Board orientation: emerging best practices
When it comes to board governance, orientation is "the sock in the dryer." Just as a lost sock is often overlooked and frustrating to deal with, board orientation can feel like a neglected chore that everyone knows needs to happen but tends to get shuffled to the back of the laundry list of priorities.
Happily, new norms and trends are emerging. CEOs and board chairs know that success requires a highly functioning board. A board’s ability to focus, think and work well together may depend on the quality and depth of its orientation process. From a comprehensive overview of roles and responsibilities or the informal introductions that foster camaraderie among members, orientation has a pivotal role in helping new members navigate the complexities of governance and leadership.
Why is that sock still flipping around in the dryer?
I think it comes down to mixed feelings about taking a new approach - we might question the ROI for the time, thought, creativity and expertise required, unsure if an orientation can truly prepare individuals for the challenges ahead. And when we don’t invest in providing orientation, the lacklustre results answer that question for us. No surprise, we’ve just made it something to downplay again next year.
As someone who coaches boards of various sizes and missions, I witness a spectrum of assumptions about how to approach orientation. Many arise from misunderstandings about its purpose and potential — does it merely serve as a checklist, or can it genuinely empower new members and shorten their runway to making a contribution? Others stem from the mixed results people have experienced in the past, leaving some people feeling well-prepared and others grappling with uncertainty.
And the idea of planning and managing the dynamics of an interactive, collaborative orientation process on your own can be daunting; it drives too many board chairs to hit send on an “Orientation Email” with attachments that nobody will read.
Many boards navigated the pandemic by moving most of its interaction to online resources, meetings and briefings. But now other options are possible, and it’s time to reimagine the orientation practices, interactions and experiences you want to provide. Done well, you’ll set a tone for more effective relationships, productive interactions and enjoyable board meetings throughout the year.
Here are some best practices that reflect these changing norms and trends, along with real-life scenarios to illustrate how to put these ideas into practice.
Help new members understand their role
The board serves as the steward of the organization’s mission and direction. A well-structured orientation helps new members grasp the distinction between governance and management, fostering a collaborative environment where informed decision-making can flourish. For example, we often start an orientation by asking people about their “why”- why are they choosing to invest their time and expertise in this particular board? Not only is sharing their “whys” a great way for people to connect quickly at a more meaningful level, but it also provides a foundation on which we can build their collective understanding of their role.
Orientation is for everyone
While some boards reserve orientation for new members, the most effective programs include the entire board and taps into the relative experience and expertise of the longer-term members to welcome, inform and build connections with the newcomers. Even experienced board members will deepen their understanding of the organization by helping to present information in interesting ways, and new members will quickly gain appreciation for their role in advancing its mission and strategy. If it’s designed with an eye to being enjoyable as well, it will never be boring.
Mentorship and buddy systems
A valuable outcome of an orientation process is building relationships of trust that lead to participation and dialogue around the board table. Pairing new members with experienced board members promotes a smoother transition. A mentorship or buddy system provides ongoing support, while informal gatherings can help build relationships and trust within the board.
Try setting up a buddy system where every new member is paired with a seasoned board member who takes them out for coffee or lunch. This informal setting allows for open conversations about board dynamics and culture, helping newcomers feel more comfortable.
Tailor it to your purpose
Customize your program to make sure the activities of your orientation relate to the board’s purpose- and avoid a boring, cookie-cutter approach.
For boards focussed on business strategy, orientation often focuses on compliance, risk management, and financial oversight. New members benefit from an understanding of the company’s governance structures and financial health, which helps them participate meaningfully in discussions. But nobody wants to spend the day listening passively to a talking head (however pleasant we are). For a tech company’s new board orientation, we organized a series of short video presentations by executives that explained the company’s financial landscape, compliance requirements, and risk management strategies. The videos were followed by a interactive Q&A to integrate what they had just viewed. This approach allowed new directors to gain insights into the business while preparing them for informed discussions.
In the nonprofit and public sector realms, orientation should spotlight mission impact and community engagement. New members should feel connected to the organization’s values and aware of the challenges it faces, encouraging a sense of ownership and commitment to the mission. For example, we designed a recent orientation based on seasoned board members sharing their experiences and discusssing the importance of focusing on governance and community engagement rather than day-to-day management. This allowed new members to understand their roles in oversight and strategy while learning from real-life experiences of their peers and forming supportive relationships.
Use Engaging Orientation Materials
Orientation materials should be comprehensive yet engaging. Consider developing a board orientation manual that includes bylaws, financial statements, and strategic plans, supplemented by multimedia resources like videos or infographics. Rather than just email a zip file of documents, provide an interactive digital handbook that includes short clips from board members discussing key aspects of the organization, alongside infographics that visualize their impact. This format makes the orientation materials more engaging and easier to digest. You can even set them up to track completion rates, written feedback and other metrics that will help you understand how people are relating to the material and make improvements in future versions.
Interactive Training Sessions
Moving away from traditional lecture formats to interactive workshops and role-playing scenarios can significantly enhance the orientation experience. Q&A formats encourage open dialogue, allowing new members to voice questions and experience a welcoming and inclusive atmosphere. For example, for one corporate board we organized a role-playing exercise during orientation where new members navigated a hypothetical crisis. This hands-on approach allowed them to practice decision-making in a supportive environment, preparing them for real situations.
Emphasizing Diversity, Equity, and Inclusion (DEI)
The focus on DEI has gained momentum in recent years, and it deserves attention in board orientation. Incorporating training on unconscious bias and inclusive practices sets up winning conditions for diverse perspectives to be valued and integrated into board culture. For example, a DEI training module can includes scenarios and discussions about implicit bias. This content promotes awareness and encourages new members to actively consider diversity in their decision-making. If you have experts on DEI within your organization, inviting them to present is a great way to let them shine.
Provide Clarity in Expectations
Clear communication about roles and responsibilities enhances accountability among board members. Orientation should define time commitments, communication protocols, and ethical standards, allowing everyone to align with the organization’s objectives. While being oriented to the board, Board members will appreciate a detailed expectations document outlining meeting schedules, committee assignments, and communication channels. This proactive approach helps avoid confusion and sets a professional tone.
Continuous Learning
The learning journey should extend beyond orientation. As adults, many of us enjoy learning through experiences such as site visits, events and dialogue combined with workshops, seminars, and access to relevant resources. Part of planning for the year should be a list of learning topics that will keep board members informed about industry trends and best practices.
The power of in-person connections
One notable trend since the pandemic is the renewed appreciation for in-person gatherings. While virtual meetings have their place, consider scheduling at least one annual face-to-face meeting. These gatherings can strengthen relationships, facilitate strategic discussions, and create a sense of community among board members. Consider an annual retreat where board members engage in team-building exercises, strategic planning sessions, and informal networking opportunities. This time together strengthens bonds.
If you’ve been watching that lonely sock flipping around in the dryer, it’s time to re-energize and refocus your board orientation planning. Get in touch for a complimentary consultation to explore the possibilities.