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IS your board committee as effective as it should be?
BoardroomTalk
Dr Proctor Nyemba
Does it help to free up board time to focus on policy and the future? Could better chairing and committee management skills help in this regard?
A board committee can be considered efficient if it delivers on its terms of reference and writes effective committee reports, as well as fulfil other expectations.
Below are some critical issues to consider to effectively chair a board committee:
- The purpose of a board committee is to delegate work that is detailed in nature
It is not to take too much boardroom time on matters that should be discussed at the committee level. So, the whole purpose of the committee is to free up boardroom time to focus on the bigger issues: policy and strategy.
It will also ensure best use of non-executive directors.
- Know your role and the role of the committee
You are there to provide leadership — a combination of moral authority and administration/sharing skills.
You have a key role in recruiting the right people.
You need to report thoroughly back to the board at the annual general meeting.
You need to create an environment where it is okay to challenge everything.
- Have the right skills
Judge the role of chairing a board committee with your own competencies. Are all your skills in place?
Competencies include chairing, facilitation, subject matter expertise, relationship management and the ability to summarise.
- Clear terms of reference
Make sure the terms of reference have been approved by the board, because, if they have not, the committee should not exist.
Good terms of reference will include information like members, reporting, individual duties and the structure for an annual review.
- The committee’s plan must align with the board’s work plan
Develop a supportive work plan that respects mutual priorities and clarifies time frames for deliverables.
- Establish the committee ground rules
What are the values and expectations that everyone will live by?
How will members participate, and how can you assist this?
- Set clear outcomes for each meeting
Never arrive at a meeting day ill-prepared.
Start and finish on time. Organise what needs to be prepared in advance, and ensure everyone is on the same page.
8.Ensure a timed agenda
A good agenda will have an itemised structure, with the expected results for each item (for example, a vote), and the time they should finish.
- Accurate and concise minutes
The minutes are the most important record of board meetings, and may be heavily relied on in future.
Writing them is an art form; it takes time to perfect.
The process for approving them should be adhered to at all times.
Remember, minutes are legal documents. Treat them as such.
- Make sure your reports are accurate
Like committees, you should know the purpose of reports, who they are speaking to, what they should say and how they should be laid out.
Dr Proctor Nyemba helps board members and executives understand their role in governance so they can succeed in the boardroom. For comments and feedback, please send to: [email protected]/ Call: 0772469893
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