Month: October 2021

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Nonprofit Notes | Board of Directors Cloud Server / File System

One thing that many smaller nonprofits struggle with is getting board members onboarded, organized, and informed. The goal is to set up a precise and easy-to-navigate system that will allow your board to access information and work smoothly. Create a shared cloud-drive folder that will include all critical board related data, including a dedicated folder with onboarding materials.

Before You Begin

  1. Review & update your data sharing and security policies.
  2. Designate an administrator who has access to view, edit, or delete files on your company’s shared drive.
  3. Set up and document a naming convention: Having a consistent format will ensure files remain chronological and easy to find.
  4. Schedule a board training, providing an overall orientation on how to access, navigate, and utilize your new system.

Setting Up Your System

I set up my system the same way you might set up a Chart of Accounts, with the following:

  • 100 Level – Orientation / On-Boarding Kit
  • 200 Level – Administrative
  • 300 Level – Legal
  • 400 Level – Finance
  • 500 Level – Committees
  • 900 Level – Everything Else

0 – Start Here Cheat Sheet – A one pager document that sits outside of all the folders, outlining and annotating the contents of your board packet. This should help board members quickly find what they’re looking for.

100 Level – Orientation – All the materials necessary for a new board member to get successfully oriented. Check out my other post on Board Orientation / On-Boarding materials for an in-depth list of my recommendations.

200 – Administrative – Board reports & meeting minutes, annual reports, board trainings, etc.

300 – Legal – This should include your bylaws, articles of incorporation, and IRS determination letter. Leases, where applicable, and key contracts.

400 – Finances – This should include historical copies of your 990s, annual financial reports including statements of activity & statements of financial position, endowment details, audits, narratives, specific policies, and so forth

500 – Committee Folders – Each committee should have its own folder, with a charter, minutes, workplans, and all other relevant data.

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Nonprofit Notes | Onboarding New Board Members

Building an onboarding packet for new board members can make a meaningful difference when it comes to getting new directors up to speed and confidently engaging with the work of the organization.

Create an orientation folder on your shared drive titled ‘Board Member Kit’. Inside you will be setting up separate files instead of creating one unified packet pdf. This will be easier to keep the various components up to date without needing a full re-release.

I like to include the following:

  • Welcome To The Org Slide Deck – Get-to-know-us slide-deck that introduces the organization, including the mission, core values, a brief history, overview of programs, and lifelong impact. When designing this deck, frame it with a general audience in mind: staff members, donors, partners, and the general public. Update every 2-3 years.
  • Welcome To The Board Slide Deck – Slide-deck that introduces board operations, including information on strategic priorities, key partners, key policies, tenure, board structure/org structure, committees, including
  • Your First 3-6 Months – 1-page overview of what details what board members should be trying to do in their first 3-6 months, month by month.
  • Board Guidebook – Detailing
  • Operations Calendar – Details key activities of the board over the course of the year, including budgeting, events, financial submittals, elections, etc.
  • Member & Officer Responsibilities Overview – Job description of board members and the different officers of the board
  • Directory – Biographies and contact information for all board members, including terms.
  • Committee Overview & Links to Charters– 1-pager that lists all board committees and their general scope, as well as copies of each board committee charter. If you don’t know what a board charter is, check out my classroom for a copy.
  • Board Contract & Disclosure Forms – Template copies of the forms board members fill out when they onboard with the organization.
  • Any Additional Board Service Information – I like to include a 101 on serving on a board, a recommended reading list, email set-up guide, and so on.