Archive for the ‘Planning’ Category

My search for a calendaring system has ended with the discovery of the Planner Pads.

This system affords me the space to track tasks, notes, and it is expandable (I have the looseleaf calendar). It's an organized binder that is small enough for me to carry everywhere. I encourage you to look into it, especially if you are looking for a time management system.

Just a few weeks ago, my laptop just stopped processing.
I tried everything, even tried to restore it to manufactures specifications.
Then realized it was going to require me to wipe the hard drive clean, and then
restore. I didn’t feel qualified to do that, so I took it to Best Buy’s Geek
Squad. I had no choice as my computer technician closed his business a while
ago, and I never took the time to find anyone new. This put me between the
proverbial rock and a hard place. And, off to Best Buy I went.

Initially, I felt very confident. The technician
explained that it sounded like I had a virus. He shared what he was going to
do, and that for an additional charge they would back up my data. So, I paid
all the requisite fees, and signed my computer over to the Geek Squad. I was
told not to worry, as they were a little light on work, and that I should have
my computer back in a few days, as oppose to the 7-10 days they normally
require.

Well, I left my computer there, and three days later I
called to check on the status. I was told that they were working on it, and
when it was ready someone would call me.  So, I waited, and then another three days or
so went by. Then I called again. This time I was told that they were working on
it, and I should hear something soon. However, I didn’t need to call back, as
they have 10 days to work on it. Someone would call me when it was done.

Then I called a third time, exactly 10 days later. A
technician answered. I told him that I was calling to check on the status of my
computer. He told me to hold on. And, I literally held for 8 minutes and 17
seconds (I know because my phone tracks the time). I was distracted by the work
that I was doing at my desk that I didn’t notice the wait at first. When I
realized that I had been put on hold for longer than it would take me to get
there, I immediately hung up, and drove to the store.

The whole way I had to talk myself down from being so
angry that I could scream. I had to remember that they were holding my laptop
hostage, and I STILL needed it back. So, I approached the desk and the
technician said, “How can I help you?” “I’d like to get my computer.” I replied
calmly. He took my receipt, punched in my number, and then proceeded to say out
of his mouth, “Someone just left you a message that your computer is ready.” I
wanted to scream.

I need a computer tech. I need someone reliable and
trustworthy. I need someone that will honor their agreement with me, when I
drop off my business equipment into their care. I have decided that I will
start calling around to some of the smaller computer repair shops. I’ll work on
developing relationships with other business owners. This, I am sure, will give
me peace of mind. My entire business is about building relationships, shame on
me for not considering that with the most critical tool of my trade – my computer.

I hope that as you grow your nonprofit, you recognize the
importance of having key support: computer technician, administrative support, legal
counsel, and accountant. These individuals will save you time and money as they
are experts. They will be able to advise on ways to improve your efficiency and
conserve your expenses. Be diligent and look for these essential partners now,
before your back is up against the proverbial wall.

I used to take my calendar and fill it with a “to do” every hour. I would have
a list a mile long of things I wanted to complete by the end of the day.
However, I would find myself throughout that day just shuffling things around. I
was completely overwhelmed by the list, and therefore, it stifled my ability to
move forward.

Like all good learners, I sought a solution to my
problem. I took a time management class, attended a managing multiple projects
seminar, and I’ve purchased many books on the topics. I learned two invaluable
lessons from my research: 1) I must put myself on a “to do” list diet, and 2) my
time management system will be ever evolving.

What is a “to do” list diet, you ask. I used to be the
type that would put ever “to do” on the list for Monday, and then move the
undone things to Tuesday. Then repeat throughout the week until the Monday “to
dos” were finally done. It would be aggravating and frustrating to see the list
growing, and feeling like I had nothing checked off. So, in essence I was
creating a lose/lose scenario for myself: too much to do and not enough week to
get it all done.

As a result of the classes I took, I immediately recognized
that I was adding too many “to dos” to my daily list. I was encouraged to only
add one or two a day. I thought, “I’ll never get through my list with only one
or two things on it.” Then I tried it. I was astonished to discover that by
limiting the number of things I was requiring myself to complete in a day I was
actually able to complete more tasks on my list, and with no pressure. This is
my “to do” list diet: one to two tasks to complete a day.

Now, why does the system evolve? It has been my
experience, after trying many systems, that a combination of things actually
works best for me. So, today I use a Planner Pad, my Palm®Treo smartphone, and
my Outlook calendar to track tasks, and keep myself generally organized. My
friend, Toni Jo Artz, gave me her extra Planner Pad this year. I didn’t think I
would use it because I’ve evolved beyond paper. (Hahaha! The jokes on me!) It
has been the best system I’ve ever used. I’ve color coded my clients, and list
out their “to dos” in the Categories section of the pad. Then assign the tasks
a day under the Daily Things To-Do section. Finally, I set aside time within my
Appointments section to work on that client’s project. I transfer the
appointment information to my Outlook calendar, and then synchronize my Palm®Treo
with my Outlook. I am able to stay completely on track! It’s like my own checks
and balance system.

Reevaluate y our time management system? Consider what
you can do to be more efficient. Next time I share details about my tickler
file.

A wise friend posted this weekend, in Twitter, “Treat
your business as your #1 customer.” Now, I’m not sure if that is Mia’s original
thought, but it was quite timely for me.

Once a quarter, Esther Fleming and I set aside a weekend
to work on our businesses.  We call them,
If I Only Had A Weekend (IIOHAW). Our time during these IIOHAWs has been spent
praying, fasting, and focusing on our businesses. We come to the weekend
prepared to give advice, encouragement, and complete attention to each other
and our respective businesses.

This weekend was very special as we each are saying goodbye
to a client. This gap in our businesses has given us a clearer purpose for
meeting and strategizing. So, we spent a lot of time looking for direction,
being clear about action steps, and identifying our motives. This may be hard
to grasp, but neither one of us wants to run a business for the sake of running
a business. We want the passion we had when we first started our businesses, me 9-years ago and Esther 5-years ago. We spent quite a bit of time this weekend
falling in love with our businesses again.

For me, I can say that I like things plainly defined. I
want to look at a map and understand exactly where I’m to go next. So, I went
back to my life map I created earlier this year. It sits in a prominent spot in
my office (on the wall above my monitor). In the center of my life map is a
picture of the world with God spelled out in the middle of it. For me, taking
my business back to the beginning means reconnecting with my faith. This is what
this IIOHAW afforded me. On the first day, I organized my office, my thoughts,
and created my plan. On the second day: I sat quietly in meditation and prayer,
I revised my business budget (cutting costs and adding expenses for training),
I created the beginnings of a marketing strategy (get out of the office once a
week for business development), and I just did a lot of soul searching. On the
third day, I finalized my budget (I still have a few cuts to make, but it is
pretty much done), and I finalized my marketing strategy by creating a plan
with activities listed for the week and month. I am excited about what I’ve
created with the help of Esther. We have even added an accountability component
this upcoming quarter, to meet weekly for 15 minutes to talk about our progress
in keeping with our plans.

When was the last time you stopped to survey the health
of your business? Is it still on track? Do you need to take a weekend to refresh
yourself on your mission? Take it! Do whatever you need to in order to build
(or rebuild) what your heart desires!

 About two years ago, my husband and I realized that our spending had gotten completely out of control. We didn’t have a handle on our finances, and it was very stressful. At one point, we had close to $300 in insufficient funds fees all from not keeping an eye on our account. Today we have a budget, a very detailed one that we review every week.

The budget is a crucial component for all businesses. This is the one area where you really should sit down and take your time developing. You even need to me clear about whether or not you want to operate a cash based business, meaning only get what you can absolutely pay for without getting loans.

As for starting a nonprofit, budget creation is essential. (Revisit an old post.) You’ll want to be careful not to exaggerate the budget, but to stick to actual figures. The reason for this, nonprofit funders are looking carefully at your budget. For the most part, they want to know what will become of their investment. Also, you have to be ready to share itemized expense reports with your funders. Funders/contributors are very skeptical, as they should be, about
where their funding dollars are going. So, be clear, and detailed about your financial needs.

It is a great idea to revisit your overall budget quarterly, and a monthly check up to ensure that you are keeping an eye of your bottom line is essential for a healthy business.

I
enjoy face to face events with my clients. You know, meetings, conferences,
etc. However, this past weekend I was in Miami for a client's board meeting and
learned the most astonishing thing about myself. I'm terribly shy. Who would
have thought? To know me is to think
differently. Yet, at the board meeting, we took a break for lunch. I got
my plate, and happily sat at my table (where I was already sitting alone), but
what I didn't expect was to be eating alone. I honestly thought that others
would come and sit with me. No one did. I had never eaten my food so quickly
before.

Being
shy has its place, but not when you are trying to make new friends,
acquaintances, or just meet the people you serve (like me with this being my
first meeting with this group). I learned, somewhat painfully, that by not
joining another table I may have made myself seem uninterested in the group. I
have decided that the next opportunity I get, I'm going to actually make more
of an effort to be included. What's really funny about this is…I like meeting
new people.

Any
suggestions as to how I can possibly mend the fence with the group? Or do you
think that I’m making a big deal out of nothing?

Nonprofit organizations are only as strong as their members. So, questions you should ask yourself as you start your nonprofit: Who’s benefiting from your organization’s mission? How do you keep lines of communication open among your members? What questions do they have that others may be able to answer? Consider creating an environment, such as a community portal, to give your members a way to communicate and support one another.

Just creating a listserv these days will not suffice. You need to have more functionality and flexibility to relay information in several formats. You can use AWeber, Constant Contact, and Vertical Response, just to name a few, to create marketing materials to send to your entire membership.

You can create a presence on Facebook or Twitter where your members can post comments and participate in group discussions. These social networks also allow the members an opportunity to really get to know one another. Don’t forget to investigate creating forums for your website where members can share information, ask questions, and find support with your organization being the catalyst for this one-stop-shop.

There are various tools to help us establish relationships, make connections both business and personal, and to become a little more real to people, who in this day and age are looking for authenticity. Study your market, and get a feel for the various ways they are reaching out to each other now; then use that as a starting point to build your member network.

Finding a funding source is made fairly easy with online resources. Here are two sources you should add to your bookmark list.

1. GuideStar – This is a member site for nonprofit organizations. GuideStar houses information about nonprofit organizations for public review. To quote the site, their “database is broad and deep.” You can even find funding tips and resources on this site.

2. Foundation Center – There are several tools available to you at the Foundation Center. They not only offer a database you can search online for funders, but they also after you literature to read to assist you with making proper choices when selecting your funder. There are classes you can take as well to ensure that you complete your paperwork effectively.

If you do an online search you’ll find books, websites, and other options for investigating funding sources. Your local library is another great resource to check out.

It is prudent to check what the community that you serve thinks of the programs you offer frequently. I would recommend that you institute this process every year, and six months after a new program has been introduced, at the least. You’ll know exactly when this should happen as it is (or should be) stated in your Bylaws.

An evaluation is a list of questions to help you gauge the success of your program. It’s obvious that you want to mention your programs to have the community weigh-in on them. “Outcomes” evaluations are increasingly required by nonprofit funders as verification that the nonprofits are in fact providing practical help to their constituents. See the Basic Guide to Program Evaluation for more information.

Questions you might ask of your patrons include:
- Does the nonprofit organization provide needed services to the community?
- How did you find out about this program?
- What do you believe are the strengths of the program?
- What do you recommend in way of improvements to the program?

Goals-based evaluations, process-based evaluations, and outcomes-based evaluations are discussed in detail at the Free Management Library.

The Utica Public Library has put together a list of Internet resources for nonprofits seeking help with outcome measurement and program evaluation tools..

Here is a post from my very dear friend who knows first hand about assisting children with special needs. Thanks, Donnamarie, for this great post!

As a volunteer, there is nothing greater in this world than giving of your time to help children with special needs.

Special needs can cover a broad spectrum. You may be working with children whose issues might include:
• Behavioral issues
• Cerebral palsy
• Learning disabilities
• Autism and autism spectrum related disorders
• Speech related difficulties
• Blindness and many others

You will learn many important aspects about life in general when working with children who have special needs. You will develop a keen understanding and appreciation about the difficulties certain sections of your community face in their everyday lives. You will also acquire a wealth of knowledge quickly about how you can help to improve the lives of those less fortunate than yourself. Look here for some very basic advice about working with these children.

Start with the idea that the desire to help people with disabilities is a basic and very human characteristic. You might also wish to overcome stereotypical opinions that are held by some who only see the ‘issue’, and never the person behind it. When you take the steps to get beyond the stereotypes, you are not only helping the individuals directly, but also sending a strong message that will enable others to gain a better perspective of the difficulties faced by people with special needs.

When you learn that children with autism really are very emotional, and that LD children have brains that are just wired differently, you will learn exactly how to help them and you are bound to have a new and very different appreciation of life in general.