Use This Simple Question to Improve Board and Committee Member Engagement

Keeping nonprofit organization Board and committee members engaged is often more art than science. The reason this task is so difficult is because of the delicate balancing act between gratitude and appreciation. It is relatively easy to show gratitude and thank volunteer leaders for attending meetings. It is another thing to make sure these volunteer leaders leave each meeting with a feeling that it was a good use of their time, that they were actively involved in discussions, and the organization appreciated and valued their input.

We often talk about how to improve the attendee, member, and donor experience. We endlessly discuss how we can ensure these individuals walk away with positive feelings and warm lasting memories. We need to adopt this same attitude and approach for volunteer leaders, especially regarding the Board and committee meetings that provide their main opportunity for interaction. In short, nonprofits need to be more aware of engagement among their volunteer leaders and actively search for satisfaction level clues.

Although there are many ways to do this, I have a favorite tactic that is easy to apply, provides insights into what is working and what is not, and is generally not perceived as disingenuous or confrontational. The tactic involves asking a simple, straightforward question:

“Was the meeting a good use of your personal time?”

There are three advantages to this question.

First, the question by nature is flexible. You can ask the question at the end of a meeting to the entire group or address the question to individuals. The question can be informally included in the closing remarks of the meeting or formalized by circulating a survey question after the meeting. Responses can be received anonymously or with sender recognition. Finally, responses can be used internally by staff, shared with the group, or both.

Second, the timing is easily adaptable to meet changing circumstances. It is possible to pose this question too often, so the timing must be chosen wisely. For Boards and committees that meet on a regular cycle, I favor posing the question formally once a year through anonymous survey questions. Informally, use the question when attention levels and engagement are slipping. Here I favor posing the question verbally in the closing remarks of the meeting, providing opportunity for individuals to respond and discuss. If meetings are going well, hold back on asking the question. Overuse of the question will lessen effectiveness.

Third, consider who is best to pose the question. This is another flexibility advantage. There are three parties who can pose the question. Staff can pose the question, which tends to make the question more systemic and operational like filling out a performance evaluation. The chair could pose the question, lowering the formality of the question and adding an element of personalization. And finally, another individual attendee can pose the question, which can be helpful where an individual Board or committee member is willing to speak-up on behalf of the larger group and elicit independent feedback separate from the meeting leadership.

Planning Tip – For the Board and active committees, consider using annual performance assessment surveys to receive feedback, start discussions related to change, and help set goals for the next meeting cycle. Keep the surveys short and to the point. Use survey questions that are measurable and clear so trends from one survey to the next can be easily observed.

Periodically consider changing up the question to appear fresh, gain trust, and elicit new responses while still meeting the original objective of improving Board and committee member experience and engagement. For example, the question could be repositioned with new perspectives such as: “Are our meetings effective and help improve performance?” or “Were you able to participate in the meeting, be heard and recognized?”