One Simple Way to Eliminate Distractions in a Board Meeting

Your executive spent hours preparing board materials. You have three hours to share with your board the latest information. You would think that you'd be able to have the board's full attention given how rarely you meet. You'd probably be wrong. If you are willing to work hard, this can be solved.

How to deal with electronic distractions

Your board members' mobile phones are the greatest competition for your attention. The majority of board members aren't going to check their phones, read the news, or send a quick message. But just as most smokers wouldn't like to smoke, the modern executive cannot help but be distracted by their mobile phones.

It is far easier than you might think.

At the beginning of each meeting, announce that you would like the board meeting "electronics-free" and to not use mobile phones, tablets, or laptops. Make sure you have paper and pens on hand for notes. You should be polite, but not pushy, and let your board members know that you want to get the best out of their time.

Your team shouldn't be allowed to use laptops. While many executives want to be productive while they are present in the meeting, it is important that they don't use their laptops. It can be very distracting for the board to see executives slaving away on email, while the rest of them are supposed to be participating in a discussion.

Many outside lawyers enjoy attending board meetings. All of them bring laptops, and spend a lot of time on the board meeting checking their email. This must stop. Ask them to dial in, or ask them to be present if they do come. You can ask them to not attend if they don't feel it is a good use for their time.

Plan a break during the meeting. For meetings that last more than three hours, schedule a break for 15 minutes at the beginning and end. It should be announced at the beginning of the meeting. Tell everyone that this is the best time for checking emails and making a quick phone call, but that it would really help if they did not do it any other time.

Anyone who says that "I work best when my laptop, iPad, or mobile phone can take electronic notes" is wrong should say "I think so." If I could ask, please do not do this today. My goal is to ensure that every member is present." Even the most disciplined person in the world, the best people have trouble resisting the temptation to "just quickly check" their email, text, and news whenever they are on board. You'll lose them.

If you want to really make a big deal of it, you can place the executive's phones on a tray at the side of the room. Then ask each member of the board to do the same. Although it may seem a bit harsh, if you smile and ask politely, you'll probably be able to pull this off. This is a way to show how serious you are. It's true that people who go to dinner, concerts, or sporting events without their phones in the car are more present and enjoy the event more. This is also true for board meetings.

All of this sounds very draconian, and many would argue that it is counterproductive in today's modern world. As someone who has been in the same room with executives for many years, I have seen board members check email, read Facebook, scan Twitter, download movies for their flight home, send texts to friends and any number of other distractions that could distract from productive group discussions.

Although I can see how laptops can increase productivity, they are dangerous slopes. The negative effects on your meeting as well as your cognitive ability in the meeting are far greater than any benefits from looking up information. This is not just distracting for the laptop users, but also for everyone around them.

How to keep board members engaged

Another issue with board member engagement is .. People lose interest if you show slide after slide, and if there is too much information being downloaded and not enough discussion, then it can be a distraction.

Board meetings are the best because they include discussions and debates about business. However, many executives spend their time trying to show off how amazing they are doing. People learn more when they are actively involved than when they are being lectured to. Your board will provide the most value if they speak and offer feedback from other companies.

Executive teams should send out materials 72 hours before the meeting. Before the meeting, I recommend that CEOs make 1-on-1 calls with members of the board to go over the financials. Boards should have at least two strategic topics to discuss during their in-person meeting. This will maximize the time your board has together and keep them engaged.

How to stop Board Members From Scrolling ahead

Last bit of advice. Some groups print materials and give out printed binders during board meetings. This is not a good idea. Although it might be tempting to keep a Bible for your board members, they will just be able to "scroll ahead" to see future slides when bored. You are only responsible if they lose focus if you distract them.

Board members sometimes print your financials and decks out in advance so they can bring their own copies. It's easy to politely ask, "If you wouldn’t mind, I’d love it for you to leave your notes in my bag." Although I don't intend to offend, I do want everyone to fully engage in the discussion. To do this I need to ensure that everyone is on the same page.