Trustees Archives

Six steps to creating a high-performing board and board culture

June 5, 2017 by Sara Jane Lowry

A high-performing board is an entity nonprofits dream of having. Is your nonprofit’s board of directors living up to expectations? And, are your expectations appropriate for them?

When staff and board leadership are disappointed in their board’s performance, it’s often because they have not made their expectations clear – particularly in fundraising. High-performing boards build a culture that everyone works within and understands. What’s yours?

High-performing boards have a strong board culture

When there is a reluctance to truly share the culture and expectations of board members during the interview process, you know that you are setting up a culture that won’t serve you well. I’ve heard about why from governance committees: Fear. Fear that a potential board member will be scared away. But in worrying about scaring them off before they join, you’re forgetting one very important factor. And that factor is the passion they feel for your sector. And that they believe you have the solution to an important community issue. But, that’s just the beginning. A strong board culture includes:

sharing a set of values that includes doing the right thing for the right reason,
encouraging questions and avoiding “group think,”
being willing to challenge management when making strategic decisions.

Therefore, to build a high-performing board of directors, you must be intentional with whom you choose. Start with how you present the opportunity and responsibilities, from the earliest stages of the recruitment process.

Ensure the nominating committee is considering your nonprofit’s unique needs at this point in its organizational development.

I’m not a big supporter of a board “matrix” in governance recruitment, unless it focuses on whether they can help you achieve your strategic goals over the next 2-3 years. For most nonprofits, fundraising is a constant need. So your matrix can include networks you’re trying to reach into, new partnerships, leadership skills, or special talents that help you achieve mission. Be careful in assigning skills to your matrix – if you need a financial person because you’re trying to figure out your earned revenue model, make sure it’s one that has skills in that specific area, and that they really want to help you figure that out.

Talk through responsibilities – including fundraising – during first meeting with potential board members.

You should have written statement of roles and responsibilities, They should include expectations for engagement, giving and fundraising. Other questions include: are board members also expected to participate in events? Attend a certain percentage of meetings? Serve on committees or task forces? Talk through each of these points with potential members so expectations are well-defined.

Explain the three legs of good governance: fiduciary, strategic, and generative.

Many boards get stuck in the weeds of fiduciary oversight of your assets. Get a board treasurer they trust to report out on the important stuff. Make sure you’re looking at funding diversity and sustainability (see my post on financial sustainability). Strategy, the second leg, includes setting priorities for your organization, developing and improving various strategies you’re using to meet your mission, and then monitoring their performance. This is often delegated to staff to monitor with very little board oversight. Spend at least 20 minutes of your board meeting on strategic discussion. The third leg of good governance is generative: not just doing work better; but ensuring your organization does better work. Generative thinking includes probing assumptions held in how you decide things, and living the organizational values that should be driving strategy and tactics. Generative mode is often where board members spend the least amount of time, and yet that’s where real governance truly happens. It’s how you make leaps forward. Remember, boards exist to supplement management expertise by asking a different set of questions. High-performing boards spend time in generative mode.

Make it clear during board member orientation that fundraising is a priority.

Leadership staff should discuss and share fundraising goals and challenges with new board members. We can’t expect board members to excel at something unless we give them the appropriate training. Even if they’re more experienced as a board member, they may need a refresher in major gift fundraising. Once onboard, have them meet one-on-one with development staff to discuss strategies.

A high-performing board supports and guides new members in their role.

Staff and veterans of the board should assist new members in focusing on strategic priorities. Create a plan to help them to do so. Start a buddy system with the new member where they can ask questions with a more seasoned member. A high-performing board always seek third-party training on good governance. Try bringing someone in to help the board develop their fundraising skills.

Have board members evaluate themselves – and set goals.

Led by the board chair or vice chair, it’s a good idea to ask each member – and the board as a whole – to evaluate their goals and performance. In addition, having them set thoughtful goals on how they’d like to engage in the coming year gives you something to work with as you strive to keep them involved. A high-performing board ensures that this role be led by their board peers on the governance or nominating committee annually.

By strategically recruiting the right people for your board, making your expectations clear and helping them hold themselves accountable, you will be well on your way to a high-performing board strategy.

Sara Jane Lowry is a local consultant and coach to nonprofits. Reach her at sarajane@sarajanelowry.com or (412) 821-0242.

When your executive director resigns

March 19, 2017 by Sara Jane Lowry

When the executive director resigns, its usually a surprise. Every board president dreads the day when their beloved executive director hands them a resignation letter, right? Especially when you feel the organization is just hitting its stride, the rapport between the board and ED is strong, staff are staying in positions, and funders are engaged in your projects.

I’ve been there on both sides of the table: the one resigning, and the one receiving the letter. And I’m currently working with an organization going through exactly this scenario. While everyone is happy for the person leaving and the new opportunities that await, we have to admit that it hurts. When the good executive director resigns, it’s almost always a gift to the organization.

Yep, I said it. Resignations are a gift.

Resignations create a unique opportunity to evaluate where your organization is and its current needs, and if necessary, to redesign the position based on the needs of the team and organization it is today, not 2, 5, or 10 years ago. Within every resignation is a hidden opportunity for massive growth, but only if we pause long enough to seize the opportunity.

When your executive director resigns, here are 5 questions to turn a resignation into a powerful transformation:

How is the marketplace today different than when your executive director was hired?

Who you hired years ago was based on the organization’s needs and goals then. The person leaving might have had certain skills that were appropriate then. There have likely been many changes in the organization or in the funding community or community needs that have (or should have) had a big effect on what you need now. How much financial flexibility does your organization have?

Are there new trends? Policy changes? Possible collaborations or mergers? Reassess and reevaluate how the changes in mission and funding has shaped the current needs of your organization. What are the best practices in your field? Where are your opportunities to innovate? What new skills do you need to add to the organization to successfully serve?

Where is the organization in its lifecycle?

Stevens, Ph.D., Susan Kenny Nonprofit Lifecycles: Stage-Based Wisdom for Nonprofit Capacity, May 2002 — Organizational Life Cycle

Are you a new organization? Mature? In decline? The important question to ask here is: to what extent is your organization consistently delivering high quality programs? Keep that in mind as you think about filling the position. You need a new team member who can help you based on where you are TODAY…not where you were years ago. (Does your job description need a major overhaul?)

Is your board a peak-performing board?

If not, the resignation of your executive director can be overwhelming and stressful. Do you already have a strong strategic focus in board meetings? Do your board meetings spend a big chunk of time on strategy? Does it have a dashboard for measuring what’s working? If not, the board can change its culture by refocusing its attention there. Also, a peak performing board generally has performance goals for itself, including self-assessments. They provide many opportunities for building the skills, mission knowledge, and improved performance process should always rest in the board itself, not in staff or consultants. When your executive director resigns, boards often find new strength in their ability to lead.

What does the organization need as its next stretch?

You want someone who’s going to stretch you and the organization and take you to the next level. Your new hire should help you grow, not keep you stagnant. Develop a profile for what you need next in terms of skills and competencies to elevate your organization.

Should you reallocate funds to meet a different need?

Someone leaving creates a budget opportunity. In fact, it’s an opportunity to look at all your senior positions. Do you need to pursue funding to support getting a more experienced executive? Is there “mission creep” that the executive director led out of personal interest or skills that you would not want the new executive to lead? Consider whether you can/should redesign the position to help the team as a whole.

Ask your team: what are your greatest needs?

You’ve outlined the needs of the community you serve, but what about your team members? A resignation is a great opportunity to see what your team needs to help them perform their roles better. It’s also a good way to promote shared leadership and check your instincts.

Once you’ve worked through these five questions, you will be better able to develop the position description that will be precisely what you need for greatest benefit.

Consider bringing in an interim to help with the transition

The client I am working with is going with an interim director for a few months — a wise choice as they are in the midst of strategic planning. An experienced interim director keeps all the balls in the air. The right interim will be able to add some new networks and processes to the organization.

Despite the sting of the resignation, try to accept it as a unique opportunity, rather than a painful loss. What was working then won’t work to get you to the next level. Reevaluating your needs and hiring for what you need now is a hidden opportunity in a difficult situation. When the executive director resigns, the gift is unexpected.

If you want to chat about your current situation and explore ways to help you turn this tough time into a powerful transformation, I’m here for you!

Board’s Fundraising Role and Financial Risk

September 22, 2016 by Sara Jane Lowry

I’m often asked about the Board’s fundraising role. I recently worked with an organization that didn’t receive a grant renewal of $100,000. The funder said their budget was too dependent on grant funding and thus, a risky investment. Their budget is over $700,000, and their individual donations are $8,000. Their 13 board members donate, but didn’t fundraise, write donors, or bring in any other donations. The board’s fundraising role had been neglected.

Another nonprofit I advised was informed by a funder that they were no longer going to fund them. Why? The funder said it looked like they were stable and didn’t need their funding anymore. So, they cut their grant from $300,000 to $o. They have a $1.2 million budget: 70% of which is in foundations and corporate sponsorships. The rest comes from government and rental income. Individual donations hovered around $20,000, and board fundraising efforts by 17 board members was a big fat $0. The board’s fundraising role was not a priority.

So . . . Imagine either of these scenarios at your organization.

Even with advance notice, could you suddenly raise $100,000 to meet your budgetary needs?

According to the Nonprofit Finance Fund’s 2015 State of the Sector report, 53% of nonprofits surveyed have 3 months or less of cash on hand to meet operations. Where do you fall? Are you one of those nonprofits so caught in the cul-de-sac of your existing funding patterns that you no longer have financial resilience? If so, the dangers and limits of this situation can hugely impact your mission. John Pratt’s income reliability matrix is a tool any organization can use to assess how much at-risk their organization is in terms of funding. And this is where the board’s fundraising role and income strategy focus comes in.

The board’s fundraising role

Your board’s fundraising role is to fundraising engine that, along with your chief fundraiser (executive director, or development director), can make the difference between stability or teetering in the winds of change. Analyzing your financial resilience as a strategic imperative is essential.

So, here’s what I recommend:

You need 100% buy-in from your board to make financial resilience a priority. It requires full board engagement. Most of all, they need to prioritize and take action. To map the right mix of income sources takes an understanding of the impact on the organization. How will the new activities impact human and financial resources? Do you have the capacity to do something different?
And, you need a team to serve as a task force to explore the potential of each strategy. What are the challenges, benchmarks, and methodology? Earned revenue, fee-for-service, social enterprise? Small to mid-size donations? Major gifts? They all take work, resources, and strategy.
Get the right people on board to make it happen! Many boards have 1/3 that actively engage, 1/3 that will do something if asked, and 1/3 that are dead weight. So, seriously consider who can help to provide experience, leadership and enjoy challenges. Even consider people who could only come on board for a year. To climb out of existing patterns, you need energy and commitment from everyone.
Prioritize. Where’s the biggest impact you can make with the resources you have? And grants? Yes, that’s still part of the mix. But maybe it’s a capacity-building grant to support the new path to sustainability.

Do it now!

It sounds like a long and drawn out process, right? It doesn’t have to be. That’s why you need a team/task force. And you may need someone internally or externally to drive the process and timeline. It will not be a long drawn out process if the team agrees to meet weekly for three months. Since this is a short-term initiative to create your financial resilience and sustainability plan, include a timeline and action steps for achievement. So, do it now — don’t wait until your organization is in crisis, scrambling to make up those lost dollars. And if you want help getting your plan together, let’s talk!