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

Running an effective board meeting is crucial for good governance, strategic alignment, and legal compliance in UK organisations. Whether you're managing a charity, limited company, or public body, structured and well-chaired meetings keep your board productive and focused.

In this guide, we’ll walk you through everything you need to run a board meeting the right way in the UK, including:

  • Pre-meeting preparation

  • Sample agenda template (downloadable)

  • Best practices for facilitation

  • Legal and compliance considerations

Let’s dive in.

What Is a Board Meeting?

A board meeting is a formal gathering of directors to make decisions on behalf of a company or organisation. In the UK, limited companies are required by law to hold board meetings where key decisions are formally made and documented.

Board meetings typically:

  • Review company performance

  • Approve budgets and plans

  • Make strategic decisions

  • Appoint or remove officers

  • Ensure compliance with Companies House and other regulations

Meetings can be held in person, virtually, or in hybrid format — as long as they’re minuted and follow your organisation’s constitution or Articles of Association.

Why Running Effective Board Meetings Matters

Poorly run board meetings waste time, create confusion, and increase legal risks. But when done right, they:

  • Ensure decisions are documented and defensible

  • Engage directors and encourage accountability

  • Keep the company aligned with its strategic goals

  • Help avoid regulatory penalties

In the UK, directors have legal duties under the Companies Act 2006, including acting in good faith, avoiding conflicts of interest, and exercising reasonable care and skill. A well-run board meeting supports all of these duties.

Preparing for a Board Meeting in the UK

Good preparation is half the battle when it comes to running effective board meetings. Here’s what UK organisations should do ahead of time to ensure a productive session.

1. Give Proper Notice

Under UK company law and most governing documents, board members (directors or trustees) must be given reasonable notice of an upcoming meeting. While there’s no universal minimum, 7 days’ notice is common practice for private limited companies and charities.

The notice should include:

  • The date, time, and location (or video call link)

  • The proposed agenda

  • Any supporting papers or board packs

Some Articles of Association may require written notice or even consent from a majority of directors for short-notice meetings — so check your constitution.

2. Prepare a Clear Agenda

A well-structured agenda keeps the board focused and on time. A good board agenda should:

  • Follow a logical flow (e.g. past → present → future)

  • Allot time per item

  • Highlight items requiring decisions

  • Include any legal or compliance updates

We’ll include a free downloadable UK board meeting agenda template later in this article.

3. Circulate Board Packs in Advance

Board packs should be sent along with or shortly after the meeting notice — ideally 5 to 7 days in advance. These might include:

  • Financial statements

  • CEO or Chair reports

  • Minutes from previous meetings

  • Proposals or contracts to review

  • Risk reports or compliance documents

Giving directors time to review materials in advance ensures more thoughtful discussion — and fewer delays.

4. Confirm Attendance and Quorum

Check that you’ll meet quorum — the minimum number of directors required to make decisions. Most UK private companies set this at two directors, but your Articles of Association will spell this out.

Always record attendance in the minutes.

5. Appoint a Chair and Note-Taker

The Chair leads the meeting, while the Company Secretary or an appointed admin is usually responsible for recording the minutes. If you're a smaller company without a formal secretary, make sure someone is assigned to this role ahead of time.

How to Run a Board Meeting: Step-by-Step

Now that you’ve prepared your agenda and shared materials, it’s time to run the meeting itself. Here’s a typical flow for a professional and compliant UK board meeting.

1. Call the Meeting to Order

The Chair opens the meeting, notes the time, and confirms whether a quorum is present. If quorum isn’t met, the meeting may need to be postponed or limited to discussion only (no binding decisions).

Tip: Start on time — respecting everyone’s schedule sets the tone for productive governance.

2. Approve the Agenda and Minutes

The board should formally approve:

  • The meeting agenda (allowing for any minor changes)

  • The minutes from the previous meeting (to confirm accuracy)

This ensures a clear record and avoids misunderstandings later.

3. Review Reports and Key Updates

This is where directors catch up on performance, risks, and strategy. Common items include:

  • Chair’s Report: Overall governance, issues raised since last meeting

  • CEO or ED Report: Operational performance, progress on goals

  • Financial Report: Budget tracking, forecasts, major expenditures

Encourage questions and discussion — that’s what the board is there for.

4. Discuss and Vote on Key Decisions

Make sure action items and resolutions are clearly introduced, discussed, and (if needed) voted on. Common UK board decisions include:

  • Approving budgets or financial statements

  • Appointing or removing officers

  • Entering into major contracts

  • Filing with Companies House

  • Strategic direction or fundraising efforts

Ensure each decision is minuted clearly, including who voted and any abstentions or conflicts of interest.

5. Address Any Legal or Compliance Matters

This is especially important for UK charities and regulated companies. Consider discussing:

  • Risk register updates

  • GDPR or data protection issues

  • Safeguarding or HR compliance

  • Trustee declarations and disclosures

6. Schedule the Next Meeting

Set a date (and location or platform) for the next board meeting, especially if you meet quarterly or less often. This helps maintain momentum and accountability.

7. Close the Meeting

The Chair should formally close the meeting and note the time. This signals the official end and sets the stage for post-meeting follow-up.

Post-Meeting Best Practices

Don’t let your good work go to waste — follow these tips after the meeting:

  • Circulate minutes within 5–7 days for review and approval

  • Follow up on assigned actions and decisions

  • File documentation (especially if changes affect Companies House)

  • Update registers such as director disclosures or risk logs

Free UK Board Meeting Agenda Template (Word & PDF)

Want to save time? Download our free agenda template, designed specifically for UK organisations. It includes placeholders for legal items, strategic discussions, and voting.

[Download free agenda template Word | PDF]