Meeting Management Insights by iBabs Board Portal Software

How To Organise A Virtual Board Meeting (Plus Agenda Template)

Date: 4 March 2022

Board members are often the most experienced and savvy members of any business. They help push the business forward and make critical decisions. As directors, they also have legal obligations and fiduciary duties to act in the best interests of the company.  They naturally have busy schedules and take time out to support your organisation. In turn, it’s expected that you’ll maximise their use of time and expertise. They may have professional and/or personal obligations and schedules that it’s important to abide by. So, instead of organising meetings at arbitrary times and taking up to a whole day (including travelling and lunch!) of your board members’ time, you can use remote meetings to limit the hours spent and make scheduling easier. A remote board meeting may feel daunting to begin with, but an effective agenda can make sure all the priority discussions are had, votes are cast and decisions are […]

Here Is A Sample Letter To Remove A Board Member With Respect

Date: 7 February 2022

With the honour of becoming a board member comes great privilege and responsibility. However, in some cases, board members may tarnish the reputation of a business with their actions, act unlawfully or simply not fulfil their obligations. In such cases, and in the absence of them volunteering to leave, you may want to remove a board member respectfully.  Interestingly, PwC asked board members whether they believed that at least one member of the board that they’re on should be replaced and 40% of those asked said yes. So, it seems to be a fairly prevalent issue. How do you remove a board member respectfully? Below, we’ll take a look at some of the options available and two sample letters to remove a board member. How to remove a board member If you need to remove a board member entirely, there are a few options to consider. Removal by ordinary resolution     […]

11 Steps To Writing Effective Board Papers Every Time

Date: 20 January 2022

If you’re not entirely sure what board papers are, let’s start there. Board papers outline key information on the discussion points, decisions and actions required for a board meeting and are usually a few pages in length. This is not to be confused with board minutes, which are different. Generally speaking, guidelines for a board paper include: An executive summary Recommendations Background information and context Discussion points and actions Board papers are a critical piece of the puzzle when it comes to governance, giving the key decision-makers the information they need and keeping board meetings as structured and effective as possible. Without being part of the day-to-day running of a business, the board of directors rely on the information given to them in board reports to make the right decisions. Without the right information and presentation, there may be oversights and misunderstandings that can have knock-on effects on the rest […]

How To Take Executive Session Minutes (With An Example)

Date: 5 January 2022

If and when the time comes to take executive session minutes, they must be treated separately from the minutes of the main meeting before or after which the executive session occurs. This is a type of confidential meeting that doesn’t tend to involve ‘outsiders’. In this case, outsiders are considered those that aren’t members of the board, such as staff or advisors, but this can vary. However, unless explicitly stated, minutes should still be taken to keep a record of the session. Let’s take a look at what the process is in this scenario and how executive session minutes differ from taking board meeting minutes. What are executive sessions? An executive session is a closed meeting of a governing body. It might take the form of a meeting-within-a-meeting but will have its own rules separate from the main meeting.  The purpose of an executive session is for the board of […]

Solidify The Relationship Between The Board And The Executive Director

Date: 28 December 2021

“Trust is like the air we breathe. When it’s present nobody really notices, but when it’s absent, everybody notices.” – Warren Buffett The responsibility of the executive director (or CEO) and the board of directors is, ultimately, to drive the business forward. Ideally, they would be focused on generating revenue and profit for private companies as well as driving donations, fundraising activities and operations for nonprofit organisations.  While the CEO and the board have shared long-term goals, sometimes they can disagree or miscommunicate and relationships can suffer. In these situations, strengthening the relationship between the board of directors and the executive director is key to keeping things on track. When the board and the executive director aren’t aligned or there is tension between the two, this is likely to cause wider issues for the business. Executive directors need an engaged board on their side so that they can go to […]

Zero mail — How to win the battle for your inbox

Date: 10 November 2021

An empty, tidy and well-arranged mailbox. Who doesn’t want that? Zero Mail or Inbox Zero is a term you hear a lot: no email. Zero Mail gives you a clear view of your inbox. But it goes further than that: it’s about setting priorities. Merlin Mann, the creator of this method, originally saw the inbox zero technique as a “step-by-step solution for email management”. In the United States, Merlin Mann is recognised as a productivity guru. His area of ​​expertise is email management and personal effectiveness. Focus is also a term that comes up often: concentrating completely and not working from scratch. What can you do with those two terms together? It is of course very tempting to work from your mail and as soon as a new one arrives, to answer the mail immediately. However, this way you can follow your mailbox all day long. How can you achieve […]

The Subtle Art Of Holding The Board Of Directors Accountable

Date: 26 October 2021

“The board’s role is to pull management out of the trees to see the forest”  — Pearl Zhu Directors should have their eyes on the organisation’s strategy. They should oversee the execution of that strategy and make sure that managers can see the bigger picture.  But how do you hold the board of directors accountable? And how do you quantify what they have achieved? With managers, it’s easy. There are concrete targets to meet and specific projects to carry out. But directors’ to-do lists are much more fluid and their achievements are sometimes realised in the long term, making it difficult to know how productive they were on a particular day and even in a particular month or quarter. Generally speaking, members of the board are expected to: Attend and participate in meetings, including voting Remain up-to-date and properly informed on company business and affairs Rely on others including professional […]

Robert’s Rules of Order: The Meeting Agenda Simplified

Date: 5 August 2021

In the 1870s, Henry Martyn Robert — an American soldier and engineer — created Robert’s Rules of Order. Initially intended as a way to run church meetings, Robert’s Rules were, at first, inspired by the senate procedure at the time. Now, it’s the most widely-used rulebook for the parliamentary procedure in the United States. But many organisations around the world also use it for their committee meetings and board meetings. What are Robert’s Rules? Robert’s Rules of Order are a set of rules to effectively run a meeting with the following democratic principles in mind: All rulings are run through a vote, where the majority vote rules However, the rights of the minority and absent members are protected Everyone has the right to present, speak and vote All leaders must be voted in, but there’s no hierarchy of power All members have equal rights and responsibilities Impartiality and fairness throughout […]