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How can you build strong relationships with board members using face-to-face communication?

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Face-to-face communication is one of the most effective ways to build strong relationships with board members, who are often busy, influential, and hard to reach. However, it also requires careful planning, preparation, and follow-up to ensure that you make a positive impression, convey your message clearly, and achieve your goals. In this article, you will learn how to use face-to-face communication to connect with board members and foster trust, respect, and collaboration.

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Agatha Howse
Kirsten Levermore

Accelerating product, technology, digital & data with great storytelling | neuroscientist | published author

1 Choose the right channel

Before you request a face-to-face meeting with a board member, consider whether it is the most appropriate channel for your purpose. Face-to-face communication is ideal for complex, sensitive, or strategic topics that require discussion, feedback, or persuasion. It is also useful for building rapport, showing appreciation, or resolving conflicts. However, it may not be necessary or feasible for routine, simple, or urgent matters that can be handled by email, phone, or video call. Think about the board member's preferences, availability, and expectations, and choose the channel that suits both of you.

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Agatha Howse
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Do you need to set up a face-to-face communication to build strong relationships with board members? Not at the start, I say. For initial conversation I would have a 10 minutes call to understand the main pain points and priorities. Think hard about two or three questions that you want to ask to understand what areas of their working lives can be improved with actions taken by you, or your team. It's not about 'what would be nice to know', it is about ' what you need to know' at this point. Let your interviewee talk, make notes, and follow up in a timely manner. In my experience, even super-busy executives can spare 10 minutes for a conversation, especially if they can conduct it in a manner and at time that is most suitable.

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2 Prepare your agenda and objectives

Once you have secured a face-to-face meeting with a board member, you need to prepare your agenda and objectives. Your agenda should outline the main points you want to cover, the time allocated for each, and the desired outcomes. Your objectives should be specific, measurable, achievable, relevant, and timely (SMART). For example, you may want to update the board member on a project's progress, seek their approval for a budget change, or solicit their input on a new initiative. Make sure you have all the relevant data, facts, and evidence to support your arguments and recommendations. Send your agenda and objectives to the board member in advance, and ask for their feedback or questions.

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Kirsten Levermore

Accelerating product, technology, digital & data with great storytelling | neuroscientist | published author
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Ask yourself: - why is my message relevant to this board member? How will it help them? - what decision to I want to drive on their side? - can I make it shorter, more valuable, and more robust?

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3 Communicate effectively and professionally

During the face-to-face meeting, you need to communicate effectively and professionally with the board member. This means using clear, concise, and courteous language, avoiding jargon, slang, or filler words, and adapting your tone and style to the board member's personality and expectations. You also need to use non-verbal cues, such as eye contact, posture, gestures, and facial expressions, to convey confidence, interest, and respect. Moreover, you need to listen actively, ask open-ended questions, provide constructive feedback, and acknowledge different perspectives. Finally, you need to summarize the key points, confirm the action items, and thank the board member for their time and attention.

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Kirsten Levermore

Accelerating product, technology, digital & data with great storytelling | neuroscientist | published author
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Consider sending a pre-read document - maximum 1-2 pages - and a follow up email highlighting what you discussed (CoPilot can autogenerate this for you, but always check it).

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4 Follow up and follow through

After the face-to-face meeting, you need to follow up and follow through with the board member. This means sending a thank-you note, a meeting summary, and a list of action items within 24 hours of the meeting. It also means completing your assigned tasks on time and keeping the board member updated on your progress and results. If you encounter any challenges or changes that affect your objectives or deadlines, you need to inform the board member as soon as possible and propose solutions. By following up and following through, you show the board member that you are reliable, accountable, and committed to your goals.

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5 Build rapport and trust

Besides the formal face-to-face meetings, you can also build rapport and trust with board members by engaging in informal face-to-face interactions. This can include greeting them warmly, making small talk, sharing personal stories, expressing gratitude, or giving compliments. You can also invite them to social events, such as lunches, coffee breaks, or happy hours, where you can get to know them better and find common interests. However, you need to be respectful of their boundaries, preferences, and schedules, and avoid being too intrusive, personal, or casual. By building rapport and trust, you create a positive and lasting impression, and increase your chances of future collaboration.

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6 Seek feedback and improvement

Finally, you can improve your face-to-face communication skills by seeking feedback and improvement. You can ask the board member for their opinion on your performance, strengths, and areas for improvement. You can also ask a colleague, a mentor, or a coach to observe your face-to-face meetings and provide constructive criticism and suggestions. You can also review your own actions and outcomes, and identify what worked well and what did not. You can then use the feedback and self-assessment to set new goals, learn new techniques, and practice your skills. By seeking feedback and improvement, you demonstrate your willingness to grow, learn, and excel in your role.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you build strong relationships with board members using face-to-face communication?

1

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3

4

5

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1 Choose the right channel

2 Prepare your agenda and objectives

3 Communicate effectively and professionally

4 Follow up and follow through

5 Build rapport and trust

6 Seek feedback and improvement

7 Here’s what else to consider

Internal Communications

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How can you build strong relationships with board members using face-to-face communication?

1

2

3

4

5

6

7

1 Choose the right channel

2 Prepare your agenda and objectives

3 Communicate effectively and professionally

4 Follow up and follow through

5 Build rapport and trust

6 Seek feedback and improvement

7 Here’s what else to consider

Internal Communications

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