Creating Clear Systems: A Worthwhile Investment

I was an elementary teacher for 18 years and one fall, at our teacher back to school kick-off event, the superintendent of the district said "Everyone is asking for more time. There is not more time."

When more and more was being demanded of teachers, this statement was defeating. It still flashes through my mind from time to time. I still think there is too much on teachers' plates but in the end it made me think about how systems can give me back some "time".

Nonprofits can often feel the time crunch and creating clear systems can help with time but also sustainability, effectiveness and impact.

Creating clear systems is a step-by-step process that requires thoughtful planning and organization.

Systems can be tech based or a set process for personnel to follow. Either way they allow for consistency and time to be maximized.

Examples of systems:

• Social media and marketing

• Storytelling and donor engagement

• Financial management-keeping track of grants, donations, legal requirements, etc

• Volunteer coordinating

• Evaluation and Impact-How are you keeping track of impact and effectiveness

• HR Details-employee/volunteer onboarding, time tracking, payroll management, benefits

• Team meetings-Keeping running agendas, etc.

• Project management

Step 1: Identify the Purpose and Scope

What system do you want to create?
-Onbaording new volunteers
-Project evaluation
-Mapping out curriculum or lessons for programming

Write a statement that shows your goal.
For example: Have a clear checklist of the necessary steps and materials for onboarding new volunteers, including a list of people who will do the onboarding, schedule of onboarding dates and times, and have all materials placed in the onboarding electronic file. Let's keep with our new volunteers example.

Step 2: Map Out the Workflow

Visualize the workflow from start to finish. This visualization looks different for everyone. Think of using flowcharts, diagrams, or simply a list of sequential actions. Understanding the flow will help you spot inefficiencies and areas for improvement.

For example: Open a new document. Title it clearly: Onboarding new volunteers process Write a list of all of the steps and materials that need to be done and collected for onboarding new volunteers.

Step 3: Break It Down into Smaller Steps

Divide the workflow into smaller, manageable steps or sub-tasks. Breaking down the process will make it less overwhelming and enable you to focus on individual components with greater clarity.

For example: On your list of all of the steps and materials, start with the first item. Create or collect all necessary materials for just the first item. Put all of it in the electronic or physical file. Continue with the next step and onward.

Step 4: Set Clear Goals without them it is just a wish!

Establish clear and measurable goals for the system. What does this mean? I got you covered!

Example: If there are 4 scheduled volunteer onboarding sessions throughout the year,
-How will you know that they actually happenned?
-Who will be responsable for them?
-Did the volunteers find them helpful or sufficient? How do you know?

Can this be measured in a performance review or simply checked off on the schedule or checklist. Although this seems time consuming, in the end it holds everyone accountable!

Steps 1-4 are the basics and in the end will save you time and enhance your program, no matter how big or small. If you are looking to take systems to the next level, keep on reading!

Step 5: Design Standard Operating Procedures (SOPs)

Develop standard operating procedures (SOPs) for each step of the process. SOPs outline detailed instructions for executing tasks, including who is responsible for each step and what resources are required. Ensure that the procedures are easily understandable and accessible.

Step 6: Automate Where Possible

Identify tasks or processes that can be automated to reduce manual effort and potential errors. Implementing automation tools or software can significantly increase efficiency and accuracy in the system.

Step 7: Test and Refine

Before fully implementing the system, test it on a small scale to identify any shortcomings or areas that need improvement. Gather feedback from users or stakeholders and make necessary adjustments to optimize the system.

Step 8: Document and Communicate

Document the entire system, including the workflow, SOPs, and any changes made during the testing phase. Share this documentation with relevant team members or stakeholders, ensuring that everyone involved understands their roles and responsibilities.

Step 9: Implement and Train

Once the system is ready, implement it across the board. Provide training to team members or users, so they are familiar with the new process and can use it effectively.

Step 10: Monitor and Evaluate

Regularly monitor the performance of the system. Collect data and feedback to assess its effectiveness and identify areas for improvement. Stay open to making necessary adjustments as you gain insights from real-world usage.

Step 11: Continuously Improve

Systems are not static; they should evolve with changing needs and circumstances. Continuously seek opportunities for improvement and iterate on the system to ensure it remains relevant and efficient over time.

Creating clear systems is beneficial for any nonprofit and by following this step-by-step guide, you can develop well-organized and efficient systems that bring structure and effectiveness to various aspects of your organization. Remember, clear systems not only enhance productivity but also provide a sense of control and contribute to overall success and well-being.