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Building a High - Performance Chamber Board

Facilitator:  Kathi Roetter

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90-Day Checklist: Building a High-Performance Chamber Board

How to use this: Pick a start date. Work through the checklist in order. You’re building systems (role clarity, engagement, development)—not chasing perfection.

Success target in 90 days

By Day 90, you will have:

  • Clear board expectations in writing

  • A meeting structure that drives strategic focus

  • A simple board development rhythm

  • A leadership-aligned set of priorities for the next 6–12 months

Days 1–7: Diagnose + Set the Tone

  • ☐ Complete a quick board health scan (roles, engagement, development)

  • ☐ Identify your top 1–2 board pain points (be specific)

  • ☐ Review your current board materials:

    • ☐ bylaws

    • ☐ committee list/structure

    • ☐ last 2 agendas + packets

  • ☐ Choose one “north star” statement you’ll repeat often:
    “Board meetings are for governance, strategy, and direction—staff handles operations.”

  • ☐ Schedule two key conversations:

    • ☐ Board Chair (30 minutes)

    • ☐ Executive Committee or Officers (45 minutes)

Deliverable by Day 7: a one-paragraph summary of what needs to improve first.

Days 8–21: Lock in Role Clarity

  • ☐ Meet with your Chair: agree on the difference between governance vs. management

  • ☐ Draft or update a Board Expectations Agreement (1 page)

  • ☐ Decide what the board will stop doing (examples: approving minor purchases, rehashing staff tasks, “report-only” agendas)

  • ☐ Clarify committee purpose:

    • ☐ List all committees

    • ☐ Identify any committees that don’t tie to strategy

    • ☐ Choose one committee to sunset, merge, or redesign

  • ☐ Put role clarity into writing for the board (email or memo is fine)

Deliverable by Day 21: a finalized 1-page expectations document ready to share.

Days 22–45: Redesign Engagement (Meetings + Committees)

  • ☐ Implement a consent agenda (minutes, routine updates, FYI items)

  • ☐ Redesign your agenda so at least 40% is strategic discussion/decisions

  • ☐ Send board packets at least 3 days in advance with a clear message:
    “Please come prepared—our discussion time is for decisions and direction.”

  • ☐ Add one recurring agenda item: “Strategic Priority Spotlight” (10–15 minutes)

  • ☐ Define committee expectations:

    • ☐ clear purpose

    • ☐ chair responsibilities

    • ☐ what decisions they can make vs. recommend

  • ☐ Start a simple engagement practice between meetings:

    • ☐ one board member call per week or

    • ☐ 2-minute “board pulse” email after meetings

Deliverable by Day 45: one board meeting run using the new format.

Days 46–70: Build a Board Development Rhythm

  • ☐ Add a 5–7 minute board development moment to every meeting
    (topics: role clarity, fiduciary duties, strategic thinking, ambassador role, financial oversight)

  • ☐ Create a basic New Board Member Orientation (even if it’s just a folder + 30-minute meeting)

  • ☐ Identify and begin building your leadership pipeline:

    • ☐ who could be a future officer?

    • ☐ who needs development?

  • ☐ Run a quick board learning exercise (choose one):

    • ☐ “What’s one risk we’re not discussing?”

    • ☐ “What result are we accountable for this quarter?”

    • ☐ “What should we stop doing so we can do what matters?”

Deliverable by Day 70: board development is now a standing practice, not a one-time event.

Days 71–90: Align Leaders Around Priorities + Accountability

  • ☐ Facilitate a priority alignment conversation with your Chair/officers:

    • ☐ confirm 3–5 priorities for the next 6–12 months

    • ☐ define what “success” looks like for each

  • ☐ Confirm what the board will monitor (simple dashboard is enough):

    • ☐ membership/retention

    • ☐ financial health

    • ☐ program impact

    • ☐ strategic milestones

  • ☐ Ask the board for one commitment:

    • ☐ attendance + preparation

    • ☐ committee participation

    • ☐ ambassador role

  • ☐ Close the loop with a board pulse-check:

    • ☐ “What’s working with our meetings?”

    • ☐ “What should we adjust?”

  • ☐ Document your next 90-day focus (what you will improve next)

Deliverable by Day 90: a simple board operating system you can repeat and improve.

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Resources: 

Bob Harris, The Non-Profit Center - https://www.rchcae.com/

Boardable, Characteristics of a High Performing Board - https://youtu.be/fydc7k9xzlE?si=NXcrimMe0kfvqwFN

Joan Garry, The Hidden Ingredient of a High Functioning Board - https://joangarry.com/hidden-ingredient-high-functioning-board/

Sample Non-profit job descriptions - https://propelnonprofits.org/resources/sample-nonprofit-board-member-job-descriptions-template/

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