Repair 04: How to Get a Downtown Board Out of the Weeds
Resetting roles so everyone can do their job
The Problem
Board members care deeply.
They show up.
They ask questions.
But meetings keep drifting into:
Logo choices
Event details
Social media posts
Minor operational decisions
Staff feels slowed down.
Board members feel frustrated.
Nothing moves as cleanly as it should.
This is not a people problem.
It is a role clarity problem.
Why This Keeps Happening
Boards end up in the weeds when:
Roles were never clearly defined
Staff capacity is thin, so boards fill the gap
Board members want to be helpful, not controlling
No one reset expectations after things changed
Good intentions can still create friction.
The Fix
The goal is not to push the board away.
The goal is to put the board where it adds the most value.
Here is how to fix it.
Step 1: Name the Board’s Job in Plain Language
Most boards exist to:
Set direction
Provide oversight
Support staff
Protect the mission
They are not there to run daily operations.
Say this clearly and often.
Step 2: Separate Strategic Decisions From Operational Tasks
Strategic decisions include:
Priorities
Budgets
Policy
Long-term goals
Operational tasks include:
Scheduling
Marketing execution
Vendor coordination
If everything shows up on the same agenda, roles blur.
Step 3: Redesign the Agenda
Your agenda shapes behavior.
A simple rule:
70 percent strategy
30 percent updates
If the agenda is tactical, the meeting will be too.
Step 4: Give the Board a Better Way to Help
Boards go into the weeds when they do not know how else to contribute.
Offer clear lanes:
Advocacy
Fundraising support
Relationship building
Accountability to goals
People behave better when their role is clear.
Common Mistakes to Avoid
Correcting board behavior without changing structure
Assuming everyone understands their role
Letting urgent tasks replace important conversations
Avoiding the reset because it feels uncomfortable
Clarity reduces tension.
What to Do This Week
Try these small steps:
⬜ Review your next agenda for role clarity
⬜ Label items as “strategy” or “operations”
⬜ Share a one-paragraph description of the board’s role
⬜ Redirect tactical discussions gently but consistently
⬜ Revisit roles annually, not just once
Small shifts change meeting dynamics quickly.
How This Fits Into the Bigger Picture
When boards operate at the right level, staff can move faster and burnout decreases. Role clarity protects relationships and momentum.
This is a common focus of Board and Leadership Facilitation work in our Organizational Capacity Building services, especially during periods of growth or transition.
Keep Going
This post is part of The Downtown Repair Manual, a field guide to fixing common downtown problems one issue at a time.
Good boards do not do more work.
They do the right work.