To effectively run any organisation there needs to be good communication. This can be between colleagues, but also between the highest branches of the company.

Perhaps most importantly, there needs to be good relations and, in turn, open communication between the Executive Committee and Board of Directors. The Executives should act on behalf of the full Board and they can only do this if they truly understand the long-term vision for the company.

However, this may not always be the case, as they can sometimes be competing against each other in the decision-making process. To minimise this as much as possible, there are a few simple steps you can take.

How Can You Simplify Board And Executive Committee Communications?

  1. Make Your Organisation’s Structure Clear:

The way your organisation is run and the roles and responsibilities of all involved should be set out in your Code of Governance

There are many different organisational structures, it is not a one-size fits all approach. Your Board of Directors should know how big of a role they play in decision-making. When onboarding a new CEO or any member of the Executive Team, they should be made aware of the dynamics. 

Organisational structure should evolve as your company develops into the future. Executives and directors should be aware of any changes, including the creation of new steering committees, as they emerge.

  1. Have Open Communication Channels Between the CEO and the Chairperson:

You may have one person playing the same roles, which would make communication between them fairly easy! However, if you have a separate CEO and Chairperson, then you want them to have regular informal meetings to ensure they are on the same page. They should both be up-to-date on real-time developments within the company.

The Chairperson is responsible for overseeing the actions of the CEO, so it is also important that a personal relationship is always sidelined for impartiality.

  1. Interactive AGMs:

Not only are AGMs an essential part of the compliance process but they also bring all the governance teams and shareholders together to express shared successes and concerns. 

With the Covid-19 Pandemic ongoing, you may opt for a virtual AGM this year. If doing so you should consider how interactive the software you are choosing is. You need to host votes, talks, roundtables and more for a successful AGM.

  1. Structured Formal Meetings:

This may seem obvious, but having a clear Agenda for a Formal Meeting ensures that your Executive Committee knows their relationship with the Board. They are more than just a ratifying force and can be key in improving long-term strategic planning and governance practices.

This will also keep the topics of discussion clear, ensuring that there can be no dispute about the order. The last thing you want is two different debates happening at once!

  1. Governance Software:

You want all your processes to be as streamlined as possible between Executive Committee members and Board members. This is where software can come in handy. Technology has opened doors for remote and hybrid communications, that simply would not have been possible in the past.

Software can also allow for a shared flow of information, therefore one governing body should not know more than the other. You can collaborate on documents and share Board meeting notes even more simply than you could even 10 years ago.

How Can Convene Help You Improve Communications?

Convene is an award-winning Board Portal designed to streamline your governance and meeting processes from start to finish. Now available integrated with Microsoft Teams, our features such as follow-along with the speaker mean you can literally be on the same page at all times. Communication has never been more smart, simple or secure.

Our Review Rooms mean that your Executive Team can look over documents before they are published in the Document Library. This ensures that there is a clear audit trail of Executive and Board communications. Our Board portal software also includes auto-generated meeting minutes, so you can develop clear action items.

We also offer an e-AGM software with all the features you could need to host an interactive virtual AGM. This can improve the relationship between management and governance by supporting seamless AGMs.

If you would like to learn more about how Convene's Board management software can help your organisation please do not hesitate to get in contact or book a free trial now.

Gabriella Mangham

Written by Gabriella Mangham

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