As part of one of the committees we (the LMN board) set up in January, we are reaching out to the current LMN membership for feedback process for the Executive Director. The full approved process is outlined below, along with the timeline. If you have questions, feel free to send me an email: benny@lansingmakersnetwork.org
Timeline:
- Mar 3 - Email goes out to current members
- Mar 3 - Mar 13 - Form open an accepting feedback
- Mar 14 - 18 - read, consolidate, and summarize feedback from submissions
- Mar 18 - 19 - prepare summaries for approval by board (to be approved during Executive Session at the board meeting on the 19th)
- ASAP after approved - Share public summary with the members.
LMN members and board members will receive an email from me on Monday with a link to the feedback form.
Executive Director Evaluation Process
As the board of directors, it is our responsibility to ensure that the Executive Director is doing what is needed for the long-term health and wellness of the Lansing Makers Network. This process is specifically designed to gather feedback from the Lansing Makers Network membership about the effectiveness of the Executive Director, and from the Director themselves about how they feel they are doing.
Content and format of feedback requests
The feedback requested should be focused on a specific timeframe, and targeted at the job tasks and responsibilities that are assigned to the Executive Director. The questions included in the feedback request should be both specific rating questions, and open-ended questions that allow written answers. The language of the feedback request should be accessible to most modern adults.
Collection of feedback
As many things as possible should be done to make it easy for feedback to be given, the feedback is relevant for the time period, and the anonymity of the feedback should be ensured.
- Feedback will be collected using a common and easy to use technology
- Feedback gathering should not require a login
- Feedback should only be requested of current LMN members and board members
- The current ED should be asked to submit a self-assessment
- Raw answers should not be available outside the current board members
Validation of feedback
The feedback gathered should be validated by human eyes, ensuring that obvious spam and obvious duplicate entries are discarded. Too, any feedback that is not regarding the specified timeline should be disregarded.
Summarizing of feedback
The Evaluation Committee will create two summaries of the feedback.
- A longer summary for the board and the ED that includes highlights of the positive feedback, recommendations for focused improvement, and calls attention to any urgent concerns.
- A shorter summary of the feedback that can be sent to the Lansing Makers Network membership list that was originally asked for the feedback
- This can include a statement from the chair, if appropriate
- This will not include specific feedback that was sent
- This can include mention of the general areas that the members might expect the ED to focus efforts over time
Both summaries will be sent to the board ahead of a meeting, and will be discussed in an executive session at the subsequent board meeting.
Sharing feedback with the LMN membership
Once the public summary is approved, the Evaluation Committee will share the summary with the same list of email addresses that was asked for feedback (excluding any that asked not to be included in future requests).
Timeline for collection and sharing of feedback
Once the feedback request is made, it will remain open for submissions for 10 days. The Evaluation Committee will share the feedback summaries with the board within 7 days and will share it with the community as soon as the board has approved the summary.
Long-term storage of feedback submissions
The raw feedback submissions will be retained for 6 months and then purged, after which only the summaries will be kept. Both the Board summaries and the public summaries will be retained in a shared board space (like google drive).