Training Module 5: Part B The Board of Directors – Recruitment, Training & Effectiveness

1. Training Module 5: Part BThe Board of Directors – Recruitment, Training & Effectiveness Presented by the Southern Early Childhood Association

2. Topics to be Presented… • 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

3. The Recruitment Process This process should emphasize two seemingly contradictory characteristics: • Diversity • Commonality

4. Diversity in Recruitment • Diversity in member demographics • Diversity in member linkages to different communities and groups • Diversity in member expertise

5. Commonality in Recruitment • Commonality in Board members’ belief in the association’s mission and essential values • Commonality in Board members’ commitment to give time to the organization

6. Prospective Board Members Should Ask Questions about the… • 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

7. * 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?

8. Orientation Orientation for new members of the Board of Directors has two intertwining objectives: • To inform new Board members about the organization and its programs • To integrate new members into the Board as quickly as possible

9. 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

10. * 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.

11. 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

12. 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

13. Training the Board of Directors Sample Agenda, Including Item, Leader & Time • 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)

14. Additional Training Tips • Provide quality and variety • Emphasize continuing education • Create a context for development • Clearly state objectives with measurable outcomes • Supply pre-training assignments

15. * 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?

16. Aim to Become a “Learning Organization” • 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.

17. * 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?

18. Clear expectations Context Commitment Competence Control Collaboration Communication Creative Innovation Consequences Coordination Successful Teamwork Requires…

19. * 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?

20. 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

21. 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

22. 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

23. 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

24. * DISCUSSION * • How effective is your association’s Board of Directors in the following areas? Board efficiency Committee functioning Cooperation between the Board and its committees • What could be done to make your Board more effective and efficient in each of these areas?

25. 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?

26. 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

27. 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

28. * DISCUSSION * • How often does your Board evaluate and assess the effectiveness of its meetings and activities, as well as perform a Board self-assessment? • 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.

29. 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

30. Any final thoughts or questions?