Organization Management

Start with the Ending

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A Guide for New Executive Directors

As a seasoned executive director, I’ve learned that the most effective leaders are those who not only excel in their current roles but also thoughtfully plan for their departure. While it may seem counterintuitive to think about leaving as you’re just beginning, a strategic approach to succession planning ensures a smooth transition and positions your organization for continued success.

Key steps to take from day one:

  • Develop relationships with all staff, board, and key partners. It’s easy to get caught up in small crises when you start a position but building relationships will allow you to make the changes you need long-term. All of the other steps will result from this initial work.
  • Conduct a comprehensive organizational assessment. This will identify quick fixes to implement right away and longer-term projects to explore.
  • Understand the finances in-depth. I create both short and long-term forecasts to help the board make realistic plans for their new executive director. I need to understand all of the funding sources and their potential for continuation
  • Implement board succession planning – including planning for term limits, filling vacancies, and recruiting officers. I often find that this has been neglected at nonprofits.
  • Explore succession planning with the board and work with them on a succession policy.
  • Create an operations manual. I document my work as I go knowing that I will be handing it off to someone else soon.
  • Start leadership development planning while assessing staff capabilities. I won’t make significant staff changes, but I will take care of any serious issues. I might suggest staff restructuring or a change in responsibilities. Or I recommend staff who are potential future leaders and how to expand their skill sets.
  • Help the board establish initial goals and evaluation processes for the new executive director so everyone is on the same page about priorities from the beginning.

Sometimes I wish I had taken my own advice. For example, it took three months to understand the complex finances at one organization where I was the interim. They had various funding sources and were paid in arrears for most of their work. I wished I had spent more time focused on what was coming in from the beginning. The board and I addressed some deferred building maintenance, but in retrospect, we should have focused more on fundraising before spending funds we didn’t have.

Remember, a well-planned departure is not just about handing over the reins; it’s about setting the stage for future success. Start with the end in mind, no matter how far off it is.

Case Study: Effective Communication in a Crisis

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I was recently involved in a situation where a nonprofit had to deal with a quickly escalating negative PR issue. I learned a lot about how to manage the issue quickly and effectively.

The situation: a video was posted online that showed a board member conducting herself in a manner both contrary to organization policy and generally accepted behavior. The board member continued to add fuel to the fire in the video’s comments in an attempt to defend herself, and also publicly identified herself as a board member of the organization. The video rapidly went viral with people sharing and commenting on it from around the world. The organization’s leaders were receiving many messages demanding they do something about this board member.

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Eight Great Alternatives to Starting a Nonprofit

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Umbrella and money

Starting a nonprofit organization sounds like fun, but the reality is that it takes quite a bit of work. There are valid reasons to start a new organization, but your very first step should be extensive research to make sure the need isn’t being filled already by someone with more experience. All too often, I hear about someone starting an organization to help a village in Africa or to raise money to fight a disease. That time and money could be better spent by joining efforts with an existing group.

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Why Your Organization Needs an Interim Executive Director

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Why Your Organization Needs an Interim Executive Director

In any nonprofit organization, the executive director plays a key role. The director is the conduit between the board and staff, the public face of the organization, the person who guides the direction of the organization, and much more. When a long-time director leaves, or when the organization has had multiple directors during a short period of time, the board should consider bringing in an interim executive director to strengthen the organization and facilitate the transition. An interim executive director gives the board time for a comprehensive search for the next executive director, since they don’t have to worry about hurrying to get leadership in place.

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Crafting an Operating Manual for Your Organization

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Image by Pexels from Pixabay

As your organization grows, you will develop the best ways to carry out every aspect of your work. Sometimes these are nonprofit best practices. Other times they are simply the methods your bookkeeper or funder wants you to use. The more of these procedures you develop, the more important it is to document them.

In addition, as your nonprofit grows, more staff will be taking care of different duties, and no single staff person will know how to do everything. It’s important for everyone to document their work.

This documentation has a wide range of uses. First, when you take a vacation, it makes it much easier for others to cover for you. Imagine how much easier it would be to prepare to leave for a two-week trip if you have all your day-to-day tasks already documented. Second, when you leave your position, it will be much easier to hand things off and know that the organization will be in good hands moving forward. Third, documenting this information will allow you to see where you can delegate tasks. If you can train someone on a task now, why not have them take it on permanently? Finally, having this documentation will help you be more efficient. In creating the manual, you’ll be able to think through your regular tasks and find ways to do your job more efficiently and effectively. You’ll also have all the information you need documented in one place. For example, you’ll have instructions on how to fill out that complicated form you have to fill out only once a year.

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The Little Book of Boards – Review

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The Little Book of Boards: A Board Member’s Handbook for Small (and Very Small) Nonprofits

By Erik Haneberg

A client recently introduced me to this wonderful book on board work for small organizations, which describes most of the organizations I work with. It’s a well-written overview of how boards can work best and how to avoid the pitfalls that many of us fall into. There aren’t a lot of good resources for small organizations out there and this book really fills the gap. It’s also easy to read.

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Creating a Crisis Communication Plan

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Communicating effectively and quickly to your stakeholders in an emergency is an important part of building trust within your community. Imagine the difference between hearing through the grapevine that an executive director was fired, versus hearing from the organization directly that there’s a change in leadership and a plan to move forward with an interim or acting leader. In the first situation, you don’t know what has happened or why, and you don’t have any idea what is happening. It seems like the firing happened suddenly and without any thought. In the latter situation, you know the board took careful and thoughtful actions. Even if you disagree with their process, you know that the board recognizes the repercussions of their decision.

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Departure-Defined Succession Planning

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A wide range of terms are used in succession planning and the type of plan you create varies depending on your current stage in the process. I covered the basic types of planning necessary for all organizations in my article on succession planning. In this article, I will provide an overview for those organizations that have a long-time executive director who is planning far in advance for a transition.

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Organizing Your Board with a Calendar

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Image by Andreas Lischka from Pixabay

It’s easy to get to the end of a year on your nonprofit board and realize that you haven’t taken care of essential tasks for your organization. An easy way to keep tabs on all of the tasks of a board of directors is to create a board calendar that you refer to as you develop each board meeting agenda. This will systematize your work and make it much simpler to check off the tasks.

Here are some items for your board calendar. The document itself should be reviewed and updated annually.

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Writing a Board Succession Policy

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As organizations begin to plan for succession for the executive director and other key staff, they often realize that the board needs a succession plan as well.

I remember all too well the board meeting when our chair breezed in late and announced this was her last board meeting. She’d changed positions at her company and could no longer serve. None of us expected this news. She’d been a fantastic board chair for the past couple of years. She was involved, brought great ideas, and cared about the mission. Everyone else looked around at each other, with no one willing to step up. Our vice-chair had stated from the beginning that he was unable to put in the time to be the chair. We had no one ready to step up.

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