Advisory groups are formed, as the name implies, to give advice and council. These are groups of people who provide information, guidance, advice and support to the organization as it develops, coordinates and administers services. They are frequently referred to as advisory boards, but are best referred to as advisory councils or committees to avoid confusing their activities with the activities and duties of a governing board or board of trustees.
Advisory groups represent the expression of ideas and opinions of groups important to the function of the agency, or they represent professional and/or technical advice. An advisory group may contain representatives from various groups of people, providing a range of advice or council to the organization, or may be composed of members of a single constituency of the organization. For example an organization dealing with seniors may have an advisory committee of all senior constituents. A parent advisory board for a hospital will be comprised of parents. An advisory committee for a church based outreach group may include members of various social service organizations in the committee.
Advisory committees can be a wonderful source of information and insights, or a management nightmare, depending on how they are structured, what is expected of them, how they are oriented and trained, and how they are managed. Managing effective advisory group is like managing any group of volunteers. Time spent in the beginning, defining the mission, procedures and job descriptions will pay off in the long run.
When the mission and role of the advisory committee is unclear, advisory committee members may begin to take on the role of a governing body. They believe their advice will be lead to policy decisions. Sometimes their advice may help with policy development, but their role should not to be confused with the policy development role of a board of trustees. The advice given may or may not be heeded by an agency. The advisory group has no legal authority for administering the affairs of the organization. They do not set goals and policies. They may recommend policies and goals.
The fastest way to drive volunteers away is to develop an advisory council and then ignore its recommendations. When advisory council members don't understand what is expected, do not perceive they are valued, and then don't attend meetings or participated. A primary complaint from advisory committee members is that they come to a meeting, sit through a series of reports, receive summaries and reading materials and leave. More and more people say their time is too valuable to just come and hear reports. Too often advisory councils/committees are passive meetings where members are not asked to contribute, but instead are expected to serve as cheerleaders for what the organization is already doing. Or, they are asked to affirm decisions and programs that are all ready in place rather than offer constructive ideas and suggestions for bettering or developing programs.
The challenge of working with an advisory committee is having a genuine purpose/need for the committee and then giving them opportunities to give advice that can lead to action or implementation. Advice for advice sake is a waste of time and members catch on quickly that their advice is a formality. A well-designed and structured advisory committee, with right mix of people, can be a great "think tank" to address issues and problems, and design ideas and strategies. Advisory committees serve as advocates within the organization. Volunteer advisory committees can help position the volunteer program within the organization, especially if it includes members of the governing board. Getting advice for a diverse group of people can create an exciting synergy.
Some of the functions of advisory councils are:
An advisory council, with broad-based representation from the community served by the agency, acts as a conduit for information from various constituencies to the agency management. An advisory council also acts as a conduit for information from the agency to clients, potential clients, donors, other agencies, community groups and the general public. Advisory council members give their own personal and community sanction to the organization and its work.
Advisory Council Operating Proceedures:
Questions to Consider:
Navarre, Ralph, 1989: Professional Administration of Volunteer Programs, &N&-Way Publishing, Madison, WI.