One of the bigger challenges for a club leader is refocusing the board after a long winter break. The first board meeting that takes place after the break is key. But before that, if you still have some time, use the last few days of winter break to reach out to board members individually and ask each of them what his or her expectations for the second semester are. Also, be sure to tell them some of plans for upcoming events and see what sort of reaction you get so you know which plans might create more anticipation and which plans may need some more work.

Preparing for the First Board Meeting
The key to a successful board meeting is preparation. If you haven’t spent at least a part of the winter break drawing up new plans or creating a detailed agenda, then try to do your best the day or so before the meeting. A good example is to have an overview of all the events, initiatives, and goals for the 2nd semester typed up chronologically on a piece of paper. By handing this out, each board member can instantly visualize what’s to come and how much work will be involved. It also allows them to make their personal plans accordingly to accomodate the club schedule. Another good method is for you to make a list of all the tasks that will need to be done right from the start and see if every single member on the board can be assigned to a task. Work with a vice president or another board member if you need help on this. By giving everyone a task, no matter how small, each board member will feel invested in the direction of the club for the 2nd semester.

(after the jump, read about running the first meeting)

Running the First Meeting
Running the actual meeting is not as difficult as long as attendance is strong since everyone will have been re-energeized from winter break and more attentive than usual. Be sure you have all materials handed out beforehand. Take a few minutes to go around and ask what each person did during the holidays just as an icebreaker. Then, jump right into the thick of your agenda. Now that you’ve prepared, the goal is to execute, and the key to executing a great meeting is to build momentum. A good way to build momentum is to give your board a good reason why it should work hard on a certain event or initiative. For example, let’s say that your club is collaborating with the Black Student Association for the first time on a food event taking place in February during Black Heritage Month. One way to build momentum is to raise the stakes: “We’re the first Asian cultural group to work together with the BSA - we definitely need to make a good impression, so let’s make sure we have everything in order.” Or something along those lines. One of the most important functions of a leader is to help the group understand that an event is not just an event, but that it has farreaching and significant impact - this is what building momentum is all about. Keep things crisp, simple, and never allow yourself or anyone else drag the meeting for longer than it should.

When closing out the rest of the agenda, be sure to go back and review the important points all over again in a concise manner. Repetition is a very effective way of helping your board members remember more of the meeting before they leave.

Continue the Dialogue Online
Maintain the momentum from the first meeting by sending an email to the board recapping the meeting. If there was an issue that came up which didn’t get ample time to be discussed, them use email as a way to keep the dialogue going. Reflect your club’s newfound energy by updating the club website with upcoming events and fresh photos or send out a mailing to the membership with what to look for in the 2nd semester. Don’t sit happy even if the meeting went well - the meeting’s effectiveness will only go as far as the actions taken after it. Using the tools online is a great way to begin taking action.

Recap

• If it’s not too late, talk to each member individually before winter break ends.
• Prepare for the meeting, especially with an overview of what’s to come.
• Use the meeting to build momentum, especially by showing why each task matters.
• Be sure to recap and summarize the meeting.
• Use emails to discuss more issues and update the website or send out mass mailing.

Happy New Year!

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Posted by Peter Kang