What separates effective board members from ineffective ones? It’s not expertise. It’s not tenure. It’s not even how much they talk in meetings. It’s whether they read the board packet before the meeting.
I know that sounds basic. But I’ve been in too many meetings where it was obvious that half the room opened the packet 30 seconds before we started.
Here’s how to actually prepare for a board meeting, 3-5 DAYS BEFORE:
→ Block 10-20 minutes on your calendar.
* Don’t try to read the packet in between Zoom calls. Give it real focus. Block more time if needed.
→ Read materials in this order:
* Agenda (know what’s coming)
* Previous meeting minutes (refresh your memory)
* Financial reports (look for trends, not just individual line items)
* ED report (understand current challenges)
* Committee reports (skim unless you’re on that committee)
* Any proposals up for vote (read these twice)
→ Flag questions
* Write them in the margins. If they require context or background, send them ahead of time:
* Board Chair – so the meeting stays focused and productive
* Executive Director – so they’re prepared and not caught off guard
1 DAY BEFORE:
→ Review your questions
* Which ones are governance (ask in the meeting) vs. operations (ask the ED separately)?
→ Think about what’s NOT in the packet
* What should we be discussing that isn’t on the agenda?
* If something is missing, let the Board Chair know in advance.
DAY OF:
→ Arrive early
* Use that time to review your notes, not just make small talk.
→ Silence your phone
* Nothing communicates disengagement faster than checking your phone during a board meeting.
AFTER THE MEETING:
→ Send a 2-sentence email to yourself
* What’s one thing I learned? What did I commit to?
Here’s the truth:
You don’t need to be the smartest person in the room. You need to be prepared. Preparation is a sign of respect for the mission, the staff, and your fellow board members.
