Rules, Roles, and Results: The Blueprint for Effective Board Meetings

Did you know that running a booster club board meeting is a lot like managing a business? Clear rules, defined roles, and structured discussions lead to real results. One key to success is Robert’s Rules of Order, a time-tested framework that helps meetings stay on track, make informed decisions, and avoid unnecessary chaos. 

In this episode of The Boosted Volunteer, host Robin Eissler sits down with Jim Buchanan—adjunct professor at UMHB, founder of Brighter Honor Consulting, and former AT&T director—to share expert strategies for running efficient, organized, and results-driven board meetings.

Jim emphasizes the importance of preparation for effective meetings, where decisions are made rather than learning new information. He advocates for forming committees to streamline discussions and prevent endless debates. Jim also stresses the need to train new board members on Robert’s Rules of Order using bylaws, policy manuals, and online resources. A well-prepared board chair leads confidently, improving decision-making and operations. Jim and Robyn also reflect on their volunteer experiences, highlighting teamwork and patience. Jim’s background in theater and leadership with children's activities contributed to his booster club's success. 

Key Takeaways:

• 2:46 Importance of Robert’s Rules of Order:  Jim explains Robert's Rules of Order
• 4:24 Structure and Organization in Nonprofit Meetings: Jim emphasizes the importance of having a structured meeting to prevent chaos and ensure productivity
• 7:29 Managing Unexpected Topics During a Meeting:  Jim suggests using a "parking lot" to address out-of-agenda items later in the meeting, helping to maintain focus on the primary agenda.
• 8:34 Ideal Meeting Structure: Jim outlines the key components of a board meeting, including preparation, organizing logistics, staying on time, and maintaining accurate meeting minutes.
• 10:06 What Should and Should Not Be on the Agenda: Jim explains what items belong on a typical agenda, stressing the importance of staying focused on the key topics relevant to the meeting.
• 12:00 Common Mistakes in Parliamentary Procedure: Jim highlights a common mistake in meetings
• 21:31 Robert’s Rules of Order: Training new board members with bylaws and Robert’s Rules of Order is essential 

 

Resources:

https://www.linkedin.com/in/jim-buchanan-cam-c-p-m-58a65123/