Training Module 5: Part B

The Board of Directors

Recruitment, Training &
Effectiveness
Presented by the
Southern Early Childhood
Association

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

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 associations mission
and essential values
b. Commonality in Board members
commitment to give time to the
organization

Prospective Board Members Should

Ask Questions about the
1. organizations programs and strategic
direction
2. organizations financial status
3. organizations clients or constituencies
4. structure of the Board of Directors
5. individual Board members responsibilities
6. Boards relationship to the associations
staff
7. 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 associations
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 selfevaluations
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

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

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
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
Clear
expectations
Context
Commitment
Competence
Control

Collaboration
Communication
Creative
Innovation
Consequences
Coordination

* DISCUSSION *
How effectively does your
associations 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 *

How effective is your associations

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?

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 SelfEvaluation

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 SelfEvaluation

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 self-assessment?
How helpful are these tools in
improving your Boards 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 BodimerUsing 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 SelfEvaluation. Authenticity Consulting, LLC, 2006.
http://www.managementhelp.org/boards/brdtrain.htm

Any final thoughts or

questions?