Winning Board Support for Your Volunteer Program

When leading a volunteer program, one of the most important tasks is presenting key information to the organization's Board of Directors. These decision-makers have a vested interest in the success of the volunteer program but, unless information about it is presented to them on a regular basis, it gets forgotten. Presenting to your Board helps secure ongoing support, resources, and recognition for volunteer efforts.

Let’s start with what boards and executives really care about.

I’ve served on and led a number of social impact Boards. Regardless of the specific cause, I’ve learned that Board members typically focus on three key areas when making any decision.

• Impact – Just like you, they care about the cause. They want to see exactly how the volunteer program is contributing to the organization's mission. Are volunteers making a tangible difference? Are their efforts improving outcomes for the people served? Data and stories should demonstrate the effectiveness of the program.
• Risk – They need to understand potential liabilities, safety concerns, or compliance issues. What are the risks involved with agreeing to any new program or request you make? What are the risks of not complying? What systems are in place to mitigate risk? Are they adequate?
• Finances – Every program, including volunteer engagement, has financial implications. Boards want to see a return on investment. How much value do volunteers contribute? Do volunteers help attract funding? How much?

By ensuring that your presentation answers their questions about these three things, the Board will see the value of the volunteer program.

What should you include in your presentation?

An effective presentation balances hard data with compelling storytelling. Include something from each of the following elements:

Numbers. Quantitative data helps demonstrate impact clearly. Consider information such as:

• The number of active volunteers
• The number of beneficiaries served by volunteers
• Volunteer retention rates and satisfaction scores, and
• Comparisons to previous years to show trends

Stories. While numbers provide a solid foundation, personal stories bring that data to life. Share:

• The story of a volunteer who made a significant impact
• A testimonial from a client or beneficiary about how a volunteer helped them
• A success story demonstrating how a specific volunteer effort supported the mission

Quotes. Short, powerful quotes from volunteers, clients, or staff add authenticity. Make a point of writing down great comments that people make about the program and ask their permission to use them.

Now you know what to include, how often should you be presenting to your Board?

Volunteer programs should be on the agenda regularly, not just as an afterthought. I recommend presentations be given at least annually; quarterly if it’s a large program. Frequent updates allow for better ongoing support. You should also ask to give a presentation whenever any major changes occur. If you’re launching a new program, facing a serious challenge, or seeking additional funding, a special presentation focused on that change may be necessary.

You’re probably curious about how you actually get on the agenda.

Board meetings are often tight for time, so getting permission to give a presentation can sometimes be a challenge. Consider these strategies:

• Tie it to their priorities. Frame your request in terms of impact, risk, and finances.
• Get an ally. Find an executive or board member who values volunteerism and can advocate for you.
• Keep it concise. Offer to present a brief, 10- to 15-minute update.
• Follow formal procedures. If the board has a set process for adding items to the agenda, follow it.

Once you’ve done your first presentation, let them know the value to them of you updating them regularly, and suggest that you give an update quarterly or annually.

Now you’re on the agenda. Feeling scared?

Not everyone is comfortable speaking in front of a group. No pressure, but delivery is important. Here are a few tips to make it easier.

• Act confident – even if you don’t feel that way! You know the value of your volunteer program; focus on your passion rather than on your nerves. You might even fool yourself!
• Do your preparation. Anticipate what questions might be asked and have answers and supporting data ready. The better prepared you are, the less nervous you will be.
• If possible, use visuals. A slide deck with charts, photos, and key stats makes the information easier to digest, and people will be looking at the slides and not you!
• Be concise. If you drone on and give every little detail, you won’t be welcome back. Stick to the most compelling information and only expand on it if they ask.

By regularly presenting volunteer program updates, you ensure volunteers receive the recognition, resources, and support they deserve. When Board members see the true impact of volunteers, they are more likely to champion the program and integrate volunteerism into the organization's overall strategy. Good luck!