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Board 2.0: New Tools for creating a vibrant, engaged, and energized board of directors in the 21st century!

Board 2.0: New Tools for creating a vibrant, engaged, and energized board of directors in the 21st century!

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  • 1. BOARD 2.0 NEW TOOLS FOR CREATING A VIBRANT, ENGAGED, AND ENERGIZED BOARD OF DIRECTORS IN THE 21 ST CENTURY! Presented by Andrew Marietta, Regional Manager, CNY Office Valerie Venezia, VP of Membership & Marketing The Council of Community Services of NYS, Inc. www.ccsnys.org
  • 2. GOALS:
    • What’s old is new again….
      • Recognize traditional motivating factors for board engagement
      • Identify challenges and obstacles to board involvement
      • Explore traditional methods for overcoming challenges (old dogs/new tricks)
    • What’s new is new too…
      • Increased use of online tools to:
      • Identify new motivating factors for board engagement
      • Recruit board members, orient new members, engage in dialogue, manage board progress, distribute materials, and on-going assessment board performance.
    • What’s old and new can help you...
      • Identify priority areas that need to be improved and introduce new methods that will engage and energize your board members.
  • 3. TRADITIONALLY, WHAT MOTIVATES BOARD SERVICE? TRADITIONALLY, WHAT KEEPS BOARD MEMBERS “ON THE BOARD?”
  • 4. BOARD MEMBERS…
    • Give:
      • Time
      • Community Perspective
      • Credibility
      • Influence
      • Expertise
      • Resources
        • Directly or Access to
        • “ Give, Get or Get Off”?
      • Commitment to Excellence
        • Care, Obedience & Loyalty
    • Get:
      • Personal Satisfaction
      • Commitment to Mission, Cause, and Community
      • Professional Growth or Networking Opportunities
      • Benefit to Employer or Self
      • Recognition
  • 5. HAS THIS HAPPENED TO YOU?
    • A lack of qualified candidates interested in board service?
    • The Nominations Committee meets for the first time two month before the annual meeting?
    • New members aren’t meaningfully participating?
    • No one is willing to become President or Treasurer?
    • Members not confirming their attendance in advance?
    • Problems getting a quorum?
    • Committees not meeting on a regular basis or at all?
    • A few dominate meetings, while some are quiet?
    • Members are voting for something they really don’t understand (a budget, perhaps)?
    • Inactive members remaining on the board?
    • A lack of consensus on purpose and goals for the board of directors in general?
  • 6. ARE YOU READY?
    • How is your board currently organized to do board development?
    • Have you considered integrating online technologies into your board operations?
  • 7. FIRST, LET’S DEFINE. WHAT IS BOARD DEVELOPMENT?
    • The process of creating, maintaining & improving the functioning, effectiveness & productivity of board leadership & governance .
  • 8. TYPICAL CHARGES FOR A BOARD DEVELOPMENT COMMITTEE
    • Develop strategic goals (short and long term)
    • Analyze strengths and weaknesses organizationally and requirements needed to meet set goals
    • Regularly review board & officer job descriptions , qualifications & performance expectations/standards
    • Manage communications with existing board members & officers re: renewal of terms, retirement, etc.
    • Plan for leadership succession :
      • Recruit & nominate
      • Design & implement orientation
      • Encourage & coordinate ongoing development & training opportunities
    • Monitor & make recommendations with respect to ethical conduct
    • Review bylaws and make recommendations (regarding the recruitment, nominations or skills analysis process)
  • 9. ALWAYS LOOKING
    • What are the biggest challenges you experience finding board members?
    • What have been your most successful strategies identifying new board members & why?
  • 10. HOW CAN ONLINE TECHNOLOGY HELP YOUR BOARD?
    • Connect to a group of citizens who are already engaged in and knowledgeable about your mission
    • Provide a channel of open communication regarding needs your board has for particular expertise area
    • Provide user friendly application/nomination process
    • Provide easily accessible board orientation
    • Provide a consistent, accessible platform to share information about meetings, minutes, ask questions, etc.
    • Provide a vehicle for on-going dialogue, community exchange, and project management
    • Venue to survey board members for feedback on appropriate policy issues
  • 11. IT’S A CYCLE….
    • Connect to those who care about your cause…
      • They are out there!
    • Recruit them..
      • If they already know you, it’s much easier
    • Inform and educate…
      • How much of my time will this take?
    • Orient to your board process…
      • Robert’s Rules of Order?
    • Engage in board process…
      • The more ‘user friendly’ the more you will have friendly users!
    • Assessment
      • Can be on-going and informal
    • Identify changes , adapt, recruit new members with different skills
  • 12. CONNECT WITH THOSE WHO CARE ABOUT YOUR CAUSE…
    • Social Networking: Create a Group for your organization on Facebook or MySpace . Post board opening, inform interested friends
    • Professional Networks ( LinkedIn , YNPN ): Let your contacts know that your organization is searching
    • Google Grant & Google Alerts : Stay
    • connected
    • Idealist : Create a page for your organization and post board openings under volunteer section
    • Website : Update your site with board openings, have an ongoing survey for interested board members
    • E-mail : Send a Constant Contact message to past donors and volunteers to alert them of the board opening
  • 13. CONNECT, RECRUIT, INFORM, ORIENT – DO IT ALL ON YOUTUBE!
    • YouTube : Make a video and post it (with or without creating a customized channel for your organization), Let potential members know why they would want to be a part of your organization, what involvement would entail, how they can learn more (Example) .
    • Share your passion for the mission
    • Tell personal stories about organization’s impact
    • Highlight your programs and events
    • Show your impact
  • 14. NOW WHAT? BOARD ORIENTATION, MEETING MANAGEMENT AND FEEDBACK ONLINE. IMMEDIATELY.
    • Streamline your orientation process by making it virtual
    • Keep board members organized by giving them access to necessary documents, dates & info
    • Give board members the tools and info they need to fulfill their roles and responsibilities
  • 15. ORIENTATION TOOLS
    • Welcoming, inclusive participatory environment
    • Training
      • In-person orientation to board service
      • Webinar
      • Screencasts (Camtasia)
      • One-to-one meeting with leadership and staff
    • Pre-board service
    • Board Mentor or “buddy” system
    • Annual Retreat
    • Access to Board Community online
    • Access to Board Resources
    • Access to virtual Board Manual
  • 16. MAKE YOUR ORIENTATION MANUAL VIRTUAL (AND ACCESSIBLE)!
      • Organization history/background
      • Strategic Plan
      • Governance documents (bylaws, other)
      • Official mission and approved marketing message(s)
      • Complete fiscal information (and summary “in plain english”) Audited financial statements, IRS Form 990
      • Budget, typical financial report & investment
      • policies
      • Program descriptions
      • Minutes (last 6 months) of board & other
      • committees
      • Board roster & committee structure
      • Annual report(s)
      • Personnel policy & roster
      • Insurance coverage overview
  • 17. ENGAGING CURRENT MEMBERS: COMMUNICATION IS KEY
    • Ongoing, open communication  active involvement (not just at board meetings!)
      • Create an engaged online community
        • Project Management – Online Group and more
        • Blog (post committees’ work) - Discussion
        • Wikis – Share resource
    • What does your board need? Ask for it!
      • Let board members see responses
    • Synthesize information and then act on it.
  • 18. COMMITTEES IN ACTION: EMPOWERED AND MAKING DECISIONS
    • Schedule meetings when people are available
      • Doodle
    • Online calendar for committee meetings
      • Google
    • Online resources for committees
      • Votenet
      • Mycommittee
      • Blog
    • And the winner is…
      • Surveymonkey
  • 19. ARE PEOPLE STAYING? MAKE IT REWARDING AND EASY. PEOPLE WILL STAY.
    • Respect & use each members’ skills, contacts & time as effectively as possible
    • Build structures & processes that are effective & efficient
    • Provide growth & leadership development opportunities
    • Strengthen working relationships
    • Foster ties to mission
  • 20. RETENTION STRATEGIES
    • Leadership stability : succession planning, grooming & mentoring officers and committee chairs
    • Support effective communication
    • Strategic planning
    • Working committee structure
    • Express Appreciation, say Thank You!
  • 21. RETENTION TOOLS
    • Board Meeting & Committee Calendar
      • Use shared Google Calendars to inform of meeting dates and events
      • Use E-vite to remind of meetings and confirm attendance
    • Board Retreats
      • Touch base virtually using webinars
      • SecondLife
    • Routine Board Assessment & Training
      • More accessible trainings online
      • Self-guided trainings
      • Online assessment
    • Strategic Meeting Agenda
    • Keep Well-informed – “No Surprises”
      • Make minutes & other important documents more accessible by posting online
      • Keep board updated by posting to a private blog/ updating through email (Constant Contact, etc)
  • 22. ARE WE MAKING A DIFFERENCE? ONGOING ASSESSMENT AND CONSTANT CHANGE.
    • Use online survey tools to:
      • Obtain feedback
      • Assess board composition, structure, performance and process
    • With SurveyMonkey you can:
        • Create a survey
        • Gather responses via email
        • Analyze and download the results
  • 23. KEY AREAS FOR ASSESSING BOARD PERFORMANCE
    • Individuals
      • Attendance (# or %)
      • Participation/ engagement rating
      • Influence (activities or results)
      • Donations (give or get)
      • Attended training/ development opportunities
    • Board
      • Progress with strategic goals, objectives and work plans
  • 24. ASSESSING BOARD STRUCTURE AND PROCESS
    • Key structural areas to assess
    • Operational committees
    • Committee charges
    • Committee minutes
    • Key process areas to assess
    • Minutes
    • Motions
    • Strategic Plan
  • 25. ASSESSING BOARD COMPOSITION
      • Perform an Assets & Needs Inventory Online
      • Knowledge of/commitment to mission & org.
      • Talents, Specialized Knowledge & Skills
      • Board & Leadership Experience
      • Influence, Contacts, etc.
      • Diversity & Representation
        • Ethnic, racial, religious, etc.
        • Geographic, consumer/community, sector or industry, etc.
        • Age
  • 26. WHAT’S NEXT?
    • Use assessment findings to put needs back out there and recruit based on this information
    • Stay focused and implement what is realistic
  • 27. KEY BEST PRACTICES SUMMARY
    • Make your first step towards Board 2.0 simple
    • Create a Board Development Committee to manage these efforts
    • Set up a Google calendar for your board and committees
    • Set up a blog and invite your board members
    • Send an e-vite to your board for your next board meeting
    • Create a Facebook account for your nonprofit
    • Set up a Google Group and make your board orientation virtual
    • Bookmark board and nonprofit resources in Delicious
    • Develop a board assessment/evaluation with SurveyMonkey
    • Celebrate board leadership, participation & achievements
    • Share them online in Facebook, YouTube, and more!
  • 28. RESOURCES FOR “BOARD 2.0”
    • www.mycommittee.com
    • www.5pmweb.com
    • www.google.com/groups
    • www.google.com/apps
    • http://projects.zoho.com/jsp/home.jsp
    • http://www.basecamphq.com/
    • www.surveymonkey.com
    • www.youtube.com
    • www.facebook.com
    • www.myspace.com
    • www.linkedin.com
    • www.blogger.com
    • http://www.votenet.com/
    • http://www.doodle.ch/main.html
    • http://www.techsmith.com/camtasia.asp
    • http://secondlife.com/
    • http://www.wikispaces.com/
    • www.evite.com
    • http://delicious.com/valeriev
    • http://delicious.com/amarietta