"In today's interconnected and rapidly changing world, boards of directors must prioritize ensuring their companies possess agility in response to global phenomena."
This quote from Hendrith Vanlon Smith Jr., author of Board Room Blitz: Mastering the Art of Corporate Governance, illustrates a pressing issue that all boards face — amid evolving stakeholder expectations and political challenges, being able to adapt is crucial.
This is why, at boardroom level as much as any other area of the business, effective communication is non-negotiable. Without clear communication channels between board members, it’s impossible to make the kind of strategic, joined-up decisions that companies need to thrive.
But what if your board meetings become meandering, aimless discussions? What if key messages are misinterpreted or become lost in translation? What can you do?
Let’s break down six ways to enhance communication between your company’s board members.
1. Set clear objectives for every meeting
Every board meeting should begin with a defined purpose. Without a clear agenda and intended outcome, conversations can rapidly veer into "couldn’t this have been an email?" territory — wasting time and diluting the impact of your board’s discussions.
An agenda circulated in advance not only prepares members but allows them to come equipped with relevant insights or questions. The role of the chairperson is vital here, ensuring objectives remain front and center throughout — whether it’s a budget approval or a policy decision, keeping the conversation goal-oriented helps eliminate confusion and keeps the discussion laser-focused on what matters.
It’s also smart to build in time for clarifications. A quick recap at the end of each agenda point — summarizing the decision made or the action required, for example — helps avoid post-meeting ambiguity and needless follow-up questions.
2. Use the right tools — and use them well
For boards, digital board management software is now an essential, whereas once it was considered a ‘nice-to-have’. Tools like BoardEffect and Diligent centralize agendas, documents, and communications through one secure platform — eliminating email clutter and the inevitable last-minute scrambles that too often disrupt board operations.
Having a single source of truth — from meeting minutes and voting records to board policies — minimizes information silos and ensures all members have equal access to the latest updates.
But just having the tools isn’t enough. All board members should be trained in how to use them effectively. There’s little point in implementing new tech if half the board is still relying on email threads and physical paper packs, so a digital onboarding session for new tools goes a long way in raising confidence and adoption across the board.
3. Make room for asynchronous communication
Not every discussion needs to happen in real time. Asynchronous communication is increasingly a preference for modern boards, especially since many companies now operate remotely, and may be spread across different locations — potentially even juggling multiple time zones and schedules.
Dedicated Slack channels within your board portal allow members to contribute thoughts, ask questions, and process information in their own time, eliminating the need for real-time back-and-forth while also giving quieter voices — or at least those less comfortable with in-person debates — a chance to be heard.
Task management tools like Accelo are essential here too, helping to track decisions and deliverables without constant nudges or meetings. Everyone stays in the loop, even when they’re not in the room.
Crucially, this helps reduce the pressure on meetings themselves, freeing up space for the most important strategic discussions rather than spending time on lengthy operational updates or document walkthroughs.
4. Clarify roles and responsibilities
Miscommunication often stems from a lack of clarity. Who’s responsible for reporting on financials? Who leads the risk committee? Who’s drafting follow-up actions from the latest board retreat?
When roles and responsibilities are not explicitly defined — or worse, assumed — this inevitably leads to crossed wires and dropped balls.
Every board should have a documented structure that outlines not only the formal roles (chair, secretary, treasurer, and so on) but also who’s leading specific initiatives or projects. Moreover, this information should be updated regularly and made accessible to all members.
Something as simple as a quick check-in at the start of each meeting — confirming who’s speaking on what topic — also helps keep things smooth and efficient.
5. Foster a culture of psychological safety
Even the most robust communication systems will fail if board members don’t feel safe expressing their disagreement or raising concerns. Great boards actively encourage dissent, because that’s how blind spots are uncovered and solid decisions are made.
Creating a psychologically safe workplace culture means actively inviting differing viewpoints, ensuring every voice is heard and facilitating respectful debate. It also means acknowledging when mistakes are made without shame or blame.
This begins at the top, of course. The chair should draw input from all board members and avoid allowing dominant voices to simply take over the discussion. Using an anonymous feedback tool can also help surface views that might be more sensitive in nature and aren’t necessarily shared aloud in the room.
6. Invest in ongoing development
Communication is not a static skill. Even seasoned board members benefit from sharpening their ability to listen, challenge constructively, and convey their ideas with clarity and confidence.
Bringing in external facilitators or governance coaches to run communication workshops can be hugely valuable — especially when your board is navigating big transitions like mergers or leadership changes.
It’s also worth setting aside time during your annual board evaluation to review communication effectiveness specifically. Are members satisfied with the quality of dialogue? Do they feel heard? Are key messages being lost or distorted? These reflections should feed directly into action plans and future board development priorities.
Boards today are faced with myriad challenges and complexities — from ESG pressures to rising geopolitical risk. Amidst all this, the boardroom must be a place of clarity, not confusion. Improving communication between board members involves more than just running better meetings, however — it’s about making stronger decisions for the business.
