Most nonprofit organizations run pretty well. I say pretty well meaning they are in the range of 5-6, with 10 being high. While they can always do some things better they are effectively serving their clients and working toward their vision.
The ones I see that have problems, however, share a couple of similarities. I want to mention one-the lack of Board Policy Manual or, BPM. Unless everyone is on the same page and understands how everything works together…how things align in accomplishing the mission…an agency runs the risk of conflict, inefficiency, and losing good board members and staff.
A BPM is about the best way to assure your agency runs smoothly with everybody and every resource all focused in the same direction. Leaders usually have no problem gaining buy-in from staff and board members to the mission and vision. Instead, it’s the how of an agency that causes conflict and confusion. A BPM lays out the agency’s ground rules, basic protocols, and understandings so everyone understands how things get done.
A BPM does not have to be an exhaustive tome either. Just start with the 1-2 areas causing the most friction in your agency and start developing a simple but clear document outlining how things should be done in those areas. Next, share this with appropriate parties and work to gain their acceptance, even thru negotiations, of a standard way to get things done. Remember, a BPM can and should be reviewed annually so that may make it easier for someone to “give in” and try another way.
For more on this check out my recent blog Make Director a Verb. Or, give me a call and let’s talk…
Too true. I’ve seen many boards spend time reinventing policies because no one knew there was already a policy on the issue. Often, they change something important unintentionally. And I like your suggestion of starting with a couple of areas of friction.
Most nonprofit boards cannot and should not give top priority to developing a whole manual in a short time, as they would then not carry out other key responsibilities.
Development can be outsourced or assigned to someone who has good samples to work from, but it still takes board committee time to review and comment, and board time for discussion and approval of each policy.
I’ve developed one in just a few months, and the Governance Committee had to be VERY hard working through that time. And in some ways it was easier because it was a brand new organization so I didn’t have to sift through decades of minutes looking to see what already existed.
Excellent post, Tom. I’ve both served on and formed a few boards, and on the nonprofit side have never had a board policy manual. Somehow we muddled through, though, perhaps because everyone had the personal policy of humility and the practice of praying together. But a BPM still would have been a good thing.
It looks like another nonprofit is in my not-too-distant future, for which I will have a board, and developing a BPM will be part of that.
I also appreciate Jane’s comments on the time and effort that can take, so I’ll be getting started on it soon.
Tom, you hit the nail on the head. I am now leading a small non-profit that has had some basic board documents (roles, expectations, terms of office), but we haven’t had a BPM. We are in the process of pulling one together (it has taken several months) from documents that already existed, but were squirreled away on people’s hard drives. Our board meeting in September will be an off-site where we take board members through the highlights of the new BPM and give them a copy. Oh, and we’re keeping this one in a shared e-library where everyone can find it.
Thanks Barbara. I like your approach. Slow and steady is a good way to develop thoughtful documents. Also, it gives the board a chance to discuss them, understand them, and put some skin in the game so the BPM becomes theirs..not just the governance or Executive Committees’.
Thanks and good luck…
I am reading many of your posts and finding them incredibly helpful. I was volunteering with a large group of over 300 volunteers. I found that when they originated it was all heart but little organizing sort of whatever it took to get the job done but not a lot of behind the scenes as can happen with a 100% volunteer organization. I have now moved and am in the process of starting an organization but trying to get procedures and paperwork in order from the beginning. Even if we can’t fill in all the details yet a skeleton of paperwork that can be reworked periodically as we find efficient methods. Your posts have been most helpful. Thank you so much for sharing your expertise!
Thanks Cassandra.I am glad the posts are helpful. Best wishes with your new organization.