Your Board Meeting Battle Plan
I have an upcoming Board meeting and want to be prepared for everything that is needed to make it run smoothly.
I have to-do lists for the Board and Committee meetings and a to-do list for the Board Reception and Dinner. You can never go wrong if you are making a list and checking it twice.
My favorite to-do list is a calendar timeline so I can see at a glance where I am at and what I need to do to get there. It is simply using an on-line calendar with space on each day to enter what needs to be done. I fill it out from start to finish and each day check what needs to be done and where I am at. I feel confident as I check off each item that things will be done on time. No surprises!
To generate a calendar in Word 2007, click on the Office Button (in the top left-hand corner). Choose New. Under Office Microsoft Online, click on Calendars. You will be given a choice of many styles and types of calendars. My favorite is the basic design, with large squares to fill in my to-dos. I customize it and remove the weekend days to give me more space.
I also have a checklist that I go through to make sure we have everything we are going to need on the day of the meeting. Some things I have on this list is a memory stick with the minute templates, tentcards, meals ordered, meeting packages, pen, notebook, highlighter, calculator (I hate math so just in case they ask something that requires mathematical skills) and attendance records to establish quorum for each meeting.
I take my minutes on a laptop so prepare a minute template ahead of time. Then it is a simple matter of filling in the blanks on the day of the meeting. This does increase the preparation time, but on the day of the meeting it goes very smoothly with no stress.
To prepare a minute template simply use your agenda and put it in minute format. Under each agenda heading you can then record the appropriate information when you are in the meeting. To finalize your minutes, you will just need to tidy up the language and formatting for the Chair’s approval.
Are you plugged in?
Once I plugged my laptop in and thought I had power, but the plug-in was not working. My battery power died half way through the meeting. I had a notepad and pen with me so continued the minutes by hand, but it was a lesson learned to check in the bottom right hand corner of my computer to see if I actually have power. If it is plugged in, it will show a battery with a plug symbol. If it is only operating on battery power, it will just show a battery. Good thing to check before the meeting begins.