Most if not all meetings can be streamlined. There are a few simple processes, guaranteed to streamline and improve your meetings. Meeting rules (sometimes called Rules of Order) are critical. I have several meeting Rules of Order books, most of them following the original Roberts Rules of Order. The one in front of me on my desk is the 21st Century Roberts Rules of Order edited by the Princeton Language Institute.
While its a good book the fact is that most of us would not use 85% of it. With our hectic pace how many of us can spend the time or energy to learn what we really don’t need to know.
At every opportunity I encourage meeting attendees to learn “Roberts Rules Made Simple” http://robertsrulesmadesimple.com/ Its the efficient way to master Roberts Rules of Order.
For those reading this today its an early notice of an announcement that I will be Western Canada’s newly certified Roberts Rules Made Simple instructor. Watch for more information on this including the webinar program dates.
Keeping things simple have a look at the 5 items below that will begin to streamline your meetings……….
1. Provide the agenda, board book and background information well in advance of the meeting. (Two weeks is best)
This will give board members ample time to review information prior to board meetings and ask questions. Accomplishing this goal is dependent upon getting materials into the office in a timely manner, which may require some help from the chair or the secretary in enforcing deadlines. Staff should set an example by providing staff reports on time.
2. What happens before the board meeting is often as important, or more important, than what occurs during it.
A good agenda, background material, and specific assignments for agenda items lead to an organized meeting and greater possibility of achieving your desired outcomes.
3. Establish etiquette by setting ground rules before the meeting begins.
Encourage the person chairing the meeting to set the tone and lead by example: “I am turning off my mobile device during this meeting, and I would like everyone else to do the same.”
4. Adopt a consent agenda.
The consent agenda is a great tool for getting the non-strategic, non-controversial business items out of the way first, while simultaneously providing transparency. All the read-ahead, FYI-type items are grouped together at the beginning of the meeting, and there’s a vote to accept them as a group without discussion.
If anyone wants to discuss an item, that item is removed from the consent agenda, and the remainder of the items can be voted on as a group. It creates more time in the meeting for the board to focus on big-picture, strategic issues. When the tool is used for the first
5. What to Include on Consent Agendas
Items commonly found on consent agendas include:
1. Minutes of the previous meeting
2. Confirmation of a decision that has been discussed previously
3. Chief executive’s report
4. Committee reports
5. Informational materials
6. Updated organizational documents
To test whether an item should be included in the consent agenda, ask these questions:
• Is this item self-explanatory and uncontroversial?
• Does it contain an issue that warrants board discussion?
• Is this item “for information only”? Is it needed for another meeting agenda issue?
• Do we need to confirm a previously discussed issue? Do we need to continue the discussion?
