I was talking to a new coaching client recently about how over the past month I have gone through a dramatic shift schedule-wise since starting to home-school my three kids this past February. In January I was working 40 + hours/week and then just like that in February I was working 20 – max. In less than four weeks I cut 20 hours of work out of my schedule without my life falling in piece around me. She asked me how in the world I did that on such short notice and if I thought it would be possible for her to do the same thing. My response? Absolutely.
If you’re a nonprofit leader working more than 40 hours per week, I want to stake a very bold claim – you’re working harder than you have to. Don’t get me wrong, I’m all in favour of working hard at something you believe in but I’m not a fan of amazing, talented leaders wasting their time on tasks that don’t help move your organization towards its ultimate goal – changing the world.
Here are five things you can do right now to begin getting your life back under control.
Simplify your schedule
Imagine that you have a life-situation where you could literally only work half of the time you’re working now. What would you cut from your routine? I think a lot of us end up working crazy hours because we’re just used to filling every hour with tasks and never really stop to think whether said items are really paying off.
Examples of how this might look in your life:
- Work from home instead of commuting 45 minutes to and from work each day.
- Pre-schedule meetings with your staff and volunteers instead of using the pop-in-and-sit-down-anything-goes meeting system.
- Decide on an “end” time for your day. Knowing that the clock stops at 6:00 pm (for example) will help you work smarter and make better time management choices.
At the Lean Impact conference this year, I was introduced to a leadership philosophy that is revolutionizing the nonprofit sector – being “Lean.” If you haven’t heard of this approach before, it is simply a growth strategy centered around helping you and your organization reduce wasted time, money and effort while simultaneously increasing value to your clients and stakeholders. Learn more about Lean Impact here.
Examples of what being “lean” might look like in your organization:
- Let go of some projects. Gradually eliminate campaigns and programs that have little to no ROI (but take up a lot of your time).
- Test before you commit. Test the viability of your ideas on a small target marketing before doing a full-out launch.
- Focus on feedback. Set up systems whereby you are continuously getting feedback from your stakeholders and are then able to adjust your approach as you grow.
Use technology effectively
Technology is one of those things that will make or break you as your organization’s leader. We are inundated with information and it will drown us (and our productivity) if we let it. Ultimately technology is a tool and shouldn’t rule your life or stress you out.
Examples of how to use technology effectively:
- Upgrade as needed. For example, instead of using Excel spreadsheets to track your potential donors, research free online contact management tools that will help her track your relationships with these individuals with much more ease and professionalism.
- Let go of technology. Turn your phone notifications OFF and then only check your email twice/day at pre-determined times.
- Schedule your time online. Have people book one:one time with you via an online scheduling/appointment program that syncs to your Google calendar across all your devices. Personally I love youcanbook.me or Calendly.
Strengthen your volunteer program
I think because effective volunteer management is very time intensive, a lot of nonprofit leaders avoid strategic volunteer development and ultimately leave recruitment, retention, and recognition to chance. You cannot do it alone and you will kill yourself trying. Period. You may not be able to afford to hire the team you need but probably have people you know who would be willing to put some time in to help advance your cause. Without knowing what talent you need, what you want them to do, and what outcome you’re looking for from their time investment a lot of everyone’s time will be wasted.
Simple ways to strengthen your volunteer program:
- Meet one:one with all your key volunteers. Find out what they want out of volunteering for your organization. You may find out that they have a unique talent you need and that they have more hours they could commit to the cause.
- Set up a simple communication system. This will help everyone feel involved and heard. Facebook groups work well and email newsletters are also great.
- Recruit strategically. Know what talent you need and then actively pursue finding someone to fill that role instead of just leaving it to chance that you find someone.
Stay focused on sustainability
I know it’s a cliché but building your organization is a marathon, not a sprint. Mentally allow at least three years for you to figure out who you want to help, what problem you want to help them solve, how you want to help them solve it and then how to market your idea to others. Pace yourself. If you burnout, you are not good to anyone and your vision for your cause will flame-out right along with you. You owe it to your vision to take care of yourself and work at a realistic pace.
Examples of how to work sustainably:
- Sleep 8+ hours/night. Don’t be a hero. Set yourself up for success every day by being well rested and positive.
- Say “no” more than you say “yes.” Be very picky about the projects you invest your time in while you’re getting yourself organized. Stay true to your core mission and keep things simple.
- Take weekends off and have some fun (even if you don’t want to). To stay in the leadership game, you gotta keep things in perspective and get outside of yourself sometimes.