Board meetings can feel routine, but planning for them should never become an afterthought. A well-prepared board meeting is a catalyst for progress—where challenges are tackled, opportunities are uncovered, and ideas take root. While structure is essential, flexibility is just as important. A board agenda should always leave room for the unexpected. Unfortunately, with so many day-to-day tasks competing for attention, it’s easy to let preparation for board meetings slip through the cracks. That’s why I recommend something simple but powerful: a flexible, repeatable checklist. Whether you're a seasoned nonprofit secretary or supporting your board as staff, this guide will help you prep like a pro—before, during, and after the meeting.

Checklist for Before the Board Meeting

Two Weeks Prior

• Distribute Agenda and Past Minutes: Upload the draft agenda and previous meeting’s minutes to your document management system or send via email.
• Notify Attendees: Email board members with the date, time, and location of the upcoming meeting. Include the agenda so they can request additions.
• Request Reports: Ask for report submissions from the executive director, treasurer, and committee chairs. Upload or distribute these via email.
• Coordinate Agenda Additions: Confirm any additional items from board members or leadership that need to be included.

A Few Days Before the Meeting

• IT & Equipment: Confirm that the meeting space has all necessary materials like whiteboards, flip charts, or audio equipment.
• Print Materials:
• Visitor sign-in forms
• Agendas and previous meeting minutes
• Any personal notes or meeting handouts
• Affidavit form (to be signed by the board chair)
• Final Agenda Review: Make sure all supplementary documents are finalized and updated.
• Send Final Reminder: Email a last reminder to all board members and relevant stakeholders.

Meeting Space Prep

• Location Check: Confirm the meeting location is accessible, has the required seating, and can be opened by someone with the appropriate access (keys, codes, etc.).
• Refreshments: Set up the room with name plates, coffee, water, and snacks. These small touches support a welcoming, professional environment.
• Bring the Checklist: Keep your preparation checklist handy during the meeting—you might spot things to add for next time.

During the Meeting

• Sign-In Management: Have visotors sign the printed attendance sheet.
• Handouts on Hand: Distribute any last-minute materials, and have extra copies ready in case someone forgot theirs.
• Minute-Taking Template: Use a pre-filled outline for the minutes, including date, location, call-to-order time, and key agenda items, with space for detailed notes.
• Follow-Up Reminders: If your executive director or key staff have next steps, a gentle nudge post-meeting can keep momentum going. (board should vote to approve past minutes and any committee reports, which become part of org’s archive)
• Collect Materials: After the meeting, ensure that all sign-in sheets go to the designated person.

Checklist for After the Board Meeting

Within 48 Hours

• Press Release or Public Summary: If your organization regularly shares updates, write a summary of the board meeting for the press or your public-facing newsletter.
• Affidavit Notarization: Get the affidavit signed and notarized, as required.

Within 5 Business Days

• Follow-Up Correspondence: Send thank-you emails or formal follow-ups. If your organization communicates decisions to external stakeholders or partners, now’s the time.
• Clean Up Notices: Remove any public meeting notices from bulletin boards or websites.

Within 10 Business Days

• Finalize the Minutes:
• Edit and format the meeting minutes.
• Obtain signatures from the board chair and secretary.
• Upload to your internal system (e.g., Surfboard, Google Drive, etc.).
• Prepare executive minutes, if applicable.

Pro Tip: Mentally Rehearse the Agenda

A quick mental run-through before the meeting helps spot potential issues. It’s a small step that can prevent last-minute surprises.

A Checklist For Success

When meetings are well-prepared, board members can focus on decisions—not logistics. A thoughtful checklist ensures that every detail is handled, every voice is heard, and no time is wasted. Over time, this builds a culture of readiness and respect among your board—one meeting at a time. 

Click here to download a printable version of this checklist. >>>

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