THE BOARD RECRUITMENT INSTRUCTION GUIDE

This guide shows you exactly how to use every tool provided to recruit, interview, onboard, and integrate new board members, without confusion or overwhelm.
Follow the steps in order.

STEP 1: Audit Your Current Board Using the AI Prompt

Before recruiting anyone, you need clarity on what skills you already have and what’s missing.

Copy the AI prompt from your toolkit.
Paste it into ChatGPT.

Enter:
• Your mission
• Your programs
• Your current board members’ skills
• The roles each existing board member wants to contribute to

ChatGPT will give you:
• A clear list of gaps
• The exact types of board members you need
• Ideal profiles to recruit
• Short role descriptions for your recruitment post
This becomes your foundation for everything that follows.

STEP 2: Customize Your Board Recruitment Post, Emails, and Social Media Messages

Go into your toolkit and:

Edit the LinkedIn board recruitment post

Swap in:
• Your organization’s name
• Your mission
• Your programs
• The skillsets ChatGPT recommended
• Your application form link

Post it on LinkedIn, Facebook, Instagram, and in relevant groups.

Customize your board recruitment email templates
• One email asks existing board members and friends to recommend someone
• The other invites someone directly to apply
Send these emails to:
• Your network
• Current board members
• Community partners
• Anyone who may know qualified candidates

Post your recruitment message across all social media channels
Use the 3 provided posts and rotate them every few days.

Your goal is simple: make the opportunity visible everywhere people who care about your mission might be.

STEP 3: Copy and Customize the Application Forms in Your Own Google Account

Your toolkit includes Google Forms for:
• Board Application
• Board Agreement Conflict of Interest Form

Since these are shared publicly, you must make your own copy before using them.

Here’s how:

Open the Google Form link.
In the top-left corner, click File.
Select Make a copy.
Rename the form to your organization’s name.
Click Save, and it will appear in your Google Drive.

Now you can edit and customize your copy without affecting the original.
Do this for every Google Form provided.

STEP 4: Review Incoming Applications

As applications come in:

Review the candidates’ skills and motivations.
Compare their strengths with the gaps identified in Step 1.
Use your interview guide and scoring sheet to shortlist who to meet.

STEP 5: Email Applicants to Schedule a Board Introductory Call

Use the email template provided:

• Send them the scheduling link
• Keep the tone warm and simple
• Aim to schedule their call within 7 days of applying

This call helps you quickly understand their fit.

STEP 6: Conduct the Board Introductory Call Using the Interview Guide

During the call:

Follow the interview questions provided.
Score each answer using the 1–5 rating system.
Note their preferred role and the skills they want to contribute.
Identify whether they are an excellent fit, a possible fit, or not a fit.

STEP 7: Send a Follow-Up Email After the Interview

Use the post-interview template:

• Thank them for their time
• Summarize what you learned
• Explain that you’ll be reviewing all candidates
• Promise an update soon

This keeps communication clear and respectful.

STEP 8: Make Your Final Decision and Send Acceptance or Decline Emails

Use the templates for:

A. Acceptance Email (No Background Check Needed)
Includes:
• Scheduling link for onboarding
• Confirmation of their potential role

B. Acceptance Email (Background Check Required)
Includes:
• Link to background check
• Onboarding link after completion

C. Decline Email
Treats them with dignity
Keeps the door open for other forms of involvement

STEP 9: Conduct the Onboarding Session

During onboarding:

• Confirm their board role
• Review expectations and responsibilities
• Share your strategic direction
• Explain your meeting schedule
• Answer questions
• Build rapport and confidence

This sets the tone for their entire board experience.

STEP 10: Send the Official Welcome Email + Required Documents

Send the official congratulatory email that includes:

• Board Agreement (Google Form link to your copy)
• Confidentiality & Ethics Form (your copy)
• Organizational Overview packet
• Latest financial statement
• Story bank and impact highlights
• Board contact sheet
• Upcoming meeting dates

These documents give new members everything they need to step in with clarity.

STEP 11: Invite Them to Their First Board Meeting

Their first meeting should allow them to:

• Introduce themselves
• Share the role they’re taking
• Meet existing board members
• Hear the current status of the organization
• See where they fit into the bigger picture

This meeting builds unity between old and new board members before strategic planning begins.

STEP 12: Begin Working As a Strong, Aligned Board

At this point, the founder has:

• A committed board
• Clearly defined roles
• A recruitment system that works
• A streamlined onboarding process
• A team ready for strategic planning

This closes the recruitment cycle and prepares the board for the next phase: your strategic planning session.