I. Define Organizational & Staffing Objectives
Clarify Mission & Goals:
- Align the staffing plan with your non‑profit’s mission and strategic objectives.
- Identify how staffing will support your fundraising and consulting services.
Establish Staffing Objectives:
- Define short‑term (e.g., upcoming campaigns) and long‑term (e.g., organizational growth) staffing goals.
- Outline measurable outcomes (e.g., reduced turnover, improved donor engagement).
II. Analyze Organizational Needs
Assess Current Structure:
- Review the existing organizational chart and roles.
- Identify current staffing gaps, overlaps, and under‑resourced areas.
Evaluate Service Demand:
- Analyze past fundraising performance and consulting projects.
- Forecast future needs based on planned initiatives and growth opportunities.
Stakeholder Consultation:
- Engage leadership, board members, and key team members to gather input.
- Consider feedback from current staff regarding workload and skill gaps.
III. Identify Key Roles & Develop Job Descriptions
List Essential Roles:
- Leadership/Management: Executive Director/Managing Director, Fundraising/Development Director.
- Fundraising & Donor Relations: Grant Writers, Donor Relations/Stewardship Manager, Digital Fundraising Specialist.
- Consulting & Strategy: Fundraising Consultants, Campaign Strategists, Data/Analytics Specialists.
- Support & Administration: Administrative Assistants, Volunteer Coordinator, Event Manager.
Create Detailed Job Descriptions:
- Define roles, responsibilities, and reporting structures.
- Specify required skills, qualifications, and experience.
- Outline performance expectations, KPIs, and success metrics.
- Include compensation ranges, benefits, and contract/term details.
IV. Design Organizational Structure & Staffing Levels
Develop an Updated Org Chart:
- Map out reporting lines and interdepartmental relationships.
- Distinguish between full‑time, part‑time, contract, and volunteer roles.
Plan for Flexibility & Cross‑Functionality:
- Identify roles that can cover multiple functions.
- Consider outsourcing or consultancy for highly specialized needs.
Incorporate Diversity & Inclusion:
- Ensure your staffing structure supports diversity, equity, and inclusion.
- Plan recruitment practices that reach a broad range of candidates.
V. Budget & Compensation Planning
Salary & Benefits Analysis:
- Research industry benchmarks and non‑profit compensation standards.
- Define salary scales, incentive plans, and benefits packages.
Budget for Recruitment & Onboarding:
- Estimate costs related to hiring, training, and professional development.
- Allocate resources for technology (e.g., HRIS, ATS) and recruitment tools.
Plan for Contingencies:
- Build in a reserve for unexpected staffing needs or turnover.
- Account for growth-related hires and market fluctuations.
VI. Develop Recruitment & Hiring Strategy
Set a Recruitment Timeline:
- Define key milestones and deadlines for each phase of hiring.
Choose Recruitment Channels:
- Post on job boards (e.g., Idealist, NonprofitJobs).
- Leverage professional networks, industry associations, and social media.
- Use internal referrals and alumni networks.
Design the Selection Process:
- Establish clear screening criteria and standardized interview questions.
- Form diverse interview panels for unbiased evaluations.
- Plan for skills assessments, scenario-based evaluations, and reference/background checks.
Promote Diversity in Hiring:
- Implement inclusive recruitment strategies to attract a diverse candidate pool.
- Consider blind screening practices where appropriate.
VII. Plan for Onboarding, Training & Professional Development
Structured Onboarding Program:
- Develop an orientation schedule covering company culture, systems, and expectations.
- Prepare detailed role‑specific training plans.
Ongoing Training & Development:
- Identify industry‑specific training (e.g., fundraising best practices, CRM software).
- Schedule regular workshops, webinars, and mentorship opportunities.
- Encourage cross‑training to build versatile teams.
Career Path & Succession Planning:
- Create clear development paths for future leadership.
- Identify high‑potential employees and plan for succession in key roles.
VIII. Implement Performance Management & Retention Strategies
Set Clear Performance Metrics:
- Define KPIs and success indicators for each role (e.g., donor acquisition rates, campaign ROI).
Regular Evaluations & Feedback:
- Establish a schedule for performance reviews and check‑ins.
- Incorporate 360‑degree feedback and self‑assessments.
Recognition & Incentives:
- Develop incentive programs, awards, or bonuses to reward high performance.
Retention Initiatives:
- Survey employee satisfaction regularly.
- Create a supportive work environment with opportunities for growth and flexible work options.
IX. Ensure Legal, Regulatory & Risk Management Compliance
Employment Law Compliance:
- Verify adherence to local, state, and federal employment laws.
- Update employment contracts, policies, and procedures.
Fundraising & Data Compliance:
- Ensure staff are trained on donor privacy, data protection, and fundraising regulations.
Risk & Succession Planning:
- Identify key roles critical to operations and develop contingency plans.
- Establish protocols for sudden departures, including cross‑training initiatives.
Volunteer Management Policies:
- Ensure volunteer roles comply with legal standards and insurance requirements.
X. Evaluate HR Technology & Tools
Select HR Software Solutions:
- Consider an Applicant Tracking System (ATS) and Human Resource Information System (HRIS) for efficient management.
Integrate Communication Tools:
- Evaluate collaboration and project management tools for remote/hybrid teams.
Fundraising & CRM Tools:
- Ensure compatibility between HR systems and donor/CRM platforms for seamless data management.
XI. Develop a Communication Plan
Internal Communication Strategy:
- Clearly communicate the staffing plan to all employees.
- Hold meetings or briefings to explain changes, roles, and expectations.
Stakeholder & Board Engagement:
- Present the staffing plan to the board and key stakeholders for feedback and buy‑in.
- Set up a regular update schedule on staffing progress and challenges.
XII. Establish Monitoring, Evaluation & Continuous Improvement Processes
Define Key Metrics:
- Track turnover rates, recruitment timelines, employee satisfaction, and performance metrics.
Set Up Regular Reviews:
- Schedule quarterly or bi‑annual reviews of staffing effectiveness.
- Use surveys, focus groups, and performance data to identify areas for improvement.
Adapt & Revise:
- Update the staffing plan based on feedback, market changes, and evolving organizational needs.
- Document lessons learned for future staffing cycles.
XIII. Finalize & Approve the Staffing Plan
Draft & Review:
- Compile all sections into a comprehensive staffing plan document.
- Circulate the draft for internal review and incorporate feedback.
Obtain Formal Approval:
- Present the final staffing plan to executive leadership and the board.
- Ensure alignment with strategic goals and secure commitment for implementation.
Plan Implementation:
- Create an actionable timeline with clear milestones and responsibilities.
- Assign a project lead or HR manager to oversee the rollout.
XIV. Documentation & Record Keeping
Maintain Detailed Records:
- Archive job descriptions, candidate evaluations, interview notes, and hiring decisions.
- Keep onboarding, training, and performance review documents updated.
Data Security & Compliance:
- Ensure all HR records comply with data protection laws and are securely stored.
Review Documentation:
- Schedule periodic audits to ensure all records are current and reflective of changes.