How often should a board meet?

The ideal frequency and duration of board meetings depend on a combination of the organisation's maturity, the level of change in the business/market, and the confidence within the governance team to ‘steer the waka’ forward at and between board meetings.

There are three areas to consider when determining what's right for your organisation.

Structure and planning 

Effective boards operate best with a structured approach to management reporting, material preparation, and dissemination. Ideally, materials should be distributed a week in advance, with each board member having clearly assigned time-bound actions recorded in the minutes. The best practice is circling minutes within a week following the board of directors meeting.

Board member preparation, meeting time, and follow-up actions typically occupy about one-third of time in each board meeting cycle. The focus should be more on strategy than compliance. An annual workplan is essential to ensure that key topics receive adequate attention for in-depth discussion. These discussions should be allocated sufficient time, usually between 40-80 minutes, depending on the company's size and the complexity of the issues.

While board roles carry fiduciary responsibilities, budgetary considerations also come into play. This includes not only the directors and board members but also those responsible for preparing and approving the reports that constitute the board pack. Maintaining focus is crucial to maximising efficiency—and time.

Strategic time allocation

Reviewing the time allocation within your last three meeting agendas and minutes can help determine how to balance your meeting time between decision-making, strategic discussions, and compliance issues. Each meeting should cover 1 to 2 strategic deep-dive items. Include the pre-meeting articles and management’s desired outcomes from the session in the board papers.

Addressing these strategic topics early in the meeting can help maintain energy and focus throughout the remainder of the session. Additionally, inviting or canvassing stakeholders can provide a fuller perspective that supplements management's considerations. The strategic allocation of time means that your board meetings can be more productive.

Communication and technology

When board members know each other and work efficiently, it may not be necessary for everyone to be physically present at every board meeting. Technology has improved the efficiency and effectiveness of board meetings particularly when board meeting management software is adopted as a solution. Many boards have hybrid board calendars and board meetings to provide optimal flexibility for board members and meet the needs of the organisation.

Consider the practicalities when your board members reside in different towns or countries. Meeting physically less often and in different locations when you do come together can be beneficial. Allocate time in your annual schedule to meet with a varied group of stakeholders, such as key shareholders and partners, ideally in their environment. Align these meetings with board meeting days or other practical occasions.

Remember, there is no one-size-fits-all solution for board meetings.

Enhance your board's performance

The frequency and structure of board meetings play a crucial role in the overall effectiveness of a board. By optimising time allocation, adopting a strategic approach to meeting management, and leveraging technology, boards can enhance their performance and decision-making processes. Regular review and adaptation of these practices ensure that board meetings remain focused and productive, ultimately contributing to the organisation's success.