Basketball adopted the shot clock to speed-up offense and curtail the pass and hold strategy used by some teams as a delay tactic.  I see many nonprofits that have inherited a shot clock in their board and committee meetings.  Somewhere in the organization’s history the norm for a board meeting became a specific duration, let’s say 120 minutes.  The moment you reach the self-imposed deadline papers get shuffled, members push back from the table, mobile phones appear on the table (if they have not already), and some attendees just walk out.  Clearly the meeting is over even if all the items on the agenda have not been covered.

Why do we accept these inherited duration limits without question?  Obviously it is easier to calendar meetings on a consistent day of the month for a set time.  That said, I am certain we have all attended meetings that needed less than ten minutes and others that could have used three hours.  Human nature seems to work towards a goal so if two hours are scheduled then often groups will meet for two hours regardless of intended outcome.

I am encouraging a review of your enterprise’s time management practices when it comes to meetings.  In my consulting practice I am asking clients to consider a half-day agenda in place of their standard full day retreat.  It takes more preparation but the reward is that these engagements have been more focused on the most important topics.  Often the retreat task force takes greater ownership of crafting meaningful recommendations for the whole group’s consideration and response.

Lastly, consider one of the advantages of Policy Governance (also known as the Carver Model).  Policy Governance is used by city and school councils among others in the social sector.  Many times there is single issue that has drawn the vast majority of the constituents who are there to advocate their position to the elected officials.  Policy Governance agendas allow for these issues to be placed at the top of the agenda if the council or board deems them the most important item.  Why not lead with what the majority of the people have gathered to hear (unless wearing your fans down is the preferred strategy).


How might your organization benefit from a new time management culture?