1. Project Overview & Goals
- Define Objectives and Outcomes
- Clearly articulate the fundraising project’s mission and goals.
- Identify specific fundraising targets and key performance indicators (KPIs).
- Align with Organizational Strategy
- Ensure project goals are in sync with the non-profit’s overall mission.
- Review past project outcomes and lessons learned for continuous improvement.
2. Initial Project Assessment
- Scope and Deliverables
- List all major deliverables, tasks, and milestones.
- Establish deadlines and overall project timelines.
- Budget Review
- Confirm the project budget, including staffing, technology, and training costs.
- Identify potential budget constraints that may affect staffing decisions.
- Historical Data Analysis
- Review data from previous projects regarding staff workload, productivity, and bottlenecks.
- Document successes and challenges encountered in past projects.
3. Staff Inventory & Capacity Evaluation
- Staff Roster and Availability
- Create an up-to-date inventory of available full-time, part-time, temporary staff, and volunteers.
- Assess current workload and capacity for each team member.
- Skill Set Mapping
- List key skills required for the project (e.g., donor engagement, digital fundraising, event management, analytics).
- Map existing staff skills to the project’s requirements.
- Identify Gaps
- Highlight areas where in-house skills or capacity may be lacking.
- Decide if additional staffing (temporary hires, freelancers, volunteers) is necessary.
4. Task and Workload Analysis
- Task Breakdown
- Divide the project into detailed tasks and subtasks.
- Estimate the time and resources required for each task.
- Dependency and Prioritization
- Identify task dependencies and sequence critical activities.
- Prioritize tasks based on deadlines and impact on project outcomes.
- Workload Distribution
- Assign tasks based on staff skills, experience, and current capacity.
- Ensure a balanced distribution of workload to prevent burnout.
5. Resource Allocation & Adjustment Strategies
- Mapping Tasks to Team Members
- Assign roles and responsibilities clearly.
- Consider cross-training opportunities to maximize flexibility.
- Reallocating Resources
- Identify overburdened staff and consider redistributing tasks.
- Explore options for temporary staffing, outsourcing, or volunteer engagement if gaps are identified.
- Scheduling Flexibility
- Adjust working hours or deadlines where feasible to align with staff capacity.
- Build in buffer time to accommodate unforeseen delays or capacity shifts.
6. Training & Development
- Identify Training Needs
- Determine if staff require additional training (e.g., new fundraising platforms, CRM tools, digital marketing).
- Schedule skill development sessions or workshops.
- Mentorship and Support
- Pair less experienced staff with mentors.
- Provide ongoing support and resources to help team members succeed in new roles or tasks.
7. Technology & Tools
- Project Management Tools
- Ensure the team has access to and training on project management software (e.g., Asana, Trello, Monday.com).
- Use tools to track tasks, deadlines, and workload distribution.
- Fundraising & CRM Platforms
- Confirm that all staff are proficient in relevant fundraising platforms and donor management systems.
- Provide technical support or training updates as needed.
- Communication Tools
- Establish reliable communication channels (e.g., Slack, Microsoft Teams, regular video conferences).
- Schedule regular check-ins and progress meetings.
8. Communication and Coordination
- Clear Role Definitions
- Develop and disseminate clear role descriptions and responsibilities.
- Ensure every team member understands their contribution to the project.
- Regular Updates and Meetings
- Schedule kickoff meetings, regular progress reviews, and daily or weekly stand-ups.
- Create a centralized location for project updates and documentation.
- Stakeholder Engagement
- Keep all internal and external stakeholders informed of staffing and project progress.
- Establish protocols for communicating changes in staffing or capacity adjustments.
9. Contingency Planning & Risk Management
- Risk Identification
- Identify potential risks related to staffing (e.g., turnover, absenteeism, unexpected capacity shortfalls).
- Evaluate how these risks could impact project timelines and deliverables.
- Contingency Strategies
- Develop backup plans (e.g., on-call temporary staff, cross-training additional team members).
- Build contingency time into project timelines.
- Monitoring and Adaptation
- Set up mechanisms to monitor risks and respond promptly.
- Be prepared to adjust staffing allocations as the project evolves.
10. Budget and Cost Considerations
- Staffing Costs
- Review the financial implications of current staffing plans.
- Allocate budget for potential additional staffing, training, or outsourcing needs.
- Time Tracking
- Implement time-tracking measures to assess the cost-effectiveness of staff allocation.
- Monitor overtime and adjust capacity planning accordingly.
- Regular Budget Reviews
- Schedule periodic budget reviews to align staffing and project progress with financial resources.
11. Monitoring and Evaluation
- Performance Metrics
- Define and track performance metrics related to staff productivity and project outcomes.
- Use data analytics to measure progress against KPIs.
- Mid-Project Reviews
- Schedule interim reviews to assess staff capacity, workload distribution, and overall project performance.
- Solicit feedback from team members on workload, resource needs, and process improvements.
- Post-Project Debrief
- Conduct a thorough debrief after project completion.
- Document successes, challenges, and areas for future capacity improvements.
- Archive lessons learned for use in future projects.
12. Feedback and Continuous Improvement
- Gather Team Feedback
- Regularly ask staff for input on the effectiveness of staffing arrangements and project management.
- Implement an anonymous feedback mechanism if needed.
- Iterate and Improve Processes
- Adjust staffing and capacity planning based on feedback and project data.
- Update your checklist and processes to reflect lessons learned for future fundraising projects.
13. Final Review & Documentation
- Final Capacity Audit
- Review the final staffing adjustments and their impact on project outcomes.
- Compare initial capacity plans against actual performance data.
- Documentation
- Compile a comprehensive report covering staffing adjustments, resource allocations, challenges, and successes.
- Store all documentation for future reference and training.
- Stakeholder Reporting
- Prepare and present a final report to stakeholders that includes insights into staff capacity planning and project impact.