Welcome to day 3 of Blogmas 2022 in collaboration with Governors’ Virtual Office (GVO)!
Find out how to get involved with our Blogmas Bingo giveaway here and don’t forget to download your Blogmas Bingo card!
(Use this to mark your response or simply send in a list of answers, for example: Day 1: name of symbol, Day 2: name of symbol etc. to contact@proclerking.co.uk between 16th December and 11th January to be in with a chance of winning!)
Here’s today’s symbol to note down:
Sharing is Caring!
Everyone knows that good governance doesn’t just happen in meetings. To really be effective we need to think about what ‘continuous Governance’ looks like.
For example, sharing a visit report once it is written will allow fellow Governors to read, digest and ask any follow-up questions, in a timely way. The report can be added to the next meeting agenda, in the usual way, but discussion and follow-up actions can be progressed in the meantime. When the meeting arrives, the discussion is focused on the strategic impact and next steps, rather than reading the content for the very first time.
Sharing data and reports, as they become available, can allow Governors maximum time for effective meeting preparation. Asking questions and adding comments in advance of the meeting will ensure that face-to-face discussion is focused on the ‘so what’s’ and strategic actions, making meetings more effective.
Increasing engagement and collaboration between meetings and ensuring everyone can access what they need will help ensure Governors are fulfilling their core roles.
Top tips:
- Including a “call to action” in your email subject line – For information, for action, for urgent response, for comment etc – will help Governors understand what is expected and to prioritise tasks
- Keep it simple – Usually simple is better. Keep to the main points, identify and be clear about what you need and invite questions for anything which may need further explanation
- Reply all – When replying to an email sent to several recipients it’s common email courtesy to use the reply all function and check that everyone relevant is included (within reason – not everyone needs to know you want extra pigs in blankets at your Christmas do!)
GVO users:
Content added to your GVO can be shared with Governors at any time, with a secure link drawing their attention to papers, files or documents that require their attention. When it comes to specific actions, each share from GVO can be sent to a specific audience or selection of Users, so any ‘nagging’ can be targeted to the relevant people, without unnecessarily overloading others!
Personalise your share message from GVO to provide clear guidance to your recipients – is it something for information, action, approval and so on. Providing clear and consistent instructions will help your Governors understand what is required.
Find out more here: GVO – Effective Communication and Collaboration
Coming up in Day 4 of Blogmas – The Head, Chair and Clerk – Effective Working Relationships
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All my best
Ellie & Becky
In collaboration with Governors’ Virtual Office
