Sunday, December 1, 2013

Committee Job Descriptions: The Essence of Group Work

I'M SPENDING SOME TIME THIS MORNING DRAFTING COMMITTEE JOB DESCRIPTIONS, or charges, for a nonprofit organization whose committees have been working without the benefit of this important tool.  You might be saying to yourself, if committees are functioning, why gum up the works with wonky job descriptions?  Isn't that just one more layer of red tape that few people pay attention to, much less care about?

I could respond by saying that committee job descriptions, just like employee job descriptions and board of trustee job descriptions, have the potential for strangling enthusiasm.  Enthusiasm is a wonderful thing until it sloshes over unrequested into the work of others, or when it distorts organizational focus to the point where no one is sure where they're headed or why.  I see this very simple tool as a means of harnessing enthusiasm, not curbing it.

At their best, committee job descriptions provide parameters (broad or specific) that help organizational leaders see how all the parts of their nonprofit universe fit together.  Job descriptions reveal what committees have overlapping or complementary functions (like executive and nominating or board development committees, or education and communication committees, or program and fund development committees); others may not seem to overlap quite so visibly, but all should clearly be supporting the organization's mission and external impact. 

This morning, I'm contemplating the overlaps of an existing committee that has responsibility for ongoing member and stakeholder communications, but also is charged with some program development for the membership.  This is an organization that also engages in very specialized programming for its members, which is generally handled by special committees or task forces.  I wonder if there ought to be an overarching program committee instead, of which communications might become a sub-committee.  I'm not convinced that it should, or could, be the other way around.

Without the job description for guidance, I probably wouldn't be thinking so deeply about the committee roles for this organization, about what the organization needs in terms of committee support, and about why committees are critical to the work and impact of this organization.

There's value in drilling down, in no small part because almost all nonprofit boards and staff need the expertise and wide-angle view that committees, task forces and work groups can provide.  Without a clear understanding of a committee's potential, and how that potential fits into the whole, we are just as likely to squander its value as we are to tap into it.  But who would know, without a yardstick by which to measure effectiveness?  Why take that chance?

Of course, a job description is only one element.  If not used by the committee and attendant staff as the guide it's meant to be, the group's expertise and energy can be expended it all sorts of useful or worthless or harmful ways as if there was no written job description in the first place.

So, get started!  As a full board, make the time to review your organization's committee job descriptions.  Don't be off-put if they need some work, especially if you haven't reviewed them in awhile (or ever).  CompassPoint's 1999 article on "Board Committee Job Descriptions" and the Center for Association Leadership's "Board Committee Structure" (2006) are excellent starting points.  Seek out committee job descriptions from other nonprofits in your community or discipline.  Get a handle on new trends for committee work.  

Finally, I like these recommendations about committees found in "Thoughts on Great Committees" from the Grinspoon Institute for Jewish Philanthropy.

Thursday, October 3, 2013

Boards and Staffs: Four Simple Lessons for Building a Win-Win Relationship

LAST MONTH I PRESENTED A WORKSHOP ON NONPROFIT BOARD-STAFF RELATIONSHIPS to members of the Long Island Museum Association. Here's a picture of most of us at the end of the session -- a fine looking bunch, don't you think?

I shared with the participants four simple lessons that I've learned over the course of my work in nonprofits about the delicate interconnectedness of nonprofit boards and staffs.  We may know the accepted divisions of authority and responsibility between them, but they rarely function with textbook precision, even in the best of organizations. Why?  One reason is because it takes work to learn and try to understand the motivations of others.

Here's a possible starting point: my four lessons, meant to be short, sweet, and hopefully memorable.

Lesson #1:  We’re all in this together.   

This is my personal and professional philosophy.  I take to heart this quote from John Carver, author of Boards that Make a Difference:  “Board members and the executive director are colleagues without hierarchy.” 

Yet we need to recognize that boards and staff have defined, but dovetailed (and sometimes overlapping) roles.  The fact is that although boards make policy and staff carries it out, the best work is often born of a collaborative effort.  Boards and staff each bring to the table strengths that can complement and play off of each other. The fact is that the board and the staff both have the responsibility to achieve the organization’s greater potential as well as its mission.  That is huge common ground.  Period.

Lesson #2:  Set Expectations Together  
Once you’ve figured out how you want to work as an organization, you can collectively turn your attention to establishing expectations. Expectations can be easily shattered if they aren’t clear and communicated well right from the start.
Conversations around expectations can and should cascade through your institution:  between the board leader and the director; between the full board and the director; between the board and committee chairs; between committee chairs and committee members; between the director and committees; between the director and staff; between staff and volunteers.  Encourage these conversations -- they help to establish healthy foundations.
Lesson #3:  Work Toward the Future Together
By developing a set of common expectations, board and staff can begin to explore a common vision for the organization that can point them in the direction of future growth and development.  When board, staff, and other stakeholders in an organization start to openly articulate their aspirations for the organization, a wonderful transformation can take place that can be energizing, affirming, and challenging.  Board members and staff are often so focused on the day-to-day challenges of running our organizations that we don¹t give ourselves the time to dream about them.  Make that time.

Lesson #4:  Be Accountable by Measuring Success Together

It wasn’t so long ago that evaluation wasn’t so much a part of a nonprofit’s vocabulary.  Now it is.

It is the responsibility of both the board and staff to ask “How do we know?”

And we need to figure out how we can truthfully and meaningfully evaluate every aspect of our work.

We need to understand whether or not the work we are doing not only is meeting the mission, it is having an external impact on the audiences and communities we serve. Not only do we need to understand the extent of the impact, we need to know what do with that knowledge.  Why?

Boards and staff need to know this so that they know where to best set organizational direction and expend resources.

Bonus:  Use this self-assessment I prepared for the workshop to help you and your board/staff colleagues focus on where you can best apply the four lessons.

Saturday, August 24, 2013

Leadership: No Assumptions

IN MY LAST POST, I WROTE THAT CHANGING CAREERS or career focus is a powerful catalyst for shaking up sedentary thinking. It can reveal new professional perspectives and approaches to problem-solving. It can lead to new skills, networks, and best practices.  (It can also lead to sleepless nights, that slow-rising fear you overlooked something critically important that will come back to haunt you, and the trepidation of mastering a new technology. But that's another story for another time.)

For me right now, it's about revealing the many forms and pathways that organizational leadership can take. 

I've been a staff leader my entire working career. During that time I've learned a lot of leadership lessons, but I've also developed some predictable assumptions about what leaders do and personal expectations about what I, as an organizational leader, do.  Since shaking myself up eight months ago, my leadership assumptions have been tested in ways that often jump out from around a corner to completely take me by surprise, even after all these years. I keep reminding myself that I asked for this.

If you dive head first into the sea of leadership literature out there, you'll soon figure that a good leader is out in front, making the tough decisions, taking the heat, and being respected for all of that.  Indeed, that's a chunk of what leadership can be about.

Some organizations, however, want their leader to be less of the point person and more of a point guard, creating opportunities for others rather than themselves.  And some organizations thrive best when their staff leader is barely distinguishable from the rest of the staff.  More often than not these days, nonprofit leadership embodies all three (point person, point guard, and behind-the-scenes rainmaker), thus requiring a CEO to have a keen ability to read the organizational landscape and then act quickly and nimbly.

I'm intrigued by the quiet, back-of-the-room leadership that so often forms the backbone of many successful nonprofit organizations. It may come from the corner office, but it's just a likely to come from junior staff or the volunteer ranks. The fact is, it can come from anywhere at any time.

While boards of trustees have the critical stake in nurturing an organization's CEO, the CEO and department heads have just as big a stake in nurturing leadership at all levels throughout the organization.

The lesson in all of this is that leadership, or your understanding of it, is an organic thing.  It changes with you as you move through your career, as you move from organization to organization.  It can often look the same, with similar boundaries and expectations, but it is never quite the same.  Do yourself a big favor and don't assume that it is.

Thursday, June 27, 2013

Finding Equilibrium

I'M A LONG-TIME CULTURAL ORGANIZATION DIRECTOR, several decades down the road from my first job.  I've been fortunate to have worked for boards that were mostly active and engaged with the work of the organization.  As my experience has grown and my abilities have been honed, I've found also that the boards I've chosen to work for have relied on me for direction as well as expertise.  No longer.

Last year I made a conscious decision to switch it up.  I moved to an allied profession, but one I have no formal training in, no name recognition, and little, if any, professional capital to spend.  I'm an unknown quantity in need of proving myself in order to gain the trust of others.  I joined an organization as executive director that is just ten years old -- for all intents and purposes a start-up -- with a very active board that is fully engaged in setting direction, pursuing funding, and undertaking the work.  There's been more than one restless night wondering what they need me for.

For six months now I've been thrown back to the days when I was a wide-eyed young director, who relied on her board for constant guidance and a certain amount of 'parental oversight'.  Was that what it really felt like?  I am reminded of the advice one of my first board members gave me, 'a director's job is to direct.'  Almost too simple to take seriously, but those words have floated back to me time and again over the years and have done so with frequency since the beginning of this year.

I'm nearing the end of my first six months.  I'm feeling more competent as I learn the organizational culture, the personalities, and the landscape of a different profession.  An understanding of what I could do for this organization is beginning to emerge and I am looking forward talking with my board about it when we meet face-to-face later this summer.

Career disruption is a good thing.  It's hard, it can hurt like hell, but most of all it's taking a chance on yourself, your vision and your talents with the expectation that you'll be (somehow) better, more focused, more energized, as if all of your senses have gotten the cobwebs batted out of them.  Yes, that's what it feels like...right now...six months in.

Friday, June 14, 2013

Back in the Saddle

MY LAST POST WAS NOVEMBER 2012, A LIGHT YEAR AWAY it seems, that marked the beginning of a long push toward completing a manuscript on history museum leadership with my co-author, Joan Baldwin.  We finally submitted 350+ pages to our editor at Rowman & Littlefield this week.  If all goes well, we expect the book to be available in early 2014.  It's taken us two years to get to this point, so six more months or so of revision and production don't seem too long to wait until we can hold the final product in our hands (and you can, too!).

The project put a lot of things on hold, including this blog.  I'm glad to be back writing about intentional leadership -- leading by design -- for nonprofit boards and staffs.  Certainly, my thoughts are now informed by the forthcoming book, in which Joan and I posit that nonprofits need to focus resources on leadership, not just management.  Most cultural nonprofits are at a crossroad, as is the sector in general, where nothing is quite the same except the need (and even needs are greater, deeper, more serious).  This is a time not just for sound management, but for exceptional, forward-leaning leadership.

Leadership is nurtured in organizations that are continually open to learning -- learning through self-assessment, trial and error, and adapting across industries.  The common argument cautions that because our margins are too tight, our staffs spread too thin, it's impossible, even wasteful, to purposely pursue ideas and actions that weren't absolute sure things.  Does that really get us anywhere?

This is a time to hone our pursuit of the calculated risk and the educated guess to support visions and missions that truly make a difference to the audiences and communities we serve.  And that can't be done by hiding behind hidebound traditions, dated stereotypes, and some notion that it's okay to just muddle through.