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How to Effectively Communicate with Volunteers

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Communication is one of the hardest things to get right, but it is arguably the most important. In this post, we will review some of the ways you can improve communication with your volunteers.

  1. Be consistent: No one wants a ton of emails every day, but you should communicate frequently. Getting Attention explains that consistent communication builds motivation. You should figure out the best way to communicate with your volunteers and stick to it.
  2. Allow volunteers to give input: Your volunteers are out there making it happen. VolunteerMatch explains that you should be open to hearing their experiences, ideas, and thoughts on how to improve the organization. Volunteers will be more willing to communicate if they know it can go both ways.
  3. Keep it simple: Volunteers are donating their time, so they are likely busy outside of their time in the organization. In It Live suggests cutting out jargon or flowery language to keep communication efficient and effective. This saves you time by reducing the need for questions and it saves volunteers’ time as well.
  4. Get to know them: VolunteerMatch explains that in order to better motivate and engage your volunteers, you need to get to know them better. Figure out what they are passionate about, their skill set, and their schedule. Once you have a better idea of your volunteers as people, you will be able to direct and communicate your asks more efficiently.
  5. Understand that no one is the same: No one mode of communication works well for every person. Mix it up with emails, web updates, and meetings to make sure that everyone has the chance to understand the message. Getting Attention also emphasizes that different volunteers have different abilities. Take the time to make sure everyone is on the same page and in the right role.

Your volunteers are giving their time to the organization, so it only makes sense that you need to invest time with them. Effective communication requires time, but ends up making your volunteers, and therefore your organization, even better.

Volunteers

How To Be a Great Volunteer

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Tom Brokaw sure got it right when he said, “It’s easy to make a buck. It’s a lot tougher to make a difference.” While volunteering can be quite an undertaking, when you go in with the right attitude and drive, you can make a difference. In this post, we will go over some great ways you can be a better volunteer.

  1. Stay informed: One of the most obvious, but most important things to do as a volunteer is make sure you have all the information available to you. Try to get to know as much as you can about the organization, its history, goals and values. Nonprofit Hub explains that when you are informed, you spend less time asking others what to do and you will show initiative.
  2. Don’t over-commit: We all want to do a good job, but it helps no one if you burn yourself out. Think about how much time you can comfortably commit and stick to it. Network For Good explains it is better to start slowly with your time and add in more if you are feeling good.
  3. Stay connected: Minnesota Council of Nonprofits suggests that every volunteer should have a clear contact they can report to. Without designated points of contact, it can be easy to get lost—especially for a new volunteer.
  4. Have a positive attitude: Be a bright light in your organization! Nonprofit Hub explains that volunteer work can be hard and having a positive attitude can keep up the momentum. Not only will it make the work more fun, but it will uplift those around you.
  5. Take stock of your skills: What are you strongest at? Everyone comes into a volunteer position with strengths and areas of growth. Think about your strongest assets that you could bring to the organization. Network For Goodsays that this works best for you and your organization because you will need less training and you can jump right into your work.

Volunteering is a wonderful, selfless way to contribute to a cause you care about. By stepping into the role, you are already demonstrating your willingness to help. However, with these tips, you can go the extra mile.

Tense Board

How to Deal with Board Conflict

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It happens. Just about every board will have some form of conflict from time to time. Whether it is two members butting heads or tension with the executive director, resolving conflict is a key skill that a board must develop and execute well. Learn what you should keep in mind when dealing with conflict on a board.

 

  1. Stop blaming others and share the responsibility: It’s easy to try to pass the blame onto someone else, but Board Source stresses the importance of sharing the responsibility of any conflict that arises. Every member should assess what role they may have in the conflict and how they can help solve it. The board is a team, and everyone has a role to play.
  2. Clarify roles: Another great way to move through conflict is to re-clarify everyone’s roles. E. Grant McDonald Explains in Managing Board Conflict that doing this may help solve issues where tasks overlap and cause conflict. This may also help members understand what role they play in the resolution.
  3. Conduct self-assessment: Self-assessments are a great way to get a sense of how everyone is feeling. Mission Box suggests that a simple questionnaire can allow members to reflect on themselves and how they think the board is operating. This may be a great way to get to the root of the issue.
  4. Put your mission at the center of conflict resolution: Board Source explains that it is easy to get lost in individual perspectives. If you find your board in a place of conflict, remember your organization’s mission as you move forward. By centering the mission, you are placing the board and the organization above ego and personal interest and emphasizing a shared interest that should bring everyone back together.
  5. Celebrate conflict resolution: Grant McDonald suggests in Managing Board Conflict that you should celebrate when you move on from a conflict. Grab lunch or go out for happy hour and spend some time socializing and having fun with your board. Taking this time can help strengthen your board’s bond following tension.

 

Conflict is never easy. It may be uncomfortable, but it will ultimately help your board communicate more effectively. When conflict arises, take a breath, and move through it with respect and compassion. It will ultimately help your board be better.

Thinking

Why You Should Serve on a Board of Directors

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Our time is so valuable. On any given day, you likely have a dozen things you need to tackle or attend to. Joining a board of directors may look like just another thing to eat up your time, but the experience can provide you with lifelong skills that you can use in your day-to-day life even after your term is up. If you are considering joining a board, here are a few reasons why you might want to say yes:

    1. It will grow your network. According to an article by Alyssa Gelbard on Ellevate Network, being on a board of directors puts you in a room with other intelligent, well-connected people like yourself. When you continually meet with these people, you build relationships that connect you to resources and other people you could benefit from knowing.
    2. Enhance your credibility. Put simply, sitting on a board makes you look pretty good. The article on Ellevate Network explains that having an organization value your insight enough to have your serve on their board boosts your reputation.
    3. You will learn about teamwork. Top Nonprofits explains that one great value of serving on a board is the lessons you learn in dealing with others. Every person on the board comes from different backgrounds and experiences, meaning you will more than likely have some disagreements. Learning to navigate these disagreements in a professional, productive way will help you become a great leader.
    4. Gain insight into the operations. Serving on a board means you are right in the middle of the action, explains Heikki Vaananen, writing for Forbes. You get a deep dive into the strategy, goals, and other inner-workings of the organization. This not only helps you become a better member of the organization, but it will also give you fantastic experience to take with you throughout your whole career.
    5. You will make a difference. Forbes explains that one of the most rewarding parts of being on a board is making a real difference. You are personally able to help your organization move forward and accomplish its mission.

Going for a board role is a lot to consider. While it may take up some time and energy for a while, you are signing up for an incredibly rewarding experience that will help you build your career for life.

Want to learn more about how to serve on a board? Check out our latest podcast with Eric Ewald.

Preparation

How to Prepare for a Board Meeting

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We have all likely experienced being unprepared. You walk into a meeting, having not thoroughly read the materials needed for discussion that day, and spend the time being self-conscious of your lack of knowledge. If you’ve been here, you know this is a terrible feeling.

When you are on a board of directors, you are a leader. Your level of preparedness directly and indirectly sets an example for the whole organization. In this post, we will examine how to make sure you are well prepared for your next board meeting.

  1. Review bylaws: Director Point suggests that you get in the habit of reviewing the bylaws before meetings, whether you are a new board member or not. By knowing and remembering the bylaws, you are both ensuring a successful meeting and setting an example of how to follow them.
  2. Go over the agenda: Summit Executive Resources explains that one of the best places to start preparing for a meeting is with the agenda. Study it, make notes, and have questions ready to go. When board members thoroughly read the agenda ahead of the meeting, it can cut out wasted time reading it during the meeting.
  3. Identify the most pressing issues: You may already have a decent idea of what the most pressing issues are in the organization. Both Sides of the Table recommends writing down the top 3-5 issues, in your opinion. That way, when you enter the board meeting, you are informed and ready to discuss.
  4. Review operations: How do your board meetings operate? Summit Executive Resources explains that you should know the written and unwritten rules of the meetings — things such as whether phones are okay, how long the meetings run, whether they will end on time. Taking stock of items like these will help you be more comfortable and confident in the meeting.
  5. Be rested: This advice is as old as time. While your schedule is surely packed, Director Point explains that it is worth it for you to carve out the time for proper rest the night before a board meeting. Not only does rest keep you engaged, but helps generate more creative thinking during the meeting. It may be easy to let this one slip, but it is just as important as the other items on this list.

Being prepared is an easy way to ensure that you are at your best for your next board meeting. By reviewing materials and the standards for the meetings, you are setting up yourself and your organization for success.

Virtual Meeting

Should You Still Hold Board Meetings Virtually?

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We all shifted our ways of conducting meetings overnight, and it seems to have stuck. Now that restrictions are lifting, we are once again able to meet in person. But with the ease of virtual meetings, do we even want to go back?

Arzu Alimohd, one of Ewald’s Account Executives explains “When reviewing whether to have an in-person or virtual board meeting, there are many factors to think about. First, you must see the comfort level of the board. Are all board members able and comfortable with meeting in-person? Second, you must see the interactions of each board member on a virtual board meeting. Is each member engaged and participating? Reviewing board members body language and eye contact during a virtual board meeting is essential to ensure all are participating and not working on other items.”

In this post, we will review some pros and cons of virtual meetings.

Pros:

  • Easier to schedule: According to Top Nonprofits, without the travel time, board members only need to block out the time the meeting takes. This may allow members to devote more time to pre-work.
  • Budget: Smart Meetings emphasizes the budget savings in their article. Nobody has to travel for meetings anymore. No one even needs to stop by Starbucks on the way into the meeting. Not only is this better for your association if you are not paying for catering or travel costs, but it is better for the board members themselves.
  • More diversity: Virtual meetings mean virtually (no pun intended) no borders on your board. Your members can come from anywhere if you commit to virtual meetings. Top Nonprofits explains that this can open doors to more expertise and diverse perspectives.

 

Cons:

  • Engagement is reduced: We’ve all seen it and probably even done it. It is so much easier to get away with multitasking in a virtual meeting. We all know this makes us less productive in the meeting, but we are all busy and sometimes, it is just too tempting. According to Top Nonprofits, for board members who aren’t as used to being online, the virtual format may inhibit their willingness to speak up.
  • Less interaction: No more handshakes and side conversations before and after meetings. Now, we hop in right on the hour and leave as soon as it is over. Smart Meetings explains that this can cost the board the casual conversation often seen with in-person meetings that may improve understanding or give board members the opportunity to ask questions.
  • Less formal: There is something to be said about the ceremoniousness of an in-person meeting. When we put on something other than pajama shorts and take the time to travel somewhere, we know there is a purpose in what we are doing. Team Building created a list of virtual meeting etiquette tips — including basic things like dressing well and cleaning up your background space. It seems that for some, virtual meetings may be too

 

Tips:

  • Consider a flex format: Who says you need to pick one? Consider a flex format such as having virtual monthly meetings and an annual in-person meeting. By figuring out what works best for your board, you may be able to have the best of both worlds.
  • Place emphasis on pre-meeting reading: Lean into the efficiency of virtual meetings. Assign pre-work so that you can hop right into business during your meetings. Harvard Business Review explains that because board members don’t need to travel, spending extra time preparing can make board meetings more efficient.
  • Take good minutes: This is true for any meeting, but particularly in these times of Zoom-overload, taking detailed minutes can be the only way to recall what happened in your meetings. Top Non-Profits explains that one should think of minutes as though you are writing to readers in the future. Be thoughtful and take the time to record meeting details correctly.

Analysis: Every board is different and therefore, has different needs. For some, the virtual format may be energizing and effective — while for others, it may be exhausting and fruitless. There is no formula to determine the best options, but by weighing these pros and cons, you may be on your way to figuring it out.

Board Room

The Role of Your Organization’s Board of Directors

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After a year of cancellations and Zoom calls, many organizations are back in person with our boards. Now is the time for reflection and reinvigorating our organizations, and what better way to do this than going back to the basics and analyzing the board’s role in your organization?

 

  1. Recruitment: Maintaining knowledge of who is in your industry and who could best fulfill board positions will ensure that the board is always thoughtfully curated. When you are actively on the lookout for new members, you are also reaffirming what values are important in your organization. According to The Council of Nonprofits, every board member should be on the lookout for great new additions to the board.
  2. Identify risks: Board members are on the front lines of the organization and should therefore be quick to identify risks or threats to the organization. This involves being well-informed of the organization’s weaknesses and external threats. DiligentInsights recommends staying up to date on matters relating to the organization and making a habit of identifying incoming threats.
  3. Directing the organization: Harvard Business Review released an extensive article examining the importance of strategy, saying a board’s “most important function is to approve or send back for amendment management’s recommendations about the future direction of the [organization].” Unfortunately, as the article explains, this task does not often get enough attention. Two ways to do this are to set up a list of objectives to follow and to dictate a strategic philosophy that helps guide your mission as an organization.
  4. Establish a policy-based governance system and adhere to it: Every board needs a balance of structure and flexibility. The structure should come from a collection of policies that help guide the board through complex decision-making. A blog post from Iowa State University making these policies broad enough to allow for wiggle room in decision making, but not so much space that the structure fails.
  5. Anticipate crisis: 2020 proved that boards must be ready for anything that could threaten the organization. Being ready for crisis requires constantly keeping yourself up to date on the latest information relating to the organization, and continually identifying threats and weaknesses. As Diligent Insights explains, fingers point to the board of directors when things go wrong, so make sure you are in the right.

 

As a board member, you have a lot to keep track of. Revisiting the basics occasionally can help guide you to being your best self as a board member.

 

Change

Change Management According to Psychology

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Too often, it seems we underestimate change. By definition, change means to make something different — to change up our routines and remove the things we are comfortable with. Beyond the stress of learning new things, the emotional and mental strain can take its toll. No fear; change is hard on everyone, even if it feels like you are alone in the process.

Psychology plays a major role in change and our organizations in general. Let’s look at a few psychology-related aspects of change that may help you navigate your organization’s new direction in an even better way.

  1. Tangible/intangible factors: Inc.com explains that tangible factors are things such as structure, strategy and management that can be clearly articulated, while non-tangible factors are things like culture and values that are harder to articulate and capture more of the “heart” of the organization. Remembering what facets of your change plan are tangible/intangible will help you approach that change. Tangible things have more to do with routine, while intangible things may have more emotional attachment.
  2. Let it feel good: Chief Learning Officer notes that it seems we are often made to feel like we should be angry about change. In TV shows like The Office, every episode that features major organizational change shows chaos and employee resentment. Learning and growing is great for your brain and it is possible to navigate change with feelings of excitement. Even if it is new and maybe a bit uncomfortable, let yourself feel excited.
  3. Repetition, repetition, repetition: Even the most hardworking, detail-oriented people miss things from time to time, says Inc.com. It is inevitable that as a leader of an organization, you will have to repeat things a few times to make sure your message is heard. Keep in mind that your team is made up of busy people who likely do not intend to ignore you.
  4. Make it your own: It is okay if you need to adapt your change to better fit your organization. Chief Learning Officer explains that allowing the space for your team to give their input will give them a sense of control in the process, which will increase the likelihood of buy-in.
  5. Keep everyone engaged with each other: Having strong bonds with your team will without a doubt make it easier to process change. CMS Wire explains that simple things that increase engagement — such as acknowledging successes on any level or checking in with team members on things outside of work — will build the bond between your team and ease the stress of change.

Change is stressful enough. Taking the time to ease the stress and tension of it can make change seem exciting rather than exhausting. Think through these psychological facets of your organizational transformation and you will be in tip-top shape moving forward.

Colored Paper Boats

Principles of Change Management As We Navigate a New Path

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Many of us were forced into change in 2020 on many levels. As we ease out of pandemic life, we are now able to look critically at our organizations and the future. Change is never easy, but if we keep a few principles in mind as we navigate our new paths in our organizations, we are setting ourselves up for a much better, brighter future.

When navigating change, there are a few things to remember:

  1. Plan the change

    This may seem obvious, but to be effective in creating change, you need to start with a great plan. Gallup explains in an article about change management principles that leaders are responsible for owning change and instilling that ownership in others. When you are clear about your vision and how to get there, your team will better understand how to help the organization reach its desired destination. Think through your timeline, why this change is essential to your organization’s mission, and what milestones you will set to help measure your progress. Putting in the time up front to write out a specific plan with clear goals is essential to good change management.

  2. Support your team

    Your team is your best asset. They know the organization inside and out and they are the people helping you carry out your mission on a day-to-day basis. Change often requires shifting roles and tasks, which can cause tension. Employees may be asked to step up in new ways, and some may resist the change as a whole. Make sure your team knows you are available for questions and show them why this change is a good thing.

    Ewald’s Associations Next podcast with Dr. Amy Batiste goes into depth about supporting your team through change. Listen to it here.

  3. Communicate well and often

    Communicate. Communicate. Communicate. Mind Tools explains that communication can make or break your change plan. The site recommends using the ADKAR Change Management Model to guide your change communication:

    • Awareness (state your need for change)
    • Desire (why you want to participate in it)
    • Knowledge (of how the change will occur)
    • Ability (how your organization will achieve change)
    • Reinforcement (how you will sustain progress)

    As a leader, you need to own the change you are making. Ensuring everyone is on the same page is a big task, but one you must achieve

  4. Protect the culture

    Culture is the heart of any organization, so it is important to make sure that it does not get lost in the process of change. Strategy + Business explains that culture should be treated just like any other facet of change. Does the culture need a makeover? How can you transfer the positive aspects of culture? Be explicit in your communication about what you want to keep around when you reach your goal. Your culture may be great, so lean into that during trying times. If your culture needs improvement, explain what you want it to look like and how your team can help you build that new culture. Again, your team is your best asset. So, make sure you are helping create the best possible environment for them.

    There are many, many things you have to keep in mind when you are creating change. It will more than likely be overwhelming and chaotic, but by keeping these few things at the top of your long to-do list, you are ensuring that your organization is set up well for your new future.

Woman Talking to People Around a Table

We’re Only Human: Making Change about the People

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Being a change leader is hard. Goals, plans, measurement, and strategy clutter your desk and require way more energy than you thought. However, while you are going through a great deal in leading the change, your employees and members are looking to you for what is next.

The human element. It is what gives your organization a personality. Without humans, we would all be dealing with frustrating robots on the phone instead of your helpful, kind customer service representatives. Without humans, your organization would not have passion or heart.

Change requires catering to the humans who make your organization go round. Executive Coach Christina Colton, PhD, says,

“In my years of experience as an executive coach and leadership specialist, I’ve observed and facilitated change initiatives in Fortune 500 companies and small businesses alike. Across the board, I’ve found that the most successful leaders share one key trait: the ability to build trust and confidence during times of change by placing the human factor of transformation first.”

So, with everything you must deal with as a leader, how can you implement practices that help you and the fellow humans in your organization do better?

  1. Remove barriers that keep people from you. This may be hard, particularly if you are working remotely — but think through how you can make yourself as available as you possibly can, explains the Association for Talent Development. This may look like creating a Zoom room every week that people can join to ask you questions, voice their concerns or share ideas. Each member and employee has their own view of the organization, and every perspective you can get will make your organization that much more valuable.
  2. Be careful with technology. Obviously, in an increasingly technical world, we are eager to make our services more automated and tech-forward. However, this must be balanced with what gives your organization its heart. When thinking through how you are creating change, make sure that your tech updates do not wash out personalized customer service and creativity.
  3. Channel your inner coach. The old “lead from behind” idea rings so true in times of rapid change. Invest time in training to make sure everyone is on the same page and can operate properly as a team. The Information Services Group explains that this step is crucial in making your team feel confident about their place in the change. Change cannot happen if your employees do not know what they are supposed to do differently.
  4. Take care of your people. Change is exhausting. Make it fun by hosting virtual game nights, sending them small gifts like coffee gift cards “just because,” or sending them personal messages just to ask how they are doing. Anything you can do to support your employees will help them know that you are behind them in what is likely a stressful time.

Implementing change — especially across an association that must meet the needs of its members, its staff and other stakeholders — is a challenging process. By keeping a focus on human factors, association leaders can help ease the transition and ensure success.

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