Nine steps to engage your board of directors

The effective functioning of a board of directors is instrumental in driving an organisation’s goals and strategy. Boards utilise a variety of talents and complementary skills to serve their company’s mission. However, their time commitment is limited.

In today’s fast-paced world, many companies struggle to keep the interest of their board members and, unfortunately, lack of engagement can spread like wildfire through the boardroom. It translates into unproductive meetings and a loss of focus on the company’s objectives.

To turn your board into a productivity powerhouse, it is vital to keep directors engaged. In this article, we will explore how to boost director engagement and keep everyone on track.

Why is board engagement important?

When a director genuinely cares about their organisation, they will do their best to benefit the company. Conversely, disengaged board members may prioritise their work for other companies with which they engage better.

Here are some examples of how director engagement benefits companies:

Optimised decision-making: an engaged board member is likely to come prepared for every meeting. They analyse and challenge the board papers, leading to insightful discussions and informed decision-making.

A range of viewpoints: select board personalities can monopolise meeting conversations while disengaged members sit back. Engaged directors share their viewpoints openly, leading to a diversity of perspectives vital for critical thinking.

Improved accountability: engaged directors care about their performance. They are open to regular assessments that will help you gauge board effectiveness levels.

Greater support and reach: involved directors are more likely to talk about their company’s virtues in the wider community. This could include other businesses, the media, potential clients and other parties who could add value to the company.

The top nine ways to keep board members engaged

To truly benefit from the talent pool of your board of directors, here are nine ways to improve their engagement:

1. Cultivate relations

A board is a collection of individuals with unique experiences, backgrounds and skills. While that might be a plus in terms of board diversity, it implies that more effort is required to find common ground in the limited time that directors meet.

To facilitate better relationships, organise events to bring the members together outside of the boardroom. Plan a day trip away from the usual workplace to allow them to interact in a casual setting. Developing a genuine connection is likely to translate into boardroom activities. When directors see you investing in their wellbeing, it will strengthen their bond with the company.

2. Optimise communication

Board members should be able to communicate easily with company individuals when needed. Without access to the proper channels, they might feel separated. The board chair or secretary should also check in with them regularly. By keeping directors in the loop with helpful emails, they will realise that they are part of a team.

3. Establish accountability

Without concrete markers that define each board member’s roles and responsibilities, it is easy to lose focus. Set ground rules at the start of every director’s tenure, detailing your expectations of them and the impact that they are set to make. Knowing these key details gives them a sense of purpose.

4. Celebrate the wins

A surefire way to lose a director’s interest is failing to recognise their hard work. Keep a record of your company’s achievements and make sure to credit the members behind them. The more valued directors feel for their contributions, the more motivated they will be.

5. Find and develop new talent

A board is a dynamic structure − as experienced directors leave, new ones take their place. To keep the balance, an effective succession process is necessary. It can help you discover the best talent to complement the board so that new members do not feel out of place. Nurture new talent and prepare new directors for their roles by pairing them with a mentor or board buddy.

6. Encourage volunteering

Clear your board members’ schedules for a day to give back to the community. Holding a volunteer day is another great way to promote engagement outside the workplace. When all board members come together for a single cause, they are likely to get to know each other better. Additionally, their fundraising efforts will contribute to the company’s corporate social responsibility (CSR).

7. Follow a sound meeting structure

In a recent meeting satisfaction survey by Euronext, only half of the respondents from different positions and across multiple industries, said they received all the meeting documents well in advance.

This figure stresses the importance of having a proper meeting structure and being prepared. Haphazard meetings cause board members to lose focus and contribute to disengagement.

Establish an effective meeting structure where the chair maintains control, and everyone has a chance to voice their opinions on prominent issues.

8. Optimise meeting preparation

In most cases, when a board member comes underprepared for a meeting, it is because they did not have access to the necessary resources. Inefficient processes for delivering board papers can swamp a director.

With a board portal, it is easy to upload all the necessary meeting documents online and edit them as needed. Directors can review and collaborate on the go. Upgrading to digital processes optimises meeting preparation as each director has instant access to all the board papers from any device.

9. Enable collaboration between meetings

The board’s ability to collaborate should not be limited to the duration of meetings. Members should be able to share their ideas in advance, leaving time to strategise during the meeting. The use of a board portal solution can help to support board collaboration. Effective, timely communication between directors can strengthen the bonds between them and prevent old issues from resurfacing in future meetings.

Overall, an engaged director will prove to be an indispensable resource for your organisation. The key is to recognise and appreciate their value and establish sound board processes.

This article is sponsored by iBabs. If you want to ensure seamless board collaboration, as well as a way to foster and measure director engagement, try iBabs Board Portal.