Did You Know?
 

Nonprofits Need Shock Absorbers

We have recently become more accustomed to “expecting the unexpected,” but degrees of “unexpected” can vary considerably. Plan for it by having detailed information accessible for those who might need it—the shock absorbers of any organization.

In addition to succession planning, leave a trail of information at your nonprofit that anyone in the organization can access and follow should key personnel not be able to carry through with their responsibilities, for whatever reason. The benefits are many.

What? Where? Who?

To begin with, compile an emergency binder with the following information to allow workflow during a crisis. Also have all staff contribute by documenting their responsibilities to be sure all relevant information is provided.

Here's a short list of possibilities:

Key contacts at your nonprofit 

Key contacts at organizations your nonprofit works with, the organization itself, and its role in your relationship with the organization

Important accounts & passwords

Service providers & contacts, such as phone, ISP, etc.

Key calendar dates (weekly, monthly, quarterly, annually)

Make this binder known to all personnel and trustees. Also include the location of extra keys and the names of staff and / or volunteers who carry specific keys.

Another excellent and important procedure is to create crossover of responsibilities at your organization. Your nonprofit can greatly limit confusion, should the need arise, by first documenting procedures and tasks and then ensuring more than one person knows how to do that task or role. Create either text or image documents with text (directions), depending on the task. Screenshots with notes added provide the visual map many prefer for computer-based workflow. 

Crossover also helps during vacations or other types of absences. The added bonus is having such documentation handy for training new staff and volunteers.

Granted, developing such a binder and process maps takes time. But you might also be surprised by all you learn about the many roles at your organization—even your own, for you are essentially learning to teach another how you do your job. And when we teach someone something, we see gain a better perspective and learn it even better.

We are in the process of doing this at the Foundation. Let us know if we can be of assistance!

To support programs that support our nonprofits, give to the Love of Community fund:

Point your smartphone camera, and click the image: 

Or click the ink: For the Love of Community Fund