Managing Meetings is a Breeze with a Nonprofit Virtual Assistant
Meetings are an essential part of the life of every nonprofit organization. They are how most organizations discuss their activities, make decisions, and put action steps in place to move forward.
But for volunteer leaders, meeting preparation often falls to the bottom of the to-do list. That, coupled with the challenges and extra elements necessary to run effective virtual meetings, requires an extra set of hands.
Meetings Need the Right Support
Nonprofit Virtual Assistants (NPVAs) support the full cycle of every meeting and establish a system to manage your overall schedule. They review the schedule with your leadership regularly to ensure that agendas, materials, and meeting coverage are both prepared and completed.
The NPVA will handle this process independently and consistently so that you can stay focused on expanding your mission.
Here’s How We Do It:
NPVAs follow a strict process for each meeting with steps that occur pre-, during, and post meeting.
10 days to two weeks prior to the meeting, your NPVA will initiate the meeting agenda and packet of accompanying materials.
The meeting reminder and materials are sent to meeting participants no later than three full business days prior to the meeting. The reminder includes current attendance status for the meeting participants and a request for participants to confirm attendance.
One day prior to the meeting, the meeting leader (board president, committee chair, staff member) receives an email with the current attendance status as well as any additional items that need to be discussed.
Your NPVA checks on any technology needed for the meeting and ensures that correct dial in numbers, passwords, and moderator codes are accessible to all participants. NPVAs always provide an office-like environment, even though they are in their virtual environment.
You and your leadership can count on your NPVA to initiate the meeting at least five minutes before start time, so if you’re running late, rest assured that the meeting will be ready to begin when you arrive.
Your NPVA is always well-versed with all materials that may be referenced during the meeting.
Within 24 hours, meeting leaders can expect to receive an email from your NPVA with the completed notes ready for your approval.
Approved notes are sent to meeting participants within 48 hours of the meeting if possible, but no more than three days after the meeting. This allows participants to take action accordingly and act immediately if needed. It also allows those unable to attend the meeting to have an accurate record of the meeting and any decisions made at that time.
Action items are listed at the beginning of the notes so that participants can see them without reading through the entire document. Your NPVA also distributes the action items to each assigned person. Your NPVA then assists in monitoring those items in advance of the next meeting.
Meeting notes are saved and catalogued according to a nonprofit records retention policy and for easy retrieval.
The Power of People
NPVAs not only make sure you and your volunteers have a successful meeting, they make sure there are clearly articulated action items with designated owners and realistic timelines attached at the conclusion of the meeting.
Even more importantly, NPVAs monitor the completion of these action items to achieve the greatest impact for your organization. An NPVA provides you with the peace of mind that assignments are being accomplished, on schedule, leaving you more time to tackle more pressing issues.
Ready to Get Started?
The More Than Giving Co. matches you to the right NPVA for your specific needs. They will be up and working for you almost immediately. Schedule a free consultation to see if a Nonprofit Virtual Assistant may be a good fit for you and your organization.