How to Run an Effective Regional Board Meeting

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As we get started… Please write down 2 – 3 things that frustrate you about your Regional Board meetings. 4/2010How to Run an Effective Board Meeting 3

How many of you have highly effective Regional Board meetings? 4/2010How to Run an Effective Board Meeting 4

How many of you think that there is room for improvement in your Regional Board meetings? 4/2010How to Run an Effective Board Meeting 5

What are some reasons to have a Regional Board meeting? 4/2010How 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 4/2010How to Run an Effective Board Meeting 7

From your responses on the index card…. What frustrates you most about Regional Board meetings? 4/2010How 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 4/2010How to Run an Effective Board Meeting 9

Let’s take each of these frustrations and find a solution… 4/2010How to Run an Effective Board Meeting 10

Not Starting on Time 4/2010How 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. 4/2010How to Run an Effective Board Meeting 12

No Agenda 4/2010How to Run an Effective Board Meeting 13

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. 4/2010How to Run an Effective Board Meeting 14 Solution

Too Long 4/2010How to Run an Effective Board Meeting 15

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. 4/2010How to Run an Effective Board Meeting 16 Solution

Side Bar Conversations 4/2010How to Run an Effective Board Meeting 17

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) 4/2010How to Run an Effective Board Meeting 18 Solution

Late Arrivals 4/2010How to Run an Effective Board Meeting 19

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. 4/2010How to Run an Effective Board Meeting 20 Solution

Discussions Becoming Arguments 4/2010How to Run an Effective Board Meeting 21

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. 4/2010How to Run an Effective Board Meeting 22 Solution

The Naysayer 4/2010How to Run an Effective Board Meeting 23

“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. 4/2010How to Run an Effective Board Meeting 24 Solution

The Dominator 4/2010How to Run an Effective Board Meeting 25

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”. 4/2010How to Run an Effective Board Meeting 26 Solution

Poor Attendance 4/2010How to Run an Effective Board Meeting 27

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 5 days before accompanied by an agenda. Be sure to include location, date and time (secretary). Ask for meeting confirmations (attendance or absence). 4/2010How to Run an Effective Board Meeting 28 Solution

Yes – you can make your Regional Board meetings better! Can you teach an old Regional Board new tricks? 4/2010How 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. 4/2010How to Run an Effective Board Meeting 30

What if … 4/2010How to Run an Effective Board Meeting 31 the Regional Commissioner is the problem?

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. 4/2010How to Run an Effective Board Meeting 32

Seating Arrangements –Classroom –Round/rectangular –V 4/2010How to Run an Effective Board Meeting 33

Which seating arrangement discourages participation? 4/2010How to Run an Effective Board Meeting 34 Classroom

Which seating arrangement encourages full board participation? 4/2010How to Run an Effective Board Meeting 35 Round/Rectangle

Which seating arrangement encourages participation but keeps the RC in control? 4/2010How to Run an Effective Board Meeting 36 V

Conclusion 4/2010How to Run an Effective Board Meeting 37

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. 4/2010How to Run an Effective Board Meeting 38

Here are some sample tools for more effective meetings 4/2010How to Run an Effective Board Meeting 39

Top Ten Reminders 4/2010How to Run an Effective Board Meeting 40

Sample Agenda 4/2010How to Run an Effective Board Meeting 41

Taking Minutes 4/2010How to Run an Effective Board Meeting 42

Agenda Worksheet 4/2010How to Run an Effective Board Meeting 43