How to Respond to an Advertised Board Vacancy: A Step-by-Step Guide

Board vacancies tend to be very popular positions, and the competition for those positions can be extremely high! Smaller organisations, particularly in rural areas, can receive up to 50 applications for one position, all of whom could be considered very qualified candidates. Therefore, when you respond to an advertised board vacancy, you should remember that there are a number of other people also applying for that position and that you want to differentiate yourself from these individuals by developing a strategy for applying for the position.

In light of my own experience and having assisted a lot of aspiring directors through this process, I have some important information to share regarding how best to respond to advertised board vacancies. This guide to responding to advertised board vacancies gives you some background information regarding how successfully appointed directors to boards have approached this process, as well as outlining some of the essential steps for developing your strategy.  Whenever you follow these steps, you will have a much higher probability of getting short-listed for the vacancy.

Responding to a board vacancy? A clear, strategic approach can set your application apart.

Step 1 - Conduct Research

The first step of the process involves conducting research concerning the nature of the vacancy before applying for a board member position in response to an advertisement, which can seem simple to some; however, there are many candidates who fail at this vital step within the provisions of their application process for a board vacancy.

Most board vacancy advertisements will have a designated contact; this could come from a recruiter, a member of the organization’s staff, and/or a current member on the board, etc... The thought of contacting someone may feel overwhelming and cause apprehension; however, contacting the designated and /or current board member is important in the recruitment process; therefore, failing to make the effort to reach out will cause a missed opportunity.

A common mistake made by most candidates is failing to contact the person listed within the advertisement. It will surprise you to know that very few candidates ever make the effort to reach out via telephone and in most instances the time they attempt to reach out is very poor because making a phone call too soon is viewed as being too eager to become a member of the board; however, if you properly prepare yourself for the call, you will have an opportunity to distinguish yourself from all of the other applicants.

Before you contact someone regarding an opportunity, I strongly recommend that you conduct as much research as possible in advance of that call. Researching the position, organization, and broader industry will give you an advantage on this initial call.

If a recruiter is involved with filling the position, do some background checking on both the recruiter and the search firm he or she represents. If there is no recruiter involved, do some background checking on the person listed as the contact and their role in the hiring decision.

By understanding more about the background of the person you are calling, you will be better prepared and may gain valuable information that will help you tailor your application to that organization.

This phone call is your initial opportunity to leave a positive and lasting impression, so be prepared for it. In particular, do not overlook the significance of the person listed as the contact in the job announcement; they often have some input into the final hiring decision and in many cases their thoughts and opinions will carry a lot of weight in the hiring decision.

Step 2 - Calling the Contact Listed

After you've finished your research and are ready to call, you will call the contact that is listed in the advertisement. You will want to leave a strong impression and gather as many relevant facts about the role as possible. The call will allow you to demonstrate your proactiveness, as well as show your excitement about the opportunity.

When you call, be sure not to ask generic questions such as, "Could you tell me more about the role?" These types of questions will not differentiate you from the many other candidates who are calling with the same questions. Instead, use your research to demonstrate that you already know a great deal about the organization, the board, and the job you are interested in. In doing so, you will show that you are well-prepared and have a genuine interest in the role.

For example, if you mention some of the major issues facing the organization, as well as current news related to their industry, you can provide an example of how your unique skills and experience would help with those issues. In addition, providing information about your understanding of their business and how you could provide value to the board will help you stand out from other candidates who are calling.

Step 3 – Seek Specific Information

The second goal of the call is to gather specific information that will help you submit the strongest possible application. The information you gather during this call can set you apart from other candidates by giving you the insights necessary to tailor your application to the organization’s specific needs.

For example, you might ask questions like: "What are the current challenges faced by the board and the organization?" or "Is this a new role, or is it replacing a current member?" These questions help you understand not just the position’s formal responsibilities but also the practical, day-to-day challenges that the board may face. By understanding these challenges, you can better align your qualifications and experience with the specific needs of the organization.

A good question to ask is: “Which qualities/skills are most important to the board for a successful candidate?” Frequently, these qualities aren't listed in the ad, but you will have the opportunity to gather this information, along with insight into what the hiring committee is prioritizing, so that you can shape your application to showcase the specific experiences and skills the company is looking for.

Refrain from asking questions regarding salary or compensation during this initial call. Those topics will only be addressed if you make it to an interview. Your focus should be gathering as much information about the company, the job, and the qualities the ideal candidate possesses.

Step 4: Confirmation of the Application Requirements

At the end of the conversation, confirm the detailed application requirements as well as submission deadlines for the application. You may think this is a small detail, but it can be extremely important because it helps to ensure that the application is accurate and on time. Some queue and hiring operations may receive hundreds of applications, and if any of the required documents are missing, they may not consider your application.

For instance, questions such as: "What documentation do I need to include with my application?" or "When does this position close?" are key to confirming those application requirements. Confirming these application requirements helps avoid any surprises later in the process and ensures that your application meets all formal document requirements and, therefore, is not rejected because of being incomplete or missing documents.

Let them know you remain interested in the position by telling them that you will be submitting your application soon. Using a positive and professional tone will leave a lasting impression and demonstrate your eagerness for the opportunity.

Step 5 - Begin submitting your application ASAP

After obtaining all the materials needed, it’s time for you to get started on submitting your application. You will find that writing your application shortly after conducting your research and phone call will give you the best motivation possible and have your application reflect this enthusiasm.

I also recommend you begin your application as soon as you can. A non-generic board application requires an individualised approach with just as much effort into meeting all selection criteria - so that you can properly demonstrate how you can offer a unique contribution to the board and organization. Your application should not only meet the technical requirements for the role but demonstrate your understanding of the organisation, its needs, its culture, and its industry.

Another very important point to consider when preparing to submit your application is to submit prior to the established closing date for that position. When you submit your application early, it shows that you are organized, that you have taken an active role in achieving an objective, and are serious about the position. If a recruiter receives a lot of applications at one time, they can close the recruitment process early, which is why submitting your application earlier is important and shows that you have the initiative that a candidate should.

Conclusion

When you apply to an advertised position (such as a board seat) there is much more to it than completing an application or sending in a resume. You can stand out amongst other candidates for a competitive board position by being proactive, researching the organization and the position, building relationships with people in your network, developing a targeted application outlining your unique skills, and following the sequential steps outlined in this guide to provide yourself with the optimal opportunity of being selected for an interview and ultimately serving on the board.

Although applying for and being selected to serve on a board is not without time and effort, the rewards can be significant. By completing these steps you will demonstrate your qualifications for a board seat and increase your chances of achieving that goal. Good luck in your efforts to secure a board appointment!