Committees – the workforce of your organization

Committees are one of the greatest inventions of the association world. They are a group of volunteers, aside from the board members, who research, deliberate and make recommendations for the association, typically based on goals and objectives found in the current strategic plan. Often, these volunteers have specific knowledge or expertise on the issue at hand. This assumes the board is able to harness this workforce to benefit the association. Not always an easy task.

In my years as an association executive, I have come to realize what makes a great committee. First, having committee members who are not on the board is vital. It helps to make sure the board does not get overwhelmed. It also the helps the board to recognize potential future leaders, increases buy-in and builds ownership of the association’s mission and goals. It shows transparency and inclusiveness between the board and members, a great thing for the operation of any association.

Another important aspect of good committees is specific board charges and role responsibilities. By giving the committee a specific task with a specific desired outcome one can reduce the chances of miscommunication and promote a successful outcome. By requesting regular reports from each committee the board is kept informed and the committee is kept motivated. This also helps the committee feel like an extension of the board. It is important that committee members understand that their role is to study an issue and report back to the board with their recommendation, therefore saving the board time. A committee has no separate powers or authority to make decisions for the association.

The most important thing that makes great committees is a great board. The board must understand and trust the work of the committee members, be willing to ask questions of the committee members, and appreciate the work of the committee. Nothing can ruin a volunteer’s motivation faster than rejection of their hard work or ideas. The board must be diplomatic, understanding, and appreciative in order to keep a committee motivated and productive. Giving clear instructions should reduce miscommunication between committees and boards but if problems arise the board must be appreciative of the committee’s work above all other emotions.

Sometimes a committee is simply unnecessary. Review your committees at least once a year to make sure they are addressing relevant issues or topics. Some committees may need to be eliminated completely while others might just need to be reevaluated. Some boards use the “clean slate” approach where they sunset all committees other then those required by the bylaws every few years and reinstate only those committees that have a valid assignment.

Incorporating new volunteers into the leadership of your association is a great way to increase participation, find new leaders, and gain the knowledge of experts who wish to be of service. Putting motivated volunteers on committees is a perfect place for them to learn about the workings of the association while saving the board time and energy. By setting committees up for success and supporting them, a board can really ensure they do great work for the association!