To Committee or Not to Committee

Are you feeling frustrated about your organization's committees? Are the meetings chaotic, unproductive, or simply non-existent? Do you struggle to find enough volunteers to reach critical mass? Does the fundraising committee fail to raise money, the nomination committee fail to recruit, and the personnel committee fail to effectively evaluate your executive director?

If so, stop wasting time and start streamlining your committee structure:

• Eliminate most of your standing committees. Maintaining inactive and unproductive committees is foolish, time-consuming, and can lead to staff and volunteer burnout. Use committees only when it is clear the issues are too complex or too numerous to be managed by the full board.

• Creative specific time-limited task forces and ad hoc committees. Your board members and volunteers will feel much more motivated signing up to work on projects with defined goals and deadlines, rather than on a standing committee with a vague purpose and no end in sight. Tasks can include evaluating programs, reviewing marketing plans, updating personnel policies, and planning special events.

• Make fundraising a job for the full board. Providing adequate resources is first and foremost a board responsibility; effective fundraising is an important measure of the board's capabilities and commitment. Yet most board members shy away from soliciting donations, and few are willing to join a fundraising committee. The best way to get every board member to fundraise is to make this a core function of the whole board.

• Recruit skilled volunteers who are not board members. Each committee should have a critical mass of at least five people: two board members, the appropriate staff member - and committed non-board members with relevant expertise.

• Schedule effectively and efficiently. Use email and online bulletin boards for progress reports; schedule meetings for strategic planning, decision-making, and assignments. Establish a timed agenda, stay focused, and make sure your meetings last no longer than two hours - after that, no one attending will be paying much attention or at their best.
  

Two permanent committees are essential:

1. The Finance Committee is charged with ongoing financial oversight. This includes developing projected budgets, tracking actual spending vs. the budget, looking at cash flow, overseeing insurance coverage, assessing salaries and benefits, and reviewing financial policies.
   
2. The Governance Committee is responsible for the health and functioning of the board, as well as maintaining a good board/staff relationships. This includes determining what skills are required on the board, recruiting new board and committee members, recommending a slate of officers, orienting new members, reviewing and updating organizational policies, assessing the board's work, organizing board retreats, and conducting an annual executive director performance review.

There is no one correct model for a nonprofit committee structure. What your organization needs to further its mission is dependent on your organizational culture, its size and budget, and how long you've been around. Plus your needs will change as your nonprofit grows and evolves. Be thoughtful and creative as you assess what functions and what doesn't, and establish a committee structure that will truly work for your organization.

"Tis the Season to Recruit

Your Board of Directors is the heart and soul of your nonprofit organization - carrying the responsibility for prudent fiscal management, overseeing programs that fulfill your mission, and defining organizational focus. Yet many nonprofit boards operate with woefully small numbers, or with members ill-suited to the required tasks.

Is your board at full capacity? Does everyone show up to meetings? Do you have the expertise - and the energy - you need from the group? Here are some tools for strengthening your board with board recruitment that is constructive and organization-appropriate:

• Establish a process: Review and update your board job description annually (or be sure to create one if it doesn't exist). Create a job application form that asks pertinent questions for prospective board members. Be sure to develop an annual timetable for board recruitment - and stick to it.
  

• Have a full board at all times: Providing adequate resources (staff, volunteers, funding, in-kind donations, energy) is first and foremost a board responsibility. A small board translates into a much smaller circle of contacts, lacks the critical mass for sustaining enthusiasm, and leads to board burnout.
  

• Make your search ongoing: Be on the lookout for new members year-round. Consider dedicated volunteers and donors, involved clients, and important community contacts. Keep a list of possibilities. And advertise: put a regular notice in your newsletters and emails saying you are looking for board members who are passionate about your work.

• Do an honest assessment of your current board: Does the membership reflect the demographics of your community and clients? What kind of expertise do you lack? Use your assessment to identify priorities for new members.

• Be truthful about the job: Tell your prospective board members that the job involves more than just showing up at an occasional meeting. Far too many nonprofits deliberately underplay the level of commitment involved.

• Recruit outside the box: Traditionally, boards have looked for lawyers, financial people, donors, or prominent community members - yet these folks are often better as pro bono volunteers on a committee, advisory council, or specific project. Look instead for a mix of generations, geography, and community connections. Find folks who fit your unique organizational culture. Above all, you want someone who will be a team player, is passionate about the work of your agency, and will actually show up for meetings.

These days, nonprofits find themselves so strapped for funding that they rush to recruit folks who are wealthy - yet everyone can learn to fundraise, but not everyone has the temperament or time to do the important work required of a board member. And nonprofits are often so desperate for board members that they'll take anyone with a pulse - yet it's essential to put as much time and planning into choosing a board member as it is with an employee.

Get the board that you need and deserve - with a board recruitment process that is creative, organized, thoughtful, and ongoing.

Overcoming the Fear of Fundraising

It is the legal responsibility of every nonprofit Board of Directors to ensure that their organization has the resources to fulfill its mission - and that means fundraising. Yet those who recruit new members often fail to mention this for fear of scaring people away. And board members frequently become paralyzed when asked to do their part to raise money in the one manner that is the most efficient and cost-effective: asking donors directly for contributions.

Here are the most common fears people have - and some suggestions about how to address them:

• Fear of rejection: First of all, you're going to be turned down;on average 50% of good prospects will give - but note that this means on average 50% do contribute! Your job is to know that being turned down has nothing to do with you personally. When people choose not to give, they do so for many reasons - but it does not mean that you are a bad person or that they hate you.

• Fear of failure: It's important to change your definition of success in fundraising. Success is how many times you ask. And if you make all your asks, you get an A+.

• Fear of looking stupid: No donor will expect you to know everything. And when someone asks you a question you can't answer, say "That's a great question - thanks for asking! Let me talk with the Executive Director and get back to you." You can also approach the donor with a knowledgeable partner (staff or board).

• Fear of alienating friends: Have you ever lost or damaged a friendship because of a charitable request? If you make your asks with integrity (and without blindsiding your friends unexpectedly), they may or may not give, but they will not disinherit you. Give them an out: "If you choose not to participate, that's OK: we'll still be friends. But I sure hope you can help."

Fundraising is not about your feelings - it's about the donor. Just as you feel good when you make a charitable donation to a cause you care about, you are giving the donor an opportunity to feel good. It's not about begging or hounding people - rather it is about facilitating a fair exchange where donors give one thing of value (their money) in exchange for another thing of value (the good work of your organization). And it's not just about money - it's about building sustained relationships.

Your job is to reach out with integrity - speak with passion about your agency's mission, make a clear case, listen carefully, and invite the donor to become involved. There are strategies and techniques but they are far less important than the one quality you need to be successful: your passion for the mission.

So kick yourself and your fears out of the way and let the cause talk. Your job - and it is indeed an honorable one - is to get out there and raise the money your agency needs to do its good work.