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To be a new member on the Board of a non-profit organization is easier said than done as it shoulders countless responsibilities from tracing membership records to digging out vital documents like sponsorship letters from mounts of data, which would be a near impossible task many times.
It not just robs the board members off their precious time, which could have been put to tackle urgent tasks otherwise. Lack of a well devised succession planning makes the matters worse where the never ending cycle goes on and on with every new face on the Board.
All you have to do is to follow the following steps to streamline the activities
Creation of a centralized database:
Creation of a centralized database: Lack of a standardized format to record the members’ details and contact is one of the most common ills plaguing the administrative set up of non profit. Many a time, different secretaries will find their own convenient methods to store these vital statistics on their own computer. As these are not categorized into appropriate groups, or are updated regularly, the new Board Members would find it extremely difficult to find the latest data file. The best alternative would be to find a low cost online solution whereby contacts are well categorized, which could be accessed easily by the Board Members.
Start Folder system for Key Documents:
Folder with labels is the simplest method to organize key documents and all that is required is to file the appropriate documents in the corresponding folders.
Set up a Disaster Recovery Plan:
The Board should know precisely where all its documents (both hard and soft copies) are stored. Set up a disaster recovery plan to salvage the documents incase of calamities like fire or flood. Make sure to store all documents in a server with adequate back up facilities both on and off site.
Chart a distinct Handover Policy:
When old members hand over the charge to new members, a checklist of the documents that are handed over should be prepared. This can be scrutinized by both incoming and outgoing members so that any discrepancies could be taken on the pot
Annual Recording of Key Dates:
Red letter days like Board Meeting, Member General Meeting, registration days and annual dinners among others could be documented in a handy calendar system so that the board members could be intimated well in advance apart from undertaking the preparation for conducting these events
Append responsibilities of the Board Members:
New members who aspire for a Board membership should be given a list of duties and responsibilities that are expected of them so that they could prepare mentally before deciding whether to contest the election or not.
In case you find the going hard, do take professional advise.
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