Group Dynamics in Board Meetings

Understand and Encourage the Human Factor
James C. Galvin

This article provided by the Engstrom Institute

Most boards suffer from a kind of temporary amnesia—we forget that we are human beings. We often enter meetings thinking only of the outcomes we would like to achieve, the things we would like to say and the time budgets we are trying to meet. But the fact is, these objectives don't just magically come into being. Whether we acknowledge them or not, there are very powerful human dynamics at work below the surface of every board meeting. These dynamics literally shape the outcomes your group is able to achieve. So it is incredibly important to become aware of the distinctly human aspects of your board and to learn basic strategies for maximizing your human productivity and relational capacity.

This article suggests the tools you need to become keenly aware of group dynamics in board meetings and how to use simple techniques to improve physical environment, emotional atmosphere, communication, and relationships for better meetings.

Physical Environment

The physical set-up of your meeting space will play a significant role in determining your group dynamics. So it is important that you match the physical arrangement of your space with the dynamic you would like to create. Is the meeting primarily structured around a core conversation between equals? Are you hosting an expert who is giving a presentation? Are you going to emphasize the Chair's leadership in order to progress through a set agenda?

The most fundamental aspect of your physical set up is the arrangement of chairs and/or tables. The following list will emphasize the standard dynamics that emerge with different set-ups:

• The classroom set-up: Rows of chairs facing a podium. Generally, this is the worst possible set up for board meetings. It does not lend itself to board–level discussions or any discussion at all about policy. It creates an impersonal student/teacher type of setting. This may be appropriate if you plan to devote an entire meeting to hearing from an expert. But in most cases, this set up must be avoided.

• Traditional set-up: Rectangular table, chairs on both sides and one on each end. Here the Chair (sitting at one end) sees everyone, and everyone sees the chair. Board members see only the people to their left and right and the person at the other end of the table. The end seat is clearly the "power seat."

• Horseshoe: At least three tables arranged in a "U" formation. This is a little more equalizing because there's no clear head for where the chair should sit. There is no real power seat.

• Square table: Like the horseshoe set-up, there is no clear head to the table. But now people are a little closer together; it creates a "closer" feel than the "U" arrangement.

• Open square: This carries the advantages of the square table, but you can move things around a bit. You can open it up and add more chairs if needed.

• Open polygon: This set-up is like a circle. Now it's even—everyone can see everybody else with this type of arrangement.The power is well-balanced, and the stage is set for an even discussion.

• Circle with no table: Here, chairs are set in a tight circle, so that people will almost touch knees. This set-up gives you the best dynamic for high-value discussions. It allows people to be close to one another and have clear eye contact. It gives an intimate and humanizing proximity to one another.

Two other key physical factors:

• Food/Beverage: It is amazing how a meal, a light snack, or even just a coffee set-up can effectively break down the traditional relational barriers of a group. People are much more willing to engage one another when they have food or drink in their hands. So don't run a meeting without some sort of food or beverage option.

• Light: What sort of lighting are you using? It is very difficult to create a warm and relational dynamic in a room lit with florescent lights. Consider bringing in standing lamps to soften the room's atmosphere.

Emotional Atmosphere

Every board develops a particular emotional climate. So it is important to ask what kind of climate you have and what can you do to improve it.

As leaders in Christian organizations, one of the most powerful things we can do to establish a proper emotional environment is to devote time near the beginning of each meeting for prayer and a brief Bible study on something appropriate to the group. The devotional could be on leadership, stewardship, confidence, trust, or anything relevant to your group. Regular prayer and Bible engagement will help your board members reestablish their identities in Christ, and this will provide a powerful stabilization to the emotional environment of each board meeting.

Interpersonal Communication

How can you help your board members interact and talk with one another? The following list will help you get started:

• Establish an interpersonal orientation. Most board orientations simply provide an empty chair and an information-packet. However, new board members desperately need to be oriented to the other people on the board. Make sure you allow time for personal introductions each time a new member comes on board.

• Reduce paper materials. Think about the effect paper materials have on your meetings. Where are people focusing their attention? On the paper! It is a good practice to simply e-mail necessary reports so that board members can read the materials ahead of time and spend the meeting interacting.

• Encourage preparation by keeping e-mailed reports short and to the point so they are read in advance.

• As necessary, stay away from forming an executive committee or any permanent sub-committees. These structures quickly create "inner-circle" dynamics, where certain members act as gatekeepers to certain organizational knowledge.

• In smaller meetings, do not give projected presentations, which create an impersonal dynamic. Instead, use a simple flip chart.

• Institute regular self-evaluations. At the end of every meeting or once a year, the board can evaluate itself, asking questions like: "How are we doing in our governance? Are we treating each other with respect? Have we been sticking with board work and staying out of staff work?"

Relationships

Finally, it is important to make sure people can get to know each other as friends and individuals.

• Create board bios. You can present this on a password protected area of your web site, or you can simply print it out with a color printer. Here, you will list each board member with a picture and an introduction to their professional and personal life. This will give an initial tool for members to get to know one another.

• Begin each meeting with a "check-in statement." Here, each member will "check-in" to the group by telling a little about how they are doing, what they are thinking about, etc. It is amazing how this practice can build relational bonds between group members.

Whether you are arranging the physical environment of your meeting space, establishing an emotional atmosphere, fostering interpersonal communication or encouraging relationships, your board meetings will naturally increase in value and productivity when you allow members to remember that they are human beings relating with other human beings.

Adapted from a workshop presented at a Christian Management Association conference by James C. Galvin. Jim has served as a consultant to many church and para-church boards, helping these groups to maximize their dynamic potential. He also has helped numerous organizations with strategic planning, organizational change and leadership development. You can reach him at jim@galvinandassociates.com