Change Board Meeting Place? Pros, Cons & How To Decide

Changing boards places can be a daunting decision for any organization, whether it's a non-profit, a corporation, or even a community group. There are many factors to consider, and it's crucial to weigh the pros and cons carefully before making a move. In this article, we'll dive deep into the reasons why you might consider changing your board's place, the potential benefits and drawbacks, and how to make the decision that's right for your organization. So, let's get started, guys, and figure out if shaking things up with your board's location is the right call!

Why Consider Changing the Boards Place?

There are several compelling reasons why an organization might consider changing the location of its board meetings. In this section, we'll explore some of the most common motivations. Understanding these reasons is the first step in determining whether a change is necessary and beneficial for your organization.

Accessibility and Convenience

Accessibility and convenience are paramount when considering a change of venue for board meetings. If your current meeting location is difficult for board members to access due to distance, transportation issues, or physical limitations, it can impact attendance and engagement. Think about it: if getting to the meeting is a hassle, members might be less likely to attend regularly or might arrive stressed and less prepared. A more centrally located or easily accessible venue can significantly improve participation. Consider factors such as public transportation options, parking availability, and the proximity to board members' homes or workplaces. Moreover, if some board members have mobility issues, ensuring the venue is fully accessible is not just a matter of convenience but also of inclusivity and legal compliance.

For instance, imagine a board primarily composed of working professionals who juggle demanding careers and personal lives. If the current meeting location is far from their offices or homes, they might struggle to make it on time or at all. This could lead to missed meetings, decreased engagement, and a lack of continuity in decision-making. By moving the meetings to a more accessible location, perhaps closer to the business district or a major transportation hub, you can make it easier for these members to participate fully. Similarly, if the board includes retirees or individuals with disabilities, choosing a venue with adequate parking, ramps, elevators, and accessible restrooms can make a world of difference. Ultimately, the goal is to make board meetings as seamless and stress-free as possible, encouraging active participation and fostering a collaborative environment.

Cost Efficiency

Cost efficiency is another key consideration when evaluating whether to change the board's meeting place. The expenses associated with a particular venue can add up over time, encompassing not only rental fees but also costs related to setup, catering, and technical equipment. If the current location is proving to be a significant drain on the organization's resources, exploring alternative options that offer better value for money is a prudent move. This is especially crucial for non-profit organizations or those operating on tight budgets. By reducing overhead costs, the organization can allocate more funds to its core mission and activities. Conduct a thorough cost-benefit analysis of your current venue compared to potential alternatives. This analysis should take into account all direct and indirect expenses associated with each location.

For example, if your organization is currently renting a large conference room in a high-end hotel for board meetings, the costs could be substantial. These costs might include room rental fees, catering expenses, audio-visual equipment rental, and parking charges. If the meetings consistently have low attendance or the space is larger than necessary, you might be paying for more than you need. Exploring options such as utilizing office space within your organization (if available), partnering with another organization to share meeting space, or opting for a more modest and affordable venue could result in significant savings. Additionally, consider the indirect costs associated with the current location. If the venue is far from the majority of board members' homes or workplaces, they might incur higher travel expenses, such as mileage reimbursement or public transportation fares. By selecting a more centrally located and accessible venue, you can potentially reduce these expenses as well.

Creating a More Professional or Inviting Atmosphere

The atmosphere of the meeting space can significantly impact the tone and productivity of board discussions. A drab, uninspiring room might stifle creativity and enthusiasm, while a professional and well-equipped space can foster a sense of seriousness and purpose. Similarly, an inviting and comfortable setting can encourage open communication and collaboration. If the current meeting place feels outdated, cramped, or lacks essential amenities, it might be time to consider a change. The environment in which the board convenes should reflect the organization's values and goals, and contribute to a positive and productive experience for all members. A well-chosen venue can enhance the board's image and credibility, both internally and externally.

Imagine holding board meetings in a dimly lit, poorly ventilated room with uncomfortable chairs and outdated technology. This kind of environment is unlikely to inspire lively discussions or innovative thinking. Board members might feel distracted, uncomfortable, and less engaged in the proceedings. On the other hand, a bright, spacious room with comfortable seating, modern audio-visual equipment, and natural light can create a more conducive atmosphere for productive meetings. The physical space can set the tone for the meeting, encouraging members to participate actively and share their ideas openly. Furthermore, the venue can convey a message about the organization's professionalism and commitment to excellence. If the board regularly hosts guests or stakeholders, a well-appointed meeting space can make a positive impression and enhance the organization's reputation.

The Need for Specific Amenities

Sometimes, the need for specific amenities is the primary driver behind a decision to change the board's meeting place. Depending on the nature of the organization's work and the agenda of the meetings, certain facilities or equipment might be essential. This could include reliable internet access for presentations and video conferencing, advanced audio-visual equipment for demonstrations and discussions, or specialized spaces for breakout sessions or confidential deliberations. If the current venue lacks these necessary amenities, it can hinder the board's ability to function effectively. Assessing the technological and logistical requirements of your board meetings is crucial in determining whether a change of venue is warranted.

For example, if your board meetings frequently involve presentations, webinars, or video conferences with remote participants, a stable and high-speed internet connection is non-negotiable. If the current venue has unreliable internet service, it can disrupt meetings, frustrate participants, and undermine the organization's professionalism. Similarly, if your board needs to review complex financial data or architectural plans, having access to large screens, projectors, and whiteboards can facilitate better understanding and collaboration. In certain situations, the board might need a secure and private space for confidential discussions or executive sessions. If the current venue doesn't offer such a space, it could compromise the confidentiality of sensitive information. By carefully considering the specific amenities required for effective board meetings, you can identify potential gaps in your current venue and explore alternative locations that better meet your needs.

Potential Benefits of Changing the Boards Place

Switching up the location where your board convenes can bring a whole host of positive changes. It's not just about the physical space; it's about how that space can impact your board's dynamics, efficiency, and overall effectiveness. Let's break down some of the key benefits you might see when you change things up.

Increased Board Member Engagement

One of the most significant benefits of changing the board's place is the potential for increased board member engagement. A fresh environment can inject new energy into meetings, making them more stimulating and productive. When board members feel comfortable and inspired by their surroundings, they are more likely to participate actively in discussions, share their ideas, and contribute meaningfully to decision-making. The physical space can have a subtle but powerful influence on the group's dynamics. A well-chosen venue can foster a sense of connection and collaboration, while a poorly suited space can lead to disengagement and apathy.

Think about it like this: if you've been holding meetings in the same drab conference room for years, the environment might start to feel stale and uninspiring. Board members might become complacent or simply go through the motions, without fully engaging in the discussions. By moving the meetings to a new location, you can break this monotony and create a sense of excitement and anticipation. A change of scenery can spark creativity and encourage members to think outside the box. A more comfortable and inviting space can also make members feel more valued and appreciated, leading to increased loyalty and commitment. For instance, if the new venue offers better amenities, such as comfortable seating, natural light, and modern technology, board members might be more eager to attend meetings and participate actively. Furthermore, a change of venue can be an opportunity to introduce new meeting formats or activities, such as breakout sessions or interactive workshops, further enhancing engagement and collaboration.

Improved Productivity and Decision-Making

Improved productivity and decision-making are crucial outcomes that can stem from changing the board's meeting place. A well-designed meeting space, equipped with the necessary amenities, can streamline discussions, facilitate better communication, and ultimately lead to more effective decision-making. When board members are comfortable, focused, and have access to the resources they need, they are better able to engage in constructive dialogue and arrive at informed decisions. The physical environment can play a significant role in shaping the dynamics of the meeting and influencing the quality of the outcomes.

For example, if the current meeting space lacks adequate technology, such as reliable internet access or audio-visual equipment, it can hinder the board's ability to review important data, conduct presentations, or engage in video conferences with remote participants. This can lead to delays, frustration, and ultimately, less effective decision-making. By moving to a venue with better technological infrastructure, the board can operate more efficiently and make decisions based on accurate and up-to-date information. Similarly, a well-lit and spacious room with comfortable seating can promote better focus and concentration, allowing board members to engage more fully in the discussions. A change of venue can also be an opportunity to implement new meeting practices or technologies, such as collaborative software or online polling tools, which can further enhance productivity and decision-making.

Enhanced Board Member Satisfaction

Enhanced board member satisfaction is another significant benefit of changing the boards place. When board members feel valued, comfortable, and supported, they are more likely to be satisfied with their roles and committed to the organization's mission. The meeting environment plays a crucial role in shaping their overall experience. A positive and productive meeting environment can boost morale, foster a sense of camaraderie, and encourage long-term engagement. By carefully considering the needs and preferences of board members when selecting a venue, the organization can demonstrate its commitment to their well-being and success.

Think about the impact of a meeting space that is consistently uncomfortable, inconvenient, or lacking in essential amenities. Board members might start to feel resentful or disengaged, leading to decreased attendance and a decline in overall performance. On the other hand, a well-chosen venue that is easily accessible, comfortable, and equipped with the necessary resources can significantly enhance their experience. For example, a venue with comfortable seating, ample natural light, and a pleasant atmosphere can make meetings more enjoyable and less draining. Providing refreshments and snacks can also contribute to a positive meeting environment. Furthermore, the organization can demonstrate its appreciation for board members' time and effort by selecting a venue that is conveniently located and offers ample parking or access to public transportation.

A Fresh Perspective and Renewed Enthusiasm

A change of scenery can often lead to a fresh perspective and renewed enthusiasm among board members. Sometimes, simply breaking the routine and holding meetings in a new environment can spark creativity, generate new ideas, and revitalize the board's overall approach. The physical space can have a subtle but powerful influence on the way people think and interact. A new setting can encourage board members to step outside their comfort zones, challenge their assumptions, and approach challenges with a renewed sense of energy and optimism.

Imagine a board that has been meeting in the same location for years, possibly even decades. The environment might have become stale and predictable, leading to a sense of complacency and a lack of innovation. By moving the meetings to a new venue, the board can shake off this inertia and create a more dynamic and stimulating atmosphere. The new environment might offer different views, lighting, or even a different layout, all of which can influence the way board members perceive their work and interact with one another. A change of venue can also be an opportunity to introduce new meeting formats, activities, or technologies, further enhancing creativity and engagement. For example, the board might consider holding a meeting in a more informal setting, such as a co-working space or a community center, to foster a more relaxed and collaborative atmosphere.

Potential Drawbacks of Changing the Boards Place

While there are lots of potential upsides to changing your board's meeting spot, it's not all sunshine and roses. There are also some potential downsides to consider before you pack up the gavel and head to a new location. Let's dive into the possible drawbacks so you can make a well-informed decision.

Disruption and Adjustment Period

One of the primary drawbacks of changing the board's place is the potential for disruption and an adjustment period. Any change, even a positive one, can initially create some level of disruption as people adapt to the new environment and routines. Board members may need time to familiarize themselves with the new location, parking arrangements, and meeting setup. This adjustment period can temporarily impact the board's efficiency and productivity. It's important to anticipate this disruption and take steps to minimize its impact. Clear communication, thorough planning, and a willingness to be flexible can help the board navigate this transition smoothly.

For instance, if the new venue is located in a different part of town, board members who are accustomed to the old location may need to adjust their travel plans and commuting routes. This could lead to delays or tardiness in the initial meetings. The new venue might also have a different layout or meeting setup, requiring board members to adapt to a new physical environment. If the technology or equipment in the new venue is different from what the board is used to, there might be a learning curve involved. To mitigate these disruptions, it's crucial to communicate the change of venue well in advance, providing clear directions, parking information, and details about the new meeting setup. It might also be helpful to conduct a walkthrough of the new venue with board members before the first meeting, allowing them to familiarize themselves with the space and ask any questions.

Potential for Increased Costs

While changing the board's place can sometimes lead to cost savings, it's also important to consider the potential for increased costs. Depending on the new venue, the organization might face higher rental fees, catering expenses, or transportation costs. It's crucial to conduct a thorough cost-benefit analysis before making a decision, comparing the expenses associated with the current venue to those of potential alternatives. This analysis should take into account all direct and indirect costs, including rental fees, equipment rentals, catering, transportation, parking, and any additional administrative expenses.

For example, if the organization is currently using a free meeting room within its own office building, moving to a rented conference center or hotel might result in significantly higher rental fees. Similarly, if the new venue is located farther away from the majority of board members' homes or workplaces, the organization might need to reimburse them for increased travel expenses. Catering costs can also vary widely depending on the venue and the type of refreshments or meals provided. To accurately assess the potential financial impact of changing the board's place, it's essential to obtain detailed quotes from potential venues and carefully consider all associated costs. It might also be helpful to explore options for negotiating rates or securing discounts, particularly if the organization is a non-profit or a regular client.

Resistance from Board Members

Resistance from board members is another potential challenge to consider when contemplating a change of venue. Some board members may be attached to the current location due to familiarity, convenience, or sentimental reasons. They might be hesitant to embrace a new environment or routine. It's important to address these concerns openly and respectfully, providing clear explanations for the proposed change and highlighting the potential benefits. Engaging board members in the decision-making process can help alleviate resistance and foster a sense of ownership and buy-in.

For instance, if the board has been meeting in the same location for many years, some members might have developed a strong attachment to the space. They might feel comfortable and familiar with the surroundings and be reluctant to disrupt the established routine. Others might have practical concerns, such as the new venue being less convenient for their commute or lacking certain amenities that they value. To address these concerns, it's crucial to communicate the reasons for the proposed change clearly and transparently. Explain the potential benefits of the new venue, such as improved accessibility, better technology, or a more conducive atmosphere. It might also be helpful to involve board members in the selection process, soliciting their input and considering their preferences. This can help them feel more invested in the decision and less resistant to the change.

Logistical Challenges

Logistical challenges can also arise when changing the board's place. Coordinating the move, setting up the new space, and ensuring that all necessary equipment and materials are in place can be a complex undertaking. It's important to plan carefully and address any potential logistical issues in advance. This might involve tasks such as arranging for transportation of materials, setting up audio-visual equipment, ensuring adequate seating and tables, and coordinating catering or refreshments. A detailed checklist and a clear timeline can help the organization stay on track and avoid last-minute complications.

For example, if the new venue is not equipped with the necessary technology, such as projectors, screens, or internet access, the organization will need to arrange for rentals or purchases. Similarly, if the new venue does not have adequate seating or tables, these will need to be sourced and set up. Coordinating catering or refreshments can also be a logistical challenge, particularly if the board has specific dietary requirements or preferences. To minimize these challenges, it's crucial to conduct a thorough assessment of the new venue's facilities and equipment well in advance of the first meeting. This will allow the organization to identify any gaps and take steps to address them. It might also be helpful to assign a point person or a team to oversee the logistical aspects of the move, ensuring that all tasks are completed on time and to the required standard.

How to Make the Right Decision

So, you've weighed the pros and cons, and you're still on the fence about changing your board's meeting place. No worries! This is a big decision, and it's important to get it right. Let's walk through how to make the right decision for your organization.

Assess Your Needs and Priorities

The first step in making the right decision is to assess your needs and priorities. What are the key factors that are driving the consideration of a change? Is it accessibility, cost, atmosphere, or the need for specific amenities? Identifying your priorities will help you evaluate potential venues and make a choice that aligns with your organization's goals and values. Conduct a thorough review of your current meeting practices and identify any areas that could be improved.

For example, if accessibility is a major concern, you might prioritize venues that are centrally located, easily accessible by public transportation, and offer ample parking. If cost is a primary driver, you'll want to focus on venues that offer competitive rates and minimize additional expenses, such as catering or equipment rentals. If the atmosphere is a key consideration, you might look for venues that are modern, well-lit, and conducive to collaboration and creativity. The need for specific amenities, such as high-speed internet access or specialized audio-visual equipment, might also narrow down your options. In addition to these practical considerations, it's also important to consider the preferences and needs of your board members. Are there any specific requirements or concerns that need to be addressed? By taking the time to assess your needs and priorities, you can create a clear set of criteria for evaluating potential venues and ensure that your final decision is well-informed and aligned with your organization's goals.

Gather Feedback from Board Members

Gathering feedback from board members is crucial to ensuring that everyone feels heard and valued in the decision-making process. Board members are the primary users of the meeting space, so their input is essential. Solicit their opinions and concerns about the current venue and what they would like to see in a new location. This can be done through surveys, informal discussions, or a dedicated meeting to discuss the topic.

For example, you might create a survey that asks board members about their satisfaction with the current venue, their preferences for a new location, and any specific needs or concerns they might have. You could also hold informal discussions during regular board meetings, allowing members to share their thoughts and ideas in a more conversational setting. A dedicated meeting to discuss the change of venue can provide a more structured opportunity for board members to express their opinions and engage in a thoughtful dialogue. When gathering feedback, it's important to create a safe and inclusive environment where all board members feel comfortable sharing their thoughts. Listen actively to their concerns and take their feedback seriously. If there are conflicting opinions, try to find common ground and arrive at a consensus that works for the majority of the board.

Visit Potential Venues

Visiting potential venues is a critical step in the decision-making process. Pictures and descriptions can only tell you so much. Seeing the space in person will allow you to get a better sense of its atmosphere, layout, and amenities. It's also an opportunity to assess practical considerations such as accessibility, parking, and the availability of necessary equipment. Bring a checklist of your needs and priorities, and use it to evaluate each venue.

When you visit a potential venue, pay attention to the overall atmosphere and ambiance. Does the space feel professional, inviting, and conducive to productive meetings? Consider the lighting, acoustics, and ventilation. Are the chairs comfortable? Is there sufficient space for board members to spread out and work? Assess the availability of necessary amenities, such as high-speed internet access, audio-visual equipment, and conference calling facilities. Check the accessibility of the venue for all board members, including those with mobility limitations. Is there ample parking or access to public transportation? Evaluate the layout of the space and consider how it will work for your board meetings. Is there a large conference room for general sessions, as well as smaller breakout rooms for committee meetings? If possible, try to visit the venue during the time of day when your board meetings are typically held. This will give you a better sense of the lighting and noise levels.

Conduct a Cost-Benefit Analysis

A cost-benefit analysis is essential for determining whether a change of venue is financially viable. Compare the costs of your current location with those of potential alternatives, taking into account all direct and indirect expenses. This includes rental fees, equipment rentals, catering, transportation, parking, and any additional administrative costs. Weigh these costs against the potential benefits, such as increased board member engagement, improved productivity, and a more professional atmosphere.

For example, if your current venue is free but lacks essential amenities, you might be sacrificing productivity and board member satisfaction. Moving to a more expensive venue with better facilities could ultimately be a worthwhile investment. On the other hand, if your current venue is already adequate, the potential benefits of moving to a new location might not outweigh the increased costs. When conducting a cost-benefit analysis, be sure to consider both short-term and long-term costs. A venue that seems more expensive in the short term might offer long-term savings through increased efficiency or improved board member retention. It's also important to consider the intangible benefits of a change of venue, such as improved morale and a more positive organizational image. While these benefits are difficult to quantify, they can have a significant impact on your organization's success.

Make a Decision and Communicate Clearly

Once you've gathered all the necessary information, it's time to make a decision and communicate clearly with your board members. Present your findings and recommendations, explaining the rationale behind your decision. Be transparent about the costs and benefits, and address any concerns that board members may have. Clearly communicate the timeline for the change and any steps that board members need to take.

When communicating your decision, be sure to emphasize the reasons why the change is being made and how it will benefit the organization and its board members. Highlight the potential for increased engagement, improved productivity, and a more positive meeting experience. Be prepared to answer questions and address any concerns that board members may have. Some members may be resistant to change, so it's important to be patient and understanding. Clearly communicate the timeline for the change, including the date of the first meeting at the new venue. Provide board members with any necessary information, such as directions, parking instructions, and details about the new meeting setup. If possible, offer a tour of the new venue before the first meeting so that board members can familiarize themselves with the space. By communicating clearly and transparently, you can help ensure a smooth transition and minimize any potential disruption.

In Conclusion

Changing your board's meeting place is a significant decision that requires careful consideration. By weighing the potential benefits and drawbacks, assessing your needs and priorities, gathering feedback from board members, and conducting a thorough cost-benefit analysis, you can make the right choice for your organization. Remember, guys, the goal is to create a meeting environment that fosters engagement, productivity, and satisfaction. So, take your time, do your homework, and choose wisely! Changing the boards place can be a game-changer for your organization, setting the stage for more effective leadership and a brighter future.