Steps to Manage Effective Board Meetings - Susanne Petersson

A 3-Phase Approach to Managing Effective Meetings

Prepared by Susanne PeterssonExecutive Board Secretary, Chicago Art Deco Society

Effective Board Meetings are

� PPPProductive roductive roductive roductive ––––

� Support strategic directionSupport strategic directionSupport strategic directionSupport strategic direction

� Members prepared, wellMembers prepared, wellMembers prepared, wellMembers prepared, well----informedinformedinformedinformed

� Track relevant tasksTrack relevant tasksTrack relevant tasksTrack relevant tasks

� A good use of timeA good use of timeA good use of timeA good use of time

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3 Phases of Effective

Board Meetings

Effective Board Meetings are

� Respectful Respectful Respectful Respectful ––––

� OOOOf time, intelligencef time, intelligencef time, intelligencef time, intelligence, and confidentiality, and confidentiality, and confidentiality, and confidentiality

� Of the byOf the byOf the byOf the by----laws and decisionlaws and decisionlaws and decisionlaws and decision----making making making making process process process process

� Key accomplishments are celebrated Key accomplishments are celebrated Key accomplishments are celebrated Key accomplishments are celebrated

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Board Meetings

Managing effective board meetings

goes beyond the actual meeting

It is a 3-Phase ApproachSusanne Petersson 4


Board Meetings

The 3 Phases

1.1.1.1. Preliminary Meeting Preparation Preliminary Meeting Preparation Preliminary Meeting Preparation Preliminary Meeting Preparation

2.2.2.2. The Meeting EventThe Meeting EventThe Meeting EventThe Meeting Event

3.3.3.3. PostPostPostPost----Meeting AnalysisMeeting AnalysisMeeting AnalysisMeeting Analysis

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Board Meetings

Preliminary Meeting Preparation

� Schedule Schedule Schedule Schedule aaaavailability of necessary partiesvailability of necessary partiesvailability of necessary partiesvailability of necessary parties

� Offer a practical selection of dates/timesOffer a practical selection of dates/timesOffer a practical selection of dates/timesOffer a practical selection of dates/times

� Provide ample time between meetings to Provide ample time between meetings to Provide ample time between meetings to Provide ample time between meetings to complete action itemscomplete action itemscomplete action itemscomplete action items

� Announce favored selection, add to calendarsAnnounce favored selection, add to calendarsAnnounce favored selection, add to calendarsAnnounce favored selection, add to calendars

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Board Meetings


� Periodically alter the eventPeriodically alter the eventPeriodically alter the eventPeriodically alter the event

� Change Change Change Change –––– or mix or mix or mix or mix –––– venue, mediumvenue, mediumvenue, mediumvenue, medium

� Variety resets one’s senses to remain Variety resets one’s senses to remain Variety resets one’s senses to remain Variety resets one’s senses to remain attentiveattentiveattentiveattentive

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Board Meetings


� Periodically alter the eventPeriodically alter the eventPeriodically alter the eventPeriodically alter the event

� Change Change Change Change –––– or mix or mix or mix or mix –––– venue, mediumvenue, mediumvenue, mediumvenue, medium

� Site locationSite locationSite locationSite location

� Video conferenceVideo conferenceVideo conferenceVideo conference

� Secured signSecured signSecured signSecured sign----in (dialin (dialin (dialin (dial----in) servicein) servicein) servicein) service

� Variety resets one’s senses to remain Variety resets one’s senses to remain Variety resets one’s senses to remain Variety resets one’s senses to remain attentiveattentiveattentiveattentive

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Board Meetings


� Gather meeting documentationGather meeting documentationGather meeting documentationGather meeting documentation

� Create folder(s) in a secure onCreate folder(s) in a secure onCreate folder(s) in a secure onCreate folder(s) in a secure on----line locationline locationline locationline location

� Advise chairs to upload relevant Advise chairs to upload relevant Advise chairs to upload relevant Advise chairs to upload relevant reports, reports, reports, reports, documentationdocumentationdocumentationdocumentation

� Accept submissions for topics that require board Accept submissions for topics that require board Accept submissions for topics that require board Accept submissions for topics that require board attentionattentionattentionattention

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Board Meetings


� Prepare and present agendaPrepare and present agendaPrepare and present agendaPrepare and present agenda

� Incorporate objectives, expected outcomesIncorporate objectives, expected outcomesIncorporate objectives, expected outcomesIncorporate objectives, expected outcomes

� Allocate time by topic, specify planned votesAllocate time by topic, specify planned votesAllocate time by topic, specify planned votesAllocate time by topic, specify planned votes

� Invite external parties, as neededInvite external parties, as neededInvite external parties, as neededInvite external parties, as needed

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Board Meetings

The 3 Phases






Board Meetings

The Meeting Event

� Arrive earlyArrive earlyArrive earlyArrive early

� Inspect Inspect Inspect Inspect venue venue venue venue –––– address any address any address any address any issuesissuesissuesissues

� Welcome members, guests as they arrive/log inWelcome members, guests as they arrive/log inWelcome members, guests as they arrive/log inWelcome members, guests as they arrive/log in

� Assist members experiencing difficulty Assist members experiencing difficulty Assist members experiencing difficulty Assist members experiencing difficulty arriving/accessing the meetingarriving/accessing the meetingarriving/accessing the meetingarriving/accessing the meeting



Board Meetings

The Meeting Event

� Set the toneSet the toneSet the toneSet the tone

� Introduce guests, new board membersIntroduce guests, new board membersIntroduce guests, new board membersIntroduce guests, new board members

� Promote respect for individual who has the floorPromote respect for individual who has the floorPromote respect for individual who has the floorPromote respect for individual who has the floor

� Clarify action items, owner of eachClarify action items, owner of eachClarify action items, owner of eachClarify action items, owner of each

� Adhere to established voting protocolAdhere to established voting protocolAdhere to established voting protocolAdhere to established voting protocol



Board Meetings

The Meeting Event

� Maintain focus on goals, objectivesMaintain focus on goals, objectivesMaintain focus on goals, objectivesMaintain focus on goals, objectives

� Follow the agendaFollow the agendaFollow the agendaFollow the agenda

� Encourage engagement, yet avoid tediumEncourage engagement, yet avoid tediumEncourage engagement, yet avoid tediumEncourage engagement, yet avoid tedium

� Focus on dialogue related to strategic directionFocus on dialogue related to strategic directionFocus on dialogue related to strategic directionFocus on dialogue related to strategic direction



Board Meetings

The Meeting Event



Board Meetings

This is not the time

for in-depth

discussion of

committee issues

The Meeting Event



Board Meetings

This is not the time

for in-depth

discussion of

committee issues

When necessary to determine

committee direction, present

details well in advance for a

prompt, informed vote

The Meeting Event



Board Meetings

Consider voting on-line for

noncritical topics that

require little discussionThis is not the time

for in-depth

discussion of

committee issues

The Meeting Event

� Table certain discussionsTable certain discussionsTable certain discussionsTable certain discussions

� Unforeseen developments that can waitUnforeseen developments that can waitUnforeseen developments that can waitUnforeseen developments that can wait

� Topics which require more time or informationTopics which require more time or informationTopics which require more time or informationTopics which require more time or information

� When critical parties are unavailable to When critical parties are unavailable to When critical parties are unavailable to When critical parties are unavailable to contributecontributecontributecontribute



Board Meetings

The 3 Phases






Board Meetings

Post-Meeting Analysis

� Review results, findingsReview results, findingsReview results, findingsReview results, findings

� Confirm unclear actions with task owner/leadConfirm unclear actions with task owner/leadConfirm unclear actions with task owner/leadConfirm unclear actions with task owner/lead

� Ensure accurate wording on motionsEnsure accurate wording on motionsEnsure accurate wording on motionsEnsure accurate wording on motions

� Scan/transfer Scan/transfer Scan/transfer Scan/transfer relevant documents to secure relevant documents to secure relevant documents to secure relevant documents to secure locationlocationlocationlocation



Board Meetings


� Write the minutesWrite the minutesWrite the minutesWrite the minutes

� Key decisions made, including vote results Key decisions made, including vote results Key decisions made, including vote results Key decisions made, including vote results

� Status of action items, assigned partiesStatus of action items, assigned partiesStatus of action items, assigned partiesStatus of action items, assigned parties

� Tabled discussionsTabled discussionsTabled discussionsTabled discussions

� InterInterInterInter----meeting discussions or votingmeeting discussions or votingmeeting discussions or votingmeeting discussions or voting



Board Meetings


� Publish the minutesPublish the minutesPublish the minutesPublish the minutes

� Announce completionAnnounce completionAnnounce completionAnnounce completion

� Advise of document locationAdvise of document locationAdvise of document locationAdvise of document location

� Encourage review and as referenceEncourage review and as referenceEncourage review and as referenceEncourage review and as reference



Board Meetings

Having mastered the 3 Phases of

effective Board Meetings

… A final thought about managing the process



Board Meetings

Consistency is Key

Maintains set expectations

Provides for easy reference



Board Meetings

Administer Consistency in these Areas

� Communication tools & styles by activityCommunication tools & styles by activityCommunication tools & styles by activityCommunication tools & styles by activity

� Format & naming convention by documentFormat & naming convention by documentFormat & naming convention by documentFormat & naming convention by document

� Timely report delivery for proper Timely report delivery for proper Timely report delivery for proper Timely report delivery for proper examinationexaminationexaminationexamination & decision& decision& decision& decision----makingmakingmakingmaking

� Accessibility to organized secure portalAccessibility to organized secure portalAccessibility to organized secure portalAccessibility to organized secure portal



Board Meetings

Consistency upholds the goals of

Effective Meetings

by maintaining an environment which is

Productive + RespectfulSusanne Petersson 26


Board Meetings

My background

� Establish methodologies to uphold productive Establish methodologies to uphold productive Establish methodologies to uphold productive Establish methodologies to uphold productive and respectful processesand respectful processesand respectful processesand respectful processes

� OOOOptimize internal cooperation and ptimize internal cooperation and ptimize internal cooperation and ptimize internal cooperation and continuitycontinuitycontinuitycontinuity

� Lead Lead Lead Lead projects in customerprojects in customerprojects in customerprojects in customer----client client client client facing areasfacing areasfacing areasfacing areas



Board Meetings

I hope you found this document useful!

Susanne PeterssonExecutive Board Secretary, Chicago Art Deco Society

Government & Nonprofit

Steps to Manage Effective Board Meetings - Susanne Petersson