Transcript How to Run an Effective Regional Board Meeting Self-paced version Whenever possible, answers and explanations are interjected in yellow Select “Slide Show” menu, &

How to Run an Effective
Regional Board Meeting
Self-paced version
Whenever possible, answers and
explanations are interjected in yellow
Select “Slide Show” menu, & start slide show
“From Beginning”. To Advance Slides, “Left
Mouse Click” or
in lower left corner
As we get started…
Please write down 2 – 3 things that
frustrate you about your Regional
Board meetings.
4/2010
How to Run an Effective Board
Meeting
3
How many of you have
highly effective Regional
Board meetings?
4/2010
How to Run an Effective Board
Meeting
4
How many of you think that
there is room for
improvement in
your Regional Board
meetings?
4/2010
How to Run an Effective Board
Meeting
5
What are some reasons
to have a
Regional Board meeting?
4/2010
How to Run an Effective Board
Meeting
6
Reasons for Meeting
•
•
•
•
•
•
•
•
•
•
•
•
Work on the Regional budget
Schedule games, training, events, etc.
Hear Regional Board member reports
Plan for the future
Work on solutions to problems
Develop a Regional Calendar
Develop Regional policies
Motivate key volunteers
Build consensus
Recognize achievements
Debrief an event
Coordinate Board member roles/responsibilities
4/2010
How to Run an Effective Board
Meeting
7
From your responses on the
index card….
What frustrates you most
about Regional Board
meetings?
4/2010
How to Run an Effective Board
Meeting
8
Typical Answers
•
•
•
•
•
•
•
•
•
Not starting on time
No agenda
Too long
Side bar conversations
Late arrivals
Discussions becoming arguments
The naysayer
The dominator
Poor attendance
4/2010
How to Run an Effective Board
Meeting
9
Let’s take each of these
frustrations and find a
solution…
4/2010
How to Run an Effective Board
Meeting
10
Not Starting on Time
4/2010
How to Run an Effective Board
Meeting
11
Solution
• Ask for suggestions for
alternate meeting times
• Don’t be afraid to try unique
times and/or locations.
4/2010
How to Run an Effective Board
Meeting
12
No Agenda
4/2010
How to Run an Effective Board
Meeting
13
Solution
• Tell the Regional Board members
that the first step in having an
efficient and well run Regional
Board meeting is designing it.
• Ask each of them to submit one item
that they feel needs discussion or a
decision. This will be your agenda.
4/2010
How to Run an Effective Board
Meeting
14
Too Long
4/2010
How to Run an Effective Board
Meeting
15
Solution
• Decide on a start and end time
for the meeting and stick to it.
• Assign each presenter with a
certain amount of time.
• Utilize a time keeper.
4/2010
How to Run an Effective Board
Meeting
16
Side Bar Conversations
4/2010
How to Run an Effective Board
Meeting
17
Solution
• Use tent cards to position Board members.
• Set up “ground rules” that everyone agrees
with.
• Tell attendees when they are disturbing the
meeting with their side conversations
• Stop talking until you get their attention.
(This is a teacher trick)
4/2010
How to Run an Effective Board
Meeting
18
Late Arrivals
4/2010
How to Run an Effective Board
Meeting
19
Solution
• If you have a perpetual late arriver, let
him know that his/her agenda topic will
be the first of the meeting.
• Don’t acknowledge the late arriver or
get him/her caught up with what has
happened. Do that after the meeting so
that he/she has to stay later.
4/2010
How to Run an Effective Board
Meeting
20
Discussions Becoming
Arguments
4/2010
How to Run an Effective Board
Meeting
21
Solution
• Use the parking lot –
“This discussion is important but we
will have interested parties discuss
this at the end of the meeting”.
• Consider a separate meeting, perhaps
with a facilitator, to deal with the parties
in a positive way.
4/2010
How to Run an Effective Board
Meeting
22
The Naysayer
4/2010
How to Run an Effective Board
Meeting
23
Solution
• “Every problem has to have a solution.
If you complain about something, give
us one idea on how to make it work.”
• Joke about his/her attitude.
• Compliment the positive attitude of
others.
4/2010
How to Run an Effective Board
Meeting
24
The Dominator
4/2010
How to Run an Effective Board
Meeting
25
Solution
• Assign times to each topic and have a
process for giving presenters a warning
when their time is almost up so that they
can wrap up the discussion.
• Sometimes the only way to deal with a
dominator is to be direct and tell him/her
that “we need to give others a chance to
comment”.
4/2010
How to Run an Effective Board
Meeting
26
Poor Attendance
4/2010
How to Run an Effective Board
Meeting
27
Solution
• Set a standard meeting time, day and
location each month.
• Send a meeting reminder 2 weeks in advance
asking for agenda items (secretary).
• Send an email 5 days before accompanied by
an agenda. Be sure to include location, date
and time (secretary).
• Ask for meeting confirmations (attendance or
absence).
4/2010
How to Run an Effective Board
Meeting
28
Can you teach an old
Regional Board new tricks?
Yes – you can make
your Regional Board
meetings better!
4/2010
How to Run an Effective Board
Meeting
29
As a Regional Commissioner:
- Discuss your proposed changes with the
secretary and treasurer in advance.
- Get support from other key Board
members.
- Notify Board members that you will reserve
15 minutes at the next Board Meeting to
talk about a new format for future board
meetings.
4/2010
How to Run an Effective Board
Meeting
30
What if …
the Regional Commissioner
is the problem?
4/2010
How to Run an Effective Board
Meeting
31
You have options:
• Have a 1-on-1, frank discussion
with your friend the RC about ways
to shorten the board meetings.
• Ask the RC for buy-in and if the RC
wants, offer to make the
presentation to the Board.
4/2010
How to Run an Effective Board
Meeting
32
Seating Arrangements
–Classroom
–Round/rectangular
–V
4/2010
How to Run an Effective Board
Meeting
33
Which seating arrangement
discourages participation?
Classroom
4/2010
How to Run an Effective Board
Meeting
34
Which seating arrangement
encourages
full board participation?
Round/Rectangle
4/2010
How to Run an Effective Board
Meeting
35
Which seating arrangement
encourages participation but
keeps the RC in control?
V
4/2010
How to Run an Effective Board
Meeting
36
Here are some sample
tools for more effective
meetings
4/2010
How to Run an Effective Board
Meeting
37
Top Ten Reminders
4/2010
How to Run an Effective Board
Meeting
38
Sample Agenda
4/2010
How to Run an Effective Board
Meeting
39
Taking Minutes
4/2010
How to Run an Effective Board
Meeting
40
Agenda Worksheet
4/2010
How to Run an Effective Board
Meeting
41
Conclusion
4/2010
How to Run an Effective Board
Meeting
42
Regional Board Meetings
Everyone Plays
– encourage everyone to participate
Balanced Teams
– everyone contributes according to their talents and they are valued
for it
Open Registration
– board meetings are open and parents and volunteers are welcome
Positive Coaching
– encourage constructive comments and solutions
Good Sportsmanship
– listen to and support one another and have fun
Player Development
– Board meetings offer a great opportunity for members to learn from
each other and to develop skills and knowledge.
4/2010
How to Run an Effective Board
Meeting
43