Preparing for Meetings: How Planning Makes You a Team Player
By: Amy Ruck Kagan, Senior Partner
Think back to that first school board meeting, the one that felt like a complete disaster. I remember mine and the feelings of fear and anxiety that took over. It was a mess—no structure, no direction, just a bunch of people talking in circles. I couldn’t help but wish for some semblance of order amidst the chaos. I found myself wishing that I never agreed to serve on the board if this was going to be the way that it operated and the time waste it appeared to be.
That unproductive gathering highlighted the absolute necessity of preparation and organization. I spent far too much time trying to create the “perfect meeting”– one where it was well-planned, everyone knew what to discuss, and decisions were made efficiently. Drawing from these experiences, both personal and professional, I hope this post sheds light on how a lack of preparation can turn a meeting into a train wreck. I’ll help you see the game-changing impact of getting your ducks in a row before you gather around the table. Here are three principles of preparation that will help you manage meetings that leave you feeling productive, effective, and aligned as a team.
Strategic Meeting Agendas: A Blueprint for Success
An effective meeting starts with a strategic agenda. Your board meeting agenda isn’t just a checklist; it’s a strategic roadmap guiding your organization towards success. Every item on that agenda should be a purposeful step toward achieving your strategic objectives. Crafting it requires meticulous attention, ensuring alignment with your organizational goals and a sharp focus on measurable progress and results. It’s not just about what’s discussed; it’s about how each discussion propels your organization forward.
Advanced Distribution of Meeting Materials: Equipping Board Members
In the realm of effective preparation, timely distribution of meeting materials is your secret weapon. Think of it as gearing up for a crucial expedition. No one would set out without the right tools, and similarly, ensuring all board members receive essential documents well before the meeting is a non-negotiable. This proactive and time-saving approach empowers everyone to step into the meeting room well-armed with knowledge, fostering an environment where well-reasoned decisions become the norm.
Fostering Participation from Board Members: Valuing Diverse Insights
Your board is a powerhouse of diverse perspectives and expertise, and unlocking its full potential requires active participation from every member. When building your meeting content, actively seek input from all voices. Give every member the chance to share their insights, enriching the discussion with a variety of viewpoints. A well-rounded conversation isn’t just about quantity; it’s about tapping into the wealth of experiences within your board, ultimately leading to more robust and comprehensive decisions.
Mastering the art of meeting preparation sets the stage for success, but the real magic happens when you infuse thoughtfulness and care into the mix. Your team deserves more than just a well-prepared agenda—they deserve an experience that fosters collaboration and ignites productivity. In the next part of this series, I’ll propose new strategies to elevate your meetings from merely functional to norming and performing. Get ready to transform your board meetings into dynamic sessions where ideas are welcomed and decisions are made with the precision of a well-oiled machine.
