How to Run an Effective Regional Board Meeting
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Transcript of How to Run an Effective Regional Board Meeting
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How to Run an Effective Regional
Board Meeting
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Self-paced versionWhenever 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
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As we get started…
Please write down 2 – 3 things thatfrustrate you about your RegionalBoard meetings.
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How many of you have highly effective Regional Board meetings?
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How many of you think that there is room for improvement in your Regional Board meetings?
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What are some reasonsto have a
Regional Board meeting?
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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
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From your responses on the index card….What frustrates you most about Regional Board meetings?
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Typical Answers• Not starting on time• No agenda• Too long• Side bar conversations• Late arrivals• Discussions becoming arguments• The naysayer• The dominator• Poor attendance
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Let’s take each of these frustrations and find a
solution…4/2010 How to Run an Effective Board
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Not Starting on Time
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Solution
•Ask for suggestions for alternate meeting times
•Don’t be afraid to try unique times and/or locations.
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No Agenda
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• 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.
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Solution
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Too Long
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• 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.
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Solution
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Side Bar Conversations
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• 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)
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Solution
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Late Arrivals
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• 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.
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Solution
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Discussions Becoming Arguments
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• 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.
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Solution
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The Naysayer
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• “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.
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Solution
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The Dominator
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• 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”.
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Solution
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Poor Attendance
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• 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).
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Solution
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Yes – you can make your Regional
Board meetings better!
Can you teach an old Regional Board new tricks?
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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
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What if …
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the Regional Commissioner
is the problem?
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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.
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Seating Arrangements
–Classroom
–Round/rectangular
–V
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Which seating arrangement discourages participation?
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Classroom
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Which seating arrangement encourages
full board participation?
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Round/Rectangle
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Which seating arrangement encourages participation but
keeps the RC in control?
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V
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Here are some sample tools for more effective
meetings
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Top Ten Reminders
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Sample Agenda
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Taking Minutes
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Agenda Worksheet
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Conclusion
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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.
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