Association Meetings: Virtual or Interminable?

November 10th, 2015   •   no comments   

Do you have virtual meetings? By that I don’t mean ones where virtually no-one shows up, but ones where decisions are made by email only. It appears there is a legal distinction between those and electronic meetings. They’re the ones that take place by conference call or video link! It’s a subtle distinction but one that will become ever more important in this digital age.

Virtual Association Meetings

Setting a date when most of your directors can be in the same place at the one time has always been a pain in the backside for association CEOs. And even when you’ve agreed a date there’s the venue, the travel, and the catering to be thought of. Plus, once you’ve got them together, if you’re foolish enough to give them a glass of wine with their lunch, you can pretty much kiss goodbye to a whole days’ productive time, once a couple of loquacious old bores get into their stride.

So, banishing Directors to the confines of a small screen on the side of your desk sounds pretty attractive. Not least because it has the potential to unlock oodles of time but it can also save a whole pile of money to boot! In the right circumstances virtual meetings can work admirably, but beware, there may be pitfalls.

Thanks to email it’s easy to get agreement to do something between meetings by simply asking committee members to reply signifying their consent. That’s fine, until one or two people don’t agree, raise major objections, or make counter-proposals. Face to face this would get argued through and the majority view would probably prevail. But, if your discussion is solely by email, how – and who – determines whether a decision has been reached and what happens next? Clear ground rules should help.

A policy that requires over 50% of those responding to agree, or a minimum number of objections before something can be stopped, would do the trick. But what next? Wait until a subsequent meeting – virtual or real – to ratify that decision? Not much help if a rapid response is required! And what about keeping records? Electronic? Not much good if they’re only accessible from one person’s inbox! Better to make it a policy that such decisions are reported like Minutes?

For a couple of years I was on the Board of an international body whose Directors were scattered to the four corners of the globe (not logically possible, but you know what I mean!). Getting them together for more than one or two meetings a year would have been prohibitively expensive and massively time-consuming, so most Board meetings were held by teleconference. With the CEO in Australia, the Chairman in America, and Directors in England, South Africa, India etc., we had to meet at odd moments to allow for time differences. Maybe the odd Director answered the phone in their pyjamas (funny place to have a phone), but it worked!

The key was planning, preparation, and participation.  The Officers having already made their own deliberations, the Chairman and CEO set out and distributed an advance agenda that progressed in logical sequence; notes and supporting papers were circulated in advance, with all options explained; and all participants expected to state their view clearly, with votes enumerated against the attendee list.

It worked because the group was tight, well-known to each other, committed to attendance, and anxious to make progress. It would have failed if the Chairman had permitted subsequent backtracking on previous decisions, let dominant personalities take over the discussion, or allowed the meeting to stray into subjects that were off beam. The particular skill being to inspire input from those who never normally express an opinion on anything, or wrong-foot those who switched to speakerphone while they nipped off to fetch a coffee. Face to face these same skills would be used to prompt those individuals whose ‘lights are on’ but where there’s ‘nobody home’!

Of course ‘actual’ meetings are better when it’s a large diverse gathering – like an AGM – or when there is a lot of business to cover on numerous issues. Slide decks and Power Point presentations can work in a virtual environment, but when you need 100% impact a live event is always best! But the major downside to virtual meetings is that they severely limit the chances of an after-meeting drink! Not the ‘done thing’ these days I know but, speaking personally, I’ve learned an enormous amount about running trade associations with a glass in my hand!

Reviewing your strategy and communications? Can I help?

Over twenty years’ association management experience.

Bavaria 1

Michael Hoare FIAM

IofAM 022 Virtual Meetings Protocol October 2015

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