The rules for board meetings are designed to keep the meeting on track, make sure that discussion is fair and provide an appropriate framework for formal discussions about key business issues. These rules are as essential as ever, especially when meetings are held in a virtual or hybrid format.
Board directors should be prepared for every board meeting. They should have read the agenda prior to their arrival. They should also bring with them any questions or ideas they might have on issues to be discussed. Directors must be prepared to respond to questions during the meeting from other members. This helps to achieve the main purpose of a board’s meeting, which is to determine company-wide strategies and to define the way in which the team will work towards these goals.
A director must raise their hands prior to making a statement or asking questions during a board meeting. Directors should speak only on the matters they are knowledgeable about, or on the questions that were raised during the meeting. Directors should refrain from making lengthy speeches about themselves or criticize board members.
The chair is entitled to limit the number of persons who are allowed to speak on a particular issue and can end the any discussion with a vote. Alternatively, the chairman can abort the meeting upon request from any Director. Directors of boards can also make use of a point privilege to address urgent matters not related to motions pending, such as excessive background noise or an emergency situation that requires to be dealt with immediately.