Transcript Training Module 5: Part B The Board of Directors

Training Module 5: Part B
The Board of Directors –
Recruitment, Training & Effectiveness
Presented by the
Southern Early Childhood Association
Topics to be Presented…
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The recruitment process
Orientation for new Board members
Training the Board of Directors
The importance of teamwork
Evaluating the Board of Directors and its
members
• Holding effective meetings
• Strengthening the Board of Directors
The Recruitment Process
This process should emphasize two seemingly
contradictory characteristics:
1) Diversity
2) Commonality
Diversity in Recruitment
a) Diversity in member demographics
b) Diversity in member linkages to different
communities and groups
c) Diversity in member expertise
Commonality in Recruitment
a. Commonality in Board members’ belief in
the association’s mission and essential
values
b. Commonality in Board members’
commitment to give time to the
organization
Prospective Board Members Should
Ask Questions about the…
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organization’s programs and strategic direction
organization’s financial status
organization’s clients or constituencies
structure of the Board of Directors
individual Board members’ responsibilities
Board’s relationship to the association’s staff
personal interest in serving on the Board
* DISCUSSION *
• Describe the process by which your
association recruits members for its Board
of Directors.
• Are diversity and commonality, as
discussed in the presentation, emphasized in
your association’s procedures?
• What steps could be taken to improve your
recruitment process?
Orientation
Orientation for new members of the Board of
Directors has two intertwining objectives:
1) To inform new Board members about the
organization and its programs
2) To integrate new members into the Board
as quickly as possible
Topics to be Covered in Orientation
• Standard procedures and rules of order used
in Board meetings
• Articles of Incorporation and bylaws
• Contents of the Board manual
• Committee training
• Service area and program training
* DISCUSSION *
Does your association schedule orientation
seminars for its new Board members?
– If so, what is the structure of these orientation
sessions, and how is the content selected? How
could your association improve upon its
orientation agenda?
– If not, design a sample agenda for an
orientation seminar now.
Training the Board of Directors
Timing of the Training Session
• Annually
• Shortly after new members are elected to
the Board
Participation in Planning the Session
• At least the Executive Director and Chair
• Ideally, a Board development committee
• Everyone should preview a sample agenda
Training the Board of Directors
Selecting Topics and Materials
• Base agenda on past Board self-evaluations
• Review contents of the Board manual
• Distribute Board packets (containing the
Board manual, latest organizational
materials, and association strategic plan)
prior to the training seminar
Training the Board of Directors
Sample Agenda, Including Item, Leader & Time
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Welcome and review of agenda (by Board Chair)
Introduction of participants (by each person)
Overview of organization (by Executive Director)
Orientation to Board manual (by Board Chair)
Roles and responsibilities and overview of Board structure
(by Board Chair)
Overview of Board operations (by Board Chair)
Review of strategic plan (by Board Chair)
Administrative activities (by Executive Director and Chair)
Next steps and meeting evaluation (by Board Chair)
Additional Training Tips
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Provide quality and variety
Emphasize continuing education
Create a context for development
Clearly state objectives with measurable
outcomes
• Supply pre-training assignments
* DISCUSSION *
• How often does your association hold
training sessions for its Board of Directors,
and who participates in these sessions?
• What content is included in the training
agenda?
• What could your association do to more
effectively and efficiently train its Board of
Directors?
Aim to Become a “Learning Organization”
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Attend training seminars and conferences.
Provide alternative sources for learning.
Debrief every project and initiative.
Put each person directly into contact with
those who are served by the organization.
• Promote field trips to other organizations.
• Foster an environment of collegiality.
* DISCUSSION *
• Would you describe your association as a
“learning organization,” based on the
criteria presented here?
• If yes, what qualities characterize your
association as a learning organization?
• If not, what is missing from the culture of
your association that would qualify it as a
learning organization?
Successful Teamwork Requires…
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Clear expectations
Context
Commitment
Competence
Control
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Collaboration
Communication
Creative Innovation
Consequences
Coordination
* DISCUSSION *
• How effectively does your association’s
Board of Directors work as a team?
Provide examples of both successful and
unsuccessful teamwork.
• What could be done to improve the way
your Board works as a team, both as an
entire Board and in its various committees?
Tips for Dealing with
Underachieving Board Members
• Use the regular nominating process to
ensure turnover
• Take advantage of opportunities for Board
renewal
• Energize with new projects and assignments
Improving the Effectiveness of the
Board of Directors
To Promote Efficient Board and Committee Work:
• Prepare written job descriptions
• Develop an annual schedule
• Circulate clear and thorough materials
• Maintain clear and accurate meeting minutes
• Keep meetings brief and well-focused
• Ask each member to serve on one committee
• Acknowledge member accomplishments
Improving the Effectiveness of the
Board of Directors
To Encourage Smooth-functioning Committees:
• Prepare written statements of responsibilities,
guidelines and goals
• Assign work based on member expertise
• Distribute tasks evenly
• Create a system of checks and balances
• If possible, assign a staff member to assist each
committee
Improving the Effectiveness of the
Board of Directors
To Ensure Committees Help the Board Do Its Work:
• Assess current committee structure, and adjust to
need
• Draft a job description for each committee
• Choose committed committee members
• Set meeting schedules in advance
• Set term limits for committee members
• Regularly assess committee effectiveness
* DISCUSSION *
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How effective is your association’s Board
of Directors in the following areas?
Board efficiency
Committee functioning
Cooperation between the Board and its committees
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What could be done to make your Board
more effective and efficient in each of
these areas?
Holding Effective Meetings: Use a
Checklist to Measure Effectiveness
Sample Questions (Reply Yes/No, with comments):
• Is an annotated agenda provided?
• Are agenda items appropriate, with adequate time
allocated for each item?
• Do participants come prepared?
• Is the decision-making process defined and
understood by all members?
• Is “sidetracking” avoided?
Board of Directors Self-Evaluation
• Very effective tool for improving the Board
of Directors
• Complete evaluation annually, prior to a
Board meeting
• Distribute assessment to Board for
discussion at Board meeting
• Specificity and suggestions are welcome
Board of Directors Self-Evaluation
Sample Questions (Rate 1 to 5, 1=Poor, 5=Great)
• Board has full understanding of responsibilities
• Board members understand organization mission
• Board regularly monitors and evaluates progress
toward strategic goals
• Board effectively guides operational activities of
staff
• Board receives financial reports regularly
• Board effectively represents the organization in
the community
* DISCUSSION *
• How often does your Board evaluate and
assess the effectiveness of its meetings and
activities, as well as perform a Board selfassessment?
• How helpful are these tools in improving
your Board’s performance? What could be
done to make them more helpful?
• If your organization does not currently
perform these assessments, design sample
evaluation forms now.
Resources consulted for this presentation:
• Earl Anthes. “Board Recruitment and Orientation.” The Nonprofit
Board Book: Strategies for Organizational Success. Revised edition.
Independent Community Consultants, 1985.
• www.BoardSource.org 2006
• Jeffrey Bodimer”Using Training and Development to Motivate Your
Staff.” http://humanresources.about.com 2006.
• “Effective Meeting Checklist.” Association Works, 2006.
• “Evaluating Who Stays or Goes.” The NPT Weekly, 2006.
• Susan Heathfield, “Make Learning Matter: Become a Learning
Organization,” “Ten Tips to Make Training and Development Work,”
and “Twelve Tips for Team Building,” Your Guide to Human
Resources. http://humanresources.about.com 2006
• Carter McNamara. “Basic Guidelines and Sample Agenda for Board
Training Session,” and “Board of Directors Self-Evaluation.”
Authenticity Consulting, LLC, 2006.
http://www.managementhelp.org/boards/brdtrain.htm
Any final thoughts or questions?