10 PIECES OF PAPER THAT WILL HELP YOUR ORGANIZATION

1. Volunteer Packet - Volunteers can be incredibly useful and incredibly time consuming.  Automate some of the systems by creating a packet for volunteers.  You can learn about their interests, explain your priorities and areas of need, and establish a standardized set parameters for all involved. Specifics can be worked out once you understand where their enthusiasm lies but this will help you avoid the initial in-take from becoming a time-suck.
2. Your calendar - Plan out your day - Yes, this may be on your computer or phone, but consider - what are you going to accomplish today?  If you fall from one reactive exercise to another, you will never move forward.  Schedule a time to answer emails, attend meetings and return calls.  But also schedule your focused work time.  And be somewhat firm about it.  You don’t want to anger your co-workers, but ultimately, you are responsible to do your work and you have to find the time to do it.
3. Personalized office stationery - The costs are relatively low but the benefits can be extremely high. You can use it to write one donor a day for the next month. Thank someone for the great conversation last week.  Add a personal note to an upcoming event.  You may not have the time to make 28 additional coffee meetings this month, but how can you resist a way to touch 28 people when it only takes 5 minutes per person.   
4.  Board Manual - If you don’t have one, you should.  Expectations from time commitments to fiduciary responsibilities are clearly stated.  A clear picture of the organization is offered.  And the formality reminds both parties of the nature of the relationship – a business partnership.
5.  Strategic plan - If you don’t know where you want to be in the next 2-5 years, how can you explain it to anyone?  A set document, even if it always remains a work-in-progress, will ensure everyone is focusing on the same goals. 
6. Board-Approved Job Descriptions - Often, when a board complains that they love the ED but there are major items not getting done, it is simply a matter of conflicting priorities.  In most organizations – especially in a recession, leadership is overworked so, for your sake and theirs, get on the same page. Whether you think major donor stewardship should be 20% or 70% of the time commitment – make sure you all agree.  Or be ready to be continually disappointed.
7. Fundraising collateral materials - Too obvious?  Maybe, but having the right materials at hand can be helpful when introducing anyone – donors, new staff, volunteers, etc. – to the organization. 
8. Donor strategies - I was hesitant to put this on the list because it is usually a print out and not a set paper documents but it would seem to be missing the mark if it was not included.  Individualized donor strategies, including upcoming steps, should be reviewed and acted upon on a continual basis.  If this is not yet a part of your day/week/month, pull out your calendars mark it in red.  This is essential. 
9.  Case statement - If you have a case for giving – use it.  Make the calls, get the appointments, and don’t miss a great tool to speak with your potential and current donors.  Get them on board with the organization’s focus, and money will always follow.
10.  Your to do list - Motivate yourself to do something new today.  Get one project started that has been on your list for more than a week (month or even year).  You will feel good when you cross it off, or when you determine the reason it was such a low priority is that it wasn’t worth much and should come off of your list anyway. 

 

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