I. Define the Scope & Objectives
Determine the Focus Areas:
- Identify which aspects need contingency planning (e.g., fundraising events, digital campaigns, donor relations, volunteer operations, technology systems).
- Specify whether the plan covers a single campaign/event or the overall operations of the consulting company.
Set Clear Objectives:
- Define what you want to achieve with the contingency plan (e.g., rapid response, minimal disruption, safeguarding donor trust).
- Establish measurable goals and success criteria.
Outline Assumptions & Boundaries:
- List assumptions about available resources, timelines, and external conditions.
- Define what is included (and excluded) from the plan.
II. Assemble Your Contingency Planning Team
Identify Key Stakeholders:
- Include leadership, fundraising managers, communications experts, IT specialists, legal advisors, and frontline staff.
Assign Roles & Responsibilities:
- Clarify who is responsible for monitoring risks, initiating the plan, communicating updates, and managing recovery.
- Create a clear chain of command and backup assignments.
Establish a Coordination Process:
- Set up regular planning meetings and channels for rapid communication during a crisis.
III. Risk Identification & Assessment
Conduct a Comprehensive Risk Audit:
- Organize brainstorming sessions and consult historical data to list potential risks such as:
- Operational Risks: Event cancellations, staffing shortages, volunteer unavailability.
- Financial Risks: Sudden donor drop-offs, economic downturns, funding shortfalls.
- Reputational Risks: Negative media coverage, data breaches, donor dissatisfaction.
- Technological Risks: IT failures, cybersecurity breaches, platform downtime.
- Environmental/External Risks: Natural disasters, regulatory changes, public health emergencies.
Research Industry Trends:
- Review recent trends in the non-profit and fundraising sectors to uncover emerging threats.
- Monitor economic indicators and donor behavior shifts.
Develop a Risk Inventory:
- Document each risk with a description, potential impact, likelihood, and the current controls in place.
Perform a Risk Analysis:
- Use a risk matrix (or similar tool) to prioritize risks by their probability and impact.
- Identify “red flag” risks that require immediate contingency planning.
IV. Strategy Development for High-Priority Risks
Brainstorm Alternative Strategies:
- For each high-priority risk, develop multiple response options (e.g., shifting from in-person events to virtual fundraisers, diversifying donor outreach channels).
Outline Specific Contingency Actions:
- Detail step-by-step responses for each scenario (e.g., what to do if an event must be canceled last minute).
- Define decision triggers (e.g., revenue falls below a specific threshold, a critical technology outage).
Identify Resource Requirements:
- List the additional resources needed (staffing, financial reserves, backup vendors, IT support).
- Explore partnerships with external vendors or service providers as backups.
V. Define Triggers, Timelines & Key Performance Indicators (KPIs)
Set Activation Triggers:
- Establish clear, measurable criteria for when each contingency plan should be activated (e.g., a 10% drop in donor engagement, cancellation of a key event).
Develop Timelines:
- Create a timeline for response actions, decision-making, and recovery phases.
- Outline deadlines for key actions once a contingency is activated.
Determine KPIs:
- Identify metrics to monitor (donor retention rates, fundraising targets, event attendance).
- Ensure continuous tracking to trigger the contingency plan when thresholds are met.
VI. Communication Planning
Internal Communication:
- Develop protocols for how information is shared within the team.
- Create an emergency communication tree (who contacts whom and how).
External Communication:
- Draft templates for:
- Press releases or media statements.
- Donor notifications and updates.
- Social media posts that align with your brand voice.
- Define who speaks on behalf of the organization and what messages should be conveyed.
Stakeholder Engagement:
- List key external stakeholders (donors, partners, sponsors, volunteers).
- Plan how to keep these groups informed before, during, and after a crisis.
VII. Resource Allocation & Budgeting
Budget for Contingency Actions:
- Estimate costs associated with executing the contingency plans.
- Identify emergency funds or financial reserves that can be mobilized quickly.
Secure Backup Resources:
- Ensure contracts or agreements are in place with backup vendors (e.g., technology support, event venues, communication agencies).
Plan for Workforce Allocation:
- Identify which staff or volunteers can be re-assigned to crisis management roles.
- Confirm availability of additional human resources if needed.
VIII. Legal, Regulatory & Compliance Review
Consult Legal Counsel:
- Review any legal implications of the contingency actions.
- Ensure compliance with non-profit laws, donor agreements, and fundraising regulations.
Review Contracts & Obligations:
- Assess the impact of contingency measures on existing contracts with vendors, sponsors, and partners.
- Develop plans to manage or renegotiate contractual obligations if needed.
IX. Technology & Data Backup Strategies
Review Critical Digital Infrastructure:
- Identify key digital platforms (donor databases, fundraising websites, event registration systems).
- Develop backup systems and ensure regular data backups.
Enhance Cybersecurity Measures:
- Establish protocols for responding to data breaches or IT failures.
- Train staff on cybersecurity best practices and incident response.
Plan for IT Support:
- Secure agreements with IT support providers to ensure rapid recovery in case of technical disruptions.
X. Training, Testing & Simulation
Develop Training Programs:
- Educate all staff and volunteers on their roles in the contingency plan.
- Ensure regular updates and refresher courses on the plan details.
Conduct Drills & Simulations:
- Schedule regular tabletop exercises and simulation drills for different risk scenarios.
- Involve all relevant teams to ensure coordination and familiarity with the plan.
Evaluate & Update:
- Collect feedback post-simulation to identify gaps or areas for improvement.
- Update contingency procedures based on lessons learned.
XI. Documentation & Accessibility
Comprehensive Documentation:
- Write a detailed contingency plan that covers all the steps, roles, and procedures.
- Use clear, concise language and include visual aids (e.g., flowcharts, timelines).
Maintain Accessible Versions:
- Ensure the plan is available in both digital and printed formats.
- Set up version control and schedule regular reviews to keep the document up-to-date.
Centralize Key Contacts:
- Maintain an updated contact list for all team members, vendors, partners, and key stakeholders.
- Ensure quick access to emergency communication tools.
XII. Monitoring, Review & Continuous Improvement
Set Up Ongoing Monitoring:
- Implement KPIs to continuously assess fundraising performance and external risk indicators.
- Monitor industry trends, donor behavior, and economic conditions.
Schedule Regular Reviews:
- Establish a regular review schedule (e.g., quarterly or semi-annually) to update risk assessments and contingency strategies.
- Incorporate feedback from simulations, actual incidents, and stakeholder input.
Debrief Post-Incident:
- After any contingency event, conduct a debriefing session with all involved parties.
- Document lessons learned and update the contingency plan accordingly.
XIII. Final Review & Approval
Management & Board Approval:
- Present the complete contingency plan to senior management and board members.
- Obtain the necessary approvals and endorsements.
Communicate the Final Plan:
- Distribute the finalized plan to all stakeholders.
- Ensure everyone is aware of their roles and the plan’s location for quick reference.
Plan for Regular Updates:
- Set reminders for periodic updates to the plan based on evolving risks or organizational changes.