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To be helpful, a board manual does not have to be fancy or expensive, but it does need to serve specific purposes and cover the essentials. Contents can range from basic to comprehensive, plain to fancy. Three levels of information you can include are discussed: 1. the bare-bones manual, 2. the fleshed-out manual, and 3. the fat and happy manual.

At some point, most every brand-new board member wonders, "How did i get here, and what is my role now?"

The answers can be found in a good orientation supplemented by a resource every governing board should provide: a manual of helpful information.

To be helpful, a board manual docs not have to be fancy or expensive, but it does need to serve specific purposes and cover the essentials. Here is a triedbut-true cliche: Getting everyone to sing out of the same hymnbook is key to a harmonious board. Directors' jobs are part time, temporary, and voluntary. it all directors have the same information in the same format, they will be more effective and better organized. Putting all their association information in one central place will enhance their performance.

Now you know why a board manual is important. So what goes in it?

Contents can range from basic to comprehensive, plain to fancy. Here are three levels of information you can include.

The bare-bones manual

If you arc just getting started, think small. Shooting lor the moon may lie overwhelming, and that kind of stress may keep you from getting it clone. A simple manual is better than none. These basic materials will serve you well:

* Mission statement: This is useful for steering directors through murky waters during their early months in office.

* Bylaws: Sometimes contusion arises concerning how to handle a difficult issue. Often the answers lie in the bylaws.

* Board policies: These should help the board operate smoothly without relying on oral history or association folklore.

* Annual budget and current audit: When a member demands, "Show me the money," directors with these documents can do just that.

* Directors' contact information and spouse names: Everyone can use this information to, among other things, communicate with ease at cocktail parties.

* Staff names, titles, and contact information: List this information for both board members and contract professionals, such as lobbyists, lawyers, and accountants.

* Other: Don't forget a calendar of events and an overview of the committee structure.

The fleshed-out manual

If you have the skeleton of a board manual, next create a meatier version that can include the following.

* Your strategic plan: Be sure to include all updates.

* List of member services: A brief overview of how much your association does for its members can help directors justify dues.

* Staff job descriptions: Include both a list of who can help with which areas of the operation and an organizational chart.

* Liability insurance: Be sure to explain board protections.

* Office policies: Board members need assurance that their association is operating professionally; one mark of this is an approved policy manual. Include specific policies for hiring, investing, financial controls, and other office management tools.

* Board actions during the past 10 to 15 years. In addition to answering questions about how programs got started, this list will keep directors from reinventing services already in place.

* Other: Include a roster of committee members along with disaster and communication plans.

The fat and happy manual

The following information is not essential but can enhance your manual.

* Association timeline: This helps board members track growth in such areas as structure, finances, and programming.

* Generic leadership guide: Outline volunteer leaders' responsibilities, and include tips for running meetings, recruiting volunteers, and so forth.

* In-depth financials: Dissect your financial statement, and provide detailed explanations about those numbers and columns.

* FAQs: All new board members have questions they fear would make them appear dumb. Increase their knowledge and their comfort level by answering such frequently (un)asked questions as "What is a 501(c)(6) organization?" and "Why do we need an audit?"

* Personal information about directors: Sharing fun facts about kids and pets, favorite sports teams, hobbies, and so forth will inspire camaraderie.

* Other: Cover laws affecting your industry or profession; narratives describing what minutes arc and why associations need bylaws; and risk management policies.

Leading them to water

Even the best manual is ineffective if no one uses it. Follow these tips to make yours a must-read resource.

* Make sure all directors know what's in the manual. At your orientation, various board meetings, and other sessions, find time to review it.

* Ask directors what new information they'd like to see included.

* If board members tell you they'd be more likely to use the information on a diskette, CD, or your Web site, then make it available that way. Just be sure that electronic materials are searchable, or at least organized to make the contents easy to access.

* If you do go electronic, give directors a notebook as well, with space provided for minutes and other materials. This will remind them that the manual exists and encourage them to use and maintain it.

* Update the manual annually and distribute it to all directors, not just new ones. They can take it to meetings and their offices as a symbol of service to their association.