If you have served on the board of a nonprofit organization, have you experienced difficulty in obtaining a quorum at meetings? How about board members who do not attend meetings consistently? There could be many reasons for these situations. When board members do not attend meetings, organizations tend to suffer. So what can be done about it and what are some things to consider to make board meetings more effective, engaging and productive?
Preparation for the Meeting
It is important to have proper preparation for board meetings. Here are some helpful tips.
- Board members should be polled periodically to determine the best time for them to meet. Don’t assume the first Tuesday of the month still works if people aren’t attending.
- Make sure to notify board members of the meeting. Send the agenda, minutes and supporting information at least a week prior to the meeting so they have time to read it. Also ask members how they prefer to receive the information.
- Identify a site for the meeting, taking into consideration location, room set-up, technology availability and comfort of the room. Make sure people have adequate space, the temperature of the room is comfortable and everyone can see each other.
Meeting Agenda
Productive meetings start with a good, solid agenda that pays attention to priorities, meaningful discussion and timing.
- When planning the meeting agenda establish one or two key objectives.
- Place agenda items in priority, so that the most important topics get discussed first.
- What are two of the most important issues facing the organization right now? Are these being addressed at board meetings and are they reflected somewhere on the agenda?
- Consider listing an “anticipated outcome” for each agenda item. Does it need further action, more discussion, moved to a committee or more research?
- Consider putting a time limit on agenda items so things move along.
- Establish a consent agenda which includes routine actions that require the board’s approval. All items are grouped together and require one motion to approve.
- Committees should only report when they need action or guidance from the board. Written reports do not need to be presented – they can serve as part of the consent agenda.
Other Tips and Ideas
Here are some other tips and ideas that might help strengthen your meetings and make people feel compelled to attend.
- Have you asked your board members how they feel about their service and what they think about meetings? You might consider surveying board members periodically to seek their input and feedback.
- How well do board members know each other and how comfortable are they with each other? Do you need to do some relationship and trust building with board members? This could go a long way in helping to make people feel connected to the each other and the organization.
- Use an acronym chart if your organization uses acronyms. Don’t assume everyone knows the meanings of all those letters.
- Make sure everyone says something at the meeting. It is really the board chair’s responsibility to make sure this happens. Could it be people don’t feel they are being heard?
- Encourage “dumb” questions and respectful dissent. This could engage people in great discussion. It’s very possible there are other board members that have the same questions, but are afraid to ask.
- Be respectful of people’s time. Start on time and end on time!
Source: BoardSource and Board Café.
Posted by Holly Witt, NRS, Alexandria
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