What should your board members be doing on a weekly, monthly, quarterly, and annual basis? Use this helpful board engagement checklist to set the right expectations for their tenure on the board:
All Board Members
Every Board Meeting
[ ] Review materials in advance and come prepared
[ ] Maintain confidentiality of sensitive information
[ ] Attend the meeting (aim for 75%+ attendance annually)
[ ] Contribute meaningfully to discussions
[ ] Review financial reports and ask questions about variances
[ ] Monitor progress toward strategic goals
[ ] Support final board decisions
[ ] Follow up on action items
Monthly
[ ] Thank donors personally (letters, calls, or visits)
[ ] Introduce the organization to potential donors or partners
Quarterly
[ ] Attend and actively participate in committee meetings
[ ] Review program outcomes and impact data
[ ] Monitor cash flow and financial sustainability
[ ] Advocate for the organization in the community
[ ] Visit program sites and/or attend program activities
Semi-Annually
[ ] Represent the organization at community events
[ ] Participate in fundraising events or campaigns
[ ] Build relationships with fellow board members
Annually
[ ] Make a personally meaningful financial contribution
[ ] Reflect on your contributions and assess personal goals
[ ] Identify and recruit potential new board members
[ ] Complete conflict of interest disclosure
[ ] Review and approve annual budget before fiscal year
[ ] Review and approve organization’s strategic plan
[ ] Participate in Executive Director performance evaluation
[ ] Attend annual board retreat (if applicable)
[ ] Complete board self-assessment
[ ] Review IRS Form 990 before filing
[ ] Ensure completion of independent audit or financial review
[ ] Review and update board policies as needed
[ ] Verify organization maintains appropriate insurance coverage
[ ] Review investment policies and performance (if applicable)
[ ] Ensure bylaws are current and followed consistently
[ ] Verify compliance with donor restrictions on funds
[ ] Meet with clients or beneficiaries (when appropriate)
[ ] Consider whether you can recommit for another term
As Needed / Ongoing
[ ] Provide honest feedback on board effectiveness
[ ] Communicate concerns or questions constructively
[ ] Serve as an ambassador for the organization
[ ] Connect mission to community needs and trends
[ ] Share organization updates on personal social media
[ ] Respond to board communications in a timely manner
[ ] Provide feedback on program effectiveness
[ ] Ensure adequate internal financial controls are in place
[ ] Invite guests to organizational events
[ ] Promote volunteer opportunities to your contacts
[ ] Identify and pursue grant opportunities when possible
[ ] Support cultivation of major donor relationships
[ ] Advocate with policymakers or influencers
[ ] Mentor new board members when possible
New Board Members
[ ] Participate in board orientation
[ ] Review and understand the organization’s bylaws
[ ] Review the organization’s strategic plan
[ ] Tour program sites and meet key staff (where possible)
[ ] Receive training on fiduciary responsibilities
[ ] Review historical financial statements
Note: Activities and frequencies may vary based on your organization’s size, needs, and board structure. Adjust these action items and timeframes to fit your specific organization.
