This post will help you run more efficient charity trustee meetings with a range of practical tips and free meeting agenda and meeting minutes templates.
Building a good trustee board
Trustee meetings are only ever as good as the individuals involved so the first step to running a great meeting is ensuring you have the right people in the room.
How often to hold trustee meetings
The frequency of trustee meetings is a matter for the charity but it is important and is generally set out in the charity’s governing documents. If it isn’t, consider adding it.
Even when a charity has an active membership, most meetings through the year will be only for trustees. Here is a typical schedule for a small charity:
Can we meet remotely?
Many large and well-run organisations routinely use video and audio conferencing technology to facilitate remote meetings. This can widen the pool of potential trustees and reduce inefficient travel time. However, if you choose to hold meetings remotely it is important to ensure you have invested sufficiently in technology and training as inadequate tools can disrupt a remote board meeting.
Meeting agenda template
All good meetings start with a good agenda. This should cover:
You can download a trustee meeting agenda template below.
Meeting minutes template
A good set of minutes is another crucial part of any well-run meeting.
Specific items to include are:
How to share documents
When sharing documents among charity trustees there are typically three key concerns:
Many trustee boards still circulate documents by email in a desktop format (i.e. Word or Excel) but we recommend that trustee boards consider more modern file sharing systems that increase security and allow real-time collaboration. Leading examples are Office 365, Google Docs and Dropbox. Read more about these systems in our post on discounted software for charities.