Trustee

Standards
in Practice
A Guide for Smaller
Organisations
The Governance Hub is a partnership of eight organisations that provide support to the
voluntary and community sector: Association of Chief Executives of Voluntary Organisations
(acevo), the Black Training and Enterprise Group (BTEG),The British Association of
Settlements and Social Action Centres (bassac), Charity Trustee Networks (CTN), East
Cornwall Council for Voluntary Services (ECCVS), the National Association for Voluntary and
Community Action (NACVA), the National Council for Voluntary Organisations (NCVO) and
Volunteering England.
The Governance Hub is one of six national Hubs of expertise, developed as part of the
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© National Council for Voluntary Organisations

February 2007
Published by NCVO on behalf of The National Hub of Expertise in Governance
Web: www.governancehub.org.uk
Email: [email protected]
Designed in the UK by d4b design for business
Trustee Standards
in Practice
A Guide for Smaller Organisations
by Radojka Miljevic
Senior Consultant at Campbell Tickell

Trustee Standards in Practice © NCVO 2007

Contents
Introduction 5

About this guide 5

What are the Trustee Standards and what is in them? 5

Accreditation and quality 6

Snapshots: who should use the Standards? 7

Top ten travel tips 8

1. Starting point 8

2. Planning your route – how to use the Standards effectively 8

as a group tour

3. Planning your route – how to use the Standards effectively 9

as a solo traveller

4. Taking others with you – using the Standards in recruitment 9

5. Assembling the right team to walk the course – assessing your skills 10

6. Fit for purpose – developing role descriptions and 10

person specifications

7. Set off on the right foot – planning induction 11

8. Walking at different speeds – identifying your needs 11

and drawing up a learning plan

9. Maintaining momentum – reviewing and developing policies 12

10. Measuring how far there is still to travel – assessing the board’s 13
performance

Travelling further 14

Useful resources 15

Trustee Standards in Practice © NCVO 2007 4

Introduction

About this guide

If you are the trustee of a small charity, a local community organisation or a frontline
organisation, this guide about the National Occupational Standards for Trustees and
Management Committee Members (we’ll refer to them as the ‘Trustee Standards’ or
‘Standards’ for short) is for you. Think of it as a travel guide. You probably have a clear vision
of what a well-run organisation looks like. The destination is on the horizon, but there are
turning points and pathways along the way where you have to make choices. In the same way
that you might read up on travel tips for a journey, and use a map or route guide for
navigation, the Standards help you to make sure that your processes are sound and moving
you in the right direction. This guide will take you to different signposts and suggest possible
routes that you may wish to explore.
This guide was developed for smaller organisations in particular, to provide an easy-to-use
introduction to applying the Trustee Standards. Ideally, you should have a full copy of the
Trustee Standards to hand as you work through this guide, so you can refer to it for more
detailed information as you require it.

What are the Trustee Standards

and what is in them?
The Trustee Standards describe what an individual needs to do, know and understand in order
to carry out a particular job role or function. The Trustee Standards are for anyone who is a
member of a governing body of a voluntary or community organisation (VCO). They focus
specifically on the role of governance. By applying them to different aspects of your work,
they help you locate where you are in terms of skills or performance and how much further
you may have to travel, whether as an individual trustee or as a board.
The Standards are outcomes based, focusing on what needs to be done, rather than on how
you should do it.

The four units that make up the Trustee Standards

Unit one Unit two

Safeguard and promote the values and Determine the structure and strategy of the
mission of the organisation organisation

Unit three Unit four

Ensure the organisation operates in an Ensure the effective functioning of the board
effective, responsible and accountable
manner

Trustee Standards in Practice © NCVO 2007 5

Accreditation and quality
The Standards are approved by the Qualifications and Curriculum Authority (QCA), the
recognised regulatory body in England, and its equivalents in Northern Ireland, Scotland and
Wales. This means that they can be used as a base for developing training and learning that is
accredited and can form part of a recognised qualification. Over time, other pathways to a
qualification in governance are likely to develop. This means that trustees can both extend
their knowledge and skills, based on nationally recognised standards, and gain recognition for
their learning, if they so wish.
The Trustee Standards can also be used as a quality tool. There are several quality systems for
smaller organisations. Each involves self-assessment exercises to help you determine how well
you meet best practice, and to work out where there is room for improvement. You may be
familiar with PQASSO (Practical Quality Assurance System for Small Organisations), for
example, which was written specifically for smaller voluntary sector organisations, or with the
VISIBLE Communities™ framework, which asks community associations and other similar
organisations to assess themselves against each letter of the VISIBLE acronym. The Trustee
Standards can fit in when you are making action plans arising from assessments.

Trustee Standards in Practice © NCVO 2007 6

Snapshots: who should use the Standards?
Below are some brief snapshots of how you might use the Trustee Standards to improve
your work.

Existing New or Board or Staff member Advisor

trustee potential management of a VCO who
trustee committee works with
boards and
trustees

To assess your To understand To strengthen Consider Incorporate the

own learning your role and recruitment, offering specific Standards into
needs responsibilities selection, sessions on the training,
induction, Standards when mentoring and
learning and appropriate consultancy
development work you do
for individual with boards and
trustees or for trustees
boards and
Communally to Review how management When drawing Use the
assess the well you are committees as up role Standards to
learning needs doing as a a whole descriptions for prepare
of a board trustee and trustees and factsheets or
identify other tools other briefings
strengths and such as an
challenges induction pack

Support or Ensure that you Offer the Use the

mentor newer get the right Standards and Standards as a
trustees information to self-assessment reference point
perform your of learning tools in advising local
role to your board organisations
and its and encourage
members trustees to
become familiar
with them

Sign up for a Encourage your

training course committee
based on the members to try
Standards out a learning
resource or
enrol in a
programme

Trustee Standards in Practice © NCVO 2007 7

The top ten travel tips
The top ten travel tips which follow explore in greater detail the practical application of the
Trustee & Management Committee National Occupational Standards. Bear these tips in mind in
relation to all of the four units that make up the Standards and make sure you have a copy of
the full version of the Standards to refer to.The Standards are available from
www.ukworkforcehub.org.uk

1. Starting point
Know yourself: It can be daunting knowing which route to choose. Before you start
travelling, you need to work out where you are starting from. If you are new to the
Standards, start exploring on a small scale. Those with more experience can be wide-ranging
in applying them and could take a more strategic approach.

Starting on a small scale: Use the Standards at individual or team level to support personal
development. This helps to familiarise you with the language and structure and understand
how they may benefit your work. You can use them to identify your competences and areas
for development. It helps if you have someone with whom you can compare your self-
assessment in the light of the Standards, review the progress you are making and identify
further support to help you develop your skills.

2. Planning your route – how to use the

Standards effectively as a group tour
Aim and outcome: If as a board or management committee you wish to improve your
governance or effectiveness, you can devise an action plan that sets out how the Standards
might help you in this process.

Pack your bag: Good planning is essential to using the Standards effectively. Whether as an
individual or as a board or committee, you need to spend some time thinking about how to
introduce them. Make sure you have the right equipment for your journey. Think about what
you are presenting and how. Think about how you will record points that emerge from your
discussion: should you minute the discussion or should you use flipcharts that get written up
afterwards?

Using the Standards with the entire board: Work out how to encourage the board to
begin using the Standards. You could ask the Chair for 20 minutes’ time on the next agenda,
and prepare a brief introduction and proposals.

Be prepared: Get copies of the pocket version of the Standards for all the board members.
Make sure you know what else will be needed for any of the proposals you make.

Trustee Standards in Practice © NCVO 2007 8

Taking the next steps: Ask for a small group to work with you to carry out any steps
agreed by the board. Set some objectives about what you want to get from this experience.
Put together a clear action plan, including a timetable and any practical resources you need.

3. Planning your route – how to use the

Standards effectively as a solo traveller
Aim and outcome: It is natural and desirable that you wish to improve your competency as
a trustee. The Standards can help you to draw up a learning plan to improve your knowledge
and experience.

Using the Standards as an individual: Set aside time to read the Standards and reflect on
your own experience as a trustee. Make your own notes of the questions you have and any
actions you intend to take. Find out who else is using the Standards, either on your board or
ask around any contacts you might have in other organisations, and explore whether a chat or
an exchange of e-mails might help you both make progress.

Next steps: Using the information from your reading, choose several priorities on which to
focus. Think how to build your knowledge through, for example, new reading, a briefing from
the organisation or for the whole board, meeting key people or stakeholders, having a mentor,
attending training, a board away day, and so on.

A learning plan: Look through the knowledge statements for each unit. Identify what you
need to learn about most urgently and what you would benefit from learning later on.
Consider the support that you need for the urgent points. Gather all of this into a one-page
learning plan, covering what, how, when and where you will extend your knowledge or
experience.

4. Taking others with you – using the Standards

in recruitment
Attracting others: Selecting the right trustees for your board is hugely important. It can be
difficult to attract and recruit new ones. Common problems include only using word of
mouth to find people, a lack of transparency in the recruitment process, under-representation
of certain groups and lack of board diversity, and the absence of guidance for new trustees on
their role and responsibilities. All of these issues do not marry well with good governance.

Aim and outcome: Creating an induction pack that covers the key things that new or
potential trustees should know about your organisation will help you and them be very clear
about your charity’s purpose and aims. The Standards are an ideal tool for helping you to
understand your broader duties and responsibilities as trustees and enabling you to explain to
new trustees what is expected of them.

Make a list: Use the Standards to compile a list of key things that you and a potential trustee
need to know about your organisation, for example, vision, mission, potential conflicts of
interest. You might choose to adapt this list for the trustee induction pack. In reading the
Standards, make a list of the questions you would ask if you were a new trustee. Prioritise
what needs to be known by a new recruit and when.

Trustee Standards in Practice © NCVO 2007 9

Summarising: Compile a single page of key information about governance in your
organisation to give to any potential new trustee. Include all four areas of the Standards,
practical information about meetings, and ‘motivational’ information about values.

5. Assembling the right team to walk the course

– assessing your skills
Aim and outcome: You can use the Standards as a benchmark to help you identify what
skills are missing from the board by carrying out a ‘skills audit’. You can find a sample skills
audit in the Trustee & Governance section of the National Council for Voluntary
Organisations’ (NCVO) website. Adapt this to the needs and circumstances of your
organisation. You can then plan to fill those gaps either through training or through recruiting
new members.

The path ahead: Think about changes to your organisation’s circumstances. Have its
financial structures become more complex? Is it looking to raise its profile with government?
Does it need to collaborate more closely with other organisations or expand into new areas?

Succession planning: Think about the terms of office of existing trustees and the need to
plan ahead for when people with key skills leave. What skills might need to be replaced in the
next year or two? There are some practical exercises in the Governance Hub’s Trustee
Recruitment Toolkit you could use – the toolkit is downloadable from
www.governancehub.org.uk

Summarising: Prioritise your list. This process will highlight any additional skills required by
the board to perform effectively. The results will feed into your recruitment process.

6. Fit for purpose – developing role descriptions

and person specifications
Defining expectations: The responsibilities, knowledge and qualities set out in the
Standards are an ideal starting point for writing role descriptions (covering responsibilities)
and person specifications (covering the skills and experience needed). Preparing your own
role description and person specification can help you to recruit the most suitable trustees or
committee members. They also provide prospective trustees with clear information about
what the role demands and what is expected of them. Role descriptions and person
specifications can be used for recruitment, induction, in a review, for reference and to clarify
the role.

Aim and outcome: Identify the key roles, responsibilities and qualities required of a
potential or existing trustee or committee member for your organisation.

Research: Find out if your organisation already has any of this material for existing trustees.
If it does, obtain copies and put them alongside the Standards. Look at what is missing or
needs updating or re-wording. Think about anything specific to your organisation, for example,
what particular kinds of experience or understanding are most relevant? Consider whether to
structure the role description around the four headings of the Standards.

Trustee Standards in Practice © NCVO 2007 10

Target audience: Think about the language that you use and how readers will feel when they
read the role description or person specifications. Look at trustee role descriptions used by
other charities or similar organisations to help you. You could also look at trustee
advertisements in newspapers or on other charity websites. Don’t forget to think about diversity
too, such as attracting younger board members or trustees with different cultural backgrounds.
You could try testing the role description with a few external people to get their views.

7. Set off on the right foot – planning induction

Aim and outcome: Induction must introduce trustees to all the information and documents
they need to carry out governance. The objective is to build an effective trustee induction
programme using the Standards and produce an induction checklist and/or pack to aid new
trustees.

Assembling a pack: Each unit of the Standards sets out what trustees should have read and
have access to in order to perform their role in that area competently. Each organisation
needs to compile its own list as part of an induction pack. Think about what needs to be
added too, such as relevant documents from the Charity Commission. Look at the list as a
whole. Think of how these documents could be made easily accessible and understood, for
example, placed in a special trustee area on a website.

Plan the tour: Use the responsibilities section in each unit to shape the induction
programme. You might want to organise a tour of the buildings or projects or activities, or
arrange peer support from an experienced board member, for example.

Keeping the team together: Ensure that the induction programme has someone who
leads it or keeps in touch with new trustees as they move through the programme. You could
use the Standards to review the programme after six months and use a list of poorly-
explained information and responsibilities to create an action plan for improving your
induction process.

8. Walking at different speeds – identifying your

needs and drawing up a learning plan
Trustees as learners: The Standards recognise that trustees have to learn to be effective;
they don’t arrive ‘ready made’. This learning continues as trustees and boards grow and
develop with their organisations, facing up to challenges and even crises.

This unit Future Covered or needs How is it

requires… challenges? attention covered? How
can it be
covered?

Knowledge of Age discrimination Needs attention Organise a briefing

employment legislation from a human
requirements resources advisor

Trustee Standards in Practice © NCVO 2007 11

Aim and outcome: Use the Standards to identify the knowledge and training gaps on the
board by asking trustees to each list five or six areas where they would like to learn more.
Part of a board meeting can be spent discussing the results, including thinking about what
knowledge may be required in the future. Trustees can then prioritise those areas needing
attention. For example, in reflecting on Unit three of the Standards, ‘ensure the organisation
operates in an effective, responsible and accountable manner’, trustees might create a chart
that looks like this:

This information (sometimes called a training needs analysis) can then be worked up into a
detailed plan setting out the learning the board will undertake.
Establishing a framework: For each learning need, agree on: a time frame, the method of
learning (for example, teacher or distance learning, during an away day, within a board meeting
etc.), whether it is an individual/group need, how you will decide whether the learning was
successful, and any costs involved.
Reporting where you are: Appoint a pair of trustees (perhaps with relevant experience) to
manage the board learning plan project. This will give other trustees a focus and they can
provide regular progress updates on any learning undertaken.

9. Maintaining momentum – reviewing and

developing policies
Aim and outcome: Effective organisations have a regular system of review for their policies
and procedures. This helps to ensure that the policies remain relevant to the organisation and
change as legal requirements change. Trustees are responsible for the efficient and responsible
operation of the organisation, and therefore for identifying, establishing and reviewing policies
and procedures, as necessary. The Standards can be used to help trustees create a table of the
policies their organisation ought to have in place and whether these policies require initial
development or review.
Locating where you are: To get the process started you should devote some time at a
board meeting to establishing the organisation’s starting point. The board meeting would
require careful preparation. If your organisation employs staff, for example, the board or
management committee might want an external person to brief them about the demands of
current employment and health and safety legislation and how those demands translate into
policies.
Doing your homework: As background work for the meeting, trustees should be given
plenty of time to read through the Standards before the scheduled meeting and make a list of
all the policy areas for which they would expect to have guidelines in place, such as equality
and diversity, or the functioning and responsibilities of the board, or malpractice and
misconduct. A member of staff or a trustee could also be tasked with compiling a list of all
the policies already in existence and when they were last reviewed.

Trustee Standards in Practice © NCVO 2007 12

Making plans: Trustees could use the meeting to identify a composite list of policies that
exist and a composite list of policies that require development. The information about
existing policies could be put into a table with headings such as the name of the policy, any
applicable legislation, the author or ‘owner’ of the policy, and the date when it is due for
review. The information about ‘missing’ policies could be put into a table that identified the
actions for developing a policy, such as whether further information or advice was needed,
who would be responsible for writing the policy, the date by which it would need to be in
place and the board or committee meeting at which it would be submitted for approval.

10. Measuring how far there is still to travel

– assessing the board’s performance
Aim and outcome: Taking time out to reflect on and assess your performance as a board or
committee is important. It can sometimes be difficult to think strategically in the normal
course of your work, so this kind of activity lends itself well to away days or other specially
allotted periods of time. You should aim to produce action points during this time for
improving and measuring your performance.
Steps: Allocate time as a group to working through the Standards. It might help to have a
facilitator for this exercise to help you apply the following questions to each unit and fully
explore the answers. What are we doing well? What are we not doing at all or not doing
well? What else could we be doing? How will we address any failures or gaps? How will we
measure our progress?
An example: You might choose to apply these questions to Unit one, ‘Safeguard and
promote the values and mission of the voluntary or community organisation’. In asking ‘What
else could we be doing?’, for example, you might recognise that there are new opportunities
to work with other organisations to promote your values or that you could engage donors
and other stakeholders in a review of your values and mission. You might measure your
success through greater public awareness of or interest in your activities, or through having
carried out an extensive consultation exercise on your mission and values and having
completed a review by a certain date.
Healthcheck: Think about building this self-appraisal process into your cycle of work,
perhaps as an annual check and reflection on the journey of your organisation and how
effectively you are steering it in the right direction.

Trustee Standards in Practice © NCVO 2007 13

Travelling further
This guide draws ideas from the Trustee & Management Committee Members National
Occupational Standards Toolkit. The toolkit is designed to provide trustees and others with the
practical tools and signposting needed to use the Trustee Standards. It is available in hard copy
for £15 from the Governance Hub or as a free download from the Hub website,
www.governancehub.org.uk

The toolkit refers to the full text of the National Occupational Standards for Trustees and
Management Committee Members, which is published separately but should be used in
conjunction with the toolkit. The text of the Standards is available as a PDF download on the
Workforce Hub website, www.ukworkforcehub.org.uk. The Standards are also available in
hard copy from the Workforce Hub. The pocket size edition of the Standards costs £1 from
either Hub.

For details of other resources relating to the Trustee Standards, visit the pages about the
Standards on both Hub websites.

For help using the Standards with your board or committee, you could contact your local
council for voluntary services (CVS), see the useful resources section for contact details.

Trustee Standards in Practice © NCVO 2007 14

Useful resources

National Occupational Standards (NOS)

Trustee & Management Committee National Occupational Standards
www.ukworkforcehub.org.uk
Trustee & Management Committee National Occupational Standards Pocket-sized edition
www.ukworkforcehub.org.uk
Trustee & Management Committee National Occupational Standards Toolkit
www.governancehub.org.uk’
(further resources to assist you to use the NOS for trustees are available from this website)
Skills for Business
www.ukstandards.org

Trustee and governance organisations

Governance Hub
www.governancehub.org.uk
Helpline: 0800 652 4886

National Council for Voluntary Organisations

www.ncvo-vol.org.uk/askncvo
Helpline: 0800 2798 798

The Charity Commission

www.charity-commission.gov.uk
Helpline: 0845 3000 218

Directory of Social Change

www.dsc.org.uk

National Association of Voluntary and Community Action (NAVCA)

www.navca.org.uk

Charity Trustee Networks

www.trusteenetworks.org.uk

Other websites with useful resources include:

‘Learning to drive’ – e-learning for trustees
www.savo-elearning.org.uk

Bromley Community Links

www.communitylinksbromley.org.uk

Islington Voluntary Action Council

www.ivac.org.uk

Governance magazine
www.charitygovernance.co.uk

Trustee Standards in Practice © NCVO 2007 15

Trusteeship and governance publications
Good Governance: A Code for the Voluntary and Community Sector, Governance Hub, 2005
Good Practice in Trustee Recruitment Toolkit, Governance Hub, 2005
The Good Trustee Guide, Peter Dyer, NCVO, 2004
The Good Governance Action Plan, Sandy Adirondack, NCVO, 2002
The Good Governance Action Plan Workbook,Tesse Akpeki, NCVO, 2005
CC3:The Essential Trustee, Charity Commission, 2005
CC60:The Hallmarks of an Effective Charity, Charity Commission, 2004
The Trustee Pathway, CD-ROM, Suffolk Association of Voluntary Organisations (SAVO),
www.savo.co.uk
The Charity Trustee’s Handbook, Mike Eastwood, Directory of Social Change, 2001
Tending your Board: A seasonal guide to improving the way your board works,
Bassac/Governance Hub, 2005
Trust Youth:What being a trustee means for children and young people and how to recruit them,
BYC, CRAE and the Governance Hub, 2006
How are you doing? Using National Occupational Standards to enable people to achieve professional
and personal goals, NCVO, 2004

Quality standards
The Charities Evaluation Services
www.ces-vol.org.uk
Community Matters – The National Federation of Community Organisations
www.visiblecommunities.org.uk

Trustee Standards in Practice © NCVO 2007 16

This guide provides advice for small charities, local community organisations and frontline organisations on
using the Trustee & Management Committee National Occupational Standards.
Trustee Standards in Practice is produced by the Governance Hub and provides a useful introduction to
using the National Occupational Standards to improve governance within smaller organisations.
The Governance Hub exists to improve governance within the voluntary and community sector in
England by:
• increasing the supply of trustees
• enhancing trustee learning and development
• strengthening and extending support services for trustees.

Governance Hub c/o NCVO

Regents Wharf, 8 All Saints Street, London, N1 9RL
Helpline 0800 652 4886 To order publications and resource packs, and for
(9am to 6pm Mon to Fri) general information about the Hub, governance and
board membership
020 7520 2469 Media enquiries
020 7520 2514 Inquiries about the Hub’s partnerships, tenders or polices
[email protected] General enquiries about the Hub, governance and board
information
www.governancehub.org.uk To access information, download free resources or sign-up
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© NCVO 2007