A well-functioning board serves as a north star for an organization. It provides strategic guidance, hires the top executive, protects donor’s interests, steers the organization toward a path of long-term financial sustainability and ensures it remains true to the mission. With these critical responsibilities, it is essential to have a committed board; however, it is not uncommon for nonprofit leaders to report that their board struggles with engagement. While there may be many people who are passionate about your mission, not everyone has the capacity to serve as an actively involved board member. Here are nine tips to foster engagement, participation and attendance for your board of directors.
1. Provide a job description
A written job description should outline expectations around meeting attendance, financial contribution, committee participation and the like. Have each board member sign this annually.
2. Create a commitment form
Create a form where each board member articulates in writing how they plan to support the organization for the year. Ideally, they will detail how much they plan to donate, how they plan to support fundraising efforts and the volunteer role they will play. At the end of the year, have the board review their stated commitments as a way to promote accountability.
3. Conduct a board assessment
The executive or governance committee should lead the board in a self-assessment of their performance, engagement and makeup (demographics and skills). Having the board take stock of their own strengths and areas for improvement annually, or at least every two to three years, is a best practice that can prove enlightening.
4. Implement board terms
Board terms are a hallmark of strong nonprofit governance. They offer both the board member and the organization the opportunity to assess whether the role continues to be mutually beneficial. A board member’s capacity could change, as could the needs of the organization. The end of a term can provide the organization the opportunity to recruit the next generation of leaders. Some boards offer a resting period to board members in good standing. For example, after two three-year terms, a board member would retire from the board with the option to rejoin, pending a vote, after one year. In the meantime, they could participate as a committee member or in another volunteer role.
5. Consider a sustainer, alumni or advisory board/association
These are great options for those who want to support the organization but cannot commit to the requirements of board members. Make sure to provide a clear description of expectations (meetings, donations, events, communications, ability to influence organizational decisions, etc.) to which the board and staff can reasonably commit. Before implementing, strongly consider the bandwidth to manage this group. It could be as simple as one special year-end townhall or recognition on your website, newsletter and/or gala.
6. Determine the best type of meeting for your board
Consider whether in-person board meeting attendance is a requirement, a nice to have or not essential. Virtual meetings will likely increase participation, but they may feel disjointed if some are attending in person and others are virtual.
7. Adopt a virtual meeting policy
Adopt a virtual meeting policy that requires members to notify the Chair and CEO in writing prior to each meeting if they are unable to attend in person or at all. The policy should encourage that virtual attendees remain on camera and stay engaged.
8. Strategically plan board meeting times
Ensure your board meeting times and locations are reasonable for those with young children and 9-5 jobs. If someone doesn’t attend regularly, consider asking if the board meeting time and location is a barrier. If not, ask what barriers prevent them from attending in person.
9. Track board meeting attendance
Create a spreadsheet in which board member meeting attendance is tracked and distribute it with meeting minutes each month to promote accountability.
If you would like to talk more about tips to foster board engagement, creating board committees, board succession planning or other nonprofit board topics, reach out the PNC Institutional Asset Management’s® Nonprofit Strategy and Solutions Group at IAMNonprofitStrategy@pnc.com.
