The big meeting is coming. The one that you have been working on for months. Best of all you have a Board member joining you. You have all the big pieces in place to make this a success. But what about the small things? The ones that can trip you up? Here are some specifics to have ready in advance.
We still live in a material world
Yes, we all have phones but we still live in a physical world. Your Board member is likely running to this meeting from somewhere else so make sure to plan for both of you. To guarantee you are well prepared be sure to have in a pocket or bag:
Pro tip | Prior to your next Board meeting, ask each Board member to bring 10 business cards that you will keep in the office. That way, when you are on a meeting with them, you have a few spare for them in case they forget or run out.
Pro tip | If your organization uses permanent metal name tags for Board members, get 2 made and keep an extra in the office to bring on meetings. If you Board member forgets, or loses theirs, you have a spare.
Be well prepared
Be sure to book a briefing time with the Board member in a timeframe that works for them. Each Board member will be different. Some people like their briefing notes a week in advance, others the day before, and still others a few minutes before the meeting starts. Book that time based on the individual Board member's preference. Plus bring to your meeting an extra copy of:
Pro tip | Some Board members will say that they don't need a briefing conversation. Book to meet them at least 30 minutes in advance of the meeting time in a location away from the meeting (or go in the same car with them to the meeting) so that you are confident they are well-prepared and on message.
It's never too early for thank you
Before you leave for the meeting, have an addressed thank you card with a stamp on it so that the Board member can send a quick handwritten thank you note right away.
Also, have the draft thank you from you to the Board member all ready to go from you. Have your card addressed and stamped so that you can send a fast thank you card right away to thank them for their time.
Pro tip | You can provide draft text for the Board member for the card (they can ignore it if they want) as a way to help make this as painless an operation as possible).
By being well prepared you can set your Board member up for success and allow both of you to concentrate on your meeting . Enough things can, and do, go wrong in meetings, so be sure that you don't make any unforced errors.
Ann Rosenfield is the Editor of Hilborn Charity eNews and a working, front-line fundraiser.
