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How to Run an Effective Regional Board Meeting

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How to Run an Effective Regional Board Meeting Which seating arrangement encourages full board participation? 4/2010 How to Run an Effective Board Meeting * Round ... – PowerPoint PPT presentation

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Title: How to Run an Effective Regional Board Meeting


1
  • How to Run an Effective Regional Board Meeting

2
  • As we get started
  • Please write down 2 3 things that
  • frustrate you about your Regional
  • Board meetings.

3
  • How many of you have highly effective
    Regional Board meetings?

4
  • How many of you think that there is room for
    improvement in
  • your Regional Board meetings?

5
  • What are some reasons
  • to have a
  • Regional 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

7
  • From your responses on the index card.
  • What frustrates you most about Regional Board
    meetings?

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

9
Lets take each of these frustrations and
find a solution
10
Not Starting on Time
11
Solution
  • Ask for suggestions for alternate meeting times
  • Dont be afraid to try unique times and/or
    locations.

12
No Agenda
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.

14
Too Long
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.

16
Side Bar Conversations
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)

18
Late Arrivals
19
Solution
  • If you have a perpetual late arriver, let him
    know that his/her agenda topic will be the first
    of the meeting.
  • Dont 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.

20
Discussions Becoming Arguments
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.

22
The Naysayer
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.

24
The Dominator
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.

26
Poor Attendance
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).

28
Yes you can make your Regional Board meetings
better!
  • Can you teach an old Regional Board new tricks?

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.

30
  • What if

the Regional Commissioner
is the problem?
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.

32
Seating Arrangements
  • Classroom
  • Round/rectangular
  • V

33
  • Which seating arrangement discourages
    participation?

Classroom
34
  • Which seating arrangement
  • encourages
  • full board participation?

Round/Rectangle
35
  • Which seating arrangement
  • encourages participation but keeps the RC in
    control?

V
36
  • Here are some sample tools for more effective
    meetings

37
Top Ten Reminders
38
Sample Agenda
39
Taking Minutes
40
Agenda Worksheet
41
  • Conclusion

42
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.
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