board development – Page 7 – The Healthy Non-Profit

Dear board volunteers . . . accountability should be a two way street

May 20, 2013 erik Board development, Board governance, volunteers

DonorDreams blog is honored to be hosting the May 2013 Nonprofit Blog Carnival. The theme this month is “Dear board volunteer . . .” and the idea is “If you could write an anonymous letter to a nonprofit board about something they do that drives you crazy, what would that letter look like and what suggested solutions would you include?” If you are a blogger and would like more information on how to participate and submit a post for consideration, please click here to learn more.

I wanted to expand the Nonprofit Blog Carnival concept in May. So, I reached out to real non-profit people and asked them to also write an anonymous letter to their board volunteers. These folks are executive directors, fundraising professionals, board members, donors, community volunteers, consultants and front line staff. I promised everyone anonymity in exchange for their submissions.

We will celebrate May’s Nonprofit Blog Carnival on Wednesday, May 29, 2013. In the meantime, I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Here is today’s letter:

Dear Board volunteers . . .

I write to you today with a heavy heart, as it was my hope & aspiration to lead your organization for the rest of my working life. I’m still a bit in shock, as releasing me from my obligations to the organization and the community was the first time I saw you do something together as a group. Please let me explain.

I was hired to do a job, but really to lead. I asked years ago if you were ready to lead together – board & staff leadership – and bring the organization to a place where we could serve more people and be a true community asset. You said yes. I asked if you were ready to provide your time, talent and treasure to the effort & cause. You said yes. I asked what I could do to help you achieve these goals. We agreed on those things and moved forward. Or so I thought.

We spent a lot of time talking about what that meant. Hours, days, weeks months talking about board & staff roles. During this time, we increased services while we debated about who, what, where and how we should do things, while reducing income. We spent much time aiming at the target, but no time pulling the trigger. The organization kept growing serving. Promises of increased involvement ensured, but never materialized.

There were some of you who wanted to help. People joined the board on the promised of fulfilling that mission and making a difference. Once they saw the lack of accountability within the group, the lack of action and poor leadership, they left. They may have had “extenuating circumstances” and “life events” that prevented them from serving on the board, but they were honest with others in the community when they said “I just didn’t want to sit around a table with people who wanted to talk more about something rather than doing it”. Those that remained promised more time or to complete tasks, but when those things didn’t happen, they were never mentioned. There was no accountability.

I did everything I could do. I brought in consultants, both from our national affiliate, state experts and local leaders. Time and time again they stated the need for board members to be active, engaged and supportive – both with talent & treasure – and for follow through on tasks. We would agree, sign covenants and job descriptions, and look each other in the eye and agree that we would hold everyone accountable. But those things never happened. I thought if I worked harder, the job would get done, and you’d be motivated to work hard too.

When the staff finally had enough, and told you so, you looked for the one place everyone could agree was at fault – your CEO. It must be the head cheese, after all, he’s got all the tools and makes all the decisions. If things aren’t getting done, it must be their fault.

I realize that boards never fire themselves. I realize that a change in leadership – whether in a political arena, business or sports – is needed sometimes to start over. However, without you co-leading the organization, they’ll be set up for failure as well. Sometimes drastic changes are needed; are you ready to make those changes with the board as well?

I wish you the best as you provide the services our clients desperately need.

Sincerely,
Your former CEO

If you have some advice for the author of our anonymous letter, please share it in the comment box at the bottom of this post in a respectful manner. If you want to submit an anonymous letter for consideration this month, please email it to me at the address in your signature block below.If you are a blogger looking to participate in this month’s Nonprofit Blog Carnival and want to learn more, then please click here.

Here’s to your health!

Erik Anderson
Founder & President, The Healthy Non-Profit LLC
www.thehealthynonprofit.com
erik@thehealthynonprofit.com
http://twitter.com/#!/eanderson847
http://www.facebook.com/eanderson847
http://www.linkedin.com/in/erikanderson847

Dear board volunteers . . . Please join for the right reasons.

May 17, 2013 erik Board development, Board governance, volunteers

We will celebrate May’s Nonprofit Blog Carnival on Wednesday, May 29, 2013. In the meantime, I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Here is today’s letter:

Dear Board volunteers . . .

I have served on this Little League board for 5 years. In these 5 years, I’ve seen many board members come and go. I feel to have an effective board, members should serve at least two consecutive terms. The first term will be a learning curve and in the second you will be aware of what needs to get done. You will be in position to take a new member “under your wing” and continue to improve the board.

In the past 5 years, I have seen 80% of board turnover in member who were “one and done”.

I know sometimes life just happens (e.g. change in job, kid does not play baseball anymore). However, a majority of the board member were on it for the wrong reasons from the start.

In one example, board members applied for the post season all-star manager job. Their kid had never made the all-star team and by all indications should not have made in that year. Luckily, as a board, we voted another candidate to the position. So I ask, why did you go out for the board? What were your intentions?

Another person had a daughter of age who could work in the concessions. The Mother had applied to serve on the board even though she did not have a child in the program. When the season started and all of the previous year’s concession workers returned, there were no jobs for her daughter (but she was placed on the wait list). The Mother quit the board. Again, why did you really join the board? What were your intentions?

This is my point . . . the purpose of any volunteer, non-profit board is focused on the good of the many and not the few. The league is about all the player, workers and officials, not your kid and your agenda.

There are so many ways to contribute, which will show your kid the art of giving back and make the organization better over all. If you’re a handy person, there is always something that needs to be fixed or repaired. If you are a great sales person, you can sell raffle tickets for the cash drawing on opening day. If you have a connection with a food supplier, we are always looking for ways to cut costs and increase revenue.

So, I will end with this……….make this season about the league. Make it the best league in the country. Work as a team. The bylaws are clear. You don’t need to reinvent the league . . . just refine the small stuff.

Sincerely,
Casey at Bat

If you have some advice for the author of our anonymous letter, please share it in the comment box at the bottom of this post in a respectful manner. If you want to submit an anonymous letter for consideration this month, please email it to me at the address in your signature block below. If you are a blogger looking to participate in this month’s Nonprofit Blog Carnival and want to learn more, then please click here.

Here’s to your health!

Dear board volunteers . . . please speak up at board meetings

May 15, 2013 erik Board development, Board governance, volunteers

We will celebrate May’s Nonprofit Blog Carnival on Wednesday, May 29, 2013. In the meantime, I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Here is today’s letter:

Dear Board volunteers,

First of all, thank you for your service and time. Your commitment is invaluable to the organization and helps us push forward in achieving our mission.

As your Director, I work hard to implement your strategic plan, vision and goals. I am grateful that you have outlined a clear strategic plan, and chart of work with measurable objectives so I know your priorities are and what areas you want me to focus on.

Having said that, I would ask that we could work to clarify the best way to communicate.

As you know, putting together a board means bringing together a group of people with different ideas and experiences. It is very difficult to manage requests from each of you to focus on a project, a lead or an idea that each might have.

The strategic plan and my chart of work was outlined and clearly defined in order to ensure that we are on the same page and we are working towards meeting strategic goals to move the organization forward. Once we leave a board meeting, it is not helpful for board members to contact me and give me all of their thoughts and strong feelings on a topic that was covered in a meeting — a meeting at which they sat silent.

I can appreciate how intimidating some of the group norms can be in a board of directors setting; however, it is each person’s responsibility to provide his/her input and contribute to the conversation and ultimately the decision.

On another similar note, as each board member has their own opinions and areas of interest, it is important that the board provide the director guidance as one voice.

For a moment, please imagine having a dropper filled with water, and 23 different cups. If that dropper must put a drop in each of the 23 cups, there is little impact towards filling the cup; however, if there are perhaps three cups, the little dropper makes much more of a difference in filling the cup.

It is critical that the board stick to the agreed upon strategic direction and a measurable work plan for the Director.

Thank you for understanding.

Sincerely,
The CEO who is NOT kicking stones in the parking lot after meetings with their board volunteers

If you have some advice for the author of our anonymous letter, please share it in the comment box at the bottom of this post in a respectful manner. If you want to submit an anonymous letter for consideration this month, please email it to me at the address in your signature block below. If you are a blogger looking to participate in this month’s Nonprofit Blog Carnival and want to learn more, then please click here.

Here’s to your health!

Dear board volunteers . . . I’m sorry about so very much!

May 14, 2013 erik Board development, Board governance, Donor-centered fundraising, Fundraising, volunteers

We will celebrate May’s Nonprofit Blog Carnival on Wednesday, May 29, 2013. In the meantime, I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Here is today’s letter:

Dear Board Members,

Over the last several years, we have accomplished much together. Our budget has nearly tripled, we serve nearly twice as many youth, and the community recognizes us as an effective and trustworthy not-for-profit. Despite our great successes, we certainly could have done more.

Rising short of our full potential, there are some things I need to share with you.

First, I am sorry that many of you came on the board and were not adequately engaged in the work of the board. Far too many of you just simply coasted along without more regular contact from me or the board leadership team. We wasted your potential.

Second, I am sorry that so many of you were not more thoroughly cultivated before you were brought on board. Far too many of you needed to be exposed to the message and the mission before you were brought on board. We didn’t stoke your passion and develop your commitment near enough.

Third, I am sorry that many of you were brought on board (and this is really hard to say) and never should have been invited in the first place. Too many times, we were bringing people on who just lacked the connectedness within our community. Too many times we were bringing people on who lacked the passion, lacked the ability to work as a team, or lacked the wisdom of life that could make all the difference. We brought you into a situation that set you up for failure.

Fourth, I am sorry that we have not committed enough time to exploring and understanding the board-staff relationship. The challenge of making sense of this complex relationship demands that we spend more time researching and examining best practices, adding to our wealth of knowledge and molding a strategic direction. We owe it to ourselves, our organization, our donors and our members, to become the most effective team possible. To date, we continue to find our “sweet” spot. We need to do more.

Lastly, I look forward to our coming years together. Like the members we serve, we have great potential for growth. So much has been done in such a short time. So much more needs to be done.

Let’s move forward having learned from our recent success, striving to realize our full potential.

Most Sincerely,
I’m sorry . . . so very sorry!

Here’s to your health!

Dear board volunteers . . . please do a better job with your recruitment efforts

May 13, 2013 erik Board governance, Fundraising, volunteers

We will officially celebrate May’s Nonprofit Blog Carnival on Wednesday, May 29, 2013. In the meantime, I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Here is today’s letter:

Dear Board Volunteers,

Why ME?

After years of on again, off again volunteer work in the community, I was recently asked by a local not-for-profit to be a part of their resource development committee. Planning, strategizing and fundraising have always been kind of a natural for me, so I eagerly accepted the challenge. And what a challenge it turns out to be…

Getting involved with the organization was enlightening. I met a lot of great people who had many terrific ideas. There seemed to be an early interest from the RD committee in meeting and discussing these ideas, although it became readily apparent that the follow through was a bit lacking. It also became apparent to me that there are several types of people, or bees, that flock to the not-for-profits: Executive bees, Worker Bees, and Busy bees.

Now some explanation: The Executive bees, or E-bees are the the group of power brokers that get involved with the not-for-profits. These are people in the community that have influence, wield formal authority, and are typically respected by their peers and fellow board members. The E-bees guide or drive policy, typically bring some fundraising ability to the table, but aren’t going necessarily roll up their sleeves and get their hands dirty. They definitely bring value to a not-for-profit.

So, the Worker bees, or W-bees, are still respected by their peers, this is the group that will roll up their sleeves and get their hands dirty. Want to be able to spot a W-bee in a crowd? It’s not too tough. Go to the next big event. Look for the board members that are setting chairs or moving tables. Take a picture of the board member walking around selling the raffle tickets at the event. I’ll bet that you just found yourself a Worker bee. Don’t worry, these are helpful bees to have around, in of course the right mix.

Now the Busy bee, or B-bees, are are interesting creatures, and they can be a little harder to identify. B-bees, like the name implies, kind of roll around and oftentimes wind up in the mix with the E-bees and W-bees. Often, they feel that they may have influence when in fact they have very little. They may talk a good game, but their lack of follow through and lack of willingness to commit doesn’t make them a very good Worker bee. B-bees like the activity found in the rest of the swarm but aren’t necessarily going to bring much to the table. It has been my experience that Busy bees are responsible for the flurry of inactivity that occurs in not-for-profits. Be careful when dealing with a Busy bee, because like all bees, they still have stingers. And because of their lack of focus on the real issues at hand, they are always slightly more inclined to use those stingers than the E-bees or W-bees. These bees often bring little to the hive and can be more bother than they are worth

OK, so why all the bee analogies? Simple. In order for not-for-profits to be successful, here has to be a healthy synergy with a good mix of the right type of volunteers. People all have to work together. And there has to be the right mix of people to make all of that happen. Like a beehive. Ultimately, of course, it the responsibility of the Board and the Executive Director to ensure that brought proper board development brings the right mix of volunteers together.

Recently, one of the current board members met with me and explained that there had been some transition, and that there several vacancies on the board. He was very excited to meet with me, and after only a few short minutes of conversation asked me “would you like to be on the board?“

I smiled and asked if he was serious. I didn’t ask because because I was flattered by the offer, but because I was so taken back by the way he asked me. This was a Worker bee, who is very involved, very well intended, but had put no thought into why he asked me.

When I asked him why he was so interested in recruiting me he said that it was because: 1) he liked me and 2) he liked some of the work I had done on the resource development committee. I cringed. This, I thought, is the exact reason that the board is in the trouble that it is in.

Boards and execs must make board development a number one priority. There has to be a defined methodology to volunteer recruitment, and it has to have a basis beyond choosing friends and picking the “nice guys”.

Pick a strategy and pursue it.

How many E-bees should your board have? How many W-bees does the board need? Fundraising should be a key component to choosing board members. If prospects can’t fundraise, they may be better served working the beverage cart at the next golf outing. How will you deal with the Busy bees? Does your board have the stomach to truly self-evaluate, and then ask its members annually why they are there? If not, be prepared for a hive full of Busy bees, and be willing to accept the problems that B-bees bring.

When new members are solicited, tell them why they were chosen. It may be their ability to raise money, their position in he community, or their exceptional skills as a Worker bee. By identifying and sharing their desirable traits, you’ll make the board and volunteer recruitment process much easier. Volunteers and board members will have a defined sense of purpose.

Most importantly, you’ll never put a volunteer in the position of asking themselves “Dear Board, why ME?”

Sincerely,
The Honey Bear of Volunteers

Here’s to your health!

Dear board volunteers . . . digging in your heels doesn’t help us!

May 10, 2013 erik Board development, Board governance, organizational development, volunteers

We will celebrate May’s Nonprofit Blog Carnival on Wednesday, May 29, 2013.

I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Here is today’s letter:

Dear Board Members,

We have spent the last six months discussing board member responsibilities, attributes and expectations. We agreed in today’s climate, a healthy, engaged and responsive board is the foundation for sustainability. In order for our organization to thrive and grow, a new kind of board leadership is a must. Clear expectations were defined, a Governance Committee was established.

Now as we are in “ execution” phase, there appears to be push back on the direction of the board, its structure and responsibilities.

Honestly, this is so so frustrating and am wondering why we (the board & me) spent six months developing a plan when there was no intention of using it. This type of behavior is probably why you have had three Executive Directors in the past four years.

I am committed to raising board engagement to a higher level and creating a meaningful board membership experience but I need your help. If we truly want to impact the lives of the children we serve, we must change. We have the right mission for the right reason, let’s not let our kids down.

I know that change is not easy, but we need to push forward towards a solution. Here are just a few simple suggestions that I have:

let’s move a few of our more resistant board volunteers off of the board and onto another task force or advisory council,

let’s shake up our board leadership,

let’s add a few fresh faces by recruiting two or three new board volunteers, and

let’s find a donor who is willing to make a challenge gift that is tied to implementation of our original plan.

Sincerely,
G. U. Dummie

If you have some advice for the author of our anonymous letter, please be respectful and share it in the comment box at the bottom of this post.

Here’s to your health!

Dear board volunteers . . . I can’t do this all by myself.

May 9, 2013 erik Board development, Board governance, Fundraising, Planning, volunteers

I wanted to expand the Nonprofit Blog Carnival concept in May. So, I reached out to real non-profit people and asked them to also write an anonymous letter to their board volunteers. These people are executive directors, fundraising professionals, board members, donors, community volunteers, consultants and front line staff. I promised everyone anonymity in exchange for their submissions.

We will celebrate May’s Nonprofit Blog Carnival on Wednesday, May 29, 2013.

I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Here is today’s letter:

Dear Board Volunteers:

First, let me say that I truly appreciate all the time, talent and treasure you give to our organization each year. That said, I must air my concerns regarding some practices that I see as undermining the functioning of our board and the ultimate success of our committees and fundraisers.

We have board committees designed to do work outside of the board meetings and then provide a written report to include in our board packet for review/approval at meetings. These committees are not functioning according to their design and reports are not being completed or submitted. As a matter of fact, few committees are even meeting unless I force the issue. Then I must type up the notes and follow-up on what is to be done.

New board members are learning the wrong way for committees to function. We developed the committee structure through a well thought out process….let’s use it.

You are all aware that we do not have a development person. So, it falls to me or the office manager to complete the tasks that you do not. While I understand that you are all busy, each committee chair could recruit community members to help with their committee. You can delegate and assign work to those folks. You can also check on your committee members completion of assignments.

Call/email/text your committee to stay in touch and remind them of their commitments. Get the job done!

When I am doing committee work, I am not doing the following:

writing grants,

completing billing or grant reporting,

marketing the agency, or

managing our staff and programs.

My job requires 50 hours a week to just keep my head above water. When I take on these other tasks, I am drowning.

I have no problem putting in the 60-70 hour weeks just before a fundraiser, but I cannot do this week in and week out in order to balance my every day responsibilities and those of the various committees. We need to work together to ensure the success of our organization.

With each board member renewing their commitment to their chosen committees, we can guarantee the success of each committee and fundraiser, so please do your part.

Let’s start this year with a great attitude and renewed motivation.

Sincerely,
One sleep deprived exec

Here’s to your health!

Dear board volunteers . . . There is no “I” in board.

May 8, 2013 erik Board development, Board governance, organizational development, volunteers

We will celebrate May’s Nonprofit Blog Carnival on Wednesday, May 29, 2013. In the meantime, I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Here is today’s letter:

Dear Board Members,

I am thrilled that you hired me as your Execute Director and entrusted me with developing this organization and moving us to the next level. It remains an exciting opportunity for all involved.

I have one little request to make: please let me do my job without fear that you’ll undo the things I’m attempting to put into place. It becomes difficult when I begin initiating policies/procedures and practices that received BOD approval only to discover that there are conversations that occur outside the Boardroom that derail activities that are under way.

It would also be helpful if each of you could remember that just because you have an idea or you have a strong reaction to something, you don’t necessarily get to have your way or make unilateral decisions. We have processes for decision making within our bylaws and they are there for a purpose.

Board meetings and committee meetings are venues for dialogue and discussion. If you disagree, speak up so that you are heard. If you oppose a decision, please respect your colleagues on the Board and honor the group decision. If you continually find yourself in disagreement with your colleagues on the Board, perhaps it is time to resign. It could be a sign that your job as a Board member is now done.

Sincerely,
New-to-the-party Patty

If you have some advice for the author of our anonymous letter, please be respectful and share it in the comment box at the bottom of this post.

Here’s to your health!

Dear board volunteers . . . Discover your case for support.

May 3, 2013 erik Board development, volunteers

I wanted to expand the Nonprofit Blog Carnival concept in May. So, I reached out to real non-profit professionals and asked them to also write an anonymous letter to their board volunteers. These people are executive directors, fundraising professionals, board members, donors, community volunteers, consultants and front line staff. I promised everyone anonymity in exchange for their submissions.

We will celebrate May’s Nonprofit Blog Carnival on Wednesday, May 29, 2013. Up to that fun-filled day, I will publish real anonymous letters every day from real non-profit professionals right here at DonorDreams blog.

I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Today’s anonymous letter is a little different from Wednesday and Thursday’s submissions. This contributor decided to take on the persona of the iconic advice columnist Dear Abby.

Here is today’s letter:

Dear Abby,

It seems like every time I need a board member to do something really important, they have a conflict, are too busy, or are uncomfortable with the task. Please help!

Sincerely,
Hoping for Change

Dear Hope,

On a summer evening two years ago, I received a call from one of our staff letting me know that a 17-year-old boy, named John had come to the Club after hours looking for help. John, who was in foster care and has cognitive disabilities, had an argument with his foster mother and she kicked him out of her car on a busy road. John was totally alone, but he found his way to the one place he knew was safe – the Boys & Girls Club.

The Club staff called John’s “in case of emergency” contacts to no avail. His foster mother refused to pick him up, his caseworker was busy. As I received these updates, I became acutely aware of the life my own two children were living. It was after dinner, I was reading them stories, our house had just been professionally cleaned. I began to cry as I thought about the stark contrast between my own children’s life and the life of this most vulnerable boy.

This could have been the day I decided my work was too depressing. Thankfully, this moment became a turning point for me. This is when I realized that what I do is more than just a job. Although, I wasn’t there to open the door for John that night, I knew that I had the power to open a door for others like him. Not only do I owe this to “those” kids, but to my own kids. I owe it to them to do everything in my power to make sure that they do not have to live in a world where a vulnerable child who is left on a busy street at night has no place to turn. This is what I think of when I have too much on my plate, or am uncomfortable with the task ahead of me.

I tell you this story not to sadden you, but rather to shake your board into finding their story.

What is their motivation for being involved? Too often, I hear from board members that they are too busy to attend meetings, have too much on their plates, or are uncomfortable with fundraising. These are frustrating comments to hear – especially as I think about John. In order to be successful as a board member, one must find the story that will motivate them to serve, even in the most difficult of circumstances.

The good news is John still finds his way to the Boys & Girls Club everyday. He is living in a group home with other young adults who have disabilities. He is now a Club volunteer and loves spending his time helping staff maintain the technology labs. The Club is a family for John, but the Club staff and kids also think of John as a part of their patchwork family.

I hope your board has the opportunity to one day find their story. It will change their lives and the lives of many others. When this story is found, the job of a board member becomes more than a series of meetings and tasks. It will be the catalyst for a better, more purposeful life for those you serve and those you love.

Sincerely,
Mission-focused Mary

If you have some advice for the author of our anonymous letter, please be respectful and share it in the comment box at the bottom of this post.

If you want to submit an anonymous letter for consideration this month, please email it to me at the address in your signature block below.

Here’s to your health!

Dear board volunteers . . . Stop joining other boards!

May 2, 2013 erik Board development, volunteers

I hope you enjoy this real look at real issues that our community deals with on a daily basis.

Here is today’s letter:

Dear Board Member:

HOW MANY Boards can you sit on? Please STOP!

Please consider where you want to spend your energy! I love that you care about this community but sitting on five non-profit boards doesn’t help us and can’t be easy for you.

I recognize your service and your time, but what I am asking for is can I get your energy? Is your energy at optimal level when you come to meetings? Are you out in our community with passion and energy advocating for our mission? Do you have energy to keep up on all the minutes, meeting notes, financials etc. that are critical for governance for all those boards?

I need you to be our Champion. Our Board of Directors needs to be made up of Champions who can advocate and invite others into our mission without being conflicted by other areas of service. We need your talent and energy at every meeting, in every interaction, your engagement is critical to our success.

Now, I’m not asking for you to give all your work up, I am asking you to choose which mission you want to serve, which board can you choose to serve with passion, which can you in all interactions advocate and champion energy. Which can you truly be a Champion?

Our cause and other non-profits’ causes are too big and too important to just have a person’s time, and too critical to have just a fraction of that time. “Energy, not time, is the fundamental currency for high performance.”

We want your dedicated time with the energy to be a CHAMPION so we can successfully serve our mission.

Sincerely,
The Executive Director in any Med/Small Market

If you have some advice for the author of our anonymous letter, please be respectful and share it in the comment box at the bottom of this post.

If you want to submit an anonymous letter for consideration this month (and you’re a donor, volunteer, staff member, board member, and NOT a blogger), please email it to me at the address in your signature block below.

Remember, bloggers are encouraged to blog about this theme and submit their post for consideration at the Nonprofit Blog Carnival. Bloggers can click here for more info about that process.

Here’s to your health!