Christian Leadership Alliance

Passing the Baton

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Group Dynamics in Board Meetings

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.

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