Transcript The Value of an Agenda

CHAPTER 3
Meeting Management
Why Have a Meeting Anyway?
A meeting helps every individual
understand the collective aim of the
board
Why Have a Meeting Anyway?
A meeting creates in each board
member a commitment to the
decisions the board makes
Meetings are useful only if they
lead to
some accomplishment
Before the Meeting....



Be sure the agenda contains
board business
Keep the focus on
Planning, Policy, Promotion
Be certain background
materials are adequate
The chairman
must make sure
the meeting achieves
objectives
Consider:
Challenges to the Chairman
A sense of urgency
and a desire to reach
the best conclusion
as quickly as possible
are more effective than
a big gavel
At the start of a discussion,
the chairman should make it
clear
what the board
should do by the end
It is the chairman’s
responsibility ...
to prevent
misunderstanding
and confusion
The chairman should make
sure that all the members
and
why they are discussing it
20 Ways to
Promote
Discussion
See Page 3.5
Close discussion once it has
become clear that:



More facts are required before
further progress can be made
Discussion has revealed that
the meeting needs the views of
people not present
Members need more time to
think about the subject and
perhaps discuss it with
colleagues
Close discussion once it has
become clear that:
Events are changing and likely
to alter or clarify the basis of the
decision quite soon
 Not enough time to cover the
subject properly

People Appearing Before the Board
1. Lead the board to listen
Listening to Others
1. Stop talking
2. Empathize with other person
3. Ask questions
4. Let them make their point
5. Concentrate on what they are saying
6. Look at the person
7. Don’t show emotions
8. Get rid of distractions
9. Get the main points
People Appearing Before the Board
1. Lead the board to listen
2. Limit their time
3. Allow them to speak only
on agenda items
How to Deal with
Difficult Members
1. See page 3.8
2. Do you have any of these on your board?
3. Share with your table.
How to Deal with Mavericks
Try to Understand Them
1.
2.
3.
4.
5.
Feel they have a mandate to correct wrongs
Have poor relationships with other members.
The media loves them.
Willing to sacrifice board effectiveness.
Generally have good intentions.
How to Deal with Mavericks
1.
2.
3.
4.
5.
6.
7.
8.
Adopt the Code of Ethics
Develop clear plans and goals for the system.
Have a local Roles and Responsibilities Session.
Conduct a team building retreat.
Deal forcefully to ensure that meetings are orderly.
Do lunch with the maverick
Don’t resort to maverick tactics
Don’t give in.
For more suggestions see p. 3.11
You were elected chairman
LEAD IT !