💡I Made These 5 Board Meeting Changes - Everything Got Better

By: Peter Frerichs 

I have worked with many boards. They’re all different - different cast of characters, motivations, involvement, and rhythm.

But one thing all boards have in common, at least on the nonprofit side, is a desire to do something.

Now, if you’re in fundraising, you might stop here, throw your phone against an unadvised surface, or yell at your pup:

“My board won’t do a thing! That’s the problem!”

I’ve heard it all before. The board won’t work on X, Y, or Z, or members barely show up for meetings, etc.

The problem very well might be your board, but it might also be how you’re structuring meetings and setting expectations.

Some time ago, I took the bull by the horns and made 5 critical changes.

(This isn’t me below. Perhaps in a parallel universe.)

These completely changed the tone, tenor, and success of our board meetings.

(1) The Standing Executive Director Template

The best board meetings begin with the Executive Director presenting first.

Please read this again - the Executive Director presenting first.

This creates consistency over time, and I recommend using the following template/order of operations:

1. Mission moment (a story that shows impact - remind everyone why they’re there)
2. Key metrics dashboard (same 3-5 goals each time)
3. Progress on strategic priorities
4. Wins to celebrate

(2) Empower Your Board

The worst board meetings are those in which the board simply listens to the ED or Board Chair present.

Again, board members want to do something. They might not want to necessarily ask a close friend for $100,000 (at least not yet), but they’re there to do something.

Make them feel useful. It’s not the members’ responsibility to suggest what they can do. That’s on you, as the ED or C-level team member, to request something from them.

Empower your board to do the following:

1. The finance committee presents the financial dashboard
2. The program committee presents on a pre-defined strategic spotlight
3. The 5-minute reflection question
   1. I LOVE THIS, by the way, and poached it from a friend.
   2. Board members rotate, leading a 5-minute reflection question.

(3) 𝗜𝗻𝗳𝗼𝗿𝗺 → 𝗔𝗰𝘁 → 𝗗𝗲𝗰𝗶𝗱𝗲

As you’re preparing the agenda each month, the various committees and ED need to identify whether each point on their respective agendas is to:

1. Inform
2. Act
3. Decide

When folks hear an update, for example, that’s informing. When a project or initiative needs to maintain previously agreed-upon forward momentum, that is acting. When an item requires a discussion and an ultimate decision - you guessed it - that’s deciding.

Now, a point of caution, here is where things can fall off the rails.

Not this dramatic, but you need to keep an eye out at this point.

Many times, a simple informative update will generate discussion around acting on something else.

It’s the job of the ED and Board Chair to keep the train on track, politely reminding the group which of the three the item falls under.

Every board veers off-track; it’s normal. Make sure the controls are in place to keep the room on track.

(4) Build Your Rhythm

The hardest part of any board meeting isn’t the meeting itself. It’s the agenda planning pre-meeting.

You might bristle at this suggestion because if you’re like most folks, planning for the next board meeting starts 10 days out (or less 🥴).

This rhythm works, no matter how crazy it sounds. Trust me … 

Week 3 (3 weeks from the next meeting)

• Committee chairs confirm what they will present on.

Week 2

• Compile materials using your template

Week 1

• Send agenda and materials … yes, one week out. This is by far the hardest of the three.

The most constructive way to think of this is between board meetings, the only week you have “off” are the days following the last meeting and before Week 3 begins.

From there, you’re prepping for the next meeting, little by little, each week.

Once you hit that rhythm, it feels natural.

But better than that, it communicates to board members that this is a commitment.

(5) Visible Progress

Finally, by using the same dashboard for every meeting, members can track progress. If you’re reporting or showing progress on different items each meeting, it is hard for members to do two things:

1. Spot trends
2. Ask better questions

Board members are typically successful folks in their given industries. You want them keyed in on the trends of your organization, as that will help them advise you on future paths.

I didn’t promise a checklist that didn’t involve some heavy lifting. But at the end of the day, the Board is VERY important. Treating this as just another monthly meeting is doing a disservice to the organization and its mission.