PDF Annual Evaluation of The Executive Director

[Pages:30]ANNUAL EVALUATION OF THE EXECUTIVE DIRECTOR

Because the executive director is so central to the success or failure of the agency, evaluation of the executive director by the board is an important component of the board's responsibilities. But too often evaluations (and job descriptions) are undertaken only when the board has become unhappy with their chief executive. An annual, written evaluation both documents the executive director's achievements and shortcomings, and helps the executive director understand areas for improvement or where the board is insufficiently informed. Typically, a committee of the board (often the board officers) leads the evaluation process, reports on the evaluation to the entire board, and recommends salary for the next year.

Because the executive director acts both directly and indirectly through others to manage the organization, evaluating the executive director's performance is inevitably linked to evaluating the agency's performance as a whole. As a result, many boards incorporate evaluation of the executive director into the annual review of organizational performance and goal-setting for the coming year (see the Board Caf?'s April 1999 issue on a "360 Degree Assessment of the Agency").

Most boards of directors involve only other board members directly in the evaluation process. Others choose to utilize feedback from the staff on the executive director's work as well. Still others go outside the agency to gather information regarding the performance of both the agency and the executive director, for example, to funders, collaborating agencies, volunteers, and clients.

Although survey-type assessments are easy to use, they have some important shortcomings. First, they are based on the perceptions of board members, who frequently have very limited views of the executive director's performance. A failing executive can hide problems from the board more readily than from staff, clients, or funders. A second shortcoming is that the quantitative nature of the questionnaire tends to attribute the same level of importance to all activities, and success with smaller tasks can inappropriately compensate for a big failure. For example, if an executive director does wonderful program and community work, but has incurred a huge deficit leading the agency to the brink of bankruptcy, the problem will only show up as one or two negative "grades" and won't affect the "grade point." Because of these shortcomings, it's important to see the Annual Assessment not as the evaluation itself, but as the starting point for a discussion.

Regardless of the evaluation process used, don't forget that executive directors need feedback all year round. Like any employee, executive directors need praise and acknowledgment for work well done, and immediate feedback when problems arise. In the best situations, the board president and officers have established good working relationships with the executive director where constant feedback flows in both directions. The annual formal evaluation is an important component of, not a substitute for, that relationship.

This Assessment is best used as a "first draft" for your own tool. You might add questions related to publishing, or meeting with the press, or adapt these questions to your own organization's work.

Executive Director's Annual Assessment

Please rate your assessment of each category of performance as Remarkable, Satisfactory, Unsatisfactory or Unknown

Agency Wide: Program Development and Delivery

a. Ensures that the agency has a long-range strategy which achieves its mission, and toward which it makes consistent and timely progress. b. Provides leadership in developing program and organizational plans with the Board of Directors and staff c. Meets or exceeds program goals in quantity and quality d. Evaluates how well goals and objectives have been met e. Demonstrates quality of analysis and judgment in program planning, implementation, and evaluation f. Shows creativity and initiative in creating new programs g. Maintains and utilizes a working knowledge of significant developments and trends in the field (such as AIDS, developmental disabilities, sustainable agriculture, etc.). Comments:

(Circle one)

R S U Unk

R S U Unk

R S U Unk R S U Unk R S U Unk

R S U Unk R S U Unk

Administration and Human Resource Management

a. Divides and assigns work effectively, delegating appropriate levels of freedom and authority b. Establishes and makes use of an effective management team c. Maintains appropriate balance between administration and programs d. Ensures that job descriptions are developed, and that regular performance evaluations are held and documented e. Ensures compliance with personnel policies and state and federal regulations on workplaces and employment f. Ensures that employees are licensed and credentialed as required, and that appropriate background checks are conducted. g. Recruits and retains a diverse staff h. Ensures that policies and procedures are in place to maximize volunteer involvement i. Encourages staff development and education, and assists program staff in relating their specialized work to the total program of the organization. j. Maintains a climate which attracts, keeps, and motivates a diverse staff of top quality people Comments:

Community Relations

a. Serves as an effective spokesperson for the agency; represents the programs and point of view of the organization to agencies, organizations, and the general public. b. Establishes sound working relationships and cooperative arrangements with community groups and organizations. Comments:

R S U Unk R S U Unk R S U Unk R S U Unk R S U Unk R S U Unk R S U Unk R S U Unk R S U Unk

R S U Unk

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Financial Management and Legal Compliance

a. Assures adequate control and accounting of all funds, including developing and maintaining sound financial practices b. Works with the staff, Finance Committee, and the board in preparing a budget; see that the organization operates within budget guidelines. c. Maintains official records and documents, and ensures compliance

R S U Unk R S U Unk R S U Unk

with federal, state and local regulations and reporting requirements (such as annual information returns; payroll withholding and reporting, etc.) d. Executes legal documents appropriately e. Assures that funds are disbursed in accordance with contract requirements and donor designations Comments:

Fundraising

a. Develops realistic, ambitious fundraising plans b. Meets or exceeds revenue goals, ensuring that adequate funds are available to permit the organization to carry out its work c. Successfully involves others in fundraising d. Establishes positive relationships with government, foundation and corporate funders e. Establishes positive relationships with individual donors Comments:

R S U Unk R S U Unk

R S U Unk R S U Unk R S U Unk R S U Unk R S U Unk

Board of Directors

a. Works well with board officers b. Provides appropriate, adequate, and timely information to the board c. Provides support to board committees d. Sees that the board is kept informed on the condition of the organization and all important factors influencing it. e. Works effectively with the board as a whole Comments:

R S U Unk R S U Unk R S U Unk R S U Unk

R S U Unk

Are there specific performance objectives, either for the executive director or for the agency as a whole, which you would suggest we add for the coming year?

Are there any other comments you would like to make?

The above Assessment is excerpted from Boardroom Dancing: A Practical Handbook for Nonprofit Boards, published in 1999 by CompassPoint Nonprofit Services.

XYZ Association Executive Director Evaluation

Background:

The Executive Committee reviewed the evaluation process used last year and have decided to simply update the evaluation tool, which is attached.

Process:

The XYZ executive director evaluation is a multi-part process designed to elicit constructive feedback from key XYZ stakeholders and employees to provide a 360 degree evaluation of the executive director's ability to and success in leading the organization.

The process includes: ! a comprehensive performance evaluation and the `open-ended questions' form to be

completed by each member of the XYZ Board of Directors ! a comprehensive self-evaluation including review of goals by the executive director ! an `open-ended questions' form evaluation to be completed by several XYZ staff ! compilation of all evaluation materials by the XYZ president in collaboration with the

Executive Director Evaluation Task Force ! a discussion of the evaluation and recommendations for changes in compensation

for the XYZ executive director by the XYZ Board of Directors ! coordination of compensation matters with ANA by the XYZ President ! delivery / discussion of the XYZ board's evaluation to the executive director by the

XYZ president

Time frame:

February 21 All final forms distributed to identified individuals

March 21

Evaluations due to the XYZ president (including self-evaluation)

April 14

Compilation and review by the Executive Director Evaluation Task Force

April 25 or 26 Discussion of the results by the XYZ board

April

Evaluation given to the executive director by the XYZ president

XYZ Executive Director Evaluation

Board of Directors Assessment Form

Introduction / Instructions:

Evaluation of the ED is one of the three major functions of a Board of Directors. (Vision / Strategy [ensuring qualified management, Financial Leadership, Governance). The evaluation form should take 30 - 60 minutes to complete. All responses should be directed to President Cecilia Mulvey, who will remove any identifying data prior to compiling a summary, which will be reviewed by the task force before it is shared with the executive director.

Each section begins with a brief description of an important area of responsibility. Please read the description in each section carefully before answering the questions. The questions measure your level of satisfaction with how well the executive director is carrying out various aspects of each responsibility.

If you are working with a hard copy, circle the number representing the degree to which you are satisfied or not satisfied with the executive director's performance in each responsibility mentioned. If you are working with an electronic version, you might eliminate all numbers except your response. The answers will include a number (1- 4) or an indication that the respondent is unable to answer (NS for not sure or NA for not applicable).

At the end of each section and at the conclusion of the assessment are a number of openended questions. Please take the time to answer these questions, because your responses will be especially helpful when the board and executive director look for ways to strengthen the executive director's performance and that of the organization as a whole. These comments will be shared with the executive director.

All responses will be kept confidential and will be compiled in a summary for review by the board and use in the evaluation interview with the ED. Before March 21, 2003, send completed forms, to the XYZ president:

Address of President

Attach additional pages of explanation, if desired. Timeliness is essential to ensure the prompt completion of the process.

Ratings:

1 = Very Dissatisfied

2 = Dissatified

NS = Not Sure

3 = Satisfied

4 = Very Satisfied

NA = Not applicable

Annual Goals The executive director has adopted successful progress toward attainment of the 2002-2005 Strategic

Goals established by the XYZ Board of Directors as her annual goals. Please rate your level of satisfaction with the executive director's progress in pursuing or achieving each area. If you are not satisfied that the executive director has made sufficient progress in any specific goal area, please explain your response below. You may also use the space below to note special accomplishments.

How satisfied are you with the XYZ ED's: 1.1 progress in pursuing or achieving the strategic goal A 1.2 progress in pursuing or achieving the strategic goal B 1.3 progress in pursuing or achieving the strategic goal C 1.4 progress in pursuing or achieving the strategic goal D 1.5 progress in pursuing or achieving the strategic goal E 1.6 progress in pursuing or achieving the strategic goal F Comment on specific goal areas:

1 2 34 1 2 34 1 2 34 1 2 34 1 2 34 1 2 34

NS NA NS NA NS NA NS NA NS NA NS NA

2

Vision, Mission, and Strategies The executive director's role has both strategic and operational components. Working with the board, the

executive director must develop a shared vision for the future of the organization, building understanding around the current mission, and develop appropriate goals and strategies to advance that mission.

How satisfied are you that the XYZ ED has:

2.1 worked with the board to develop a clear vision for the organization and 1 2 3 4 NS NA understands her own leadership role?

2.2 worked with the board to translate the organization's mission into realistic goals and objectives?

1 2 3 4 NS NA

2.3 worked with the board and staff to create an effective process for long- 1 2 3 4 NS NA range or strategic planning for the organization?

2.4 a sense of what must change and what must remain the same in order to 1 2 3 4 NS NA accomplish the organization's mission and realize its vision?

What are the major strengths of the executive director in this area:

Suggestions for improvement:

3

Accomplishment of Management Objectives Working with the board, the executive director establishes operational objectives that support the

strategic plan. The executive director is responsible for leading staff in the implementation of the strategic plan and any annual plans.

How satisfied are you that the XYZ ED:

3.1 selects and cultivates qualified senior staff, models effective behaviors and skills, and builds morale among staff and volunteers? 1 2 3 4 NS NA

3.2 ensures that there are appropriate systems in place to facilitate dayto-day operations of the organization in the areas of:

a. development and delivery of programs?

1 2 3 4 NS NA

b. education and outreach?

1 2 3 4 NS NA

c. policy development?

1 2 3 4 NS NA

d. administration and operations?

1 2 3 4 NS NA

e. resource development?

1 2 3 4 NS NA

What are the major strengths of the executive director in this area:

Suggestions for improvement:

4

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