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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

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