How to Improve Board Member Communication (Step-by-Step)

Follow these steps to improve board member communication:

1. Establish Communication Channels

The first step is to utilize every available medium to establish communication channels in which board members can engage each other and discuss topics in a dynamic fashion. The use of modern technology can help greatly in this regard. Incorporating board portal software, emails (as long as they’re not sent from your personal email address), video conferencing tools, instant messaging, and others helps your team remain in contact even when they’re located in disparate places.

These platforms also allow board members to speak in between meetings to quickly resolve minor questions or provide developmental updates. Technology can also help your organization remain compliant with the General Data Protection Regulation (GDPR), HIPAA, and other compliance standards. Each channel is suited to communicating different bits of information, so try to remain aware of when and where certain conversations should take place. For new arrivals, send a board member welcome letter that outlines all communication channels and how they should be used.

OnBoard is simplifying board member communication with Agenda Collaboration. This new feature encourages interactive discussions during the agenda-planning process. Users can review agendas, add comments directly onto items, discuss topics in comment threads, and apply changes to the board meeting agenda in real-time.

2. Host Regular Meeting Meetings

Board meetings play a big role in managing the trajectory of an organization. Effective communication is a common feature among all successful meetings. 

Each attendee has a role to play in fostering healthy conversations, but the meeting host should use their standing to encourage a better atmosphere during proceedings. Every person has their own personality and the stress of certain meetings can compel people to react in various ways. Hosts should work to ensure that each party gets equal opportunities to voice their thoughts and guard against anyone taking on an overly dominant role in the discussions. 

Another way to improve communication is by sticking to the board meeting agenda. The agenda provides a structure that keeps the conversations focused by detailing when each agenda item will be discussed and for how long.

3. Maintain Transparency

Transparency breeds trust within an organization. Ensure board members have access to pertinent information, including reports on financials, operations, and strategic initiatives. As a best practice, consider leveraging data visualization tools to present complex information.

When board members are transparent with each other, it is easier for them to assess the current state of the organization, address problems head-on, and adapt to the evolving outside landscape in a more coherent manner. 

Those in leadership positions in the organization must lead from the front to set the tone for transparency. The board must instill governance policies that detail the organization’s code of conduct, the requirements for disclosure, and offer guidelines for how to handle potential conflicts of interests. 

4. Encourage Open Communication

It’s easy to say you want to improve board member communication within your organization. But bringing that aspiration to life takes a number of logistical and behavioral actions that encourage open dialogue among team members. 

One element of open communication is setting clear and reasonable expectations for all board member positions. People who have a full understanding of their job purpose will know who to exchange updates with and who to contact when they have questions.  

It’s also important to reinforce the importance of active listening for all team members. Doing so allows everyone to hear from a wider perspective and increases the diversity of thought throughout the organization. The key to active listening is to give each speaker the space to express themselves without interrupting them or being overly judgmental. You should also encourage constructive criticism to help find the best solutions for each issue and shift directions if needed.

At the end of the day, errors in communication often come down to a gap in the preferred styles of colleagues. Some people are visual learners, while others may prefer written messages or a phone call. Take some time to consider how each board member likes to communicate with the rest of the team. 

5. Collect Feedback

The communication process should always be evaluated and monitored for its efficiency. Gathering feedback from stakeholders helps to identify avenues to improve or build a deeper rapport with other team members. Feedback can be solicited in a number of ways, including emails, surveys, audits, or 1-on-1 meetings with board members. You can also ask team members to share best practices from former experiences.