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Governance – Making a Difference at the Local Level

Governance – Making a Difference at the Local Level. Section Officers Leadership Seminar May 3, 2004. Objective:. Challenge you to think about ways to improve the effectiveness and efficiency of your governing board meetings. Sandy Dillner Business Process Specialist.

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Governance – Making a Difference at the Local Level

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  1. Governance – Making a Difference at the Local Level Section Officers Leadership Seminar May 3, 2004

  2. Objective: • Challenge you to think about ways to improve the effectiveness and efficiency of your governing board meetings.

  3. Sandy DillnerBusiness Process Specialist • SAE Facilitator – SAE’s Process Resource Center • Serve as Board of Directors’ lead facilitator for 10 years & act as their Policy Governance Expert • Assisted the Sections Board in transitioning to Policy Governance • Recently worked with the Automotive Industry Action Group (AIAG) to help them implement Policy Governance into their Board of Directors

  4. What is Governance? • In a nutshell, governance is how you choose to structure and operate within your board. • Different groups and organizations use different governing styles. • Each Board should revisit their governance periodically to identify areas of improvement.

  5. Policy Governance • The SAE Board of Directors & the Sections Board both operate under Policy Governance – they use four policy types to determine their structure and operating style: • Ends - Governance Process • Relationships - Limitations

  6. What is Different for the SAE Board & the Sections Board as a Result of Policy Governance? • Redirecting Board energy and attention to strategic, Board-level issues • Collective rather than individual decisions – one voice • Board agendas - no longer “rubber stamping” reports (formed a Board Agenda Planning Team) • Future focused rather than past or present • Increased delegation of authority from the Board to the Staff • More empowered organization

  7. Policy Governance • “Reinventing Your Board” • John & Miriam Carver • www.carvergovernance.com

  8. Pulse Check • How many of you find the volunteers in your board have limited time available for SAE? • How many of you find your board meetings focus on reports about things that have already been done, as opposed to upcoming opportunities? • How many of you would like to see the quality and value of your governing board meetings increase?

  9. Traditional Roberts Rules for Decision Making Retrospective agenda – already happened One-way communication “talking heads” Long conversations about item(s) not on the agenda Current Consensus Decision Making Proactive agenda - looking forward Interactive Focused discussion Evolution of the “Meeting” . . .

  10. Conducting Better Meetings • Five Meeting Phases • Planning • Starting • Conducting • Closing • Follow-Up

  11. Tools to add to your Toolbox: • Agenda Template • Ground Rules • Parking Lots • Consensus Decision Making • Interactive Processes • Electronic Forums/Technology • Actions List

  12. Planning the Meeting • Time & Location • Objective – What are you there to do? • Agenda • Roles • Resources necessary • Promoting • People • Information • Tools/Processes • Data (in advance) Consider a Board Agenda Planning Team when developing your agendas.

  13. Agenda Template • 1) Introductions & Expectations (Groundrules) • 2) Review Session Objective(s) • 3) Incidentals • Review Actions from Last Meeting • Approve Minutes • Etc. • 4) Initiatives (Section Board or local level) • Future Focused • Interactive • 5) Monitoring • Reports (Treasurer’s, Student Activities, etc.) • 6) Identify New Business Opportunities • 7) Review Actions • 8) Future Meeting Plans • Dates, Times, Key Topics

  14. Selecting the Venue • Location should be mutually convenient & fit needs of the members and the meeting • Avoid public facilities (a member’s company conference or boardroom is suggested) • Chair should personally check accommodations

  15. Room Set-Up • Seating arrangements should be so participants are close together and can effectively interact • White board or flipchart and markers are recommended • Determine if audio/visual equipment is needed • Provide refreshments, if possible • Lighting should be adequate & room temperature comfortable

  16. Starting the Meeting • Start on time • Introductions and expectations (Groundrules) • Statement of objective for the meeting • Review agenda • Does it need to be revised? • Additions, deletions? • Timing appropriate?

  17. Start on time Follow the agenda Avoid long-winded discussions Everyone participates Listen, then talk Constructive comments All opinions are respected Consensus decision making Turn off cell phones (or at least put on vibrate) End on time Etc., etc., etc. Ground Rules for Good Meetings

  18. Conducting the Meeting • Equal and active participation – use interactive processes to engage everyone • Opportunity for all views to be discussed • Decisions and actions captured and understood by all • Focused – use parking lot for non-related items • Able to reach consensus • Pace good • Productive

  19. Parking Lot • Use the “Parking Lot” to capture issues that may be important, but are not relevant to the current topic being discussed.

  20. Consensus • 70% - fully support • 30% - can live with it

  21. Interactive Processes • Brainstorming to get ideas on table (consider using post-its & dots) • Smaller break-out groups to engage all participants • Panel presentations, followed by Q&A • Teaming activities

  22. Closing the Meeting • Review • Major decisions • Action items • Parking lot • Establish tentative agenda topics for next meeting • Evaluate meeting effectiveness and efficiency • Capture improvement ideas

  23. Follow-Up • Distribute minutes • Follow-up action items • Not necessary to wait for next meeting to follow-up • Have someone assigned to follow-up completion • Hold members accountable for completion - Change your group culture regarding action items • Mechanism for communication between meetings

  24. Action Item List • Minutes • Consider capturing only decisions and actions • Actions Format

  25. Technology • Discussion Forum • Consider posting material in your electronic discussion forum • Reports for review prior to the meeting • Action documents • Other business you can conduct electronically between meetings

  26. Your Challenge . . . • Review your governing board’s governance by: • Looking at the structure of your meetings • Looking at your agendas • Ask yourself, “Are there any of these tools that I can incorporate into my governing board meeting to improve the quality and value for the meeting attendees?”

  27. Thank you for your time.

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