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Leading Effective Board Meetings

 

Based on Robert's Rules of Order Newly Revised (11th Edition)

 

BEFORE MEETING:
bullet Why have meeting?
 (decision-making, problem-solving, planning, evaluation)
bullet What are desired outcomes?
bullet Who is responsible for each item?
bullet Confirm environment and equipment
bullet Room arrangement
    To give information --> Auditorium style
    To get participation --> Circle
    Combination --> Horseshoe
bullet Prepare Agenda
  Considerations
      All items relate to mandate?
      Are items for action?
      Agenda clear?
      Location on agenda?
  Specifics
      Start and end time for meeting
      Start and end time for each item?
      Require business items (motions) be submitted in advance
      Assign tasks
bullet Distribute meeting packet
bullet Distribute agenda in advance
bullet Ensure everyone on agenda knows role
 
DURING MEETING:
bullet Call to order on time
bullet Stay focused using agenda
bullet Focus on substance, not form
bullet End meeting/each item on time
bullet Use unanimous consent, when possible
bullet Use consent agenda, if possible
bullet Encourage participation/equalize participation
      Prompt comments, if necessary
bullet Control interruptions and digressions
      “Park” digressions
      “Deflate windbags”
      Clarify and rephrase
bullet Manage conflict
bullet Ensure decisions/assignments clear
bullet More formal procedure if larger group (12+)
bullet More formal procedure depending on controversy/importance
bullet Close the meeting on time
bullet Close the meeting positively
 
PROBLEM AREAS:
bullet Rambling member (“park digressions”)
bullet Dominating member (“deflate windbags”)
bullet Argumentative member
bullet Discouraging member
bullet Argument between two members
bullet Side conversations
bullet Non-participating member

 

 

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Charts and articles are intended to provide general information on parliamentary procedure and are not legal advice or a legal opinion.