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Optimizing Board Performance:
Attract, Engage & Assess
Client
Subheading
Roo Solutions
July 19, 2011
About the Council…

Mission: Mobilize informed
                                                                    Host: Jenna Salinas,
donors and accountable                                                Charities Review Council


nonprofits for the greater good.
  Accountability Standards
 (Public Disclosure, Governance, Financial Activity, Fundraising)

  Accountability Wizard for nonprofits
  Resources for informed giving


www.smartgivers.org
WELCOME KELLY!




         Guest Presenter:
         Kelly Rietow, Roo Solutions
Agenda Session Objectives
 Marketing Your Opportunities
 Orientation and Onboarding
 Accountability
 Ongoing Engagement
 Board Performance Appraisal
 Closing and next steps
Board Membership Motivators
 Passion for the mission – critical success factor
 Personally involved with the organization
 Professional or personal relationships
 Build his/her resume
 Challenges & Opportunities
   Want to help
   Don’t always know what they are signing up for
   Unfamiliar with skills required and time commitment
   Limited orientation
Marketing your opportunities
Marketing your opportunities
 Similar to a job posting
   Roles & Responsibilities
   Required skills
   Time Commitment
 Success strategies
   Find the right audience
     MCN, MAP, LinkedIn, current / past volunteers or
     beneficiaries of services
   Write well
     Up front expectations
     Make it sizzle
Board Opening Sample - Poor
 ABC, Inc is in search of a board member with
 CFO or other relevant financial experience.
 Must attend quarterly board meetings and
 represent ABC at community events.
 Fundraising is a requirement. Diversity
 candidates encouraged.
Board Opening Sample - Better
 Join ABC, Inc. in our mission to end the cycle of poverty for
 children and families in the Twin Cities and beyond. As a
 board member, you will play an key role in developing our
 strategic plan, and furthering our ability to serve. You will
 have the opportunity to build collaboration and leadership
 skills, personally influence donors, and x, y, z. The ideal board
 member has a passion for our mission, a willingness to
 dedicate 5 – 8 hours per month and actively participate in
 community events. Diversity of thought and life experiences
 are essential for success. Candidates with talents and
 experience with fundraising, financial management or
 marketing in particular would bring tremendous assets to our
 board.
Board Opening - Best
 Title + Tag Line
 Gain interest
     Compelling story
     Appeal to audience interest
 Know your audience
     What is important to them
 Know your organization
     Who fits
 Know what you need
     Key skills
     Success criteria
Screening
 Particular skills
 Fit
 Accountability
 Personal gifts to share
 STAR Criteria
   Specific
   Time-based
   Action taken
   Result
Orientation & Accountability
Nuts & Bolts
Key components
 Role Statement
 Organizational Knowledge
 Commitment
 Accountability
Role Statements
                 Purpose
What we do
                   Role clarity
Why it matters     Define qualifications
                   Set expectations
Who can do it      Describes successful performance

                 Focus
How we do it
                   Task and results
What success       Performance factors
looks like            Common criteria – all employees / volunteers
                      Role specific criteria
                      Relationships
                      Values / mission
Board Member Role Statement
 Role Specifics
   Responsibilities           Role is….
                               - governance
   Time commitment              - strategy
   Qualifications
                              Role is not…
 Mission                       - operations
                                - managing
   Impact
   Alignment
 Values
   How work is accomplished
Board Member Role Statement
Board Member Role Statement.docx
Organizational Knowledge –
Board Member Orientation
 History & mission
 Constituents served        Format:
 Organizational structure       •1:1 with Board Chair or ED
                                •Handouts
 Strategic priorities
 Financial picture
 Board roster
 Conflict of interest
Commitment
 Board Meeting Expectations
   Attendance
   Participation
   Preparation
   Procedural matters
 Fundraisers and events
 Engagement
 Legal responsibilities & Liability concerns
The Four C’s of Accountability™

                       Communication




        Connection   Accountability    Clarity




                        Commitment
The Four Cs of Accountability
 Communication
   Ongoing, dialogue, mutual understanding
 Clarity
   Importance, Expectations, Outcomes
 Commitment
   Follow through, results
 Connection
   Between people, tie to organizational need
Onboarding
A process, not an event
Onboarding Strategies
 E.D. meet with board member before / after first
 board meeting
   What to expect
   debrief
 1:1 with Board Chair
   Relationship building
   Expectations review
 Assign a boot camp “buddy”
   Norms
   Practices
   Questions
Onboarding: 30-90–180 check ins
 30 day
   Clarification: role, responsibilities
   Debrief: 1st board meeting experience
   Reaffirm decision to join board
 90 day
   Effectiveness of orientation process
     What worked
     What didn’t work
   Explore concerns or surprises
 180 day: suggestions for improvement
Ongoing Engagement
Engagement –
beyond the board meeting
 Occasional invitations
   Company meetings & luncheons
   Organizational events
 Share letters and thank you notes
 Recognition
 Board Member newsletter contributions
   Why I volunteer
   Impact of service
   Commitment to mission
Engagement: Regular Rhythm
 Standardized meeting time / date
 Meeting intention: discuss, inform, decide
 Common practices
   Opening tradition – e.g., share stakeholder story
   Closing tradition – e.g., meeting highs / lows,
   commitments
 Clarity
   Decisions made
   Action items: who, what, when
Meeting format
BOD meeting agenda short.doc
Board Performance Assessment
Performance Assessment Challenges
 Limited relationship outside of board meeting
 Assessing “volunteers”
 Tying meeting attendance to mission
 Discomfort providing feedback
Self assessment (personal reflection)
 How is your role as a board member contributing to
 the success of the organization and its mission?
 Am I prepared for meetings and do I participate?
 I am comfortable disagreeing, raising questions and
 expressing concerns?
 Do I promote the organization to others?
 Am I offering my best thoughts, ideas, and actions
 to board service?
 Would you recommend board service to others?
Board Effectiveness Assessment
 What is working / not working as a board?
 Are we focused on the “right things”? If not, what
 needs to change?
 What should we start / stop / continuing doing?
 Are board members prepared and engaged?
 Does our structure encourage discussion and debate
 for the betterment of the organization?
 How well is our board contributing to the success of
 the organization and its mission?
Assessment strategies
 Self assessment
   Handout during board meeting
   Share personal reflection and commitments at next
   board meeting
 Board assessment
   Handout during board meeting, share thoughts and
   brainstorm improvements next meeting; or
   Use survey monkey / outside party to gather the
   information; present at board meeting
 Do something with the information!
Success Factors
Success Factors
 Role Clarity
 Clear objectives
 Approved governance policies / procedures
 Standardized templates for repeating processes
 Fit skills to board role
 More dialogue than presentation
 Periodic “pulse check” – board member feedback
 Accountability
Reflection
Key learning(s)
What will you do differently “back at the office”
Who will hold you accountable?
QUESTIONS & ANSWERS



763.228.8496   Kelly Rietow, Principal   www.roosolutions.net
Thank You!

                          Next FREE webinar Aug. 23rd:

“Do Your Programs Work? Learn How to Evaluate Impact!”
                      www.smartgivers.org/nonprofit_events




                                    Jenna Salinas
                            Nonprofit Services Coordinator
                              jsalinas@smartgivers.org
                                  651-224-7030 x16




   Your feedback is important! Please complete the survey following today’s webinar.

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Optimizing Board Performance Webinar Slides

  • 1. Optimizing Board Performance: Attract, Engage & Assess Client Subheading Roo Solutions July 19, 2011
  • 2. About the Council… Mission: Mobilize informed Host: Jenna Salinas, donors and accountable Charities Review Council nonprofits for the greater good. Accountability Standards (Public Disclosure, Governance, Financial Activity, Fundraising) Accountability Wizard for nonprofits Resources for informed giving www.smartgivers.org
  • 3. WELCOME KELLY! Guest Presenter: Kelly Rietow, Roo Solutions
  • 4. Agenda Session Objectives Marketing Your Opportunities Orientation and Onboarding Accountability Ongoing Engagement Board Performance Appraisal Closing and next steps
  • 5. Board Membership Motivators Passion for the mission – critical success factor Personally involved with the organization Professional or personal relationships Build his/her resume Challenges & Opportunities Want to help Don’t always know what they are signing up for Unfamiliar with skills required and time commitment Limited orientation
  • 7. Marketing your opportunities Similar to a job posting Roles & Responsibilities Required skills Time Commitment Success strategies Find the right audience MCN, MAP, LinkedIn, current / past volunteers or beneficiaries of services Write well Up front expectations Make it sizzle
  • 8. Board Opening Sample - Poor ABC, Inc is in search of a board member with CFO or other relevant financial experience. Must attend quarterly board meetings and represent ABC at community events. Fundraising is a requirement. Diversity candidates encouraged.
  • 9. Board Opening Sample - Better Join ABC, Inc. in our mission to end the cycle of poverty for children and families in the Twin Cities and beyond. As a board member, you will play an key role in developing our strategic plan, and furthering our ability to serve. You will have the opportunity to build collaboration and leadership skills, personally influence donors, and x, y, z. The ideal board member has a passion for our mission, a willingness to dedicate 5 – 8 hours per month and actively participate in community events. Diversity of thought and life experiences are essential for success. Candidates with talents and experience with fundraising, financial management or marketing in particular would bring tremendous assets to our board.
  • 10. Board Opening - Best Title + Tag Line Gain interest Compelling story Appeal to audience interest Know your audience What is important to them Know your organization Who fits Know what you need Key skills Success criteria
  • 11. Screening Particular skills Fit Accountability Personal gifts to share STAR Criteria Specific Time-based Action taken Result
  • 13. Key components Role Statement Organizational Knowledge Commitment Accountability
  • 14. Role Statements Purpose What we do Role clarity Why it matters Define qualifications Set expectations Who can do it Describes successful performance Focus How we do it Task and results What success Performance factors looks like Common criteria – all employees / volunteers Role specific criteria Relationships Values / mission
  • 15. Board Member Role Statement Role Specifics Responsibilities Role is…. - governance Time commitment - strategy Qualifications Role is not… Mission - operations - managing Impact Alignment Values How work is accomplished
  • 16. Board Member Role Statement Board Member Role Statement.docx
  • 17. Organizational Knowledge – Board Member Orientation History & mission Constituents served Format: Organizational structure •1:1 with Board Chair or ED •Handouts Strategic priorities Financial picture Board roster Conflict of interest
  • 18. Commitment Board Meeting Expectations Attendance Participation Preparation Procedural matters Fundraisers and events Engagement Legal responsibilities & Liability concerns
  • 19. The Four C’s of Accountability™ Communication Connection Accountability Clarity Commitment
  • 20. The Four Cs of Accountability Communication Ongoing, dialogue, mutual understanding Clarity Importance, Expectations, Outcomes Commitment Follow through, results Connection Between people, tie to organizational need
  • 22. Onboarding Strategies E.D. meet with board member before / after first board meeting What to expect debrief 1:1 with Board Chair Relationship building Expectations review Assign a boot camp “buddy” Norms Practices Questions
  • 23. Onboarding: 30-90–180 check ins 30 day Clarification: role, responsibilities Debrief: 1st board meeting experience Reaffirm decision to join board 90 day Effectiveness of orientation process What worked What didn’t work Explore concerns or surprises 180 day: suggestions for improvement
  • 25. Engagement – beyond the board meeting Occasional invitations Company meetings & luncheons Organizational events Share letters and thank you notes Recognition Board Member newsletter contributions Why I volunteer Impact of service Commitment to mission
  • 26. Engagement: Regular Rhythm Standardized meeting time / date Meeting intention: discuss, inform, decide Common practices Opening tradition – e.g., share stakeholder story Closing tradition – e.g., meeting highs / lows, commitments Clarity Decisions made Action items: who, what, when
  • 27. Meeting format BOD meeting agenda short.doc
  • 29. Performance Assessment Challenges Limited relationship outside of board meeting Assessing “volunteers” Tying meeting attendance to mission Discomfort providing feedback
  • 30. Self assessment (personal reflection) How is your role as a board member contributing to the success of the organization and its mission? Am I prepared for meetings and do I participate? I am comfortable disagreeing, raising questions and expressing concerns? Do I promote the organization to others? Am I offering my best thoughts, ideas, and actions to board service? Would you recommend board service to others?
  • 31. Board Effectiveness Assessment What is working / not working as a board? Are we focused on the “right things”? If not, what needs to change? What should we start / stop / continuing doing? Are board members prepared and engaged? Does our structure encourage discussion and debate for the betterment of the organization? How well is our board contributing to the success of the organization and its mission?
  • 32. Assessment strategies Self assessment Handout during board meeting Share personal reflection and commitments at next board meeting Board assessment Handout during board meeting, share thoughts and brainstorm improvements next meeting; or Use survey monkey / outside party to gather the information; present at board meeting Do something with the information!
  • 34. Success Factors Role Clarity Clear objectives Approved governance policies / procedures Standardized templates for repeating processes Fit skills to board role More dialogue than presentation Periodic “pulse check” – board member feedback Accountability
  • 35. Reflection Key learning(s) What will you do differently “back at the office” Who will hold you accountable?
  • 36. QUESTIONS & ANSWERS 763.228.8496 Kelly Rietow, Principal www.roosolutions.net
  • 37. Thank You! Next FREE webinar Aug. 23rd: “Do Your Programs Work? Learn How to Evaluate Impact!” www.smartgivers.org/nonprofit_events Jenna Salinas Nonprofit Services Coordinator jsalinas@smartgivers.org 651-224-7030 x16 Your feedback is important! Please complete the survey following today’s webinar.