Tip #17 Three Tips for Efficiently Managing Board Meeting Time
Board members’ time is valuable and available board meeting time very limited. Hence, it’s critically important to manage board meeting time as efficiently as possible.
For this purpose, I would like to share three tips:
1. Place the more important items early on in the board meeting agenda. While it may be tempting to dispatch less important more routine items early on, these items may have a tendency to expand to fill more than the allotted time. In addition, the board’s energy level is generally highest towards the beginning of the meeting. Finally, starting the board meeting on time with the more important issues may improve punctuality.
2. Assign the amount of time to be spent on individual board meeting agenda items. When the board meeting agenda is developed, assign times for each agenda item. The assigned times do not have to be seen as rigid requirements but can serve as a guide for efficient management of board meeting time. Have a board member other than the board meeting chair monitor how the board meeting is proceeding with respect to the assigned times. The board chair has the challenging role of attending to board meeting content issues as well as meeting process dynamics and can find it very helpful if someone else serves as time-keeper. The board member serving as time-keeper can keep the chair informed during the meeting about how the meeting is proceeding with respect to the assigned times.
3. Use a “parking lot.” When discussion veers off the agenda, the chair can stop the meeting process. The off-agenda issue that has been raised can be assigned to a “parking lot.” If a flip chart is available, the issue can be recorded there or the board secretary can be directed to note the issue for consideration later in the meeting if there is time or for placement on a future meeting agenda. Through the “parking lot” mechanism, the board is able to return to its established agenda while important issues are identified and saved for times when they can receive the time and attention they warrant.
Certainly, these tips can be used by any board whether it practices the Policy Governance® system or not.
FYI, the Policy Governance® model provides an overall system for efficient board management. For example, a major element of governance efficiency is the model’s system of ongoing comprehensive but focused oversight of organizational performance. For more information about the Policy Governance® model, please go to www.BoardsOnCourse.com/policy-governance.