June 2022 Meeting Optimization
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June 2022 Meeting Optimization
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June 2022 Meeting Optimization
- 1. Meeting Optimization: Proven Practices for Positive Outcomes Thursday, June 9th
- 2. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. Introductions & Housekeeping 2 Recording in-progress for on-demand access Chat or ”raise your hand” if you need anything Jenni Washington | Host Gabe Smith | Co-Host
- 3. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. Agenda 1. Pre-planning essentials 2. Key elements of an effective agenda 3. Tips for preparing materials distribution 4. Settings to assist in conducting the meeting like a pro 5. Tactics for intentional follow up 3 Please ask questions at any time using the Q&A
- 4. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. 4
- 5. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. 1. pre-planning essentials 5 OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved.
- 6. 1 2 3 OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved. 4 5 Essential Steps https://www.onboardmeetings.com/blog/how-to-prepare-board-meeting/ Start Early – debrief immediately following a meeting, schedule to-do items, and create a first draft of the next meeting’s agenda. Circulate Preliminary Agenda – consider recurring actions and agenda items on the annualized calendar that are scheduled to take place, gather pre-read and supplementary agenda items from the CEO and Executive Leaders. Review Board Materials – check for typos and consistency with the pre-set “report format”, prepare a “reference section”, and provide an annotated agenda for the Chair. 6 Establish Expectations – relay in-person requirements, communicate expected late additions, obtain missing RSVPs, solicit requests for clarification, and remind of meeting guidelines. Prep Minutes Outline – use the agenda to pre-fill standard commentary and be ready to collect the discussions and resolutions reached.
- 7. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. 2. key elements of an effective agenda 7 OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved.
- 8. 1 2 3 OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved. 4 Making The Cut: 4 Criteria https://www.onboardmeetings.com/blog/make-effective-meeting-agenda/ Is it strategic and timely for discussion? Will the board have valuable input? Or would it be better handled by a committee? Is it part of the board’s oversight duties? 8 Is it important for the board to execute its fiduciary duty?
- 9. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved. Create a Planning Guide 9 Images: https://blog.joangarry.com/board-meeting-agenda/
- 10. 1 2 3 OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved. 4 5 Recurring & Routine Items https://www.onboardmeetings.com/blog/make-effective-meeting-agenda/ Special projects, “hot” governance topics, and pertinent community, economic, or industry news Reviews & readouts that deserve board visibility, standing committee reports, KPIs showing irregular variances that warrant board attention Compliance requirements related to board reports 10 Seasonal and periodic agenda topics such as budget approvals, strategic planning, annual board assessments, compensations reviews, and CEO evaluations Unresolved discussions or parking lot items from the previous meeting
- 11. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. 3. tips for preparing materials for distribution 11 OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved.
- 12. 1 2 3 OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved. 4 Preparation = Productive Meeting https://www.onboardmeetings.com/blog/how-to-prepare-board-meeting/ Offer a first and second posting Quality check - “Open Book” Share, seek input, or decide 12 Know when to hit the meeting ‘eject’ button
- 13. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. 4. settings to assist in conducting the meeting like a pro 13 OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved.
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- 15. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. 5. tactics for intentional follow up 15 OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved.
- 16. 1 2 3 OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved. 4 The Keys to Follow Through Immediate feedback is collected Follow-up notes are promptly handled Draft minutes are distributed within one week 16 The new meeting’s agenda begins to be prepared
- 17. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. “I start creating the board packet right away in OnBoard as soon as Jason starts sending me items that he wants included in the board packet,” Wiig says. “By the time the board meeting rolls around, anything that’s come up during the month such as consent agenda items, committee reports, and information articles are already right there within OnBoard.” Trustees now come to meetings more prepared. “Before, I would send out the download link maybe two days before the meeting because it took me that long to compile all the information into one large PDF,” Wiig says. “Now, if we have an article at the beginning of the month that we want the board to read, I put it up in the board packet and leave it there. They come more informed with questions and ready for discussion because they’ve already been able to read it.” – Sherri Wiig, Administrative Assistant | Brookings Health System 17
- 18. OnBoard | ©2022 Passageways, Inc. Confidential. All rights reserved. Ready to implement some of these proven practices? Let’s get to know your situation. 18 Poll Question: Which OnBoard features would you like to trial for free?
- 20. Contact & Help OnBoard Customer Success Team OBpros@onboardmeetings.com Technical Support: (765) 535-1880, option 1 help@onboardmeetings.com Online knowledgebase onboardmeetings.com
Editor's Notes
- We hope everyone is having a great week. Let’s celebrate each other and embrace being our authentic selves. Let’s quickly gauge how we’re all doing – put a rating of 1-5 in the chat. These webinars are really important to fostering a culture of inquiry and we want to support your efforts and together, elevate each other to be our best. There are many moving pieces to consider when it comes to organizing the next meeting, keeping attendees engaged, and tracking progress. During this webinar, we’ll reveal how the best boards manage their process and align the capabilities of OnBoard to manage the jobs to be done.
- Jenni: Manager, Digital Experience Joined March 2018 Gabe: Sr. Customer Success Manager Joined August 2019 Dedicated specialist for Financial Institutions and their unique goals
- As you well know, learning how to run an effective board meeting requires a specific set of skills: time, communication, note-taking, delegation, and evaluation. In addition to managing and nurturing these, it’s essential as you know, to understand the timeline of board meetings to effectively run one. We are hoping to provide you with practical suggestions to keep up the good work of taking pride in your board meeting effectiveness.
- How many of you listening live (and for those listening on-demand, feel free to participate), hold a leadership debrief after your meetings? [Read out the bullet on the side and then supplement with below points:] 1: Taking Pre-Meeting Preparation to the next level often requires some additional meetings – debriefs, agenda planning. 2: Once you have a draft agenda, leverage the visibility statuses of the meeting to use this feature to its fullest. Trickle out the content in a timely manner so that it becomes expected that the agenda will be made available for review well prior to the full packet being completed. Consistency is key. Set objectives and goals on board members digesting the meeting content well before day of meeting and use meeting analytics to view the progress. You can build out your future schedule of meetings in OnBoard and make the RSVP process even more streamlined with the Calendar Integration option. 3: Many of our customers have already been successfully leveraging OnBoard for this pre-meeting preparation by using OnBoard Tasks to manage, organize, and track requests for materials from key stakeholders. Tasks support attachments and reminders. You can also set contributors to line-item sections so they can upload materials directly to the agenda when they’re available. Don’t forget about using surveys to capture pre-meeting details (guests, events/dinner attendance). 4: The Meeting Brief Email is an intelligent email that alerts attendees when they are invited to a meeting and then coaches them on what next steps they need to take to prepare. Attendees learn from a second email about any outstanding action items they need to complete and the meeting materials still left to review. These emails also provide insight into meeting materials receiving strong engagement from their peers, allowing users to ensure they are well-read and prepared on these agenda sections and topics. In addition to these meaningful insights, the Meeting Brief emails also serve the equally critical functional purposes of confirming the meeting’s time, location, and attendees’ RSVP status. With so many people scattered and meeting these days virtually, having all this in one place is just another small way we’re helping meeting attendees stay prepared. 5: Nice thing within OnBoard is once the meeting’s agenda has been created you can start drafting your skeleton minutes well prior to the meeting beginning. Set all the motions that you know will be coming up through the meeting and then utilize admin only notes to capture most of the note taking during the meeting itself for you to review further after the meetings as you go about drafting the final minutes.
- Seek input from stakeholders. Find out what your team needs and why they need it, then add it to the agenda if appropriate. Discuss items that affect the entire team. If you constantly focus on topics they don’t care about or need to know, board members disengage and become less effective.
- Boards need to look further out than anyone else in an organization. Winning boards will be those that work in the spirit of continuous improvement at every meeting, while always keeping long-term strategies top of mind. Governance suffers most when directors spend too much time looking in the rear-view mirror and not enough time scanning the road ahead. The key is to develop a dynamic board agenda that highlights forward-looking activities and initiatives. A forward-thinking board needs a forward-thinking agenda. 1: Creating a reading room or digital resource library for your board with articles, research, or other relevant media can also help leaders be more prepared. 2: Not every KPI warrants a board-level discussion, but it’s important to evaluate all headline indicators before any board meeting to ensure these vital metrics are on track. 4: Consider Upcoming Organizational Changes Be sure to keep the board apprised of any upcoming organizational changes that require the board’s consideration and approval. For example, a significant budget deviation, changes to executive compensation, or upcoming workforce reductions. Think about the following: Any key personnel changes including executive promotions, executive departures, staff furloughs or reductions, etc. Discussions regarding significant acquisitions, divestment plans, reorganization plans, and merger possibilities 5: List agenda items as questions, then seek answers. For example, instead of simply listing “budget issues,” try asking, “What are five ways we can reduce spending by $50,000 in the next six months?” The more targeted the question, the better the discussion will be.
- Board members are busy people, and some may serve on multiple boards, so their schedules are almost always full. For them to find the time to prepare well, you should send the meeting materials a week in advance. If you send it a couple of days in advance, they might not find time to look at them, let alone prepare well. 1: If the meeting materials need a last-minute change or addition, why wait to allow a first-look? Instead, post the materials with a blank page to show some missing information. Use the “remind” feature with a customized message, post an announcement or use messenger to communicate changes. Don’t forget about the agenda section description to indicate “revised date” or “draft vs final” notations. Give subject matter experts a heads up so they can prepare to lead relevant discussions. Have they confirmed? Do they need to do a technology check (who’s screen sharing?). Easily move items up and down under Compose Agenda (durations auto-adjust!). 2: Are all materials in the correct orientation? Account for spreadsheets and multiple tabs - is it ‘printer-preview friendly’? 3: Clearly define upfront whether directors need to simply listen, give their input, or participate in a decision. Ensure your board knows exactly what steps they need to take to complete a discussion or make effective decisions. Another great use for the agenda description field. Use of Shared annotations within either meeting or resources could make it easier to seek input/feedback on the packet before releasing to full board in preparation for the meeting. 4: Let’s face it. Some meetings waste everyone’s valuable time, especially when the same goals can be accomplished through email and other communication channels. Be kind to your board, and keep everyone happy by not scheduling an unnecessary board meeting. Sometimes, it’s better not to meet if there’s: No time to prepare Another way to communicate and accomplish the same goal A sensitive topic or personnel issue is better-handled one-on-one A need to solicit numerous individual opinions
- Just released! Limit the sharing of sensitive documents by disabling downloads for an entire resource folder or an individual document. Save time by using the duplicate feature on meetings and be sure you are taking advantage of automatic page numbering from within the Meeting Settings. The Agenda Pacer Line can help keep your meetings moving along with a subtle cue of how you're tracking against the allotted time for each agenda item.
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- Effectively managing a board meeting is only impactful if it extends beyond the boardroom. Translating intent to action is where many leaders fall short. 1: At the conclusion of the meeting, the chair can ask questions: “Did we accomplish what we needed to get done?” “What could we have done better?” “Did we have the right materials in advance?” “What key items should be on the next meeting agenda?” Let OnBoard help you collect insights from meeting attendees about what is going well and where improvements could be made through the Meeting Feedback tool. The Meeting Feedback feature in OnBoard provides you with a feedback loop that helps your board continuously improve in areas that matter most: well-prepared meetings valuable discussions efficient use of time clear meeting objectives well-structured agenda Communicating the importance of this feedback generates a synergy that promotes a better understanding of what you and your team are working to achieve. Guarantee that everyone participates in the process by developing messaging that is delivered by the board chair at your next meeting. The survey tool can also assist with your post-meeting routine if you prefer a more customized feedback mechanism. 2: The most productive board meetings result in several follow-up tasks and action items. The next and vital step in conducting a board meeting is transitioning notes into actionable tasks. Using a task manager can help assign clear delegations, due dates, and monitor progress in one location. Using one tool also extends transparency beyond the assignee and board meeting manager. 3: Meeting minutes aren’t simply a record. They summarize the questions, concerns, and ultimately the recommendations of the board. Knowing how to write effective board meeting minutes means being well versed in board meeting language and finding the right tool. Using a minutes builder allows you to take notes, create tasks, and mark motions in real-time as a meeting progresses. Using the same tool as the board book gives the benefit that as the minutes evolve into action items, the context and resources are connected seamlessly. 4: Companies have many ways of keeping directors informed between meetings. One way is for the CEO to send an “in-between” meeting update that shares progress on strategic initiatives, successes, and challenges. Other “in-between” materials are uploaded as appropriate, i.e. quarterly analyst reports. When you fully leverage OnBoard’s capabilities to upload other between-meeting materials promptly and notify directors as appropriate, they are able to read the information at their convenience and stay current on company business.