Five Ways Our Shadow Committees Are Driving More Inclusive Governance

In the Reimagining Governance for a Flourishing Research Culture project, our shadow committees were given a framework for their agendas and meetings. They also had the flexibility to adapt this framework to meet the needs of everyone involved.

While they retained some elements of the traditional committee format, they chose key areas to innovate. This approach has made their work more accessible. By engaging in open discussions about their needs, they identified ways to enhance inclusivity. Here are five ways they are doing things differently, creating a more dynamic, transparent, and productive environment for all involved.

1. Building in Breaks

Long meetings can lead to mental fatigue and decreased attentiveness. Our co-chairs advocated for a break halfway through meetings to make them more accessible for neurodivergent colleagues, who may feel this fatigue most acutely. As we've progressed, this pause has allowed members to recharge and reflect on discussions. They return with renewed focus, leading to more engaged conversations and better quality decisions. This break also creates space for informal networking and relationship-building among committee members. This aspect has been critical for these groups, whose professional lives do not often overlap outside the committee structure.

2. Prompt Questions for Strategic Focus

To eliminate unspoken uncertainty, we help everyone get what they need from discussions. The committees have implemented prompt questions designed to steer conversations toward critical strategic issues. These prompts encourage deeper thinking, challenge assumptions, and ensure that key angles are thoroughly explored. They also assist presenters bringing strategic initiatives and proposals to the committees, helping them evolve for the better. By providing a structured framework, members can address complex topics systematically and collaboratively, maximising their opportunity to influence practice across the university.

3. Rebalancing the Room

Recognising the power dynamics of committee structures, our co-chairs have actively reflected on how to rebalance influence across the room. They ensure that all committee members have the opportunity to raise their points before the co-chairs contribute their perspectives. Additionally, they have adopted live minute-taking, where minutes are shared verbally and agreed upon in the room after each agenda item. This thoughtful approach supports and engages colleagues effectively.

4. Asking How They Are Making A Difference

Understanding the effectiveness of discussions is vital. Our shadow committees have introduced a practice of soliciting feedback from presenters and the committees they shadow after meetings. This feedback helps them learn how their comments and input influenced policy and initiative development. This mechanism promotes accountability, illustrates the value of contributions, and continually refines the committee’s approach, ensuring they maximise their opportunity to drive change.

5. Show of Hands

Finally, recognising that meaningful dialogue requires time, the committees have consciously allocated more space for discussion and debate during meetings. This includes extending overall meeting time and rearranging agendas to enable more time for strategic items. This approach ensures that multiple perspectives can be aired, disagreements can be constructively explored, and the group can collaboratively arrive at well-rounded conclusions, including holding votes on complex issues. They have transformed how they engage from simple information exchanges into genuine deliberative processes.

The Impact of Innovative Governance Practices

The changes implemented by our shadow committees have not only enhanced engagement but also fostered a culture of transparency. These innovations lead to more thoughtful and impactful outcomes. As we move forward, we will continue to learn from their experiences. This learning will drive more inclusive governance in new settings.

Emphasising Collaboration and Inclusivity

The emphasis on collaboration and inclusivity is crucial in today's governance landscape. By prioritising these values, we can create environments where everyone feels valued and heard. This approach is essential for fostering a culture that encourages innovation and growth.

The Role of Feedback in Governance

Feedback plays a vital role in governance. It allows committees to assess their effectiveness and make necessary adjustments. By actively seeking feedback, committees can ensure that their practices remain relevant and impactful. This continuous improvement cycle is essential for achieving long-term success.

Future Directions for Governance

Looking ahead, we must remain committed to evolving our governance practices. This commitment involves staying attuned to the needs of our members and adapting our approaches accordingly. By doing so, we can ensure that our governance structures remain effective and inclusive.

Conclusion

By actively shaping the processes they participate in, our shadow committees have demonstrated various ways that governance practices can evolve for the better. These innovations enhance engagement, foster transparency, and ultimately lead to more thoughtful and impactful outcomes. As we move forward, we'll continue to learn from their experiences and consider how that learning can drive more inclusive governance in new settings.

The Shadow Committee project is part of Reimagining Governance for a Flourishing Research Culture. Formation is supporting this project led by Durham University and funded by the Wellcome Trust through the Institutional Fund for Research Culture.