3. Practice Tips for Key Roles & Responsibilities
- Creating Annual Organizational Calendars 19-12
- Allocation of Duties Among Committees 19-13
- Creating Board Meeting Calendars 19-14
- Scheduling Board Committee Meetings 19-15
- Using Online Polls to Find Availability 19-17
- Consider Internal Processes & Filing Deadlines When Setting Schedule 19-17
- Developing Board Meeting Agendas 19-18
- Schedule Preparation Calls When You’re Scheduling Meetings 19-19
- Annotated Agendas Can Help Key People Run Meetings 19-19
- Chair Letter Can Set Framework for Meeting 19-19
- Preparing Board Meeting Materials 19-19
- Board Materials: Which Metrics to Highlight 19-20
- Consider Excluding Discussion Slides From Board Materials 19-21
- Board Portals Are The Norm 19-21
- Avoid “Information Overload” 19-22
- Make Sure Board Portal Is Secure 19-23
- Archiving Board Portals: Practice Varies 19-23
- Preparing Board Presenters 19-24
- Streamlining Board Materials Process 19-25
- Formal Presentations Becoming Less Common 19-27
- Care & Feeding of the Board 19-27
- Managing Meeting Logistics 19-29
- Avoid Dial-Ins for In-Person Meetings 19-30
- Keep the Board Informed Between Meetings 19-30
- Implementing Director Orientation Program 19-32
- Facilitating Director Education 19-33
- Assisting Board Evaluations 19-33
- Preparing Board Meeting Minutes 19-34
- Minutes Should Create a Record of the Deliberative Process 19-36
- Document Professional Advice in Minutes 19-37
- Corporate Secretary Typically Signs Minutes 19-38
- Be Judicious With Notetaking—And Protect Privilege 19-38
- Index Minutes for Future Searches 19-39
- Using Board Portals for Voting 19-39
- Addressing Follow-Up Requests 19-39
- Preparing Annual Meeting Minutes 19-40
- Engaging With Shareholders 19-41
- Arranging Shareholder Engagement Meetings 19-43
- Agenda for Shareholder Engagement Meetings Depends on Shareholder Priorities 19-43
- Be Well-Prepared for Shareholder Engagement Meetings 19-43
- Bring the Right People to Shareholder Engagement Meetings 19-44
- Director Involvement in Shareholder Engagement 19-44
- Don’t Disclose Material Non-Public Information to Shareholders 19-45
- Take Good Notes During Shareholder Engagements 19-45
- Inform the Board (or Board Committee) About Engagement Activity 19-45
- Follow Through On Feedback From Shareholder Engagements 19-45
- Consider Your “Potential” Shareholders 19-46
- Corporate Secretary Checklists & Other Resources 19-46
