Project Management for Not-for-Profits - A deeper dive!

A couple of months ago, we published a blog on stepping into project management for Not-For-Profits. Since then, we've received feedback highlighting the need for more project management training within our community.

So, we're working on a new module in the academy to help you out!

For now, let's dive a little deeper and break down the different areas you to consider when mapping out your next big project.

Define Clear Objectives and Goals

Mission Alignment: First things first, make sure your project aligns with your organisation's vision, mission and values. This is crucial because it keeps everyone on the same page and ensures that the project is genuinely contributing to your overall, collaboratively set direction of the organisation, rather than chasing shiny objects that don’t actually inch you closer to achieving your vision. When everyone understands the "why" behind the project and your why is consistent, it's easier to secure buy-in from stakeholders.

SMART Goals: Setting clear goals is important, but making them SMART—Specific, Measurable, Achievable, Relevant, and Time-bound—takes it to the next level. Instead of saying, "We want to raise funds," say, "We aim to raise $50,000 within six months to fund our new community center." Get super specific and you are much more likely to achieve the outcomes you are looking for.

Engage Stakeholders

Identify Stakeholders: Who's involved? Think beyond just your usual team. Include donors, beneficiaries, volunteers, and community members. The more inclusive you are, the more support you'll garner. Consider if you need to scale up or do you have the current capacity to deliver what you are setting out to achieve. This about volunteer workload and if folks are at risk of burnout, consider volunteer recruitment as part of the process.

Communication Plan: Develop a plan to keep everyone in the loop. Regular updates and feedback loops are essential. Whether it's through emails, meetings, or social media updates, keeping everyone informed builds transparency and trust. One handy tip is to actually create the follow up emails before the event and then edit and send following your project. This not only lays out your intentions clearly but also prevents the energy slump that inevitably happens towards the end prom effecting one of your most important communications…. results and celebrations.

Develop a Detailed Project Plan

Scope and Deliverables: Define what's included in the project and what's not. This prevents scope creep—when the project starts to expand beyond its original goals. Clear deliverables ensure everyone knows what they're working towards.

Timeline and Milestones: Create a realistic timeline with key milestones. These checkpoints help you track progress and make necessary adjustments. It's like having a roadmap for your journey.

Resource Allocation: Identify what you need in terms of people, materials, and finances. Assign roles and responsibilities to ensure everyone knows what they're accountable for. Clear roles prevent overlap and confusion.

Budgeting and Fundraising

Detailed Budget: Develop a comprehensive budget that includes all potential expenses. Think about everything—staff salaries, materials, marketing, etc. Review and approve this budget with your team and stakeholders.

Fundraising Strategy: If you need more funds, strategise! This could involve grant applications, crowdfunding, or donor appeals. Tailor your approach to your audience—what resonates with them?

Risk Management 

Identify Risks: What could go wrong? Identifying potential challenges early allows you to prepare for them. It could be anything from funding shortfalls to volunteer availability.

Mitigation Plans: Develop plans to address these risks. Having a Plan B (and C) ensures that you can keep moving forward even when things don't go as planned.

Implement and Monitor

Execution: Start the project according to your plan. Make sure everyone understands their roles and responsibilities. Kick-off meetings can be a great way to ensure everyone is aligned

Monitoring: Regularly check progress against the plan. Tools like Gantt charts, project management software, or even simple spreadsheets can help you keep track. Are you hitting your milestones?

Evaluate and Adjust

Regular Reviews: Hold regular project reviews to assess progress and performance. Weekly or monthly check-ins can help you stay on track, make necessary adjustments and keep folks engaged along the way.

Feedback: Collect feedback from stakeholders and team members. What's working? What's not? Use this feedback to make improvements.

Documentation and Reporting

Records: Keep detailed records of all project activities, expenses, and communications. This is essential for transparency and future reference. It also helps with grant acquittals and when reporting to stakeholders.

Reporting: Prepare regular reports for stakeholders. Highlight progress, challenges, and successes. This keeps everyone informed and engaged. Reports don’t always need to be lengthy, sometimes a simple email update can suffice.

Completion and Evaluation

Final Review: Conduct a final project review or evaluation to assess whether the goals and objectives were met. This is your opportunity to reflect on what you've achieved.

Impact Assessment: Evaluate the project's impact on the community and the organisation. Did you make a difference? Understanding the value delivered helps in planning future projects and for your communications following the project..

Celebrate and Recognise

Acknowledge Efforts: Recognise and celebrate the efforts of the team, being sure to include volunteers, staff and stakeholders. A little appreciation goes a long way in boosting morale and encouraging continued support. Don’t make the mistake of skipping this step and moving on to the next thing. Finish strong and reap the rewards of cultivating long term allies.

Share Success: Share the project's success stories and outcomes with the wider community. This helps build your organisation's reputation and can aid in future volunteer recruitment & fundraising efforts.

As you can see, there are many moving parts. But don’t fear, it really doesn't need top be complicated. How can you keep track of each component so nothing gets missed?

We recommend a project management system like Trello! In August, look for a very special tech training session in Community Leaders Academy on how to use Trello to manage all the moving pieces of your next big project!

Not a member? Join our academy here! Now, with a payment plan option. https://www.theforeveragenda.com.au/communityleadersacademy