How to Hold an Executive Board Meeting for Toastmasters

Gather the board to discuss upcoming classes, events and workshops.

Toastmasters International is an organization that educates its members on the art of public speaking and leadership. The organization itself, while governed by an international board of directors, is split into local chapters that operate independently. Each one of these chapters has its own board, and each board is responsible for governing its own group. If you are a member of the board, you might need to organize meetings for the board.

Difficulty:

Moderately Easy

Instructions

1. Set a date, time and place for the meeting. Set it at least two weeks in advance so board members can set aside time for the meeting and prepare any remarks. Contact each member, including the secretary and treasurer, individually.

2. Put out a call for discussion topics when you contact fellow board members. Ask them to prepare information to present at the meeting. For example, the treasurer might need to report on your budget for the upcoming quarter. Request that everyone report back to you with the topics they will be discussing one week before the meeting so you can prepare a rough agenda.

3. Prepare an agenda before the meeting. Set a loose timeline based on what everyone plans to discuss.

4. Open the meeting by going over your prepared remarks and the agenda. Your opening remarks depend on your position on the board and why you called the meeting. In the agenda, briefly explain what each board member intends to talk about, then open the floor for the first board member to speak.

5. Allow each board member to speak in turn according to the agenda. At the end of the board meeting, set tentative plans for when you will meet again.

References

• Toastmasters International: Calling for Strong Leaders
• NJCU Toastmasters: Executive Board
• Beyond VC: Running an Efficient Board Meeting