Meet, Greet, Grin and Adjust - RISK eNews

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A SOURCE for Tools, Advice, and Training to control risks… so you can focus on your nonprofit’s mission.
October 8, 2014 Meet, Greet, Grin and Adjust By Melanie Lockwood Herman After a whirlwind month during which we hosted three, back-to-back risk conferences, life at the Nonprofit Risk Management Center has returned to “normal.” What’s normal? Working with dedicated leaders from a diverse array of mission-directed nonprofits on projects ranging from the development of a cloud application for one client’s 2,800 stakeholder organizations, to performing risk assessments and designing in-person and online training. During a planning session for one of the workshops we’re delivering later this month, our team began talking about how personality types and communication styles contribute to the success of a meeting. And since we generally don’t know the personalities and styles of the nonprofit staff members who will be attending one of our custom workshops, we need to be prepared for anything. On that topic, Director of Client Solutions Kay Nakamura shared two articles that poke fun at the personalities that too often derail thoughtful agendas and the important goal of engaging everyone around the table. If you’ve ever attended a brainstorming session, you’ve probably met a few of these troubling attendee types. From the Black Enterprise article, “Top 5 Most Annoying—And Productivity-Stealing—Personalities in a Meeting,” meet Mr. Talk Alot and Ms. Micro-Issue: ·         Mr. Talk Alot: According to writer Janell Hazelwood, what delights this meeting attendee most is “the sound of their own voice.” She adds that Mr. Talk Alot is also the participant most likely to elaborate on points that need no further elaboration or engage in distracting side conversations. ·         Ms. Micro-Issue: This label is assigned to the attendee who cleverly derails the agenda and draws the conversation to a topic that is of great interest and relevance to her, but is arguably off-track and inapplicable to the rest of the group. From the Fast Company article, “The Top Ten Meeting Personalities,” meet the Multitasker, the Disrupter and the Interrupter: ·         The Multitasker: According to Jackie Yeaney, Chief Marketing Officer of Premier Global Services, “All of us are guilty of multitasking during a meeting. Some of us are better at it than others.” Signs of a multitasker? According to Yeaney, “when asked a question, the Multitasker frequently responds with, “Sorry, I missed that. Could you repeat that?” ·         The Disrupter: Taking a risk by not knowing exactly how a meeting will wind up is half the fun for many people who attend lots and lots of meetings. But there is a downside to the risk as well. Yeaney writes that “Changing the topic or taking people down a side street, the Disrupter can sometimes uncover new thinking or creative ideas. But the Disrupter can also blow up an agenda and make other meeting participants irritable and cranky. You'll know the Disrupter as they often end a sentence with “… but I digress.” ·         The Interrupter: What meeting wouldn’t benefit from a few good ideas? Yes, but, there’s a time and place for every brilliant comment. Yeaney cautions, “When a good idea comes to mind, the Interrupter can't wait to present it to the group. And does … right at that moment! This personality is not inherently bad because hey, it is a GOOD idea. But have caution: combining the Interrupter with distant relatives the Disrupter and the Long-Winded can create meeting anarchy.” Risk Rescue for Derailed Meetings Consider the risk tips below to prevent meetings from going off the rails, or to get them back on track when a familiar personality type gets in the way of your plans for a productive and meaningful conversation. 1.    Keep it Timely – A great technique to keep a meeting on track is to adopt and follow a timed agenda. A timed agenda indicates the estimated time that will be devoted to each key discussion topic. It’s a great tool for the meeting minder (the chair or facilitator), particularly when that person (you know who you are!) has a hard time interrupting the attendee who seems determined to hear her voice from start to finish. 2.    Choose the Chair with Care – Sometimes senior leaders in a nonprofit aren’t the best meeting facilitators. That’s ok. If there are critical topics to discuss, consider choosing the best meeting facilitator, instead of the staff member at the highest pay grade. A great meeting leader knows how to gently move the discussion from topic to topic, how to engage the quiet attendees, and how to respectfully get the disrupters and interrupters to stand down. 3.    Keep a Plan B Close at Hand – Meetings go off the rails for any number of reasons, including sabotage by a participant to “stuff happens.” When you fear your agenda is too skimpy for the time allotted, make sure you have a compelling, meaty topic in mind as an add-on. Always ask the group’s permission before going down the new path. If your concern is that the time may be inadequate, make certain you’ve identified one or two topics that can be postponed until the next time the group meets. Again, ask permission to take those topics off the table out of respect for the published end time for the meeting. 4.    Be Flexible – A common mistake is to try to control the discussion and the outcomes. The truth is that the most rewarding workshops and meetings often bring things to light that had been hiding in the darkness for too long. Facilitators who lead scripted and rehearsed brainstorming sessions quickly lose credibility and respect. “Why are we here?” and “This was a waste of my time!” are sentiments you don’t want to hear in the hallway or read on the meeting evaluation form. The futurists who predicted the demise of in-person meetings and conferences during the Internet age have thus far been proven wrong. Many associations are reporting record attendance at their annual conferences, and we heard over and over again at the Center’s recent risk events that conference and video calls are a poor substitute for face-to-face conversations about controversial and troubling risk topics. Yet even a thoughtful agenda is at risk of spiraling out of control when the usual suspects show up. By considering the risk of a meeting gone wrong before you conduct roll call, you’re in the best possible position to increase the odds that your next meeting, brainstorming session or workshop will be time well spent for all involved. Melanie Herman is Executive Director of the Nonprofit Risk Management Center. Melanie enjoys discussing risk issues against the backdrop of a nonprofit’s mission during custom workshops for Center clients. She welcomes your questions about risk management and the Center’s consulting services and cloud applications. She can be reached at (703) 777-3504 or Melanie@nonprofitrisk.org.	Risk Webinars Fit-to Suit Risk Policies My Risk Management Policies, Version 2.0 helps you create custom risk policies for your organization in a matter of minutes. Need well-written policies? This cloud app makes policy drafting easy. After completing the quick registration process, search by keywords, categories or peruse an alphabetized list of 150 templates. Each template offers many options to consider. Some of the templates force you to make practical choices. For example, you might prefer an informal style over formal language. Or perhaps you want to strictly prohibit something that other nonprofits allow! With My Risk Management Policies, Version 2.0, custom-fitting policy language to suit your nonprofit is easy and dare we say… fun! Version 2.0, What’s New? We’re excited to announce some terrific new features, plus a bold new design. Many of the new features were developed with client feedback in mind. You spoke and we listened! ·         Multiple users, one account — The new version has two levels of users: Account Holder and Added User. This means that two or more staff from one organization can collaborate on the drafting of policies. Want to get your outside counsel involved? No problem! The Account Holder for your nonprofit may grant system access to expert advisors through the “added user” feature. ·         Policy drafting tips — We’ve added policy drafting tips at the top of many templates. This is our chance to offer a few hints from our years of experience drafting and editing risk policies for nonprofits! ·         More policies than ever before — We have added nearly 50 new policy templates and updated many of the templates in the first version, and we’re not stopping there! As always, we welcome your suggestions for new policy types, new policy language, policy options and more. Send your requests to info@nonprofitrisk.org. To begin developing customized Risk Management Policies for your nonprofit, click here. The one-time licensing fee for My Risk Management Policies is only $179 or just $29 if your nonprofit is an Affiliate Member of the Nonprofit Risk Management Center.
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© 2014 Nonprofit Risk Management Center

Nonprofit Knowledge Matters

View this email in your browser            Wanted: Courageous Board Members For too long, a myth has hung over the nonprofit community like a scary fog:  that nonprofit advocacy is somehow spooky. Nothing could be further from the truth, because advocating for missions is a core part of our sector’s proud legacy. If you eat in smoke-free restaurants, drive safely on divided highways, have a Social Security card, use your civil rights, or are a voting female, then you are benefiting from the past advocacy work of nonprofits – and board members. That’s why we are excited to let you know about a new campaign,Stand For Your Mission, launched to raise awareness - specifically among nonprofit board members - that being an advocate for the nonprofit’s mission is an important role for every board member to play. Advertisement Don’t just sit on a board: Stand for your nonprofit’s mission. The Stand for Your Mission campaign calls on all nonprofit board members to stand up as powerful champions for the missions they serve. The campaign is designed to unleash the full potential of nonprofit organizations to advance their missions in their local communities by engaging board members more directly as advocates on behalf of their organizations. The goals of the Stand for Your Mission campaign are to: Bring about a sustainable shift in the understanding and expectations around board engagement in advocacy; Move advocacy from an ancillary to a key board leadership role; and Strengthen the nonprofit sector’s ability to advance the public good. Importantly, this new campaign is not being advanced by ghosts, ghouls, or goblins, but by trusted, mainstream organizations in the nonprofit and grantmaking communities that recognize the need to change the culture around nonprofit advocacy so it is embraced as an effective, everyday tool for advancing nonprofit missions. The National Council of Nonprofits collaborated withBoardSource, the Alliance for Justice (with its Bolder Advocacyinitiative), the Forum of Regional Associations of Grantmakers, the Campion Foundation and John S. and James L. Knight Foundation, to curate a set of core resources for board members, CEOs, and grantmakers. Please share the Stand for Your Mission discussion guide as a useful resource with your board. Read on for more resources for courageous boards Talking about That Which Shall Not Be Named [what it really costs to be a charitable nonprofit] While we wish we could just wave a wand, magical thinking won’t stop those who rate and rank nonprofits by focusing on the cost of a nonprofit’s operations, rather than its impact in solving community challenges. So what can nonprofits do to shake off this aversion to costs? Remember Harry’s invisibility cloak? Throw it off! Be bold and brave enough to have candid conversations with donors about what it really costs to deliver programs and services.   Bring financial sustainability closer in 3 easy steps First, let’s toss out the shape-shifting term “overhead” that means something different to everybody and instead just call all these costs what they are, whether “fundraising,” or rent, or “general administrative.” Second, let’s ignore any apparent incentives to be fuzzy about the full expenses needed to deliver a nonprofit’s services or programs. Instead, by fully embracing our own costs, nonprofits will help manage expectations about what is really needed to solve problems in communities. Third, let’s find the courage to talk about the costs, especially with donors and grantmakers – and document them, demonstrating accountability and candor consistent with a culture of transparency. We think this is the right approach – and we’re inviting you to join us by:“owning your own costs.” Read on for more on owning your own costs. Join us for a Special Webinar to Raise Awareness About Costs At the National Council of Nonprofits, we and our State Association network are tackling misconceptions about costs one step at a time. Transparency about costs first requires knowing how much it actually costs to provide services and deliver programs. This means that someone at every nonprofit should be able to properly account for program related costs as well as those costs that cut across all the activities of the nonprofit. We know this can a challenge, so our network is hosting a special program designed to help your nonprofit #OwnYourOwnCosts. Please join the National Council of Nonprofits and our State Association network for a free webinar about proper cost allocation, so we can all own our own costs and spread the message that all costs, whether for fundraising or administration, or anything else related to advancing our nonprofit’s mission are essential. Guest speaker: Jeff Russell, founder and CEO of Jitasa October 23 | 3:30 - 4:30 pm Eastern Resources for Board Members Good governance (National Council of Nonprofits) Checklist for IRS Form 990 board governance policies(National Council of Nonprofits) Board members’ voices count! Video: Your advocacy can make a difference More resources about scary stuff Creating Order From Chaos – Roles for philanthropy in disaster planning and response(Jessie Ball duPont Fund) Risk, risk, and more risk – and resources for managing it (National Council of Nonprofits) Losing tax-exempt status(National Council of Nonprofits) 501h election: A simple way to protect your nonprofit from lobbying missteps (National Council of Nonprofits) What information must a nonprofit make available to the public? (National Council of Nonprofit) Worth Reading Is your nonprofit scared of social media? Aespire explains the three myths of social media. New! The Sustainability Mindset, by Jeanne Bell and Steve Zimmerman This month’s poll: Does your board monitor the impact of public policies on your nonprofit's mission delivery and resources? Tell us in this quick, one-question poll and look for the results in next month's Nonprofit Knowledge Matters. Share this newsletter with your staff, board, and nonprofit colleagues Did you receive this email from a friend? Sign up now to receive this free e-newsletter each month. © Copyright 2014 National Council of Nonprofits. All rights reserved  1200 New York Avenue, NW | Suite 700 | Washington, DC 20005 | www.councilofnonprofits.org

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National Council Nonprofits: Nonprofit Knowledge Matters

Building a better budget (even if you are allergic to numbers) During an interview with staff members at the New York Council of Nonprofits, Jenny Chandler, Vice President at the National Council of Nonprofits, learned how to build a better budget:   In an effort to get over my allergy to numbers, I spoke with the terrific team of Kelly Mathews (Chief Operating Officer), Michelle Jarvais (Chief Fiscal Officer), and Elizabeth Mathews (Senior Accountant), who shared with me their “6 P’s” approach to nonprofit budgets. See if you can find the “P’s” in their advice!   Jenny: When you work with nonprofits to build a “better” budget, what are your goals?   Michelle: We’re going for a strategic process that helps you plan – not just taking last year’s numbers and updating them. We encourage nonprofits to look a few years ahead and take a multi-year approach because that will result in a better budget.   Kelly: In my work with nonprofits I often see folks not thinking through the long-term effects of short-term decisions. An example would be a simple cost-of-living adjustment. It’s great in the year it’s given – it bumps up salaries and boosts morale. But has the nonprofit projected out the impact of that adjustment for the next few years? It’s going to change the revenue requirements for many years to come. That could be huge.   Michelle: We encourage nonprofits to think of their budget as a living, breathing, guiding document. Your budget is not something that’s approved by the Board of Directors and then locked in stone for the rest of the year. It’s never going to be static. It’s going to change month-to-month. It’s normal for the actual numbers to turn out differently than you projected when you drafted the budget, so a “better budget” is one that changes with the nonprofit’s experience.     Jenny: It sounds as if you are suggesting that the board-approved budget should be formally amended throughout the year?   Michelle: Perhaps. Many organizations approve at least one budget revision annually. But sometimes adjustments are anticipated and reflected in the budget narrative so that a formal amendment isn’t necessary. If the narrative is thoughtfully drafted it will explain potential variances and alert the board to alternate scenarios.   Jenny: Wait a minute. You just said, “narrative” – You mean budgets aren’t just numbers on an Excel spreadsheet?    Read more from this interview...     Changing the Culture on Costs, One Community at a Time Most nonprofits know the problems caused when governments, funders, and the public incorrectly assume that only program costs are well spent and that overhead costs are undesirable. Some nonprofit leaders in Napa Valley, California are doing something about those attitudes, and providing inspiration for the rest of the nonprofit community.   Read more…   Subscribe here to receive your free copies of Nonprofit Advocacy Matters (every other Monday), where this article was originally published.        And now for something fun: A summer celebration of charitable nonprofits! Sit back in your chair, let yourself relax for two minutes to enjoy this short “Motion Graphic” about how nonprofits are essential to the quality of life in our communities. Brought to you by our member State Association, the Nonprofit Association of the Midlands.      Resources to help your nonprofit develop a budget   Budget Best Practice Tips (NYCON)   Financial management resources (National Council of Nonprofits)   NYCON’s Budget and Cash Flow Toolkits: Comprehensive, step-by-step guided & easy to use ● Take a tour ● Information & Online Order Form ● Contact your state association of nonprofits to inquire about a discount.     Advertisement   Worth Reading   Is Strategic Philanthropy Yesterday’s News? (Nonprofit Quarterly)   Build a board culture that advances fund development (Cause Planet)   Preventing fraud in the cash disbursement process (Tate & Tryon)   Author Interview: A Board Member’s Easier Than You Think Guide To Nonprofit Finances (Andy Robinson and Nancy Wasserman)      Your Voices Last month, we asked how often your board reviews financial reports. Here's what you said:     This month's poll: What do you think of crowdfunding as a fundraising strategy?   Tell us in this quick, one-question poll and look for the results in next month's Nonprofit Knowledge Matters.       Worth Noting   Beware of a current government grant scam   Free program: Everything you always wanted to know about Grants.gov (June 25, 1 pm Eastern)   © Copyright 2014 National Council of Nonprofits. All rights reserved  1200 New York Avenue, NW | Suite 700 | Washington, DC 20005 | www.councilofnonprofits.org