Running Efficient Meetings

Running Efficient Meetings Training Modules

The Issue of Efficiency • Boards are constantly working to attract more participation from the parent population. Running effective meetings will keep the parents coming back. • Effective meetings will keep the frustration levels down when some meetings must run longer than usual or when highly emotional content is being discussed at the meeting.

Preparations Before the Meeting • Determine the purpose of the meeting • Develop the agenda • Board Packet distribution • Meeting time considerations • Environmental considerations • Post meeting and Agenda

Purpose of the Meeting • Regular Meeting • Regular business • Reports • New Business • Workshop • Working meeting meant to address a specific issue • Generally longer than a regular meeting • Training • Aimed at Board Members participating in a seminar to learn new skills, policy development, etc. • Note: Votes may be taken at a regular meeting, but not at workshops or training sessions. A regular meeting may be conducted after a workshop or training, but only if posted according to Sunshine Law or bylaws of school.

Develop Agenda • Order of items • Mix up between short, easy-to-handle items and the more complicated items • Put a few easy things first to get the meeting rolling in a positive direction at a fast pace • Listing goal or action of each item • Place on the agenda the expected action that will be taken with each item. If you will be voting on that particular piece, say so. If you will only be opening a discussion on it, make it clear. (Ex: “For discussion” or “For consideration”, etc.) • Balance of items and guarding against overload • Make sure the agenda is manageable. If it gets too big, look for items that can wait until another time. • Can a small group be put in charge of an item to bring back information or to make the decision themselves? Delegate when possible. It will give more people buy-in to your organization. • Consent agenda • See next slide

Consent Agenda • The consent agenda is not a way to push things through without proper discussion and debate. In fact, it should not be used for decision items. • Items that are for information only, and do not require a decision or any Board action, should be included in the consent agenda. The consent agenda allows all of the reports to be received with one motion. (Ex: Second readings of policies) • When individuals have included a written report for information, they somehow feel compelled to speak to their report. That is not done with a consent agenda. However, board members can ask all the questions that they want related to the consent agenda items. Once any questions are dealt with, the vote on the single motion addresses all the consent agenda reports. Quick. Fast. Good for everybody! • Any item on the consent agenda can be moved to the regular agenda upon request from any board member. However, once the board approves the agenda, a board member may not pull anything off the consent agenda.

Board Packets • Should be provided to Directors one week prior to the meeting • Meant to inform the Board on the items that will be covered during the meeting • Synopses of reports should be thorough, but to the point (reports are then delivered in a more succinct manner while still allowing Directors to formulate questions) • All information required for decisions should be included in the board packets and should be labeled as to the action that will be taken with each piece (for instance, will you be voting on this?)

Meeting Times • Set a standard meeting time and time limit, and stick to it if possible. • Members will be more likely to attend meetings if you make them productive, predictable, and time effective. • Make meeting as accessible as possible to all members of your school

Environments • Conduct meetings where both Directors and members (parents) can be comfortable. • Avoid the draw to conduct business with adults sitting in elementary size chairs. • Arrange chairs so that all directors can see each other. • Provide snacks so that when “sugar” levels run low, people can refill.

Posting Meetings • You must post all meetings held by your Board. • See Sunshine Law/Open Records training modules for specific laws. • Also refer to school bylaws, sometimes they are more stringent than State law.

Beginning the Meeting • Incorporating members into the meeting • Greet all members and directors and make them feel welcome • Setting the mood for the meeting • Help Directors transition from their job or home into the meeting by reading your mission, saying the pledge, or doing something else meaningful to your meeting

Setting the flow of the meeting • Put limits on time for less important issues • Request that in-depth issues be assigned to subcommittees • Give everyone a voice • Ask those that are being quiet for their input • Work with people who dominate the discussion to keep them succinct • Human Factors • Recognize when frustration is setting in, people are tired of sitting, or have needs known by nature-take breaks as needed

Keeping on Task • Stick to the agenda • Resist being drawn off task • Keep conversation focused on the topic • Tactfully end discussions when they are getting nowhere • Start on time, end on time. A wise man once said, “I’ve never seen anything good come out of a five hour meeting!” • It is good practice to limit meeting to 10:00pm and to hold meetings only once per month. If you require longer meetings or need to meet more frequently, you are probably not delegating to subcommittees enough

General Rules for Good Meetings • Be prepared • Use board notebooks that include past minutes, etc. • Robert’s Rules of Order • Reach a conclusion / resolution and move on • Record the minutes • Schedule workshops for larger issues/work • Have a policy handbook to reference • Board chair to keep the meeting moving • Focus on the goals using mission to guide decision making • Communicate effectively • Focus on solutions, not problems • Don’t try to solve everything • Remain respectful - don’t personalize issues • Praise people twice as much as you criticize.

Keeping Minutes • Again, reference Sunshine Law training module for guidance • Remember that minutes should be detailed enough that anyone can read them and know what decisions were made by the Board • Minutes also serve as a historical document of your schools growth

Ending the Meeting • Task assignments • Restate or verify who is needing to accomplish tasks before the next meeting • Debriefing • Very quickly check in with Directors and ask what worked well about the meeting and what did not • Evaluate meetings on a regular basis so that you can work to improve areas that are not working well.

After the Meeting • Distribute minutes • Again, timeliness is necessary • Delegation of decisions • Follow-up on delegation decisions. See that all directors/members maintain responsibilities. • Put unfinished business on the agenda for the next meeting • Conduct evaluation • Via mail, survey, or phone interview ask directors to reflect on what worked well in the meeting and what did not.

Special Caveat • Thing ahead about how your board will interact with parents. You may decide you need policy on how parents bring concerns to the board. It might be good to establish a grievance process that includes steps to bring a concern to the board and whether that item needs to be considered in executive session or not. • Remember to establish yourself as a “parent governed school” and not a “parent run school”. A parent governed school is one that considers all aspects of a problem (financial, educational, etc.) before making a decision, whereas, a parent run school is one that is subject to emotional decision making that does not consider the full impact of its decisions.

Running Efficient Meetings