what will be discussed.
  • Your board members feel included – good participation leads to good decision-making.
  • Meetings are kept on track when you have discussion topics in front of you to reference.
  • Important topics are covered efficiently within the meeting timeframe.

Tips for running effective board meetings

  • Try a traffic light system that provides a visual guide for what topics are on track (green), what needs attention (orange), and what is urgent (red).
  • Ask your board members what they might like to discuss for your next board meeting.
  • Think about incorporating a partnership approach to your board meetings so that Tikanga can be followed appropriately, ensuring karakia and local protocol are followed.

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