This post by Regina Haney, Ed.D., Executive Director Department of Boards and Councils, originally appeared on the NCEA Board and Councils newsfeed.
During a recent NCEA sponsored webinar, Committee-Driven Boards, a participant posed a great questioned. The question was: “What are the best practices to keep a positive atmosphere among board members and committee members?” Just like oil keeps the gears of a machine operating smoothly, so do the actions that contribute to a positive atmosphere in the board room or at committee meetings.
I suggest the following three best practices I experienced first-hand since the webinar:
1. Begin the meeting with a litany of thank yous. The chair of the Academic Affairs Committee began the last meeting of the year by recalling the achievements of the committee over the months of the academic year, the university as a whole and the individuals round the table all in God’s name. An atmosphere of collective pride and deep appreciation filled the room. Thank yous should be part of every board meeting. Some examples:
· Thank you for the successful launch of a special needs program.
· Thank you for the dedicated faculty that made this endeavor possible.
· Thank you for the visionary leadership of our principal/head of school.
· Thank you for the work of each board member who provided human and capital resources to make it happen.
· Thank you God for your many blessings that you bestow on our school/educational enterprise.
2. Encourage and appreciate each member’s contribution to the discourse/conversation. At another meeting, one member’s dominance of the conversation shut down the dialogue at least temporarily. I was impressed with the chairperson’s handling of the situation. He thanked the member for her input and invited others to add their thoughts. When the member who originally dominated the conversation began to debate other’s input the chair reminded the members that all are here to bring ideas and perspectives to the table. A deliberate effort to utilize the membership’s diversity creates a mood that says everyone is important. In fact, other members, not just the chair, can speak up and restore a positive vibe.
3. Stop and think before you speak. I was impressed with the way one member interjected his opinion into the conversation. He used respectful words, for instance, “Perhaps we should…, I would be glad to do it as you suggest, but had we thought about this option…?” At different times during the meeting he reminded the members that it does not always have to be either or, rather it can be both. His non-confrontational approach lowered the member’s defensiveness and created an openness to disagree in a considerate manner. Some of his comments at times were humorous and others were good natured which helped make the work acceptable by providing a welcome break from concentration. From my perspective, this board member, because of his choice of words and humor, brought the members closer together and made the work fun.
The board and committee’s meeting atmosphere must be positive, supportive, inspiring and respectful if the gathering is to be an opportunity to think creatively, have honest and open dialogue to address difficult issues that move the mission forward.
Take the atmosphere’s pulse at your next meeting. Is it positive, supportive, inspiring and respectful? Ask members what they think and what suggestions would make the atmosphere better.
