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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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    Board 2 0 Board 2 0 Presentation Transcript

    • 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
    • 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.
    • TRADITIONALLY, WHAT MOTIVATES BOARD SERVICE? TRADITIONALLY, WHAT KEEPS BOARD MEMBERS “ON THE BOARD?”
    • 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
    • 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?
    • ARE YOU READY?
      • How is your board currently organized to do board development?
      • Have you considered integrating online technologies into your board operations?
    • FIRST, LET’S DEFINE. WHAT IS BOARD DEVELOPMENT?
      • The process of creating, maintaining & improving the functioning, effectiveness & productivity of board leadership & governance .
    • 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)
    • ALWAYS LOOKING
      • What are the biggest challenges you experience finding board members?
      • What have been your most successful strategies identifying new board members & why?
    • 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
    • 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
    • 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
    • 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
    • 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
    • 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
    • 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
    • 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.
    • 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
    • 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
    • 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!
    • 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)
    • 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
    • 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
    • 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
    • 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
    • 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
    • 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!
    • 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