How to Run a Board Meeting: Agenda Template + Best Practices

Running a board meeting effectively is critical to good governance, accountability, and decision-making—especially for Australian organisations governed under the Corporations Act 2001, the ACNC, or state-based associations laws.

Whether you’re leading a not-for-profit, a public company, or a growing SME, the way you structure and manage your board meetings can significantly impact your organisation’s performance.

In this guide, we’ll cover:

  • What a board meeting is and why it matters

  • How to plan and run a successful board meeting

  • A downloadable agenda template

  • Best practices that align with Australian governance standards

What Is a Board Meeting?

A board meeting is a formal gathering of an organisation’s board of directors. Its purpose is to discuss strategic issues, review performance, make key decisions, and fulfil the board’s legal responsibilities under Australian law.

Board meetings are usually held quarterly or monthly, depending on the organisation’s needs. In Australia, proper records of board meetings (like minutes and resolutions) are legally required.

Why Good Board Meetings Matter (Especially in Australia)

In the Australian context, board meetings aren’t just about ticking boxes. They’re a vital tool for:

  • Ensuring regulatory compliance (ASIC, ACNC, Fair Work, etc.)

  • Providing strategic oversight over the CEO or executive team

  • Identifying risks and approving key financial decisions

  • Maintaining transparency with stakeholders, funders, and regulators

For not-for-profits, running a good board meeting also helps fulfil your obligations under the ACNC Governance Standards—particularly standards 1 (Purposes and Not-for-profit Nature) and 5 (Duties of Responsible Persons).

Preparing for a Board Meeting

A smooth board meeting starts well before the chair calls the meeting to order. Here's what preparation should look like:

1. Set the Meeting Schedule in Advance

Board meetings should be scheduled 6–12 months in advance and shared in a central calendar. Many Australian boards aim for quarterly meetings, with extra sessions for budgeting or crisis response.

2. Distribute the Board Pack Early

Send out the board pack at least 5–7 days before the meeting. It should include:

  • Agenda

  • Previous meeting minutes

  • CEO/Executive report

  • Financial reports

  • Any resolutions or proposals to be voted on

Pro tip: Use a board portal (like BoardCloud) to securely share documents and keep everything in one place.

3. Draft and Circulate the Agenda

An agenda keeps the meeting focused and time-efficient. See our free downloadable template below (coming in the next section).

Sample Board Meeting Agenda Template

A clear agenda helps your board stay focused and efficient. Below is a sample board meeting agenda designed for Australian organisations—whether you’re a not-for-profit, ASX-listed company, or private enterprise.

Board Meeting Agenda Template

Organisation Name:
Board of Directors Meeting
Date: [Insert Date]
Time: [Insert Start–End Time]
Location: [Insert location or Zoom link]
Chairperson: [Insert Name]

Agenda

  1. Welcome & Acknowledgement of Country

    • Chair to open meeting

    • Acknowledgement of Traditional Owners of the land

  2. Apologies

    • Note attendees and apologies

  3. Disclosure of Interests

    • Directors declare any conflicts of interest

  4. Approval of Previous Minutes

    • Review and approve last meeting’s minutes

  5. Matters Arising from Previous Minutes

    • Status updates on action items

  6. CEO or Executive Report

    • Operational updates and major developments

  7. Financial Reports

    • Monthly/quarterly financials

    • Budget performance, cash flow, major variances

  8. Strategic & Governance Items

    • Key projects, risk management, policy updates

    • Any new governance obligations (e.g. under ACNC or ASIC)

  9. Decisions & Resolutions

    • Items requiring formal board decisions

  10. General Business

    • Any new issues raised by directors

  11. Next Meeting Date

  12. Meeting Close

    • Chair closes meeting

    • Time of adjournment recorded

Tip: Save this agenda as a template in your board portal for reuse.

Running the Board Meeting Effectively

Once the meeting starts, it’s the Chair’s job to keep things moving and on track.

Here’s how to manage a board meeting like a pro:

1. Start on Time and Stick to the Agenda

Respect board members’ time. Don’t get bogged down in operational details—focus on strategic decisions and governance.

2. Facilitate Discussion, Don’t Dominate

Encourage input from all directors. Make sure quieter members are heard and discussions remain respectful.

3. Record Clear, Compliant Minutes

Minutes should record:

  • Key discussion points (not a transcript)

  • Decisions made

  • Who moved and seconded each motion

  • Action items and who’s responsible

This is a legal record under Australian law and may be reviewed during audits or investigations.

4. Handle Conflicts of Interest Transparently

If a director has a conflict, ensure it’s declared and recorded in the minutes. They may need to step out during related discussions, depending on your constitution or ASIC/ACNC requirements.

Best Practices for Productive, Compliant Board Meetings

Running a good board meeting isn’t just about ticking boxes—it’s about building a board that adds real strategic value to your organisation.

Here are proven best practices tailored to the Australian governance landscape:

1. Align with Australian Governance Standards

  • For companies: Ensure compliance with the Corporations Act 2001 (Cth), especially regarding director duties, financial oversight, and minute-taking.

  • For not-for-profits: Follow the ACNC Governance Standards, particularly around responsible persons’ duties and board accountability.

  • For associations: Refer to your state or territory's Associations Incorporation Act (e.g., NSW’s Associations Incorporation Act 2009).

2. Conduct Regular Board Reviews

Every 12–24 months, run a self-assessment of board performance. This can include:

  • Individual director evaluations

  • Review of meeting effectiveness

  • Skills matrix analysis

This not only improves performance—it also builds confidence with stakeholders and regulators.

3. Use Technology to Improve Efficiency

Modern Australian boards are increasingly adopting board management software to:

  • Distribute board packs securely

  • Schedule meetings and track attendance

  • Manage digital minutes and resolutions

  • Store documents in a central, cloud-based location

Platforms like BoardCloud offer Australian data compliance and tools built specifically for the local governance environment.

4. Follow Up on Actions

After the meeting, send:

  • Draft minutes within a few days for review

  • A summary of action items with owners and due dates

  • Any follow-up documentation or decisions from the Chair or CEO

Use these follow-ups to prepare your next agenda and maintain continuity between meetings.

5. Keep it Strategic

Avoid turning board meetings into operational updates. A good Australian board focuses on:

  • Strategy

  • Risk

  • Financial oversight

  • CEO accountability

Anything operational can usually be handled by management or addressed in reports, not discussions.

Final Thoughts

Board meetings are where the most important decisions in your organisation are made. When run well, they create clarity, accountability, and momentum.

Use the agenda template, governance tips, and best practices in this article to help your board meet its legal duties, support the CEO, and drive the organisation forward—whether you’re managing a Sydney charity, a Melbourne startup, or a Perth association.

Download: Free Board Meeting Agenda Template (Word & PDF)

Get your editable version of our Australian board meeting agenda template here:
Download Free Template - Word | PDF