How to Run an Effective Regional Board Meeting

1. How to Run an Effective Regional Board Meeting

2. Self-paced version Whenever possible, answers and explanations are interjected in yellow Select “Slide Show” menu, & start slide show “From Beginning”. To Advance Slides, “Left Mouse Click” or in lower left corner

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

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

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

6. What are some reasons to have a Regional Board meeting? How to Run an Effective Board Meeting

7. 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 How to Run an Effective Board Meeting

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

9. Typical Answers • Not starting on time • No agenda • Too long • Side bar conversations • Late arrivals • Discussions becoming arguments • The naysayer • The dominator • Poor attendance How to Run an Effective Board Meeting

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

11. Not Starting on Time How to Run an Effective Board Meeting

12. Solution • Ask for suggestions for alternate meeting times • Don’t be afraid to try unique times and/or locations. How to Run an Effective Board Meeting

13. No Agenda How to Run an Effective Board Meeting

14. 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. How to Run an Effective Board Meeting

15. Too Long How to Run an Effective Board Meeting

16. 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. How to Run an Effective Board Meeting

17. Side Bar Conversations How to Run an Effective Board Meeting

18. 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) How to Run an Effective Board Meeting

19. Late Arrivals How to Run an Effective Board Meeting

20. 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. How to Run an Effective Board Meeting

21. Discussions Becoming Arguments How to Run an Effective Board Meeting

22. 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. How to Run an Effective Board Meeting

23. The Naysayer How to Run an Effective Board Meeting

24. 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. How to Run an Effective Board Meeting

25. The Dominator How to Run an Effective Board Meeting

26. 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”. How to Run an Effective Board Meeting

27. Poor Attendance How to Run an Effective Board Meeting

28. 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). How to Run an Effective Board Meeting

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

30. 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. How to Run an Effective Board Meeting

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

32. 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. How to Run an Effective Board Meeting

33. Seating Arrangements • Classroom • Round/rectangular • V How to Run an Effective Board Meeting

34. Which seating arrangement discourages participation? Classroom How to Run an Effective Board Meeting

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

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

37. Here are some sample tools for more effective meetings How to Run an Effective Board Meeting

38. Top Ten Reminders How to Run an Effective Board Meeting

39. Sample Agenda How to Run an Effective Board Meeting

40. Taking Minutes How to Run an Effective Board Meeting

41. Agenda Worksheet How to Run an Effective Board Meeting

42. Conclusion How to Run an Effective Board Meeting

43. 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. How to Run an Effective Board Meeting