How Frequent Are Non-Executive Director Meetings?

The frequency of non-executive directors' meetings is an essential aspect of their role in company governance and strategy. The chairman and CEO collaborate to create the board agenda, which includes both operational and governance issues. The board should agree on an annual program of issues to discuss, ensuring the outside directors' specific responsibilities are addressed.

Key Takeaways:

• Non-executive directors' meetings are important for company governance and strategy.
• The frequency of meetings can vary, with monthly or bi-monthly options.
• Virtual meetings are increasingly common.
• Meeting materials should be provided in advance to facilitate effective discussions.
• Some boards hold meetings outside of the corporate headquarters for a better understanding of operations.

Importance of Strategy Discussions

Strategy discussions play a vital role in non-executive directors' meetings. Historically, outside directors had limited involvement in strategy development, with the final strategy often presented fully formed. However, there is now an expectation for non-executive directors to be actively engaged in framing strategy. In a two-tier board system, the executive team is primarily responsible for strategy development, while the role of the supervisory board is to provide constructive challenge and support. In a unitary board system, non-executive directors are closely involved in the strategic-thinking process.

An annual strategy day is considered best practice, allowing for a comprehensive discussion of the company's strategic direction and purpose. Strategy discussions should be iterative and take into account changing circumstances and challenges. Specific strategic initiatives, such as mergers and acquisitions or major investments, should undergo rigorous post-mortem evaluation by the board.

Example Board Meeting Strategy Discussion

By engaging in in-depth strategy discussions during board meetings, non-executive directors can contribute to the development of effective growth strategies and help the company navigate changing business landscapes.

Quality of Debate in Non-Executive Directors' Meetings

The quality of debate in non-executive directors' meetings is crucial for effective decision-making. It requires active management by the chairman and mutual trust among directors. All directors should be receptive to alternative points of view to stimulate meaningful discussion.

Sufficient time should be allocated for debate, avoiding excessive focus on executive presentations that may repeat information already provided in board papers. The chairman should summarise the key points made during the debate and reflect the prevailing view.

Board administration should ensure that all board materials are circulated in advance, allowing directors to access them easily and securely. There is a growing demand for more concise board papers and executive summaries to facilitate focused and high-quality discussions. Standardisation of presentations and the use of a common framework for board papers can improve efficiency and clarity.

Directors should have access to a regular flow of relevant information, including management accounts, analyst reports, and significant announcements.

Benefits of Quality Debate:

• Enhances decision-making process
• Allows for diverse perspectives
• Fosters creativity and innovation
• Improves board effectiveness
• Builds trust and collaboration

Role of the Chairman:

The chairman plays a critical role in managing the debate and ensuring productive discussions. They should encourage active participation, mediate conflicts, and create an inclusive environment where all directors feel comfortable expressing their views.

Time Commitment for Non-Executive Directors

Being a non-executive director requires a significant time commitment. As a non-executive director, you are not only expected to attend board meetings but also to actively participate in board discussions and preparation. The preparation for board meetings can be time-consuming, with board packs often containing hundreds of pages of materials. Reading and comprehending these materials, as well as conducting pre-meeting discussions, can take several hours or even a few days, depending on the complexity of the industry and your personal time-management abilities.

In addition to board meetings, you may also need to dedicate time to external discussions and travel to attend these meetings. Travel time can be as long as the meeting itself, especially if the board meetings are held in different locations. Therefore, it is essential to factor in travel time when considering the time commitment required for being a non-executive director.

Continual development of governance skills is also crucial for effective non-executive directors. Staying up-to-date with best practices, industry trends, and regulatory changes requires additional time investment. Attending training programs, workshops, and conferences can enhance your governance skills and contribute to your effectiveness as a non-executive director.

The overall time commitment for a non-executive director can range from 10 to 40 days in 12 months, depending on the specific obligations and activities associated with the role with an average salary of £40,000 in the UK.

It is important to carefully assess your availability and commitments before taking on a non-executive director position to ensure that you can dedicate the necessary time and effort to fulfil your responsibilities effectively.

Conclusion

In conclusion, the frequency of non-executive directors' meetings is an essential aspect of their role in company governance and strategy. These board meetings serve as a platform for discussing crucial topics such as strategy, growth initiatives, and board oversight. The quality of debate and effective time management are crucial for productive meetings.

Overall, non-executive directors' meetings play a crucial role in overseeing and influencing the success of companies. Through strategic decision-making and board effectiveness, non-executive directors contribute significantly to the growth and stability of organisations in the United Kingdom and beyond.

For further guidance finding Non-Executive Directors for your business, get in touch via the contact form to see how Boardroom Advisors can help you.

FAQ

How frequent are non-executive director meetings?

Non-executive director meetings might also be known as NEDs meetings. The frequency of these meetings varies depending on the organisation. Normally, non-executive directors meet several times a year to discuss important matters related to the company.

What is the role of a non-executive director in committee meetings?

In committee meetings, non-executive directors play a crucial role in providing independent viewpoints and expertise. They often scrutinise the performance of management, particularly in areas such as audit, remuneration, and governance.

How does the appointment process for non-executive directors work?

The appointment of non-executive directors is typically done through a formal recruitment process. Candidates are selected based on their skills, experience, and fit with the board and the organisation. Shareholders and the board may be involved in the selection process.

What are the main responsibilities of non-executive directors in a PLC?

Non-executive directors in a PLC have various responsibilities, which may include providing oversight on the company's performance, strategy, risk management, and compliance with relevant laws and regulations. They also contribute to discussions on board roles and governance.

How do non-executive directors contribute to the success of the company?

Non-executive directors contribute to the success of the company by offering an independent viewpoint, challenging the status quo, and bringing diverse perspectives to the boardroom. Their expertise and experience can help guide strategic decisions and ensure the company operates effectively.

What is the difference between executive directors and non-executive directors?

Executive directors are typically involved in the day-to-day operational decisions of the company, while non-executive directors focus on a bigger picture view of the business. Non-executive directors are not full-time employees of the company and do not have the same level of involvement in the company's operations.

What is the liability of non-executive directors in board meetings?

Non-executive directors have a duty to act in the best interests of the company and its stakeholders. While they may not be involved in the day-to-day management, they can still be held liable for decisions made in board meetings if they do not exercise proper care, skill, and diligence in their role.

Originally published in boardroomadvisors.co/how-frequent-are-non-executive-director-meetings/