Transcript How to Run an Effective Regional Board Meeting Self-paced version Use mouse click to advance the slides.

How to Run an Effective
Regional Board Meeting
Self-paced version
Use mouse click to advance the slides
As we get started…
Please write down 2 – 3 things that
frustrate you about your Regional
Board meetings.
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How many of you have
highly effective Regional
Board meetings?
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How many of you think that
there is room for
improvement in
your Regional Board
meetings?
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What are some reasons
to have a
Regional Board meeting?
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Reasons for Meeting
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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
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From your responses on the
index card….
What frustrates you most
about Regional Board
meetings?
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Typical Answers
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Not starting on time
No agenda
Too long
Side bar conversations
Late arrivals
Discussions becoming arguments
The naysayer
The dominator
Poor attendance
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Let’s take each of these
frustrations and find a
solution…
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Not Starting on Time
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Solution
• Ask for suggestions for
alternate meeting times
• Don’t be afraid to try unique
times and/or locations.
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No Agenda
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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.
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Too Long
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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.
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Side Bar Conversations
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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)
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Late Arrivals
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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.
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Discussions Becoming
Arguments
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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.
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The Naysayer
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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.
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The Dominator
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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”.
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Poor Attendance
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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).
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Can you teach an old
Regional Board new tricks?
Yes – you can make
your Regional Board
meetings better!
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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.
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What if …
the Regional Commissioner
is the problem?
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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.
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Seating Arrangements
–Classroom
–Round/rectangular
–V
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Which seating arrangement
discourages participation?
Classroom
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Which seating arrangement
encourages
full board participation?
Round/Rectangle
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Which seating arrangement
encourages participation but
keeps the RC in control?
V
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Conclusion
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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.
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Here are some sample
tools for more effective
meetings
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Top Ten Reminders
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Sample Agenda
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Taking Minutes
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Agenda Worksheet
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