Effective Board Meetings

To have mission-focused, strategic discussions ◦ Financial oversight

ensure adequate resources◦ Organizational planning

Oversee development of and monitor Strategic Plan Determine, monitor & assess programs and services

Meetings are not for◦ Dealing with operational or day-to-day matters◦ A reports-read-a-thon◦ Out of the blue issues◦ Personal agendas or pet projects◦ Airing personal grievances

Why are We Meeting?

Components: Mission moment Mega Issue Consent items Action Items Discussion Items Informational Items Executive Session New Business

It’s all about the agenda

What is missing from the list above???

Plan

•President & Executive Director identify: 1) what carries over from previous meetings, 2) recurring items, 3) likely new topics

Seek

input

•Share the drafty draft with the Board for feedback

Refine

•Revise based on Board input & organize items strategically

Share

•Distribute to the board

•Share with the membership

Collaborate to Build the Agenda

Primary function is to help board members make informed decisions

Strive for objectivity & a balance: neither too little nor too much information

Recruit board members to take ownership of specific agenda items◦ They’ll create the document & present it during

the meeting Templates provide consistency

Documents

Dissect the agenda with Executive Director◦ Identify controversial issues & ones that can turn

into a time-suck Create a contingency plan

Garner support◦ Reach out to key individuals

Frame the Issues◦ Create/provide context◦ Determine how issues will be presented

Set ground rules

Preparing for the Meeting

Issu

e #1

Set the tone & model desired behaviors◦ Welcome different opinions to support thoughtful

decision-making and to prevent group-think◦ Challenge ideas, not individuals◦ Be polite, and treat all with respect

Logistics – delegate ◦ Keeping Time◦ Directing the flow of discussion◦ Monitoring engagement◦ Getting support◦ Providing for creature comforts◦ Dealing with common problems◦ Making adjustments

At the meeting

Leadership de-brief Thank board members & celebrate

achievements Disseminate draft minutes Communicate actions and key outcomes to

the membership Work with the Executive Director to identify

necessary follow-up and delegate activities to board members, as appropriate

After the meeting

To Sum Up1. Plan

2. Engage

3. Strategize

4. Implement

5. Evaluate

6. Adjust

Board Agenda Filter: http://ow.ly/pvVRx (.pdf)

Anatomy of a consent agenda: http://ow.ly/pvVHs (.pdf)

Creating an agenda: http://ow.ly/pvVAz & http://ow.ly/pvW8Z (.doc)

Board Issues Filter: http://ow.ly/pvVYg (.pdf) Guests at Board Meetings, sample policy:

http://ow.ly/pvWjI (.doc)

Resources: handouts

Boardroom Chemistry: Getting your Board to Govern as a Team

Governance as Leadership: Reframing the Work of Nonprofit Boards

Meeting & Exceeding Expectations: a Guide to Successful Board Meetings

Taming the Troublesome Board Member

Resources: books

All available from: www.boardsource.org

BoardSource, www.boardsource.org Nonprofit Center, www.rchcae.com/ Parliamentary Motions Guide,

http://ow.ly/pFbhx (.pdf) @AMAnet @betterboards @BoardSource @theBoardDoctor @HarvardBiz

Resources: online

http://ow.ly/q6xPA