Plan and prepare for productive meetings
by Ed McDowell Effective Board Meetings
One of the most common challenges standing in the way of board effectiveness is inadequate preparation and planning for productive board meetings. Here are a few pointers any board can use to improve.
Begin with the right perspective: Called by God The board is a spiritual community called by God to steward/govern a piece of God’s kingdom on earth. This is a group of people brought together by God to oversee His work. Prepare accordingly.
Focus on the 80/20 rule Eighty percent of the agenda should focus on future-facing issues of the camp. Only 20% of the agenda should be on current issues. Resist over-reporting on the day to day, while being sure to keep the board connected to the heart and soul of the mission.
Prepare a clear agenda It is best if the board chair and camp director collaboratively prepare the agenda four to six weeks ahead of the board meeting. Agendas include the name of the agenda item, the time allotted, who is responsible, what the desired action is (report, receive, discuss or approve) and any summary notes. Good agendas place the most important items at the front of the meeting.
Provide a board packet ahead of time A board packet should be delivered to board members seven to 10 days ahead of board meetings. Prepare the packet with focused information. Consider the following in creating a good board packet:
• Dashboards: Use a simple one-page dash- board that provides an overview of the current health of the camp.
• Camp director’s report: Limit the report to two pages. Board members appreciate camp directors who take time to provide clear and concise communication.
• Financial summary: Limit financial sum- maries to one or two pages. The finance committee can review additional details if needed.
• Committee, task force and staff reports: Where needed, one-page reports from committees, task forces and staff are appro- priate. Limit written reports to one page.
• Use graphs and visuals: Good visuals can replace pages of printed narrative. Tink through what can be communicated visually.
Board effectiveness will increase with thought- ful preparation, planning and follow-through. Consider the improvements that will be most helpful and get started right now. I’m happy to provide samples of board packets,
dashboards or agendas. Email me and I’ll share what has proven to be successful for boards.
Ed McDowell is executive director of Warm Beach Camp and Conference Center and has served as CCCA board chair since January 2014. Ed is a sought-aſter speaker, teacher and consultant and is known as a skilled mediator. Email him at
emcdowell@warmbeach.com.
February/March 2020
www.ccca.org 49
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