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Time management tips for part-time fundraisers

Posted July 11, 2024 by Virginia Davidson

time management for fundraisers

Thoughtful time management is important for all fundraisers. For part-time fundraisers, it’s particularly essential. To get some practical tips on how part-time fundraisers can use their limited hours well, I reached out to Sandy Rees of Get Fully Funded. Sandy has a knack for helping fundraisers avoid overwhelm, and the following tips can help you do just that.

Time management tips for fundraisers:

Tip #1: Pause before saying yes

First, Sandy points out that although we may not realize it, we’re probably causing some of the overwhelm we feel. The nonprofit sector is full of helpers. When we’re asked to do something, our default is to say yes, because we want to help. Instead, we should first pause and ask ourselves, “Do I have the bandwidth?” It’s okay to say no or “not right now” if your calendar is full with existing priorities. Get comfortable asking, “By when do you need this done?” Take the time to see if or how you might be able to fit the new request in among your other projects and deadlines.

Tip #2: Get clear about your priorities

Of course, in order to make that determination, you’ll need to know what your existing priorities are. If you’re a fundraiser who works twenty hours per week, what are the most important things to do in those twenty hours? Sandy recommends that rather than listing your priority projects on your calendar, you should break your projects into smaller tasks. Not everything has equal weight. So as you do this, keep this question in mind: “What will move the needle in the long run?” In other words, what can you do that will move you toward your goals the  most?

An example: ordering remittance envelopes may seem like a pesky little to-do item. Does it matter if you don’t get to it this week? If you don’t have the envelopes in time, your appeal will go out later than you planned. So yes, placing that order this week is a priority! And that’s where “work on appeal” is less effective on your calendar than adding specific tasks related to your appeal such as “place order for remittance envelopes”, “draft appeal letter”, or “determine criteria for mailing list”.

Tip #3: Ground your calendar in reality

Sandy notes that we can all fall into the habit of putting everything on our to-do list or calendar and then “using hope as a strategy.” Instead, she urges fundraisers to ground their calendars in reality—which is only possible once you know your priorities and have a sense of how much time you’ll need to devote to those priorities.

Start by considering all the steps of a project. Whether you’re working on a grant application, a special event, or an appeal, consider who is involved and what you will need from them. Plan ahead with those stakeholders and develop a timeline that everyone agrees to. Once people have a say in the timeline and understand their contributions to the overall project, you can make a plan that allows everyone to use their time well. That approach will keep the project moving forward.

Tip #4: Play to your strengths and set expectations

Finally, with limited hours in the day it’s important to play to your strengths in order to maximize your time. If your mind is sharpest at the beginning of your workday, block that time off for projects that require more focus rather than using it for loose ends. To avoid feeling like you’re always playing catch-up, allot regular blocks of time to deal with things that come up while you aren’t working. Also, including your part-time working hours in your email signature can help manage people’s expectations of when they’ll hear back from you.

Looking for more ideas on how to maximize your year-end fundraising results while lowering your stress and reclaiming your time?

Check out Sandy’s Inspired Fundraising Retreat on August 22-23, 2024. Little Green Light is a proud sponsor of the retreat and we are thrilled to pass along a special discount to our customers registering for the event. Just use promo code LGL20 when you register.

Conclusion

By defining your priorities and grounding your calendar in reality, these time management tips for part-time fundraisers can help you to maximize your working hours and fundraise effectively for your nonprofit organization.

About Sandy Rees:

Sandy is founder and CEO at Get Fully Funded, where she serves as Fundraising Coach and Consultant. Her speciality is helping leaders of small nonprofit organizations raise the money they need to ensure the success of their mission.

 

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