How do you increase the effectiveness of committees? Use good governance practices, your vision, board evaluations, bylaws, and your strategic plan to identify the need for committees, then set your purpose and goals to attract the right people and become more accountable.

1. DIVIDE
and
Joyce Lewis-Andrews 2014

2. Committees & Ineffectivess
“A camel is a horse designed by committee.” Alec Issigonis “If Columbus had an Advisory Committee, he would probably still be at the dock.” Arthur Goldberg “What is a committee? A group of the unwilling, picked from the unfit, to do the unnecessary.” Mark Twain

3. Committees & Effectiveness
Committees allow organizations to select or attract the right people to address the right challenges.

4. Committees & Effectiveness
Committees allow organizations to build a bigger “friend” base. Not all committee members have to be board members!

5. Committees & Effectiveness
Committees provide greater opportunities to develop leadership and address succession planning.

6. Committees & Effectiveness
Committees ensure diversity of opinions on the board.

7. Committees & Effectiveness
Committees can address specific or complex issues that cannot be managed in a timely or effective manner at board meetings.

8. Do We NEED a Committee?
•Do we have a challenge in our organization that requires specialized skills and expertise?
•Are the same board members doing all the work?
•Would our organization benefit by developing new leadership or a board succession plan?
•Do we need diverse ideas or representation on our board?

9. Do We NEED a Committee?
•Are we in a rut and continue to do things “the way we have ALWAYS done things”?
•Does our pool of new board members need to be expanded?
•Does our board of directors frequently have a “working agenda”, and often run out of time or leave issues unresolved?

10. 2 FEW or 2 Many Committees?
Executive
Board Development
Finance
Audit
Evaluation
Fundraising
Marketing
Personnel
Product/ Program
Public Relations
Outreach
Education
Special Events
Bylaws
Planning
Ethics
Compliance
Safety
Research
Steering
Investment

11. Merge Committees
Executive
Board Development
Finance
Audit
Evaluation
Fundraising
Marketing
Personnel
Product/Program
Public Relations
Outreach
Education
Special Events
Bylaws
Planning
Ethics
Compliance
Safety
Research
Steering
Investment

12. What Every Committees Needs
1.Purpose and goals
2.Actions with results
3.Recruitment or succession plan
4.Formal leadership
5.Balance of authority and responsibility

13. How to Determine the Purpose and Goals…
1.Purpose and goals
2.Actions with results
3.Recruitment or succession plan
4.Formal leadership
5.Balance of authority and responsibility
•Vision and Mission
•Bylaws
•Roles and responsibilities of the Board
•Your organization’s stage of development
•Strategic Plan

14. State Your Purpose
SAMPLE Purpose:
The Encore Services Committee is responsible for developing, scheduling and evaluating programs that provide benefits of art, music, dance, movement and performance as expressive therapies in healthcare.

15. Create SMART Goals
SAMPLE Goals
75% of residents will participate in one Encore program each month, and those who do will outperform those who do not on cognitive evaluations.
Program partners (art, music, dance, movement and performance) will increase to 100 by 2015.

16. What Every Committee Needs
1.Purpose and goals
2.Actions with results
3.Recruitment or succession plan
4.Formal leadership
5.Balance of authority and responsibility
“Plan the work and work the plan.”

17. Actions with Results = Accountability
All committee action items should relate directly to the GOALS.
All action items should be prioritized and agreed upon by committee members.
All committee members should work on action item.
Board reports should include action item progress and achievements toward goals.

18. Other Action Steps You Might Have to Take…
What to do in the case of a board or committee member who is not participating?
•Check to be sure that expectations were made clear to the board or committee member before he or she joined. "I know you joined the board / committee recently and I'm not sure that you realize that we ask all members to attend the annual dinner and, hopefully, to help sell tickets. Let me explain to you what most committee members do, so you can see whether you'll be able to work on this with us."

19. Other Action Steps You Might Have to Take…
What to do in the case of a board or committee member who is not participating?
•Hold a discussion at which expectations are reconsidered and reaffirmed. Agree on a list of minimal expectations for every member, and ask people to suggest how they might individually help as well.
•Be sensitive to possible health issues or personal reasons why a good committee member isn't participating as much as he or she has in the past.

20. Other Action Steps You Might Have to Take…
What to do in the case of a board or committee member who is not participating?
•Transfer responsibilities to someone else. "I'm concerned about finishing the revision of the personnel policies. Since you're so busy, maybe it would work out for the best if John took your notes on the policies and developed a first draft."
•Together with the board / committee member, explore whether he or she really has the time right now to be active.

21. Other Action Steps You Might Have to Take
What to do in the case of a board or committee member who is not participating?
•Evaluate the frequency, day, time, or length of meetings if chronic absenteeism is occurring.
•ASK committee members for their input on how meetings are conducted and if participation is meaningful to them.
•Merge committees or create short-term task forces that do not require board member participation.

22. What Every Committee Needs
1.Purpose and goals
2.Actions with results
3.Recruitment or succession plan
4.Formal leadership
5.Balance of authority and responsibility
GOALS + PURPOSE + ACTIONS +
RESULTS attract the right person

23. What Every Committee Needs
1.Purpose and goals
2.Actions with results
3.Recruitment or succession plan
4.Formal leadership
5.Balance of authority and responsibility
Cultivate ad hoc & standing committee members into board members

24. What Every Committee Needs
1.Purpose and goals
2.Actions with results
3.Recruitment or succession plan
4.Formal leadership
5.Balance of authority and responsibility

25. The Committee Chair…
…is one of your strongest mission ambassadors …is responsible for setting the tone for the committee work …ensures that members have the information and support to do their work …coordinates work with the staff member(s) supporting the committee …oversees the planning and logistics of the committee’s operations …reports to the Board Chair

26. The Committee Chair…
…reports committee’s goals, decisions and recommendations to the full board
…assigns work to committee members
…sets the agenda and runs committee meetings
…ensures good communication and distribution of notes/minutes
…conducts annual evaluation of committee goals
…provides recognition of committee members
…makes recommendations to Board Chair on committee talent and staffing needs

27. The Committee Chair
…may have the authority to appoint new committee members …respects the time of others …helps build consensus …ensures full participation by committee members All Committee Chairs should have a position description!

28. What Every Committee Needs
1.Purpose and goals
2.Actions with results
3.Recruitment or succession plan
4.Formal leadership
5.Balance of authority and responsibility

29. Best Practices!
Form a Board Development or Steering Committee to work on new committee charges.

30. Best Practices!
While each committee should have at least 2 board members, limit one committee per board member if possible.

31. Best Practices!
Your committee charge should include the purpose, goals, good governance responsibilities or action items, role of the committee chair, role of members, role of staff and terms of service.

32. Best Practices!
Encourage board members to sit in on committees as part of their “orientation” or as a way to educate them on the work of the committees.

33. Best Practices!
Have committee members take turns typing up committee notes. Provide a deadline.

34. Best Practices!
Establish term limits for your committee members and chair.

35. Best Practices!
In addition to meetings, encourage the committee to plan a social hour or get-together at least once a year to celebrate achievement of their goals.

36. Best Practices!
Invite the board chair to welcome new committee members or host a meet and greet with all committees at the beginning of the fiscal year.

37. Best Practices!
Publish the names of committee chairs and members in your organization’s newsletter and website and in local papers.

38. Best Practices!
Provide committee chairs with business cards.

39. Best Practices!
Offer ongoing development for committee members including speakers programs, workshops or days of service to immerse them in your clients’ world.

40. Best Practices!
Assign a new committee member to a more experienced committee member who can mentor them and answer any questions.

41. Q&A
How will we tap into our committee members’ time and talents more effectively?