I believe a great meeting only happens with preparation and execution. Keep in mind that meetings reflect the culture of your board, so conduct your meetings around the culture you want regardless of the culture you currently have. For inspiration, I give you my 8 Ps.
Prepare: Successful meetings begin before the room gathers. Meet intentionally and when meaningful collaboration or decision-making is needed. Preparation determines whether a meeting creates progress or simply consumes time. Preparation earns engagement, because when people see thoughtful design, they lean in.
Paper: Structure creates momentum, and clarity is kindness. So, produce an agenda and supporting documents well in advance which define the structure of the meeting. Label items as Decision or Discussion, and assign topic owners so preparation expectations are clear. Schedule decision items first, while energy is high. A well-designed agenda signals seriousness.
Punctuality: Consistency builds credibility, so start and end punctually. Stay anchored to the agenda, and take one conversation at a time. Assign a board member to be your timekeeper. They are responsible for signaling when time has expired on a topic. Volunteer time is a gift. Treat it that way.
Productive: Meetings do not run themselves, and facilitating a meeting well is leadership in action. Treat in-person meetings much the same way you might a virtual meeting. Attendees need to raise their hand when they wish to speak and respect the raised hand of someone else. Until it’s your turn, you are muted. Cameras should be turned on if at all possible. Energy must be designed – not assumed. Capture decisions visibly and in real time. Ask regularly: What decision are we making? If you cannot answer that question, the discussion is drifting. Stick a pin in the item or move it to the “parking lot” and move on.
Parking Lot: Important items that arise mid-meeting which were not on the agenda should still be addressed. But, you don’t have to let those derail your pre-structured meeting. Place items in a virtual “parking lot,” which is a separate document. The parking lot might be listed as the last agenda item at each and every meeting so that, when time permits after all other decision and discussion items have been addressed, the parking lot is pulled up and one or two items can be discussed. Once an item in the parking lot has been officially raised in a meeting, add it to a future meeting agenda for full discussion and decision making.
Politeness: Design conversations that move work forward, but create opportunity for every voice to be heard. Build in the space which is necessary for every board member to contribute. Recognize that diversity of thought improves overall outcomes. Strong teams do not avoid disagreement – they manage it well. Invite diverse viewpoints before concluding. Reframe complaints into options, understanding that respectful tension strengthens outcomes. In volunteer environments, engagement is everything. Invite quieter members to speak early. Set respectful limits with dominant speakers. Separate ideas from individuals. Protect the tone of the room. A negative tone spreads quickly, but so does encouragement.
Pause: Not every project update requires a discussion at a meeting. So, before adding another item to the agenda, pause. Distribute progress reports in advance. Use reports, not meeting time, to inform. You never want a board member leaving a meeting to think, “this meeting could have been an email.”
Progress: The meeting is not the work – execution is. Without follow-through, even a productive discussion fades after the meeting ends. Progress is designed. Productive meetings are not accidental. End each agenda item with ownership and deadlines. Send minutes within 24-48 hours. Store materials in a shared, accessible location. Check progress mid-cycle.
In closing, please keep in mind that how a meeting felt to an attendee is what determines whether they speak up (or even show up) next time. Following the 8 Ps will help.
If you would like to speak to an Altitude attorney about how you can make your board meetings more productive, please contact us at 303-432-9999 or at [email protected].