Operations and Planning: Streamline systems and Strategic pre-planning
Running a successful nonprofit hinges on two critical areas: operations and planning.
They are not the flashy and fun side of a nonprofit but oftentimes they are the reason for success!
Not just in nonprofits but for businesses, schools, government and more.
These two areas are vital for success but can often consume significant time and resources, leaving less time spent directly impacting your cause. The good news is that by streamlining your operations and organizing your planning, you can save time, reduce costs, and focus more on your mission. And honestly, it doesn’t take that much time but saves you double in the end.
This blog post will provide you with practical steps to create efficient systems and bring clarity to your organization's goals. By building a solid foundation, you'll not only increase your impact but also gain the trust and funding you need to thrive.
If you have been around a while, you have heard us talk about how after we created a well developed logic model our organization grew quickly. It helped us clarify what we needed in terms of operations and it became the foundation for all of our planning. Throughout this post you will find logic model connections to make each of the following steps easier. If you don’t have a well developed logic model click here to learn more.
Streamlining Operations for Efficiency
Not another to do list. A system.
STEP 1: The Week Check-in Routine
I get it, you’ve tried to be organized, tried to have a plan, tried and tried but in the end something else always seems to take precedence over staying organized. The Week Check-in Routine will get you started in staying organized.
**Logic model connection: Review all of the inputs and activities in your logic model and make sure you are giving attention to all areas of your org.
1. TIME: Pick a consistent 1 hour block out of your week. JUST 1 HOUR.
Protect this hour like you are a mama tiger. Schedule everything else around this hour.
2. MESSAGES/EMAIL:
Review the following and complete all unfinished tasks
Text messages: Respond and note any further follow ups
Emails: Respond and note any follow ups or schedule time in your calendar to finish the work in the coming week.
3. CALENDARS:
Review the past week and send follow up emails and finish work attached to previous meetings and activities.
Don’t underestimate the importance of follow ups, thank yous and consistent communication!
Review ALL calendars: Your work, personal, staff, etc.
Make sure you have events and occasions on all of the necessary and correct calendars.
Sync your calendar with anyone who needs to know specific dates or times
It seems basic but this simple routine will help to be consistent in your work flow, communication and help to make sure less things fall through the cracks!
STEP 2: Automate and/or Outsource Routine Tasks:
Doing what we love to is why we work in the nonprofit field yet many times it is the other tasks that prevent us from doing what we truly love. Let’s reclaim that time!
Start by identifying repetitive tasks that can be automated or outsourced. Yes, this means that you might have to give up a bit of control but it will be worth it, I promise! Whether it's scheduling social media posts, managing email newsletters, or tracking donations, automation tools and volunteers can save countless hours.
**Logic Model connection: In the program infrastructure category highlight one or two tasks that take a lot of time. Start here find a way to automate or outsource the task.
Use the free tools!
Tools like Hootsuite for social media, Convertkit for emails, and donor management systems can streamline these processes, allowing your team to focus on more strategic work.
Check out this HUGE list of resources for nonprofits
If funding for these automations/outsourcing is not an option try one of the following:
Contact a local high school or community college and see if they need “real life” projects for students.
Sign up for Catch a Fire and have a skilled volunteer help you create a plan for automation
Sign up for Volunteer Match to connect with a volunteer to take on the task.
Jump on your local neighborhood groups (facebook, etc.) and post to see if a community member has the skills and is willing to volunteer their time or do it for a discounted price.
Check to see if some applications provide their services for free to nonprofits (like Canva) or at a very discounted price (like TechSoup).
STEP 3: Create Standardized Procedures
Develop standard operating procedures (SOPs) for common tasks. SOPs ensure consistency, reduce errors, and make it easier for new staff or volunteers to get up to speed. Documenting processes such as event planning, volunteer onboarding, and grant applications can significantly improve efficiency. So you are not creating the same thing every time.
Logic model connection: Look at the personnel section of the program infrastructure. Do you have onboarding documents and procedures for your personnel? If not, start here! Start with a policy manual, volunteer manual or steps for onboarding. You can totally cheat by using AI like Chat GPT and type in “write a basic policy manual for a nonprofit that provides after school tutoring for elementary age students” then go in a edit it to fit your program but…then have a legal team review it to make sure you are covering all of your basis. There are many free legal advice services for nonprofits!
Organizing for Clarity in Planning
A strategic plan that will actually be used.
The word “plan” always makes me hold my breath. Which plan are we talking about? The business plan, marketing plan, financial plan, fundraising plan, growth plan, and more! What we want is a plan that will actually we used, a strategic plan that is simply not just words on paper. To get this, there has to be clarity in what you are trying to do. Answer the following questions to fully understand every aspect of your organization so that is clarity in planning.
Logic Model connection: If you have worked with us or taken our course, you are all set in this area! You have a well developed logic model to serve as a your guiding light in any planning you do. Don’t forget to review your logic model once a quarter to see if anything needs to be added or changed!
What is your mission?
Is your mission statement clear?
Do others understand what you are trying to do without knowing anything about your organization?
Needs-what do you need?
What gap in services does your organization fulfill?
What needs, problems or issues does the program address?
What data do you have to show there is a need?
What do you do?
What goes on in the program?
What needs to happen?
What actions are completed?
What are your goals/outcomes? Yes, this is different from your mission!
Short term (while participating)
Intermediate (3-6 after participation)
Long term (years later)
What are the benefits of participating in the program?
How will participants change as a result of participating?
Clarity and organization in operations and planning not only improve efficiency and effectiveness but also build trust with donors, stakeholders, and the community. Transparent communication about your goals, strategies, and impact reassures supporters that their contributions are being used wisely. This trust is crucial for securing ongoing funding and support, which in turn allows your organization to grow and make a greater impact.
By streamlining operations and organizing your planning processes, your nonprofit can operate more efficiently and strategically. This approach not only saves time and money but also lays the foundation for sustainable growth and impact. Remember, the clearer and more organized your operations and plans, the easier it is to build trust and secure the resources needed to fulfill your mission. Let's implement these steps and set your organization on the path to long-term success.
Curious about logic models? Take a quick peek at our workbook or course!
As always, reach out with any questions or ideas for us!
Until next time, happy growing!
Lesley
