Planning a Board Meeting: Full Checklist

Everyone hates meetings, but everyone knows they are needed at the same time. So how do you make board meetings more efficient and not a big waste of time?

How to Plan an Effective Board Meeting?

For a board meeting to run smoothly, there are many things to take care of, including content consistency and proper webinar setup. We provide checklists for your organization’s production, technical, and presentation teams so everyone knows how to prepare for X-Day.

Another advantage of the board meeting is that now you can conduct them both in audio and video mode. And this, in turn, will help visitors to better assimilate the material. With the help of the board meeting system, you can also use other functions to communicate with your subordinates, colleagues, and business partners. For example, it can be testing, branding or screen sharing, or presentation of videos and various files.

Thus, it is clear that the future offers more data-driven approaches to the board meetings that will help rethink entire markets and drive better decision-making at all levels of the company. Digital transformation offers many more opportunities than just improving individual processes. It transforms any industry on a large scale.

When you’re ready to start your board meeting, keep our event guide close at hand so you don’t forget what you need to take care of at the last minute. Test microphones and cameras, open a session ahead of time so that attendees can be added, and check that the recording and streaming settings are correct.

Full Checklist of Planning a Board Meeting

  1. Find partners for the board meeting.

Partners are a source of “warm” and free traffic. Don’t neglect this channel. Create a document where you will enter the schedule of mailings from partners and agreements. Be sure to record obligations to your partners so that you do not blush later for your forgetfulness.

2. Develop and send to speakers presentation templates for speeches.

Discuss the topic of the presentation, timing, and plan. And make sure all presentations are branding and include your branding. Along with the presentation template, prepare a letter in which you tell about the purpose of the conference, format, timing, audience. Include in this letter as much information as possible that will help the speaker prepare for the presentation in a quality manner.

3. Choose a platform for your online meeting.

Please note that there are no perfectly stable platforms. Anything can happen. Therefore, take your time for tests, make sure that the technical support of the platform is always in touch. And think about Plan B in case something goes wrong.

4. Launch ad campaigns and start actively collecting leads.

The closer the start date, the more actively the participants register for the conference, but this does not mean that you can launch an advertising campaign a week before the event and get the result. As a rule, all advertising channels start operating at full capacity within two weeks after the launch of the campaign. It will take time for you to spin the flywheel.

5. Think over the game mechanics with which you will entertain the audience during the board meeting.

The more time a person spends at the conference, the more “warm” he will be. Therefore, consider games and contests that will provide additional motivation to participate in the event.

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