How full is your jar?

I’ve been talking to several development directors lately who are struggling to do it all. Grants, special events, major gifts, database management… in many organizations, everything fundraising-related falls to one person.  It’s compounded even more for incredibly small organizations with no development staff where those functions fall on the executive director.  There’s simply never enough time to do everything.  Especially not to do it well.  And the thing I keep hearing that gets shoved to the side  is major gift fundraising and individual donor engagement. 

In organizations where budgets are tighter than ever and it’s tough to recruit qualified staff even when positions are available, it’s easy to get discouraged.  Your organization literally depends on your raising money to keep moving your mission forward.  But there are only so many hours in our day and working longer hours with limited resources isn’t the answer.  How can you fit it all in?

The old story about filling the space in a jar always comes to mind.  If you aren’t familiar, here’s a link. But in a nutshell, if you fill the jar with sand (or minute tasks of busy work) there’s no room for the golf balls (in this case the most important work).  It’s important to take the time to identify what the golf balls are for your organization and position and fill your jar accordingly.

1. Evaluate your efforts.
   Take a long, hard look at what’s working and what’s not.  Definite the purpose of each of the tasks or programs that you’re responsible for.  Are they meeting their objectives?  Is the return on investment worth it?  (Don’t forget to factor in staff time when looking at the cost to run a program!) Are these responsibilities central to your mission?  After reviewing everything on your plate, certain things should rise to the top.  These are things are working and are core to the success of your organization. 

2. Prioritize and find time for this important work. 
   Look at those items and think about your schedule. How much time can you devote each week to those most important tasks?  Consider your energy levels.  Are you going to have the energy to work on those tasks on a Friday afternoon?  Maybe, maybe not… You get to decide.  Realistically, how much time do you need to devote to this work every week.

3. Eliminate what’s not working – or make it less of a burden.  
   After you’ve penciled in your most important work, what tasks are left and how much time do you have to complete those in?  If you’ve identified your most important work and your schedule is already full, you only have three options:

• Work longer hours. 
  Spoiler alert… I don’t recommend this option

• Delegate those tasks to someone else. 
  If there isn’t someone else who can do the work, this is a good time to consider hiring someone or bringing on a contractor to help with the work. Or talk with your volunteers and board.  Are there things here that others could take on after a little guidance from you?

• Eliminate the tasks altogether. 
  What on this list can you just stop doing? If there are items that will be missed in the short term but don’t affect the long-term health of the organization, it’s ok to just stop doing them.

This whole process is easier said than done. But you aren’t in this alone.  If you want help prioritizing your schedule and finding time to fit major gifts into your to-do list, let’s chat!  (Perhaps over one of those beer that can usually be squeezed into an already full jar?)

I’m piloting a small group, major gift mastermind program and would love to talk with you about what I’m envisioning and if it’s a fit for you and your organization.