2. Death By Meeting Our meetings are held to discuss many problems which would never arise if we held fewer meetingsOur meetings are held to discuss many problems which would never arise if we held fewer meetings”— Ashleigh Brilliant 2jwl associates

3.  Are your meetings dull and uninspiring?  Do team members question the usefulness of meetings?  Are critical issues avoided or overlooked during meetings?  Do you wonder if team members are holding back during meetings? 3jwl associates

4.  Do team members complain about having to attend meetings?  Do you find that meetings end without resolution of critical issues?  Do you discuss administrative, tactical and strategic topics during the same meetings?  Are important discussions cut short because of time constraints?  Is your team reluctant to go off-site more than once a year to review the state of the organization and business?  Do team members seem disengaged during meetings? 4jwl associates

5. Good Meetings are three-fourths preparation and one-fourth theater.”—from Gail Godwin 5jwl associates

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7.  List the agenda topics  avoid administrative and management items on the agenda as business  consent agenda  staff/management reports  Designate time to add agenda items  Accept agenda before you begin  Don’t include agenda items which are not ready for action 7jwl associates

8.  Research the item.  Include  supporting data  committee findings  options and recommendations  If Appropriate, include wording for a proposed motion or resolution 8jwl associates

9.  To free the board’s time for discussing matters they can affect (i.e. the future), a consent agenda is a tool that can eliminate as much as ½ hour or more of reviewing what has happened in the past. The consent agenda is a SINGLE ITEM that encompasses all the things the board would normally approve with little comment. The minutes. The financials (yes, the financials!). Program reports or CEO reports. All items that simply report what has already happened in the past would combine to become one item for approval - the consent agenda. 9jwl associates

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11.  One way to control the length of the Board meeting is to use a timed agenda. To do this, the preparer of the agenda should note the actual start time next to each heading and then provide an estimate of how much time each section of the agenda should take. A timed agenda will allow the Board to re-focus on the agenda if a topic is discussed outside of the scope of the agenda or if participants simply become verbose. 11jwl associates

12.  Require written reports from committees, if the report is informational only.  Include in advance meeting packet. 12jwl associates

13.  Defining an organizational strategy is hard work - and executing it is even more challenging.  Include strategy on the agenda for each meeting. 13jwl associates

14.  Allow plenty of time for discussion, and follow with an item encouraging teamwork.  Use a List Serve for the group to discuss items before the meeting.  Schedule a study session, with only that agenda item. Take no action.  Vote in accordance with the bylaws. 14jwl associates

15.  Follow this order:  Call to Order/Roll call  Adoption of the Agenda  Consent Calendar  Reports (staff, committees not in Consent Calendar, President)  Pending Business  New Business  Adjourn 15jwl associates

16.  Distribute at least 5 days ahead of meeting  Include supporting documents, including proposed motions or recommendations for action  Put mission statement at top of agenda  Include the name of the person presenting each agenda item  Include the action required for each agenda item (review, accept, action motion) 16jwl associates

17.  Assures that agenda documents have been prepared and delivered  Enforces the meeting plan as approved at the start of the meeting  Encourages everyone to speak.  Does not monopolize a discussion. If the Chairman needs to offer an opinion, he/she should abdicate the chairmanship to another during that agenda item.  Convenes and adjourns the meeting in a timely fashion. 17jwl associates

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19.  Minutes should be succinct.  Record all actions. Name the motion/second.  Avoid recording insignificant remarks/topics.  No editorial opinions!  If meetings have action items assigned, include a ‘to-do list’ at the end of the minutes  Distribute minutes within one week of the meeting.  Include notice of the date of the next meeting. 19jwl associates

20.  Don’t meet  Set specific meeting objectives  Provide an agenda in advance  Assign meeting preparation  Assign action items  Examine your meeting process. What worked? What went wrong? 20jwl associates

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