Using In Camera Sessions Effectively: Five Essential Tips for Your Board

Using In Camera Sessions Effectively: Five Essential Tips for Your Board

Today, I want to show you how to maximize the effectiveness of in camera sessions during your board meetings. These moments, often underestimated, can be a true lever for building trust and transparency. By applying these five tips, your board’s in camera sessions will be transparent, structured, and inclusive, contributing to the cohesion and productivity of your team.

Tip 1: Clarify the purpose of the in camera session before the meeting

Before diving into an in camera session, it’s crucial to clearly define why this session is necessary. Is it to discuss the executive’s performance, resolve a conflict, or strengthen trust among board members? Clarifying the purpose helps avoid misunderstandings and puts participants at ease.

Risk: A vague purpose could cause frustration and affect the quality of discussions.

Impact: By being transparent from the start, you encourage open and honest participation, essential for fruitful discussions.

Tip 2: Create a safe and supportive environment

An in camera session can only be effective if everyone feels free to speak without fear of judgment or repercussions. A climate of trust is essential so that all voices can be heard. It can be helpful to remind everyone that what’s said in the room stays in the room.

Risk: A lack of transparency could lead to less informed decisions.

Impact: A respectful environment encourages honest and productive exchanges, strengthening the board’s cohesion.

Tip 3: Set a clear duration

It’s easy to get sidetracked during an in camera session, especially when discussions drag on. Setting a time limit helps structure the debate and keeps everyone focused on what’s most important.

Risk: Endless discussions can decrease the effectiveness of exchanges and tire members.

Impact: By limiting the discussion time, you encourage concise exchanges, thus optimizing everyone’s efficiency and focus.

Tip 4: Encourage a roundtable to include all voices

In any group, some people are more comfortable speaking than others. A roundtable ensures that all voices are heard and no one is left out.

Risk: Quieter voices may be ignored or forgotten, leaving out important perspectives.

Impact: This method gathers diverse viewpoints, leading to more balanced and fair decision-making.

Tip 5: Ensure clear follow-up on decisions made

After an in camera session, it’s important to properly note decisions or conclusions and plan follow-up actions. Even if the discussion is confidential, the board must keep a record of the actions to be taken.

Risk: A lack of follow-up could lead to a loss of accountability and trust, whether within the board or between the board and the executive.

Impact: Rigorous follow-up strengthens transparency and trust in the board’s actions, while ensuring consistency in decisions.