NINE STEPS TO EFFECTIVE GOVERNANCE STEP 7: DEVELOP THE WORK PLAN
STEP 7: DEVELOP THE WORK PLAN The board should control the shape and content of its meetings Elaboration of an annual schedule of board meetings, board retreats, etc. into an annual agenda ensures the board focuses on all matters of importance to the organisation. It also prevents the board from meandering from one meeting to the next, conducting its business reactively or in an episodic manner. The annual agenda needs to be defined well ahead of time.
Developing an annual work plan In developing an annual agenda, a board might consider all its significant events and duties for the coming year, allocating a date for each of these to be addressed. In addition to the matters brought to the board at every meeting, e.g. financial reports, typical items might include: •
preparation for the AGM;
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the chief executive’s performance appraisal cycle and key dates;
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board performance review;
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financial reporting;
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an annual review of organisational strategy;
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an annual retreat;
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dates for retirement/selection of new members;
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designated discussion on particular strategic issues;
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consultation with key stakeholders;
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meeting with the external auditor;
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committee reporting dates, e.g. the audit committee;
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signing off the annual report; and
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a schedule for policy review.
It would also include dates for significant events such as national championships, annual awards dinners, etc. The allocation of time over a year should balance the need to ensure the organisation is complying with its statutory and contractual obligations, and the improvement of organisational performance. The annual agenda also ensures the board controls its own business and is committed to addressing essential governance matters. Scheduling ahead of time doesn’t prevent including issues on a month-by-month, as-required, basis. It is recommended the board schedule an in-depth discussion during the year against each of the Key Result Areas. This ensures these core strategic outcome statements are examined by the board at least quarterly. This serves as an in-depth analysis of the chief executive’s achievements, while strengthening board members’ knowledge about the organisation’s desired results. A sample set of meeting agendas are in the online resources.
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