How to Optimize Board Binders

Busy board members need well-organized binders.

Individuals serving on the Board of Directors for nonprofit organizations are busy professionals, juggling career and outside activities. Providing your board members with board binders that give them all the information they need about the organization is a quality found in top executive staff members. Timely and concise information, and determining the importance of certain pieces of information, can help a staff member maximize the value of a board member's binder and can keep them engaged in the organization.

Things You'll Need

• Three ring binders
• Tabbed dividers
• Board minutes
• Board agendas
• Annual budget
• Monthly forecasts
• Bylaws

Instructions

1. 

   Compile your materials.

   Purchase three ring binders with pockets, tabbed dividers and a sufficient number of lined notepads for each board member.

2. 

   A messy disorganized binder is not acceptable.

   Label each tabbed section according to the information you wish to provide. The first section is labeled "Governance" and includes a copy of the organization's bylaws or articles of incorporation. The next section is "Finance" and includes both the annual budget and monthly forecasts. You can make the third section for "Board Minutes" and it will hold the most recent set of board minutes for approval, along with the upcoming board meeting agenda. A list of board member contact information is in a separate, fourth section which also contains a list of committee assignments and staff contact information.

3. 

   A neatly organized binder is useful to board members.

   Compile all parts of the binder and place a notepad in the front sleeve of the binder so your board members have writing materials for the meetings. Place a copy of Roberts Rules of Order or other rules of parliamentary procedure in the back sleeve so it is easily accessible at board meetings to resolve disputes.

4. 

   Gather feedback to make improvements if necessary.

   Present your board members with their binders and ask for feedback.

References

• Iowa State University Extension: Board of Director Educational Needs
• NHAEA: Job Description of Executive Directors and Presidents
• The Watershed Institute: Board Binder