The 360 Board: Always Looking Out for New Volunteers

Many of you know that I am a part-time co-host with Robert Nordlund (Association Reserves) of a podcast tailored specifically for Board members. Haven’t heard it? Well, go here! Anyway, Robert and I recorded two episodes last week and one specifically dealt with how Boards can develop and maintain a steady pipeline of volunteers for their committees, and eventually, the Board. We addressed that subject as listeners reached out to us asking for any advice we could give on the matter, as some have been serving their communities for 15 – 20 years, and they were getting tired! Sound familiar? Of course it does, but for the most part, I find that Boards don’t know how to create a pipeline of new volunteers to populate the committees, and eventually, the Board. The volunteer pipeline all starts with this question:

Why do people volunteer in the first place?

Volunteers serve solely for the satisfaction of participating in the process of serving. Ensuring that volunteering is a worthwhile endeavor for the volunteers is crucial for the Board, as unsatisfied volunteers will leave before completing their term or assignment, and never look back; thus, it is incumbent on the Board to provide a solid framework for committee responsibilities and operations. Here’s how:

? The foundation for committee success:?The volunteer pipeline starts with committees, so they must have a clear purpose and method of operations. ? Board members are the ambassadors to new committee members (and the community) and need to act like it: Have a friendly, welcoming, positive attitude. ? Make sure your own house is in order. How long was that last Board meeting? ? Keep your eyes wide open for good volunteers. Target those you believe would be good volunteers, and personally invite them to serve. ? Say “Thank You!”

The Framework: Committee Guidelines

All committees, including ad-hoc committees, should have written guidelines, or a charter, on their overall duties or assignment(s). Those guidelines should include 1) Committee purpose or mission, 2) Meeting requirements, 3) Vendor relations (if applicable), 4) Relationship with management, 5) Role at Board meetings, and 6) Frequency and method of reporting to the Board. These guidelines ensure the committee is on the same page as the Board and is fulfilling its mission, not wandering out in the weeds somewhere.

Project a positive image

Being a Board member is tough (yes, I have been a Board member, 3 times and counting), but you must have a positive outlook about the community and towards new volunteers. Board members are the association’s ambassadors, whether they like it or not. Always be ready with a handshake, a smile, and a welcoming, “How can I help?” attitude.

How are the Board meetings?

Potential volunteers usually see other volunteers in action during a Board meeting. If the meetings are lengthy, unproductive, combative, or disorganized, it's unlikely that people will be eager to volunteer for that unpleasant experience, any other. Clean up this part of your house if it’s a problem.

Keep Eyes Wide Open for Good Volunteers

Target specific people. Look for those residents you believe would be productive and responsible volunteers. Approach them personally, and let them know why you think they’d be a great member of your team; and discuss the details of what would be involved, especially the number of hours required. Honesty is key here - if you're not truthful about the time commitment, people won't forgive you for it.

If they say no … Respect their wishes, but make another appeal to them in a few months. You have nothing to lose; and for the potential volunteer… It’s always nice to be wanted.

If someone is interested in volunteering but unsure about committing, they can begin by joining an Ad-Hoc Committee. These committees are formed with a limited charter to investigate and report on a particular topic; once the task is finished, the committee is disbanded. If volunteers find that experience satisfying, they are more likely to join a standing committee, or even the Board (!!).

Have an open-door policy with new volunteers. Make sure that a new member always has someone to go to with questions, meaning either a Board member or an experienced committee member who will always make time for the newbie. Nothing is worse than volunteering and ending up floundering because no one could be bothered to answer questions.

Right person, right place. Matching the right person to the right position is essential for a successful volunteer experience. For example, a CPA would likely be more suited to work with the finance committee than the social committee. When volunteers are assigned to positions that befit them, they are more likely to have a fulfilling experience. This positive experience may encourage them to accept future opportunities.

Say “Thank You!”

Recognize and appreciate volunteer input. Thanking volunteers for their contributions is imperative; in private and in public through newsletters, websites, or meetings. Satisfaction and recognition are essential to keep volunteers feeling appreciated and motivated. Say “Thank you!”

The Wrap

We’ve all dealt with Boards that have had all, or most, of the same Board and/or committee members since the first Obama Administration. These stalwart volunteers would like to end their tenure and get on with their lives, but there simply is no one willing to take their place. For sure, especially in very small associations, there truly may not be enough people, let alone willing people, to share the administrative burden of being on a Board and/or a committee; however, I find that it is far more common to see Boards that don’t know how to create a pipeline of new volunteers to populate the committees, and eventually, the Board. As managers, it’s our job to guide them in the direction of a more functional community.? Having a pipeline of potential volunteers goes a long way in achieving that goal.

DO YOU HAVE BOARD MEMBERS THAT COULD USE SOME HELP? HAVE THEM TAKE CAM 101 for BOARDS !? ?

c. 2024 Julie Adamen, Adamen Inc. all rights reserved