Group Roles in Board Meetings
James C. Galvin

This article provided by the Engstrom Institute

Ever since our middle school days, each one of us has developed a distinct style of interacting with the larger groups of people around us. We are very familiar with the typical schoolyard labels of "teacher's pet," and "class clown" or "class bully."

But let's face it, even as adults we still adopt certain patterns of interaction whenever we are in groups. We all have our standard set of roles that we take on. However, many of us lack the vocabulary to name and understand these roles.

The following role-descriptions represent the typical roles that emerge among group members. There are task roles: roles which attempt to "get things done." There are social roles, roles which attempt to keep the group relational and interactive. There are also destructive roles, roles which undermine the purpose of the group in one way or another.

As you consider the group dynamics of your board, what roles (from below) do you see at work? What roles are missing? What destructive roles need to be addressed?

TASK ROLES:

• Initiator: a board member who gets the group started, provides direction, and contributes new ideas.They are always trying to get something started.

• Information Seeker: A board member who asks for more information and makes the group aware of information gaps. This will be the person who says, "You know, maybe we should do a survey, because we don't really know how people—let's go to the library and get some demographics so that we understand what are community is like here, because we're just making stuff up off a blank sheet of paper."

• Information Giver: A board member who provides the group with information relevant to its work. This is the expert role. For example, if you have a legal question and someone on your board is a lawyer, they move into information- giver role oftentimes.

• Opinion Giver: A board member who shares personal opinions, beliefs, feelings, and values. This is important, but like any role, this can be overdone.

• Clarifier: A board member who defines terms, explains ideas, and adds examples to further a point. They'll weigh into a discussion and make a critical distinction in saying, "I don't think we're talking about just this in general. I think there are two different ways to look at this," and they're not pushing for one or the other, they're just bringing clarity to the discussion.

• Technician:This is a board member who assists in preparations for meetings, provides the needed materials, and keeps written records. Often this role is filled by the secretary on a board, but it can be filled by anybody.It's the one who helps the board do its work and that's why it's a task role.

• Summarizer: This is a powerful role, a board member who sums up what's been said, shows how ideas are related, and tests conclusions. He or she brings a summary of what's been said and why, and what the next logical step seems to be.

• Evaluator: This type of board member assesses ideas and provides direction to keep the group in line with its goals. They are evaluating both the decisions being made and also the process of the group itself.

• Energizer: A board member who creates enthusiasm for the task, motivates the group to do their best. Usually this is a role that visionary leaders take on or people who are natural motivators and encouragers. They are building up energy, challenging people to move ahead.

These task roles are essential to group progress. However, if everyone on your board is only assuming task roles, you're going to end up with a socially fragmented board. Thus, you need the following social roles.

SOCIAL ROLES:

• Encourager: a board member who praises other members, speaks positively, and accepts the contributions of others. Encouragers do a lot to build up the atmosphere of your board meeting, and help people feel accepted and respected.

• Harmonizer: a board member who resolves conflict and emphasizes teamwork. They are getting people working together and focusing on the team functioning.

• Negotiator: A board member who helps the group find solutions that are acceptable to everyone. Sometimes in a conflict or where you have a choice to be made, negotiators can find middle ground on the type of solutions that can help you move forward

• Facilitator: A board member who watches the flow of communication and invites silent members to contribute.

• Standard setter: A board member who expresses standards for the group and provides feedback on progress. For example, if your board is trying to move to the policy governance type of approach and more than one board member knows that system very well, he or she can take the role of the standard setter, keeping the group in that mode and helping them achieve their goal of being policy-based.

• Tension reliever: A board member who uses friendly humor to break the ice and cool hot tempers.

• Observer: A board member who makes the group aware of its feelings and provides feedback on how the group is doing.

• Participant: Another term for this might be team player. When people say, "We're really looking for team players here," they mean participants, a board member who supports the group, willingly accepts ideas of others, and accepts assignments. So they're in it. They're ready to go. "Give me a job to do. I'll do this. Let's go get this done."

DESTRUCTIVE ROLES:

• Aggressor: A board member who attacks others, uses put downs, jokes inappropriately, or diminishes the ideas or feelings of other group members.

• Blocker: A board member who slows down the group, resists progress, and is often negative and disagreeable. Blocking is a passive aggressive type of behavior that is destructive and it keeps the board from being effective. If it's appropriate, you need to call people on it, either individually or in the meeting.

• Dominator: A board member who tries to control a group, manipulates others, and interrupts those who are talking.

• Recognition seeker: A board member who tries to become the center of attention and brags about self to impress others.

• The Clown: A board member who uses humor inappropriately, gets the group off track, and works hard at goofing off.

• Deserter: A board member who stops contributing, acts bored, looks down on the group, or is often negative and cynical. You can tell when someone is moving into the deserter role because they usually lean back and fold their hands.

• Help seeker: A board member who inappropriately shares personal problems and tries to gain sympathy of group members.

• Lobbyist: The board member who pleads for special interests that get the group off track and use up valuable time.

How do you discourage destructive roles? You can discourage destructive roles by making expectations clear up front on how this board is to function and what behaviors should be like.

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 parachurch 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