A Board Calendar is an essential tool in every boardroom. The board calendar is a schedule of meetings, events and other activities intended to help a board of directors plan and manage its activities. A Board Calendar assists with providing structure to the Board’s activities in a given year thereby ensuring that each meeting is focused, everything is covered in a sensible order, and ultimately that nothing critical is missed.
The most basic Board Calendar will typically include the following information:
- dates of board meetings, subcommittee meetings and annual general meetings
- board/governance training events or schedules
- industry or governance conferences the board is attending
- tours to other organisations
- board social events
- and any other significant events or activities that the board is expected to attend or participate in.
Many boards also also like to add in:
- deadlines for submitting reports or making decisions
- dates for covering regulatory and compliance items
- dates for reviewing and revising policies and procedures
- due dates for actions arising.
Benefits of an Annual Board Calendar
There are many benefits of maintaining an annual board calendar. Just a few of these are outlined below.
Stay on track
A Board Calendar can assist the board to stay on track and fulfil its responsibilities in a timely and efficient manner.
Increase meeting attendance
By having all the important dates planned out in advance board members are able to plan their own schedules around the board schedule and more easily avoid conflicts with other commitments, helping to increase board meeting attendance.
Manage workload & reduce stress
Maintaining a board calendar will assist board members manage their board workload. By scheduling meetings and other events in advance, board members are able to plan their work accordingly and avoid the last-minute rush to prepare for a meeting or submit a report. This contributes to reducing stress and ensure that board members are able to be well prepared for upcoming meetings.
The Board Calendar serves as a way to communicate the board’s plans and priorities to stakeholders, such as staff members, investors, and members of the public. By sharing a version of the Board Calendar with these groups, they are able to see what the board is working on and when. This can help build trust and confidence in the board.
Keep focus on important issues
Another benefit of having a Board Calendar is that it can help the board members stay focused on the most important issues facing the organisation. By planning out the year in advance, the board is able to prioritise its activities and ensure that it is devoting sufficient time and resources to the most critical issues.
For example, if the organisation is facing a financial crisis, the Board Calendar might include additional meetings or work sessions focused on addressing the crisis. By making this issue a priority, the board can ensure that it is devoting the necessary time and resources to finding a solution.
Builds team work
Your board should have input to the building out of the calendar. As a group of people boards are a type of team and having the board plan in advance the year’s activities board members are able to develop a shared sense of purpose and develop a sense of camaraderie and teamwork
A Board Calendar is an critical tool that helps a board of directors plan and manage its activities and streamline the work of the board.
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