This case focuses on the development of information systems for not-for-profit volunteer-based organizations. Specifically, we discuss an information system project for the Volunteer Center of Racine (VCR). This case targets the analysis and design phase of the project using the Unified Modeling Language (UML) methodology, database modeling, and aspects of project management including scope and risk management. Students must decide how to proceed, including recommending an IT solution, managing risk, managing scope, projecting a schedule, and managing personnel. The rewards and special issues involved with systems for not-for-profit organizations will be revealed. This case can be used in a variety of courses, including systems analysis and design, database management systems, and project management.

A virtual assistant can take on various tasks such as:
• Meeting logistics (event planning, registration, vendor coordination, etc.)
• Scheduling (appointments, meetings, interviews, and events)
• Website (maintain websites and/or build websites)
• Social networking (creating social media pages, adding business updates, and making business connections)
• Donor database (create, maintain, and update)
• Bookkeeping (sent out end of year donor letters, and maintain financial bookkeeping records)

These are just a sampling of tasks that a virtual assistant can help with. Together you can make your dream wish list of tasks, and your virtual assistant will make find solutions for you.

In my next post, we’ll talk about how a virtual assistant can assist with fundraising efforts.

Too often we try to do it all on our own, and that is a waste of resources. So, take a minute to review what you are spending your time doing, and then consider giving over everything that doesn’t need your personal attention to a virtual assistant.

According to AssistU (the premiere organization for training virtual assistants), a virtual assistant (or VA) is a micro business owner who provides administrative and personal support to clients in long-term and deeply collaborative relationships. A VA frees a client up to do more of what the client loves and does best.

So, how are you overworking yourself? Have you taken on all aspects of the business to get it up and running? If so, what’s lacking? What’s not getting done?

This month, I’ll be writing a few blog posts about the benefits of a nonprofit organization working with a virtual assistant.

AssistU - Looking for a trained Virtual Assistant (VA)? Look no further…

A professional VA is a micro business owner who provides administrative and personal support to clients in long-term and deeply collaborative relationships. A VA frees a client up to do more of what the client loves and does best.

Provided by: AssistU

Nonprofit organizations must employ effective, professional public relations techniques in order to get the recognition, support and dollars they need to fulfill their missions. The Public Relations Handbook for Nonprofits offers you the first comprehensive guide to all the practices organizations need to do well in their efforts to do good. This title examines all the elements, tools and processes involved in an effective nonprofit PR campaign.

Offering a combination of theory and practice, it shows you how to market to your key audiences, both inside and outside of your organization. In addition to helping you understand you target markets and shaping your message for your audience, Feinglass discusses all the key public relations vehicles, including:
news releases, press kits, brochures, newsletters, annual reports, direct mail, advertising, the internet, special events

A final chapter walks you step by step through the process of developing your own comprehensive public relations campaign.

Nonprofits are meant to be publicly funded; therefore, they need to be publicly governed as well. Boards of Directors govern nonprofits. Boards enforce the mission through goals and policies setting for nonprofits. Also, it is important to note that Boards are comprised of citizens with an interest in the organizations wellbeing. They are typically volunteers, and are usually passionate about the mission of the organization. So, consider wisely if you want to maintain the control over your “good cause” business. If you do, then what you really need to start is a for-profit business.

There are similarities between non- and for-profit businesses. You complete similar incorporation paperwork, you definitely put in the same creative energy, but it is the governing part that makes the hugest difference. For-profit business owners set their goals, and move full steam ahead. While, nonprofits have more layers to go through when setting goals and moving forward. The Board is not there to be a deterrent, but instead to be the heart of the organization. The Board ensures that the organization is meeting its goals and upholding its mission. So, an organization is only as strong as its Board. (I know that is such an old cliché, but so true.)

Consider a few things before deciding to create a nonprofit:
1.  Are there other organizations doing what you want to do? Would it be better for you to combine your efforts?
2.  Are you ready to give up your control for the betterment of the work, and the individuals that will benefit from it?
3.  How will you fund the initial costs of starting your nonprofit?

There are many more questions that you should ask yourself. These are just a few. Now that I’ve given you some food for thought, go think!

Leveraging Good Will shows how nonprofit organizations can access the extraordinary resources of businesses, and how for-profits can benefit from partnering with nonprofits. Written by Alice Korngold—an expert in matching business professionals with nonprofit organizations—this important resource clearly demonstrates how nonprofits can gain valuable experience, expertise, relationships, and funding that will elevate and advance their organizations while businesses can build stronger relationships with the community and develop the next generation of leaders. Filled with illustrative examples and real-life success stories, Leveraging Good Will is an insider’s guide to what it takes for nonprofits to transform their organizations through partnerships with businesses. Step by step, the book outlines how to create a solid plan based on proven-in-practice techniques.

With a brief shutdown, some of these functions might elicit ho-hum responses, but other shutdown dynamics might hit nonprofits where they are vulnerable:

In the 1995 and 1996 shutdowns, payments to federal contractors affecting approximately 20 percent of the dollar volume of contracts were “affected adversely by the funding lapse” according to the CRS. Nonprofits know what that means. Grant awards and contract reimbursements will be delayed – on top of those already delayed, as NPQ has reported.

And the pain will spread to the states. Many state and local program staff are partially paid for by federal dollars. As those payments slow and stop, state governments will either have to temporarily replace federal dollars with their own resources, in short supply, or simply lay people off and shutter programs. As a result, federal grant and contract payment delays will add to delays for nonprofits at the state and local levels.

Provided by: The Nonprofit Quarterly, Rick Cohen

Well, I believe I found it! It is a combination of several techniques that take me back to my project planner days; so, I’ve made a list of the items you’ll need:

* a wall calendar you can write on
* color pens
* electronic calendar (I use Outlook)
* and, some time!

The object is to map out your month to month on the wall calendar (this the big picture scope), and then itemize the actions, activities, meetings, etc. on your electronic day to day calendar. The key is capture as much about a project, task, and/or deadline as possible. So, some people, like me, need to break it down into small everyday manageable pieces. I love looking on the wall and seeing at a glance what is coming up, but I need it practical steps within my daily list of tasks.

Now I use color pens to quickly identify things that I see at a glance. I’ve even gone one extra step and color coded all of my clients and my two businesses. So, when I see light blue pen on the board, I know this relates to Nonprofit Connectors. In order to keep that system going, I’ve color coded my files the same way. I even have colored line paper to match. This way, when I write a note and leave it on my desk, the color of the paper tells me what folder it belongs in. This may be too advanced for you now. So, we’ll revisit the color coded filing system.

The main point here is that time management is all about planning. So, be intentional, and try different techniques. When you find something that works, create a habit. For me, I have to repeat a thing daily for at least three weeks before it sticks.

Now, go pick up a wall calendar, some color pens, and get to creating your time management system. Please share your time management process; I love learning about new ones!