Meeting Management Insights by iBabs Board Portal Software

Board Meeting Protocol: Rules, Procedure, Etiquette and More

Date: 26 March 2021

The Chartered Governance Institute says it is “essential that boards conduct their meetings with a view to optimising the use of the time and intellectual capital of their members.” Due to the expertise required for a person to serve on a board, there are high expectations of how they behave in a board meeting setting. This is why a board meeting protocol tends to be based more in tradition and formality than similar documents for other types of meetings. This formality is borne out of respect for the other members of the board. They are all members of the board because they have an individual insight into the business and sector that sets them apart from other professionals. Following the board meeting protocol ensures the meeting runs to time which is a mark of respect for the busy lives the members lead. What is a Board Meeting Protocol?  The board […]

What (Not) To Include In Board Pack: A Practical Guide

Date: 19 March 2021

A board pack is a collection of documents and reports which is presented to board members before their next meeting. You should ensure that it is both clear and easy to read, making it a handy reference tool for directors. But what is the purpose of the pack and what should you include in it? This article explains everything you need to know about creating effective board packs.  The Purpose of Board Packs The purpose of a board pack is to provide every board member with the latest data and information they need before heading into a board meeting. It condenses the relevant information into a handy and digestible format to give members a clear overview of the current state of the business.  Also known as a meeting pack, it allows members of the board of directors to stay focused and debate the topics in a relevant and productive manner. […]

How to Close a Board Meeting as a Chairman

Date: 16 March 2021

There are many skills a successful chair has to develop to make sure everything runs smoothly, including how to close a board meeting. Knowing when to adjourn the meeting and how to ensure directors have covered all important agenda items is an art on its own. Board members certainly don’t want the meeting to continue for too long but they may digress. It’s the chair’s responsibility to help them stay focused on the order of business and perform their vital tasks.  This article explains the reasons why the meeting might come to an end, the steps to take to close proceedings and the words that chairs most often use to complete the meeting. Keep reading to discover all of this and more about running productive board meetings.  Who is in Charge of Closing the Board Meeting? It is the chair’s responsibility to both open and close the board meeting. The […]

Chairing a Board Meeting + Script and Pro Tips

Date: 4 March 2021

The chairperson’s role in a board meeting is hugely important. They have to steer the board to make decisions in the company’s best interests, make sure that all the important topics are discussed and for how long, and move the meeting forward with momentum so as to best use the members’ important time. That is why we have put together this guide to chairing a board meeting and a script example to help you out. The chair’s job is unique in many ways. As Roger Parry, chairman of MSQ partners told Management Today, said,  “’People do what the chief executive asks because they are in an employer-employee situation. But the chairman’s role is about influence and persuasion; it’s about making sure that the board has a proper discussion about the things that really matter.” And it’s not just the delicate situation in which a chair typically has to operate. There […]

The Definitive Board Meeting Guide For Administrators

Date: 2 February 2021

Board meetings are the lifeblood of a successful business. They shape the future strategy of the company, the unique approach to execution, and the response to up and coming risks.  Unfortunately, in many cases, board meetings are not as productive as they could (and should) be. As recently as 2019, strategy experts Ernst & Young found that more than a third of corporate leaders felt that developing “better engagement around strategy development and monitoring of strategic execution” was still the biggest challenge they faced. This shows why companies need to make the most of the opportunities they have when they convene the board together.  In order to improve this engagement, efficiency is key in organising the definitive meeting and utilising the expertise of the board. It is also worth considering that the most productive people work in chunks of 52 minutes, meaning that simply extending the length of the meeting […]

Minute Taking: The Ultimate Guide For Secretaries

Date: 20 January 2021

Minute taking is a skill that forms an essential element of every board secretary’s arsenal. The demand to complete this task quickly and accurately in meetings is not only important for the business, but it is also a legal requirement for board meetings in some countries. If you want to know more about taking effective meeting minutes, what they are, why they are important and what they should and shouldn’t include, this guide will reveal it all.  What Are Meeting Minutes?  Minutes are an official written record of the themes, purposes and outcomes of a meeting. They are sometimes referred to as ‘protocols’ or ‘notes’, but the most common term is ‘minutes’. You can appoint any meeting attendee to take the minute, but most often it is a task for the secretary.  You should keep the minutes of the meeting on record as a legal reference point either within your […]

Expert Minute Taking Tips + Template And Sample

Date: 11 January 2021

Not only does minute taking provide an important reference point for business management in the future, looking back to find out why the board made certain decisions, but they are also a legal requirement in many cases and can be used as evidence in court proceedings. This is why many board secretaries can feel nervous about taking on this task. Robyn Bennett, who runs the Art of Minute Taking course at Victoria University in Auckland, New Zealand as well as being a minute taker herself, describes the feeling precisely:   “those of us who do [take minutes] sometimes fear the job because of the expectation that is put on us to produce discussions accurately.” Secretaries must also make judgement calls about confidentiality in the minutes, as administrative assistant Simona Cantarelli writes about in Geneva Business News, stating,  “for questions about privacy, it can be preferable during a meeting to write the […]

8 Steps to Choosing the Right Board Meeting Software (And Never Look Back)

Date: 2 October 2020

In 2009, the UK government adjusted the Companies Act 2006 with the Shareholder Rights Regulations 2009, allowing businesses to hold virtual board and shareholder meetings. The rule, section 360A of the Act, applies to all UK-incorporated companies, whether public or private. This goes beyond the remit of the EU directive that prompted the change, which only applies to companies whose shares are admitted to trading on a regulated market. Although the government introduced the law in 2009, the first virtual AGM of a company listed on the Main Market didn’t take place until 2016. Luxury fashion brand Jimmy Choo plc took the honours as the first to dip its toe into the virtual waters and the company’s registrars Equiniti reported that it had been a success with “much better attendance” than the previous year’s physical event.  Jimmy Choo chairman, Peter Harf, said: “We are very pleased with the outcome of […]