how to run an effective regional board meeting. self-paced version use mouse click to advance the...
Post on 14-Jan-2016
221 Views
Preview:
TRANSCRIPT
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 thatfrustrate you about your RegionalBoard 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 reasonsto 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
Meeting10
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
Meeting12
No Agenda
4/2010 How 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.
4/2010 How to Run an Effective Board Meeting
14
Solution
Too Long
4/2010 How 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.
4/2010 How to Run an Effective Board Meeting
16
Solution
Side Bar Conversations
4/2010 How 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)
4/2010 How to Run an Effective Board Meeting
18
Solution
Late Arrivals
4/2010 How 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.
4/2010 How to Run an Effective Board Meeting
20
Solution
Discussions Becoming Arguments
4/2010 How 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.
4/2010 How to Run an Effective Board Meeting
22
Solution
The Naysayer
4/2010 How 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.
4/2010 How to Run an Effective Board Meeting
24
Solution
The Dominator
4/2010 How 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”.
4/2010 How to Run an Effective Board Meeting
26
Solution
Poor Attendance
4/2010 How 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 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
Solution
Yes – you can make your Regional
Board meetings better!
Can you teach an old Regional Board new tricks?
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
Meeting30
What if …
4/2010 How 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.
4/2010 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?
4/2010 How to Run an Effective Board Meeting
34
Classroom
Which seating arrangement encourages
full board participation?
4/2010 How to Run an Effective Board Meeting
35
Round/Rectangle
Which seating arrangement encourages participation but
keeps the RC in control?
4/2010 How to Run an Effective Board Meeting
36
V
Conclusion
4/2010 How to Run an Effective Board Meeting
37
Regional Board MeetingsEveryone Plays
– encourage everyone to participateBalanced Teams
– everyone contributes according to their talents and they are valued for it
Open Registration – board meetings are open and parents and volunteers are
welcomePositive Coaching
– encourage constructive comments and solutionsGood Sportsmanship
– listen to and support one another and have funPlayer 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
top related