Meeting Management Insights by iBabs Board Portal Software

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 […]

The Deputy Town Clerk that saved 6 days a month

Date: 13 January 2021

Newquay Town Council is a relatively new local authority, established as recently as 1987. For most of its existence, the organisation has experienced steady but slow growth and was able to manage it effortlessly. In the past few years, however, things shifted dramatically as Newquay Town Council had to take on a number of new statutory duties. To handle the increasing volume of work, the staff was expanded to 47 employees. The growth was unexpected and presented new, unique challenges that we discussed with Callum Rowley, the organisation’s IT Service Manager. The need for a change As the Council was expanding, the communication gap between members and constituents widened. Decisions, actions, meetings—much of the important information was announced on paper and wasn’t reaching many of Newquay’s 60,000 citizens. It was time to try and engage them digitally. “[In the past year], we’ve tried to create our digital engagement with our […]

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 […]

Overcoming a meeting slump: how to stay focused during board meetings

Date: 7 June 2020

Board members often experience loss of focus during meetings, which can affect decision-making, productivity and creative thinking. Three aspects that are generally vital during board meetings. Studies have shown that board members do not maintain constant levels of attention during meetings. A meeting slump is very common among board members. As a board member or Executive Director, you can play a key role in keeping the board engaged and focused on what’s important. But only if you maintain focus throughout the meetings yourself. This article provides board members and executives with some tips and tricks on how to stay focused during meetings and prevent them from entering a meeting slump. 1: Enter the meeting actively Even better than defeating a meeting slump, is preventing a meeting slump. One way to do this is doing something active right before the meeting. Physical activity helps you focus, because it arouses your brain. This doesn’t […]

What does Christmas dinner have in common with meetings?

Date: 22 December 2019

Are you ready for the holidays? The day after Christmas we will hold a dinner party, so we’ve been busy preparing for the last week.  I enjoy the holidays but it can get quite hectic.  Thus even at home I prefer to have a systematic approach. My wife planned the dinner already two weeks ago.  We ordered most of the necessities online and did some last minute shopping for a few perishables. It will be a busy day; we’ll start preparing at 2 o’clock. One dish needs to bake for three hours and for another we need to chop a huge pile of vegetables. Minimize prep time I convinced my wife to keep dessert simple this year: a chocolate crème brûlée. We’ll be wiped out at the end of such a busy day, but hope to have fond memories of an enjoyable evening.  I am still always amazed at how […]