Before you Board: Questions to consider before you say "YES!"

A note about some important questions to consider before you say "YES" to joining any kind of advisory board or committee.

It can be tempting to say "Yes!" to any advisory board that comes along and wants you to be a part of it. After all, a great woman taught me to take advantage of every opportunity they have available to them. However, I've learned it's also important to learn that by saying an audible "YES!" to some things, I'm saying a silent "no" to other things my time could be used for.

Here's a quick checklist to think through, scroll down to see more detail for each question.

• Are you already on 3 or more boards?
• Do you know why YOU specifically were asked to be a part of this board or committee
• Does the committee/board have a charter or other documentation that states how it will be run?
• If you are a part of a grant advisory committee, can you see a full copy of the grant request so you can see the exact terminology that defines success?
• Which platform is being used to coordinate meetings/notes/etc (Zoom? MSTeams? Google Docs?)
• Whom is the “owner” of this project, and what is their contact info?
• What percentage of those taking part in the board discussions is made up of those we are seeking to serve? (“Nothing for us, without us”)
• Monthly Time Expectations (in hours)
• Compensation details/Dues Details
• Is this an advisory board / governing board / advisory committee?
• What impact will your participation have?
• By saying "YES" to this, what are you saying "no" to instead?
• Do I know someone else who might be a good fit for this?

Are you already on 3 or more boards?

"If you are on more than 3 boards, you really aren't "ON" those boards." This was the lesson I learned in 2017 through an Amherst Chamber of Commerce Emerging Business Leaders course taught by Tom Ulbrich. Tom went on to remind us that each board likely will have committees that you'll be expected to be a part of, so to be wary of biting off more than you can chew. If you are on a board, you'll need to show up, be responsive, be prepared, and come with solutions. If your calendar is too full to make time for board duties like attending events, or prepare for a meeting properly, you might wish to hesitate before saying "YES" to a new opportunity, because you might be saying "no" to being fully present for existing commitments.

Do you know why YOU specifically were asked to be a part of this board or committee?

Congrats on earning a seat at the table! Chances are you were selected because you have a specific voice you are representing when you are in those meetings. Let me be clear: If you are in important meetings, you have a duty to speak up and share your voice. Example: As a part of the Emerging Business Leaders, I am a previous student who had experienced the Leadership Program first hand, so at that table, I'm representing those who had gone through the course and it is my duty to share my honest experiences and thoughts so we can improve future courses. It is my duty to share my lived experiences where appropriate so others can see various perspectives when we have discussions around cost, quality, and access. It is also upon me to know that I am a single representative, and my experience is not the same as the group collective's experience.

By reminding myself why I'm the one in the chair, gives me greater clarity and confidence during meetings so I can add value. If you've sought clarity on why you were selected, and it doesn't match your reasons for why you'd like to be a part of the group, then it's OK to say "no" to the opportunity so you can say "YES" to a better fitting option in the future.

Scroll to the bottom to learn more about how to make the most of saying "no" by passing on the opportunity to a colleague.

Does the committee/board have a charter or other documentation that states how it will be run?

Finding out if a committee or board has a charter or other documentation helps you determine "credibility" of the endeavor. It can also be an opportunity for you to identify where you might be able to add value! For established boards, a charter helps you learn the "rules of engagement", how prominent seats get picked/when, how long a "term" or length of time you'll have your seat is, types of committees, expectations, etc. At first glance, it can be easy to dismiss the charter, but for me, I now use this to judge if a group has essential structure for sustainability - and I lesson the chances I'll waste an hour in a meeting discussing "nothing".

If a group has no formalized structure, has no interest in allowing me to provide input/create one, or has no metrics by which they determine group success... it's an easy "no" for me.

If you are a part of a grant advisory committee, can you see a full copy of the grant request so you can see the exact terminology that defines success?

As alluded to at the end of the preceding question, it's important to know what "success" means for the group's mission, and for the board participants themselves. Get in there and learn so you can stay on course and make the most of your time and everyone else's. If the definition of success isn't measurable, and you don't see yourself taking up the mantle to address this issue, this might be a place where you can say "no".

Which platform is being used to coordinate meetings/notes/etc (Zoom? MSTeams? Google Docs?)

Communication is key. As we have up to 5 generations now in the workforce, it's important to get clear on how, when, and where work will get done. If you are terrible at using technology and the group meets primarily using something like Slack, Discord, or Teams - If you don't feel EXCITED and motivated to learn, and know someone who can help you, it might be a good idea to say "no" to this opportunity to a fellow friend so you can remain open to future opportunities that better fit your communication preferences.

Whom is the “owner” of this project, and what is their contact info?

It's important to identify your "go-to" people, and identify their preferred contact info. Learn who is the person who sets meetings, learn who to contact if you have interest in committees, and most importantly, learn who has authority over the group. If it's a committee you are on, who is the sponsoring board? Who are they? You can do the most amazing work in a sub-committee but if it doesn't get buy-in from those with decision making power, your work can be dead in the water. (This has happened to me and it STINKS) Knowing who the owner is and knowing if your committee or position has any actual voting power can make it easier to say "YES" to spending a few hours of your month with this group.

What percentage of those taking part in the board discussions is made up of those we are seeking to serve?

“Nothing for us, without us” I learned this phrase from a wise woman while working at Evergreen Health and serving LGBTQIA, BIPOC, and generally underserved populations. It means, don't create new things without the voices/input of those you are wishing to serve. Ekua Mends-Aidoo explains Diversity and Inclusion isn't just some vanity thing, it's EVERYTHING. Currently I'm volunteering on a number of "digital divide" groups that are working to address the gap between those that do have internet access and those that don't. It's a great cause, it's got tons or stats and data, but these groups held mid-pandemic are missing the voices of those it hopes to serve. Therein lies the problem: "How do we get people who don't have internet access to be a part of a discussion about internet access while having 100% virtual meetings on tech platforms?" It's a tough question, and we're working on an answer. If you've got an answer, please add comments below!

But for now, seek to be a part of a board that includes leadership and participation from those it's looking to serve. A board that looks like the population it serves is an easy "YES!".

Monthly Time Expectations (in hours)

Here's my general rule of thumb, for less mature groups that don't have a charter, metrics etc, and for every hour they estimate they'll need of your time, triple it. Chances are you are needed because you are expected to put in the work of standing up those pesky things, and you need to put the effort in if given the opportunity to build and it aligns with your passions. With little definitions, it's also hard to tell if you will need to set up additional committees, sub-committees, events- and these all take time.

For more established groups that do have a charter, I take the time they estimate and double it, or estimate a little less. You still need to prep outside of these meetings or set aside time to do things you make notes to do like making connections, looking something up, etc. Being good board member is about being proactive. Established boards can be more up front about how many external things outside of main meetings themselves you are expected to participate in, so that makes it easier to identify a "YES" or a "no".

For me, I have to remember this time is valuable with a 2 year old at home, each "YES" to a prestigious board is a "no" to a tea-party with my little princess, or "no" to a lunch with my husband in favor of a board meeting. Matthew Pelkey taught me valuable lessons on time management and priority setting. Be sure to weigh this in your considerations, especially if you have the ability to pass on the opportunity to others.

Compensation details/Dues Details

Some boards require you put your own money in to be a part of them. It's about showing that you have a "stake" in the success or failure of the boards vision or purpose.

Some boards only require your time and are "no cost" to you. But buyer-beware, another mentor of mine taught me to be fiercely protective of your time, because you rarely get it back, and you must take care of yourself first to avoid burnout. You can't fill someone else's cup if yours is empty.

Some boards or committees will pay you to be a part of them. These are more rare, and if you have these opportunities please let me know so I can pass them along! Remember for these you will want to make sure there's no conflict of interest for your employer. Check with your compliance team at your work.

Is this an advisory board / governing board / advisory committee?

Governing boards have voting power to impact funds. Advisory boards make recommendations to voting bodies or require sign-off for large initiatives. Get clear on this ahead of time. Read more about the differences between type here. Types can vary based on if a company is a non-profit or not. Knowing if your impact can be knee-capped before it gets out the door due by another governing body hurts the soul.

What impact will your participation have?

Stop and think to yourself, what kind of an impact will your participation have? How many people will you directly or indirectly touch. This size and scope can matter. For example as a part of the Emerging Business Leaders, I have a potential indirect impact on up to 20-30 individuals in per yearly leadership program (not counting the mixers and many other things for reference). But with my WiFi Warriors initiatives and board work, I can having a lasting indirect impact on the 18.6% of Western New Yorkers (~30k households) who do not have access to broadband / affordable internet.

In defense of 30 people vs 30,000 people, remember to keep in mind the relationships you make will also impact your life/career. I very much value my relationships with those at the Chamber, they've helped me grow to who I am today. I miss seeing my fellow friends and board members at our meetings over beverages. This is the positive impact on me as well, so it's valuable to me.

Thinking through the scope of potential impact/reach has helped me identify where to say "YES" vs "no".

By saying "YES" to this, what are you saying "no" to instead?

Saying and audible "YES" to an early morning committee means saying a silent "no" to having coffee with my husband at times. Sometimes it's me saying "YES" to an event planning meeting after work and saying "no" to making a home-cooked meal vs takeout. Saying "YES" to volunteering my weekends to provide free WiFi Access to people in need at the start of the pandemic meant saying "no" to getting baby snuggles at naptime. It's still quite the juggling act, but it's totally worth it.

Do I know someone else who might be a good fit for this?

Saying "no" is saying "YES" to giving a desired opportunity to a deserving colleague or friend. I KNOW it is scary saying "no". Saying "no" can be empowering and exhilarating. Lillian Pierson and Mico Yuk have taught me about having an abundant state of mind when it comes to opportunity, specifically letting go of the notion that this is the only time I'll ever get asked to do this!!!

I've also learned that a "no" can also mean "not now". Trust me. Opportunities come back around. So if you have the ability to, I HIGHLY recommend not fretting about passing opportunities along to others. By saying "no", but passing on the opportunity you get to 1. help a person get connected to someone else, and that makes them happy, 2. get to make a colleague's day by recognizing their worth and passing on the opportunity, 3. reap the benefits / joys of being a go-to person, and so now both the requestor and the person whom you referred will come back to you with more opportunities, and 4. retain the option to say "YES" to a better opportunity in your future!

What do you consider when thinking about opportunities like these? Put your comments below!