Susan Mogensen 
April 14, 2015Given the critical role that boards of directors play, it’s unfortunate to see so many boards struggling with “deadwood.” Then again, losing good people to boredom or indifference becomes somewhat understandable when we witness what actually happens in board meetings. Long, frustrating, unproductive and/or boring meetings—the inspiration behind our video, Got the Boardroom Blues?—have led to the departure of many formerly committed board members.
Of course, there is no magic bullet that will transform your board from dysfunctional to effective overnight. Like anything else, sustainable growth and improvement for boards is usually a slow and steady process. That said, effective boards generally have three key ingredients:
A. A clear system of governance principles that is understood and applied by board members and staff.
B. Good people with varied backgrounds and perspectives who are committed to the purpose of the company or organization.
C. A culture of servant-leadership and accountability in which behaviors match shared values.
Once boards have these core elements in place, there is always room for improvement when it comes to the effectiveness, efficiency, and—dare we say—fun, of board meetings.
What makes board meetings effective
Great meetings don’t happen by accident. They require planning, preparation, a strong connection to purpose, and an understanding that board members are people, too.
Using Policy Governance principles helps keep everything aligned to purpose, plus other practical approaches make people feel more comfortable, engaged, and able to contribute their best. Ten tips to help make your board meetings more effective and engaging are:
10. Invite observers
Inviting observers to attend board meetings can elevate the level of discussion and engagement, while also demonstrating transparency.
Observers might include staff, consultants, former or future board members, owners, or members of the public. Depending on the situation, they can be invited to contribute feedback or to simply observe.
9. Use Meeting Helpers
Meeting Helpers is a set of visual cues that allow participants to signal a question or need without interrupting the person speaking.
They help keep discussions flowing while increasing engagement and participation from everyone at the table.
8. Consider human needs
Like we said earlier, board members are human, too. A comfortable, well-lit space with adequate room, working technology, and timely breaks with refreshments helps keep people focused and productive.
7. Engage the senses
The appropriate use of visual materials, colour, tactile items, sound, and even music can transform a meeting from bland to grand. Just be very careful to not subject board members to Death by PowerPoint!
6. Inspire
When board members can be so easily drawn into details, ensure that every meeting serves to remind all participants of the big picture—the mission, vision, purpose or Ends of the organization, and the people to whom the board is ultimately accountable.
5. Assign roles
Prior to or at the beginning of each meeting, assign supporting roles to multiple board members. If possible, assign administrative roles like note-taking and timekeeping to a board clerk or staff; other roles for board members include Process Monitor, Facilitator, ‘Devil’s Advocate,’ and the roles identified in Edward de Bono’s Six Thinking Hats.
4. Bring in a facilitator
In some cases, the Board Chair may lead the meeting; in others, bringing in or designating a facilitator can help run the meeting effectively while allowing the Chair to stay focused on participation and flow.
Professional facilitators are trained to help groups achieve desired outcomes within the time available (see: What Do Facilitators Do?). If your meetings are not as engaging or productive as they could be, consider bringing in a facilitator to design and guide the process for all or part of a board meeting or retreat.
3. Be prepared
A successful board meeting requires that every board member be prepared for discussion. At minimum, the agenda should be circulated and reviewed by all in advance, minutes should be ready for approval, and reports or documents for discussion should be read before (not during) the meeting.
2. Craft an outstanding agenda (Board Chair role)
Design the board meeting agenda to include meaningful conversations, opportunities to learn, and elements of inspiration, variety or fun. All too often, agendas are quickly assembled lists or are copied from one meeting to the next, almost guaranteeing that the meeting will be no more than literally “going through the motions” and featuring little new information, insights or dialogue.
1. Cultivate effective leadership
A skilled Board Chair or Chief Governance Officer (CGO) plays a key role in leading the board and ensuring meetings are run in a way that reflects the board’s processes and values.
At the same time, board accountability is shared—any board member can and should draw attention to deviations from policy when they arise.
Like the captain of a sports team, the Board Chair should lead and inspire all board members to fulfill on their commitments for the good of the group and the organization. This role is very demanding, so do not hesitate to provide board leaders with much-needed insight and training through attendance at leadership events and conferences.
Even a few of these ideas, applied consistently, can make a significant difference in how your board works together and achieves results.
Learn more
Need help applying some or all of these ideas? Contact Brown Dog Consulting to get the answers to your questions about board effectiveness, or take the Board EXCELerator, our self-paced online board education program.
