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. 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

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

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

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

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

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

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