In the months before our 2023 summer fair, I averaged around 60 hours per week of PTA work. I was burnt out as chair and felt strongly that something needed to change. So, at our AGM in September 2023, I proposed replacing the traditional roles of chair, secretary and treasurer with a board of three trustees, each equally responsible for all aspects of governance. I also suggested separating the function of governance from project management. Moving forward, events would only happen if a named person or subcommittee volunteered to lead. We voted to pass the resolution.
Our new structure is working well. By defining our minimum operating standards we can still keep the charity open, even when we lack sufficient support to run events. But we’ve actually had deeper engagement from a larger number of volunteers who feel empowered to lead projects without worry that they’ll be conscripted to do more than they signed up for. While we’ve been slightly less active, with fewer general meetings and after-school sales, we have continued to deliver all of our major annual events and even introduced some new activities. Notably, our net fundraising has continued to track upwards.
I’m still the de facto leader of the PTA, so I continue to handle most of the governance work. However, the restructuring has relieved me of the pressure I felt and allowed me to let things happen (or not happen). We’re all feeling happier and more relaxed about PTA work, and there are several tangible upsides. Previously, parents often approached committee members with ideas and the expectation that we would take them forward. Now, it’s much easier for us to say: “That’s a great idea. Can you take it forward?”
- Read about the benefits of co-chairing
- Don't get overwhelmed
- Find out how to attract more volunteers
We rarely hold board meetings now, but the subcommittee project meetings are certainly more dynamic. Attendance is consistently higher than in previous years, and it’s not just the same familiar faces–we’re regularly welcoming new volunteers.
However, there are some downsides. Involving more people has in some ways muddied the waters, making it harder to communicate with a consistent voice. The working relationship with school is more strained as I think they preferred dealing with one or two people who knew the ropes rather than different people for each event. These challenges are, of course, part of a work in progress.
I recommend using collaborative software–we use Google Drive. I would ask experienced committee members to write a how-to manual, so new volunteers feel equipped to hit the ground running.
Overall, our restructuring has been a great success. If you are a struggling committee, take a look at your PTA’s structure and consider the options. You may find a new approach for your PTA that works for you and your volunteers.
Megan Wybrew, trustee, Friends of Torridon Primary School, London (650 pupils)
