Before about 2020 very few of us knew what Zoom was or how to use it. Now it is ubiquitous and many of us spend a good proportion of our working lives in meetings using one or other of the commercially available video platforms.
I am sure everyone will remember the viral YouTube clip of a parish council meeting featuring Jackie Weaver, the legendary clerk who “virtually” expelled a number of members for poor behaviour.
“A whole new world has emerged for us to marvel at.”
And I am sure all of us have experienced the various forms of interruptions that video meetings are prone to – dogs barking at the door, deliveries arriving, cats walking across keyboards, partners strolling back and forth in the background, muted microphones, dodgy connections and so on. A whole new world has emerged for us to marvel at…
Between 2020 and 2022, many school boards could only meet remotely – and did a remarkable job of governance in the circumstances.
Hybrid format
Given the easy access in most schools to reliable WiFi, and the improvements in technology seen recently, there has been a growing trend towards conducting board meetings in a hybrid format even now the lockdown restrictions are behind us. Some board members attend in person, while others participate remotely via video conferencing. There are both pros and cons to this approach.
“As boards seek greater diversity, the option of remote attendance is a great benefit.”
Amongst the pros is Increased flexibility: hybrid board meetings allow board members to participate regardless of their location. This can be especially beneficial for board members who live in different parts of the country or world, or who have busy travel schedules. This, in turn, has eased a problem of recruitment and has improved attendance, which can only be a good thing. As boards seek ever greater diversity and the right blend of skills among their number, the option of remote attendance is a great benefit.
Reduced costs – and stress
Reduced cost in terms of time and money is another benefit of hybrid board meetings. Schools can save money on travel expenses and the like, whilst governors do not waste time sitting on a train or in a queue on a motorway. In theory, this should reduce stress, although it is remarkable how other tasks can then fill up the supposedly liberated diary.
Some boards have even reported that improved communication is another unexpected benefit of hybrid meetings over the traditional entirely face-to-face events, provided the technology is good enough.
On the other hand, there are a number of possible “cons” to hybrid board meetings.
“Hybrid board meetings can be challenging to manage from a technical perspective.”
First, there can indeed be technical challenges. Hybrid board meetings can be challenging to manage from a technical perspective. This is because it is important to ensure that all participants can see and hear each other clearly, and that the video conferencing system is working properly.
Some systems are definitely better than others, but there may be cost implications to consider in addressing this. Equally, some rooms are more suitable than others for conducting a hybrid meeting. In any case, there is certainly a greater reliance on both the system and the technical support than in traditional in-person meetings.
Chairing challenge
Chairing a hybrid meeting is a different skill to a traditional meeting. Someone needs to be constantly scanning both the screen and the room in order to ensure everyone has a chance to speak and be heard. There is a role there for the clerk as well as the chair and they will need to work closely together (and probably sit next to each other) to make it work well.
“The feelings in the room are much harder to read.”
Loss of non-verbal cues is a significant downside reported by some participants in hybrid meetings. Remote participants may well miss out on non-verbal cues, such as facial expressions and body language. This can make it difficult to understand the tone of a conversation and to build rapport with other board members. The feelings in the room are much harder to read and, whilst occasionally this can be a benefit, there is also a risk of missing out on key elements of non-verbal communication.
Research shows that a very high proportion of human communication is non-verbal.
Relationship benefits
It can also be difficult to build relationships in a hybrid meeting format. When you are not meeting in person with fellow board members and/or the executive team, it is harder to get to know someone’s personality and style. I am hearing more and more that there is a hunger now to get back to in-person meetings because of the team-building and relationship benefits they bring.
“A very high proportion of human communication is non-verbal.”
Last but not least, whilst they can be very convenient for many, hybrid meetings do not offer the opportunity for all board members to see the school in action, to show their support and interest in staff and pupils and to feed in their observations from these encounters to board discussions. This can make it much harder to answer the key gubernatorial question “how do we know?” and to enable the governing body as a whole to be more visible in the school.
Making a choice
Overall, hybrid board meetings offer a number of advantages and disadvantages and boards should carefully consider the pros and cons of such meetings before deciding whether to adopt this format – or how frequently to use it.
In addition, it is important to consider the specific needs of your board. For example, if it contains a large number of members who live in different parts of the country or who have busy travel schedules, then a hybrid meeting format may be a good option. However, if your board is small and close-knit, and if your board members can meet in person on a regular basis, then a traditional in-person meeting format may be a better choice.
Ultimately, the decision of whether or not to adopt a hybrid meeting format is up to your board itself. By carefully considering the pros and cons of this format, members can make an informed decision that is best for your board and the school it serves.
This article first appeared in the latest summer 2023 print and digital edition of School Management Plus.