Stepping into Project Management for Not-for-Profit Organisations

Hey there, fellow changemakers!

Today, let's explore a topic that many of us are familiar with—project management in not-for-profit organisations. Whether launching a fundraising campaign, organising community events, or implementing environmental programs, every project demands meticulous planning, coordination, and of course, action.

When it comes to not-for-profit and community groups, you know the deal – passionate people and big dreams are sometimes met with limited resources. But fear not because levelling up and embedding a few of the right project management strategies can help amplify your impact and bring all your visions to life.

Gearing up for goals.

Every not-for-profit organisation has a mission and a vision of a better world. Each project you undertake should be a vessel moving you towards that vision. So, before jumping right in, ensure you have a clear destination in mind. What problem are you looking to solve? What change are you trying to bring about? Who will benefit? What does success look like? Start by clearly answering these questions as these will set your destination and allow your planning to pave the path forward.

Playing the planning game.

Planning isn't just about setting timelines and budgets (though those are crucial, too). It's about understanding your stakeholders, rallying your team, and anticipating the challenges ahead. Think of it as plotting your route on a map – you need to consider the terrain, the weather, and any unexpected detours that might come your way. Make sure you actively involve all of the team when planning-gathering insights and thoughts is the first step to getting long-term engagement and buy-in from those you will need to rely upon to deliver, and you never know what great idea is waiting to be shared. But ideas alone won't float this boat…. flesh ideas out with detail. How much is it going to cost, where will we get the money, how many volunteers do we need and to do what.

Communication is key.

In a not-for-profit organisation where passion runs high and resources run thin, effective communication is key. Keep everyone on board, informed, and engaged, from team members to volunteers to donors to the communities you serve. Think about each of these audiences independently. What is the stake they hold in the project, and how might the type and frequency of communication need to be adapted to best fit each of the audiences? Using tags in your email list or database will help to actively segment your database for tailored communications. And remember, don't forget to leave space for adapting and to listen—sometimes, often, the best ideas or efficiencies come from unexpected places.

Navigating risks.

Every project has them, whether it's a funding shortfall, impacts of weather or a sudden change in regulations. But here's the thing – risks aren't just threats; they're also opportunities. They force you to think creatively, to adapt and innovate. So, don't shy away from them – preempt them and let them serve as a way to keep you nimble and evolving. Embracing change is the secret sauce to successful projects, keep a lookout on all the moving pieces and If things go awry (and trust me, they will), don't panic and don't get stuck in resistance. Take a deep breath, gather your folks together, and find creative solutions to move forward. Flexibility is the name of the game in not-for-profit project management. Be prepared to adjust your plans and pivot when necessary. Remember, it's not about avoiding rough seas, they will always come, it's about learning to navigate them.

Keeping on top of the workload.

Planning is great, but projects don't get off the ground without action. Master the art of delegation and check-ins to keep folks accountable and progressing. It can be a tricky balance to strike between micromanagement and being assured that each individual is doing their part to ensure everything is on track. Adapt your style to meet each individual personality where they are at and to ensure you are supporting people with their unique needs and style. Great leaders know how to get the best from each person individually and how to galvanise the team together when it matters most.
In times of high workload, check in with your list and understand the non-negotiables that you have for each day. These are the things that are urgent and important and will have knock-on effects if they don't get done. Be sure to keep checking back to your list and seeing what can be dropped…. sometimes our lists grow with things that aren't really moving the needle on the vision. Cull that list to what is important and protect your downtime for your own sustainability! We cannot fight for the sustainability of this planet if we cannot even sustain ourselves.

Celebrate your victories.

No matter how small your wins, celebrate, celebrate, celebrate! In the world of not-for-profits, where the work is heavy, and the challenges are many, it's important to take a moment to appreciate how far you've come. Every step that gets you closer to your vision is worth celebrating.

Project management is a journey filled with highs and lows and a lot of learning along the way, but with the right tools and mindset, you can see your project succeed and move your organisation towards making change for the better forever!

And there's no better feeling than that!

Want to know some of my top tools for smooth project management?

Ideas to Action - A plan on a page for fleshing out the bones of an idea
Trello - The best free project management tool on the online world.