Purpose of the BOA
Provide guidance, support, and feedback on the goals, operations, and strategies of the EB and LC.
Ultimately, a BoA should increase an LC’s ability to facilitate exchange.
Attend all quarterly meetings
Serve as mentors to at least one EB member
Assist the EB and LC in reaching their goals
Tangibly support the LC
iGET warm leads, conference sponsorships, functional training, etc.
Represent and serve as a spokesperson for the LC when necessary
Hold at least one BoA meeting each quarter
Get it on their calendars! BoA Meetings must be set at least 2 months in advance
Provide opportunities for the BoA to engage with the EB or LC outside of quarterly board meetings
FOLLOW UP after meetings and conversations
Send monthly updates on the state of the LC, including operations and financials
Keep your BoA up to date on national & international strategies
Lastly, hold your BoA members accountable to their commitments!
First assess your needs. Take into consideration: Your focus program, the relationship with your university (Do you have a faculty advisor?, Do you meet the membership requirement of 3 minimum members?, What is your biggest or most urgent need?
If you do not have a strong BoA, this is the recommended structure to fulfill 3 BoA member membership requirement:
- Faculty Adviser: Someone that is employed at your affiliated university. This is most likely a requirement for you to be a registered org on your campus. Can serve as a key gateway for accessing the student market for oGV, university relations and campus marketing strategies
- External: Diversity is important for your BoA. Your external member could be a corporate business professional, an entrepreneur, from a nonprofit, education, or government. Their specialty should support your focus program or biggest need
- Alumni: Having an alum on your board can be beneficial in many ways. They are useful for connecting your EB to other alumni, providing organizational insight, sponsoring members to attend conferences, etc.
How does one find good candidates? After you determine what kind of BoA member you need, you will need to find candidates! Here are some tips:
- First look at your own personal connections and the connections of your EB
- Ask any current BoA members, alumni, past LCPs, or professors for recommendations
- Browse LinkedIn
- As with outreach in every other situation, REFERRALS are the best place to start!
You found someone you want to court for the BoA, now what?
- Set up a conversation
- Get to know more about them and their background
- Explain AIESEC and its purpose, the value that is brought from operating on your campus, and the value you believe the candidate can bring to your board
- Gauge interest
- If they are in, go over expectations, get the contract signed, and invite them to the next meeting
- If they are unsure, invite them to the next meeting anyway (or create an additional space) and let them test the waters. Then ask again.
- Make it official
When On-boarding a new BOA member, follow a formal procedure. Example:
- A new BoA Candidate must provide their resume and a statement explaining what benefit(s) they would bring as a BoA member for the LC.
- The EB must reach consensus and approve the proposed BoA candidate
- The current BoA must reach consensus and approve the proposed candidate
- The candidate must sign a BoA member contract
holding a boa meeting
Preparing the Report
- PDF Recommended
- Allocate time to each topic accordingly
- Prioritize your focus program and other major issues
- Do not try to cover every single thing
- This should be interactive, remember that when creating the report
What to Include
- Contact info of BoA and EB
- Relevant national or international updates
- Relevant LC updates
- Functional updates (numbers, performance, growth, strategies, bottlenecks, etc)
- Time to discuss solutions to bottlenecks & improvements for each function
- Goals for next quarters
- Action steps (create accountability)
- Time for further questions & discussions
Before the Meeting
- Plan for the meeting to last at most 2 hours, with extra networking time afterwards
- Best to schedule in the evening, allows more time for networking
- Set expectation with your EB to dress business professional: EB must attend!
- Send out the packet at least 3-5 days before the meeting
- Confirm who will be attending at least 3-5 days before
- Host the meeting on your campus or at a BoA member’s office
- Have coffee, drinks, or light snacks available at the meetings
- Encourage your EB and BOA to arrive at least 15 minutes early for social and business networking
During the Meeting
- Make sure it is interactive, allow the BoA plenty of time to talk and give feedback. Do NOT talk the whole time
- Prioritize which main issues to discuss, have a notetaker
- Give each function time to present and collect advice, however your focus program should be prioritized when allocating time
- Have a space for you and your EB to ask questions, as well as for your BoA to ask questions
- BOA Chair can assist LCP in running the meeting
After the Meeting
- Follow up!
- Send out minutes within a week of the meeting
- If some were not able to attend, follow up with them as well
- Make sure they receive all relevant information, and are also given something actionable