Getting your Board on Board: Introducing a Secure Online Area for Board Collaboration
by Leanne Bergey
Print this PageEveryone benefits when board members begin connecting online.
New members can quickly get up to speed with organizational planning and strategies. Members can access critical resources at any time of day or night, or discuss topics together online without regard to location or time zones. Having a password-protected and secure area set aside specifically for your Board can overcome many of the operational challenges inherent in nonprofit management.
Potential obstacles
Of course, not all Boards are clamoring for an online meeting area. Some board members may not use technology and/or do not have a compelling reason to use it yet. This does not mean that you cannot begin moving your Board in this direction; it may just mean that additional precautions or upfront training may be in order.
The cost and time savings compared to paper mailings and phone calls should be enough of an impetus to put the planning in motion. The benefits to board connectedness will soon become apparent once the plan is in place.
Benefits
Think of the amount of money and time that is spent alerting your board members of upcoming meetings, and providing them with the necessary printed materials they need to remain informed. A password-protected online area can provide much of this information for a fraction of the cost you spend to send printed flyers, postcards and/or make phone call reminders.
An online calendar in this area can ensure that all board members are kept on top of key dates, whether they are receiving your printed mailings or not. No more worrying about notices or invitations that get lost in the mail. Email messaging tied in with the secure area can help by letting you send email reminders of these key dates to targeted committees or sub-committees. Each group can be sent a different message, without the need for extensive print revisions. A tracking mechanism for your email will let you know who is opening and reading their email. Best of all, notification is instantaneous.
Introducing the technology
Board members need to be comfortable with the technology, or they won't use it.
Make sure the new area is introduced at a board meeting. Have the initial kick-off demo and presentation. During the first six months after your area goes live, have a staffer available to answer any questions. Pick a few Internet savvy board members to promote the site's use and offer assistance to other, more hesitant members.
And, of course, make sure you continue some level of parallel print communication during the initial phase of use.
Key components
Don't confuse these board areas with "online communities." While active chat events and discussion boards will complement a face-to-face gathering when the discussion needs to spill over, or might be useful to bring out of town members into the discussion, they may not be the focus for less "tech savvy" members.
Your key resources will be your e-library of documents/publications, your online directory, messages from the Chair, Executive Director, or Dean, frequently updated announcements, and mission critical response forms.
Keeping your board members informed and involved is critical to your nonprofit's ability to function and further your mission. A dedicated area on your website will not only facilitate those goals, but reinforce your website's importance to the Board and make its own case for future improvements.
Article by Leanne Bergey, President and Founder of Verve Internet Solutions, creators of BoardEffect®. Leanne can be contacted by emailing lbergey@boardeffect.com, or by phone at 1.866.672.2666.