What TO do and NOT to do to Successfully Enlist, Equip and Inspire New Board Members
Kim’s Case:
Kim found an empty chair at the board table. She forced a smile at the other members as the meeting came to order. She didn’t know anyone around the table. She wondered if any of the rest were new like her. The CEO introduced her. “Meet our new board member, Kim, joining us today for her first meeting. You may have seen Kim volunteering at one of our after-school events. She has helped celebrate the youth of our community for years. Because of her commitment to our programs, I have invited her to serve on our board. Let’s make her feel welcome.”
After brief applause, the meeting began. She glanced at the agenda. She would have liked to have seen this in advance to know how to prepare. Everyone seemed comfortable and followed the lead of the Board President. After a few brief committee reports, the meeting was adjourned and another one was scheduled for next month.
Nathan’s New Day:
“Hi, Nathan! Great to see you again! I enjoyed joining you for the orientation last month!” Jim, Nathan’s board buddy, said as he offered Nathan a chair next to him. “I see you have your new board member notebook. I’m sure you have it all memorized by now!”
“Well… not memorized but the new member training was very helpful.”
“Good! Well… welcome. We’re glad you’re joining us. We’ve got plenty of work for everyone! We need your CPA expertise!”
Nathan knew he could help them with the finances. After all, more money meant more kids at risk would be matched with mentors. He remembered his own experience as a child who needed help through difficult growing-up years.
The meeting came to order. Nathan made eye contact with the other new members around the table. It was a day of new beginnings. But with a thorough orientation, a board member buddy, and understanding expectations, Nathan was ready for the challenge ahead. Before he left, he and Jim scheduled a coffee date for next week.
Have you ever felt like Kim? Picked to serve but not prepared. Smart, but another extra responsibility to maneuver seems overwhelming. You want to be successful in this new role and help this beloved nonprofit succeed, but what exactly did you sign up to do?
Hopefully, you can relate to Nathan. He was chosen to help and equipped from the beginning with roles, responsibilities, and expectations. No guessing game on his assignment. He knew exactly what the CEO and board required of him. He knew there was a lot to learn, but he was excited about the opportunity.
Recruiting: Who has The Right Stuff?
In both scenarios, there were a few helpful things that happened for these recruits. Can you spot them?
1. Kim and Nathan both were enlisted because of their experience and/or expertise. Kim was a dedicated volunteer. She displayed the needed passion for the mission. Nathan was selected because of a gap that needed to be filled. His organization needed help that his financial experience brought to the table.
“The most successful boards are thoughtfully composed as it relates to skill sets, leadership styles, and diversity of thought and background. They understand the leadership needs of their organizations and seek out board leaders who can bring the expertise, passion, and external leadership that they need both now and into the future.” https://boardsource.org/fundamental-topics-of-nonprofit-board-service/composition-recruitment/
2. They both demonstrated the right personal characteristics and values. They would fit well into the culture of their organizations. Kim and Nathan proved that they:
· Understood the community and its needs.
· Had a passion for the cause.
· Were willing to commit time for board meetings, committee meetings, planning sessions, special events.
· Would be a team player who works well in a group.
https://www.wildapricot.com/blog/board-recruitment#qualities-characteristics
Nathan’s selection process began when the board opening was posted on LinkedIn and other sites. It included a brief description of the organization and its mission; the needed skills, expertise, background, etc.; the board member job description; the application process, and deadlines. https://boardsource.org/fundamental-topics-of-nonprofit-board-service/composition-recruitment/board-recruitment/post-board-openings .
He was then invited to an interview with the CEO and asked these questions:
• What do you know about our organization?
• Why are you interested in committing your time and energy to us?
• What do you think are the characteristics of a great board member?
• Can you tell us about your experience in fundraising?
• What is your experience with our community?
• What is your time availability?
• What is your level of experience with human resources/budgeting/marketing?
https://www.wildapricot.com/blog/board-recruitment#interview-tips
Kim’s selection process was fast and furious. She had a brief conversation with the site coordinator who told her she had great volunteer experience that was needed on the board. That was quickly followed up by a brief phone call from the Board President who invited her to be a board member. The next thing she did was show up at her first board meeting.
Orientation – Recipe for Success
Let’s jump straight to Nathan’s board orientation because, well, Kim didn’t have one.
The board president invited Nathan and three other new board members to the scheduled orientation. After introductions, breakfast, and a tour of the headquarters, he was given an orientation notebook and met his board buddy, Jim. https://afpglobal.org/new-member-buddy-system
Then the CEO began the meeting with these inspiring words, “Part of being invested in the organization means investing! We ask that you invest your time (volunteering), talent (sharing your knowledge), ties (introducing us to your network), and treasure (donating).
https://afpglobal.org/dear-board-member-how-be-joyful-advocate.
The CEO noted the board member agreement that required his signature at the end of the orientation that day. https://boardsource.org/wp-content/uploads/2017/04/M4H11-Policy-Sampler_Board-Member-Agreements.doc
The full-day orientation agenda included:
· The history of the organization from the Founder.
· Stories from staff members recounting how recipients and families had recently been helped.
· The strategic direction of the organization from the CEO.
· Financial updates and organizational structure from the Operations Director.
· Board roles and responsibilities from the Board President.
https://boardsource.org/nonprofit-board-orientation-checklist/
Within the orientation notebook, he found:
· A brief organizational history
· The staff organizational chart
· Program highlights for the year to date
· Board roles and responsibilities
· The list of current board members
· A list of committees and their purpose
· A list of upcoming meetings.
· Calendars
· The vision document
· The approved budget
· Recent monthly financials
· Recent audited financial statement
· Bylaws
· A fundraising case statement
· Recent board meeting minutes
· The agenda for the next meeting
· The board member agreement and conflict of interest policy
https://blog.joangarry.com/board-orientation-template/
At the end of the meeting that day, Nathan signed the agreement. He left with the CEO’s final words inspiring him onward, “Thank you for your investment in our organization. It should be a great joy to share with your family and friends that you get to work with a group that quite literally changes lives.” He was ready to share the message.
What else do you do to recruit new board members that align with your organization’s values and unique culture? How do you provide an orientation that equips and inspires?