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A Note for the Founder: This template is your step-by-step guide to facilitating a powerful, high-energy, 2-hour strategic planning session with your board. Your role here is not to have all the answers, but to ask the right questions and guide the conversation. Trust the process, trust your board, and use this guide to keep the discussion focused and productive.Part 1: Pre-Meeting Preparation (1 Week Before) Your success in the 2-hour session depends entirely on the preparation you do beforehand.[ ] Step 1: Send the Pre-Planning Email: A week before the meeting, send the "Pre-Planning Email" with the refined questions from Chapter 4 to every board member. Give them a clear deadline to respond (e.g., 3 days before the meeting). [ ] Step 2: Compile the Feedback: As the responses come in, copy and paste all the ideas into a single document. Organize them by category (e.g., all "Marketing &amp; Reputation" ideas together). This document is your raw material for the meeting. [ ] Step 3: Distribute the Compiled Ideas: Two days before the meeting, send the full document of compiled, anonymized ideas to every board member. This ensures everyone comes into the room having already considered the collective thoughts of the group. [ ] Step 4: Prepare Your Facilitation Space:In-Person: Secure a large whiteboard or several flip chart pages. Have plenty of markers in different colors. Virtual: Prepare a virtual whiteboard tool like Miro or Mural. Create pre-made frames for each section of the agenda. Timer: Have a visible timer ready (a physical clock or a timer app on screen). Sample Pre-Planning Email Template Subject: Getting Ready for Our Strategic Planning SessionHi [Board Member Name],As you know, our 2-hour strategic planning session is scheduled for [Date of Meeting]. To make our time together as productive and high-impact as possible, I need your valuable strategic thinking beforehand. Your input is essential for setting the direction of our organization for the next chapter.Please take 15-20 minutes to thoughtfully answer the questions below and send your responses back to me by [Response Deadline, e.g., end of day Friday].Your individual responses will be compiled anonymously with everyone else's and shared with the full board before our meeting. This will allow us to come into the session with a rich set of ideas to discuss.Pre-Planning Questions:Our Big Picture: "Looking ahead 12-24 months, what is the single most important, tangible outcome we must achieve to call this year a success? (e.g., 'Serve 500 more families,' 'Secure our first six-figure grant,' 'Launch the new mentorship program')." Our Reputation &amp; Marketing: "Right now, what do you think is the biggest misconception about our organization in the community? What is one specific marketing action (like a new video, a better website homepage, or a specific social media campaign) we could take to fix it?" Our Partnerships: "Name one organization, company, or community leader we are not currently working with, but whose partnership could be a game-changer for our credibility and impact. Why them?" Our Fundraising: "What is our single biggest barrier to raising more money right now? If we could remove that one barrier, what would become possible? Also, name one person or company you believe we should be talking to for funding that we aren't." Our Team &amp; Culture: "What is one thing we could do to make serving on this board more meaningful and effective for everyone in this room?" Your Big Idea: "What is one bold, specific idea you have for this organization that you haven't had a chance to share yet?" Thank you for your time and your commitment to this important process. I am truly excited to see the powerful ideas that come from this and to work with you all to shape our future.Best regards,[Your Name] Founder/Executive Director Part 2: The 2-Hour Strategic Planning Agenda &amp; Script (Time: 0:00 - 0:10) Welcome &amp; Framing the Session Your Goal: Set a positive, energetic, and focused tone.Facilitator Script:"Welcome, everyone. Thank you for your time and for the incredible ideas you shared in the pre-planning survey. The goal of our next two hours together is not to create a 50-page document that will sit on a shelf. The goal is to create clarity, alignment, and shared ownership. We will move fast, think at a high level, and by the end of this session, we will have a clear mission for each key area of our organization and a clear owner for the next step. My role is to facilitate and keep us on track. Your role is to bring your best strategic thinking. Let's begin." (Time: 0:10 - 0:40) The Big Picture: Needs, Solutions &amp; SWOT Your Goal: Ground the conversation in your community's needs and your organization's current reality.Facilitator Script &amp; Actions:Discuss Community Needs (10 mins): "Based on the community outreach we conducted and the feedback you all reviewed, what was the most surprising or powerful thing you learned about the needs of the people we serve? Let's quickly discuss the top 2-3 needs we must address." (Capture these on the whiteboard). Conduct SWOT Analysis (20 mins): "Now, let's take a quick but honest look at our own reality. We're going to do a rapid SWOT analysis." (Draw a 2x2 grid on the whiteboard labeled Strengths, Weaknesses, Opportunities, Threats)."Let's start with Strengths: Looking inward, what are our greatest assets right now?" (Write them down). "Now for Weaknesses: Where are we weak? What skill gaps or limitations are holding us back?" (Write them down). "Let's look outside at Opportunities: What trends, partnerships, or community needs could we leverage?" (Write them down). "Finally, Threats: What external factors could harm our work?" (Write them down). (Time: 0:40 - 1:40) Mission-Defining for Key Areas Your Goal: Facilitate a discussion that results in a clear, co-created mission statement for each functional area.Facilitator Script &amp; Actions: "Excellent. Now that we have the big picture, we're going to build the core of our plan. For each of the following areas, our goal is to answer one key question to create a guiding mission. I will capture our final mission statement on the board."For Organizational Profile (15 mins):Ask: "Let's start with the top. When we are wildly successful five years from now, what will be different in our community because we existed? Let's capture that outcome in a single, powerful sentence that includes the partners and donors who will help us get there." Facilitate &amp; Write: Guide the discussion until you have a sentence. Write the final "Overall Mission Statement" on the board. For Marketing (10 mins):Ask: "To achieve that overall mission, what is the primary job of our marketing? Let's complete this sentence: 'Our marketing mission is to establish this organization as...'" Facilitate &amp; Write: Guide the discussion (e.g., "...as the most trusted voice on our issue," "...as the go-to resource for families in our city"). Write the final "Marketing Mission" on the board. For Partnerships (10 mins):Ask: "What is the strategic purpose of our partnerships? Let's complete this sentence: 'Our partnership mission is to build alliances that allow us to...'" Facilitate &amp; Write: Guide the discussion (e.g., "...reach new communities," "...add credibility to our work," "...access new funding streams"). Write the final "Partnership Mission" on the board. For Resource Development (15 mins):Ask: "What is the core purpose of our fundraising? Let's complete this sentence: 'Our resource development mission is to fuel our work by...'" Facilitate &amp; Write: Guide the discussion (e.g., "...building a community of grassroots investors," "...securing major multi-year grants from foundations"). Write the final "Resource Development Mission" on the board. For Human Resources (Team &amp; Culture) (10 mins):Ask: "What kind of team—both staff and board—must we be to succeed? Let's complete this sentence: 'Our team mission is to foster a culture of...'" Facilitate &amp; Write: Guide the discussion (e.g., "...radical accountability and mutual support," "...innovation and continuous learning"). Write the final "Team Mission" on the board. (Time: 1:40 - 2:00) Delegation &amp; Next Steps Your Goal: Ensure every strategic area has a clear owner before the meeting ends.Facilitator Script &amp; Actions: "This has been an incredible session. Look at what we've created together." (Gesture to the whiteboard with all the mission statements). "We have clarity and a shared direction. The final, and most important, step today is delegation. Our plan is only as good as our commitment to executing it." Facilitate Delegation ScriptWe need a board member to take the lead on each of these areas, to take the mission we just created and build out the detailed action plan. Based on our conversation today and your own passions, who feels drawn to lead the charge for Marketing?" (Wait for a volunteer. Write their name next to the Marketing Mission. Repeat for each area: Partnerships, Resource Development, etc.). Clarify Next Steps: "Thank you all for stepping up. Here are the next steps. For those who have taken the lead on an area, your task is to develop an in-depth action plan based on the mission we created today. That plan should include the steps, people, and budget needed. My role is to support each of you in that process. You will present your finished plans for approval at our next board meeting on [Date]." End with Energy: "I am more excited than ever about the future of this organization. Thank you for your leadership and commitment. We have a clear plan. Let's go execute." Part 3: Post-Meeting: Writing the Plan Your Role as Integrator: Your job is not to write the plan alone. Start a master document and fill in the high-level sections we completed in the meeting (Overall Mission, SWOT, etc.). Collect the Plans: As your board members complete their detailed action plans, integrate each one into the master document under the appropriate heading. Complete the Budget: Once all the individual plans and their mini-budgets are submitted, you can create the full, comprehensive organizational budget. Distribute for Review: Send the complete strategic plan document to the full board for their review before the next meeting, where they will officially vote to approve it.

The Board Ultimate Fix: Strategic Planning Facilitation Template

A Note for the Founder: Share these templates with your board members. Encourage them to adapt the language to fit their own voice and their relationship with the person they are contacting. The most effective outreach is always the most authentic.Script 1: The Personal Email Best for: Close friends, family, and trusted colleagues. This format allows for more detail and personalization.Subject: Something I'm passionate about &amp; an invitation for youHi [Friend's Name],I hope you're doing well.I'm writing to you today for a personal reason. As you may know, I serve on the board of directors for [Organization Name], and the work we are doing has become incredibly important to me.Recently, I was reminded of why this matters so much. [Share a very brief, powerful story or statistic. Example: "We helped a young woman named Sarah, who was facing homelessness, secure not just stable housing but also the job training she needed to start a new career. Seeing her confidence today is what this is all about."]Our board has just approved a bold plan to [Mention a key goal from the strategic plan, e.g., "double the number of people we serve," "launch a new mentorship program," "expand our services to the east side of the city"]. We are all so energized by this vision, and as a board, we are leading the charge by making our own personal financial commitments to get this plan off the ground.I'm reaching out to a few people I respect to ask if you would consider joining me in supporting this mission. A gift of any amount would make a huge difference in helping us reach our goal.You can learn more about our work and make a secure donation here: [Insert Donation Link]Thank you so much for taking a moment to read this. It means a lot to me.Warmly,[Your Name] Board Member, [Organization Name] Script 2: The Social Media Post Best for: LinkedIn, Facebook, Instagram. This is about broad awareness and social proof. It should be paired with a compelling image or a short video.Post Text:I'm so proud to serve on the board of [Organization Name], an organization that is doing incredible work to [State the core mission in one line, e.g., "tackle youth homelessness in our city"].This year, we're on a mission to [State the big goal, e.g., "provide 500 local kids with safe shelter and educational support"]. But we can't do it alone.Our board is 100% committed, and now we’re inviting our community to join us. Every dollar helps us get one step closer to our goal. Will you join me in supporting this vital work? #[[Relevant Hashtag, e.g., #EndHomelessness #CommunityImpact]] #[Organization'sHashtag]Link to donate in my bio/below! [Insert Donation Link] Script 3: The Phone Call / Text Message Script Best for: Very close contacts where a formal email feels too stiff. The goal is a quick, personal touch that leads to a follow-up.For a Phone Call: "Hey [Friend's Name], do you have a quick minute?(Wait for confirmation)"Great. Hey, I was calling for a good reason. You know that nonprofit I'm on the board of, [Organization Name]? We're in the middle of a really exciting push to [mention the big goal, e.g., fund our new mentorship program], and I'm helping them get the word out to people I care about. The work they're doing is amazing. Would it be okay if I sent you a link with a little more info? No pressure at all, but I just wanted to share it with you personally."For a Text Message: "Hey [Friend's Name]! Hope you're having a great week. Quick question - you know that nonprofit I'm on the board for, [Organization Name]? We're doing a big push to fund our [mention program/goal] and I'm reaching out to a few friends. Would you be open to me sending you the donation link to check it out? No pressure at all! 😊" Follow-Up Scripts for Your Board A Note for the Founder: The magic of fundraising is often in the follow-up. Share these templates with your board to help them navigate the crucial conversations that happen after the first ask.Scenario 1: The "Thank You" (For a Contact Who Donated) Goal: To express immediate, genuine gratitude and connect their gift to impact. This should be sent as soon as they are notified of the donation.Email Version: Subject: Thank you so much!Hi [Friend's Name],Wow. I just saw that you made a gift to [Organization Name], and I wanted to reach out personally to say thank you so much.Your generosity truly means the world, not just to me, but to the people we serve. Because of your support, we are one step closer to [Mention the specific goal, e.g., "our goal of providing 500 local kids with safe shelter"]. It's support like yours that makes this work possible.I'm so grateful to have you join me on this mission.Thank you again,[Your Name]Text/Messaging Version: "Hey [Friend's Name]! I just saw your donation come through. Thank you SO much for your incredible generosity! It means a lot to me personally, and it will make a real difference for [Organization Name]. So grateful for your support! 🙏"Scenario 2: The Gentle Nudge (For a Contact Who Hasn't Responded) Goal: To provide a polite, no-pressure reminder a few days to a week after the initial outreach.Email Version: Subject: Re: Something I'm passionate aboutHi [Friend's Name],Just wanted to quickly follow up on my email from last week about [Organization Name].We're getting really excited as we get closer to our goal of [Remind them of the goal, e.g., "launching our new mentorship program"], and every bit of support helps.No pressure at all, but I just wanted to make sure it didn't get buried in your inbox. If you have any questions about the organization or our work, please don't hesitate to ask!Thanks again,[Your Name]Text/Messaging Version: "Hey [Friend's Name]! Just a quick and friendly follow-up on my note about [Organization Name]. We're making great progress toward our goal! No pressure at all, just wanted to keep it on your radar. Hope you're having a good week!"Scenario 3: The Gracious "No Worries" (For a Contact Who Said No) Goal: To preserve the relationship and thank them for their consideration. This shows class and keeps the door open for the future.Email Version: Subject: Re: Something I'm passionate aboutHi [Friend's Name],Thank you so much for getting back to me and for considering a gift to [Organization Name]. I completely understand that now might not be the right time.Your friendship/support means a lot to me, and I really appreciate you taking the time to look it over.Hope to catch up soon!Best,[Your Name]Text/Messaging Version: "Hey [Friend's Name], thanks so much for letting me know! I totally understand. I really appreciate you even considering it. Hope you're doing well!"

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Board Recruitment Templates

Board Audit Template

The Board Ultimate Fix: Strategic Planning Facilitation T...

Fundraising Scripts For Board Members