10 Tips
for Better Board Meetings
I
recently had the rarest of all association management experiences -- a
productive, downright inspirational, board meeting. Having sat through hundreds of board and
committee meetings at this point, it made me think about what contributes to a
positive board meeting experience for board members and staff alike. Here is my list, but please contribute yours:
1. Unless your organization is
going through some tremendous upheaval that necessitates monthly or more
frequent meetings, limit full board meetings to no more than four a year. It seems to force people to take them more
seriously when they know they are fewer and farther between. If necessary, board business in the interim
can be addressed via conference call or email.
2. Establish an agenda and then
stick to it. This is an acquired skill,
particularly for new board chairs. When
you allow meetings to deviate too far from the agenda or fail to help the group
form a consensus, meetings get long and board members get frustrated. Then they get uninvolved. On the other hand, it's also important to
make sure that all opinions are heard.
Once the options become clear, it's time to bring the discussion to
conclusion, by either a vote or a determination of next steps to be taken.
3. Make sure everyone is heard,
but then move on. We've all been in
meetings where one or two people dominate the discussion to the detriment of
the outcome. It's up to the chair to
rein them in -- politely.
4. Don't do committee work at board
meetings. Major projects and issues need
work before the board is asked to take action.
Make sure the groundwork is done before items are put on the board's
agenda.
5. Likewise, routine updates can
be provided via written report by committee chairs prior to the board
meeting. Board members' time is valuable
so ask them to focus on the items that need thoughtful discussion and leave
other items as mere reporting functions.
6. Before you end the meeting,
make sure board members and staff are clear about expectations and next steps
so that you don't have to repeat the discussion at subsequent board meetings.
7. Hold board orientation
meetings for new board members as necessary.
Help them understand the basics about how the organization operates and
be clear about the expectations the association has of its board members. Provide an annual board book for each member
that includes key information about your association.
8. Think carefully about who gets
to be on your board. Much has been
discussed about the need to reduce board size in order to maximize
effectiveness, as recommended in Race for
Relevance. While I agree with the
concept, the reality is that many organizations aren't ready to take that
step. You can, however, work to recruit
specific skill sets while meeting your other requirements. I have worked with many boards that are based
on geographic representation. There's
nothing that says a board member who is geographically qualified can't also
meet other needs. If a board member
doesn't work out, ask whoever appointed him/her (such as a chapter or region)
for a replacement.
9. Consider a policy that
requires attendance at a specified percentage of board meetings. You can't participate effectively when you
don't show up.
10. Publish the agenda in advance
and be clear about which items will require a vote and which are for discussion
purposes. Some board members may have to
consult their own constituencies and need to know beforehand what they may be
asked to vote on.
-Kim
As per my view this valuable post is useful for every business management person. You have given great Tips for improved Board Meetings so its good for all company board Meetings.
ReplyDeleteAs you hinted to in your introduction, association board meetings can often be unproductive. Your advice to create an agenda and then stick to is is a seemingly simple solution, however, it is often not easily done. I like your suggestions on how to do so, especially for those who are new members. Thank you for the tips about how to better structure and run a board meeting. http://www.boardwalkidaho.com/why-association-management
ReplyDeleteThese are amazing tips for better board meetings. I am planning to arrange my company’s board meeting and in search of grand venues for corporate events Chicago. Hope this information will help me in arranging a good meeting.
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