Introduction
Effective governance is key to ensuring a Multi Academy Trust (MAT) runs smoothly and delivers the best outcomes for its students. One of the most important aspects of governance is the board meeting. These meetings set the strategic direction of the Trust, hold leaders accountable, and make critical decisions about resources and policies.
However, running effective meetings requires planning and collaborative effort. Here are 10 tips to help MAT governing boards run more productive and impactful meetings.
1. Set Clear Objectives for Every Meeting
Before every meeting, establish clear objectives that align with the overall strategic goals of the Multi Academy Trust. Avoid filling agendas with reactive, low-priority items and instead focus on key areas such as:
- Educational outcomes
- Safeguarding and risk management
- Financial sustainability
- Long-term growth and expansion
Each meeting should have a specific goal, whether it’s reviewing a new policy, approving a budget, or assessing progress against the Trust’s School Development Plan. Clear objectives prevent meetings from becoming overly procedural and ensure that board discussions are future-oriented and impactful.
2. Distribute Agendas in Advance
Timely access to meeting materials is essential for informed decision-making. Best practice is to circulate:
- Meeting agendas
- Financial reports
- School performance data
- Policy updates
These should be shared at least 7–10 days before the meeting to give board members time to prepare. A governance platform like TrustGov makes document management seamless, ensuring trustees can access materials instantly and securely.
3. Prioritise Key Issues
Strategic issues should take precedence in board meetings. Boards can get hindered by operational matters that could be handled by the executive team or subcommittees.
To avoid this, use your meeting agenda to arrange key priorities:
- School performance and curriculum outcomes
- Trust-wide financial sustainability
- Governance compliance and risk assessment
Using an agenda with clear priorities ensures strategic discussions remain at the forefront.
4. Encourage Active Participation
An effective governing board relies on engaged governors who contribute to discussions. Chairs should create an environment where:
- All members feel heard and valued
- Governors are encouraged to challenge decisions constructively
- Discussions remain balanced and inclusive
One technique is ‘roundtable input,’ where every governor is invited to share their perspective on key decisions.
Encouraging governors to prepare using meeting minutes from previous sessions helps them come ready to contribute, boosting the overall productivity of the discussion. Additionally, creating a board where people are encouraged to ask questions – even when they challenge present circumstances – creates well-rounded decision making.
5. Improve Time Management in Meetings
Well-managed time is essential for productive meetings. Use your meeting agenda to assign specific time slots for each item and stick to them. It’s the chair’s responsibility to keep discussions on track, but the use of a dedicated timekeeper can also be helpful. If an issue requires more time than anticipated, the board should decide whether to extend the discussion or defer it to a future meeting.
Structuring meetings with clear ‘decision points’ and sticking to allocated time for each section will help avoid meetings running over and ensure that time is focused on the most pressing matters.
View our Effective Chairing & Meeting Management training on our training page.
6. Make Data-Driven Decisions
Boards should be making decisions based on evidence, not assumptions.
Ensure board discussions are supported by:
- Student progress reports
- Financial performance metrics
- Staff wellbeing and recruitment data
Ensuring that board members are comfortable interpreting data is crucial, so consider providing data literacy training for trustees. Data should be presented in a clear, accessible format that highlights trends and key insights rather than overwhelming members with raw figures. Having the right data at hand not only improves decision-making but also ensures better accountability through the proper recording of actions in meeting minutes.
Click here to see how you can achieve instant Trust-wide aggregate reports with TrustGov.
7. Enable Remote Participation
In recent years, hybrid meetings have become more common. Ensuring trustees have the flexibility to attend remotely is key to maintaining attendance and engagement, especially for larger Trusts with geographically dispersed members. However, it’s important to make sure everyone is confident using the technology. Scheduling occasional virtual meetings can also reduce travel and time pressures for trustees while ensuring attendance remains high.
Dedicated governance platforms like TrustGov can assist enormously in streamlining communication, and making sure that everyone has easy access to documents like the meeting agenda and supporting documents beforehand. This ensures a smooth and efficient meeting process even when members are participating remotely.
8. Record Actions Clearly for Transparency
Clear documentation of discussions and decisions is essential for transparency and accountability. The meeting chair should summarise key decisions at the end of each agenda item to ensure clarity.
Accurate and concise minutes should be taken, detailing the decisions made, actions to be taken, and who is responsible. This avoids misunderstandings and ensures that the board can track progress between meetings. These should be recorded in the meeting minutes to ensure clarity and provide a clear action log for follow-up.
View our Good Governance in an Academy Trust training on our training page.
9. Review Progress Regularly
Governing boards should begin each meeting with a review of:
- Action points from previous meetings
- Follow-ups on key decisions
- The impact of previous governance choices
A standing agenda item dedicated to reviewing progress helps avoid important tasks being overlooked and reinforces the importance of accountability. It also enables trustees to assess how well their decisions are being implemented in practice and provides an opportunity to re-evaluate strategies or timelines where necessary.
10. Evaluate and Improve
Strong governance requires continuous improvement. MATs should implement:
- Annual board self-evaluations
- Governor feedback sessions after each meeting
- 360-degree reviews to assess board performance.
Effective board meetings are vital for the success of any Multi Academy Trust. By setting clear objectives, prioritising strategic issues, and encouraging active participation, boards can drive impactful decisions and positive change.