For small nonprofits, institutional knowledge can be hard to retain when staff turnover is common. However, putting in place basic systems and processes can help capture learnings and smooth transitions. According to Ali Evans, Executive Director of Foodnet Meals on Wheels, “Use the database and then learn how to access the data in the database. We use GiftWorks and taking the time to get to know it, using it is helpful.”
While a sophisticated donor database may not be feasible for some organizations, start with what you have and use it consistently. Track donors, gifts, communications, and interactions to build a history of relationships. Refer to records regularly, not just during fundraising drives or when staff leave.
Standard operating procedures are another mechanism to retain knowledge.
Evans acknowledges her organization needs to develop SOPs to prepare for future changes. Documenting core procedures, timelines, and processes provides guidelines for new staff to get up to speed quickly. They also create continuity when long-time employees depart.
For recruiting, think beyond job boards which often yield candidates from far away.
Evans recommends networking locally by attending chamber meetings, connecting with rotary clubs and making the most of your social networks. You may find candidates more committed to your organization and mission. Exploring creative options like work-study internship programs with nearby colleges and universities is another approach. Students gain experience while providing part-time help, often at lower cost.
While change can be difficult for small nonprofits, planning for it will reduce disruption.
Focus on building trust and relationships, not just technical skills. Take a people-centered approach, connecting with donors through personal outreach. Systems and processes may not need to be sophisticated but should capture the knowledge and experience gained over years or even decades. Valuing your institutional knowledge and finding ways to retain it will help your organization pivot during crises and thrive. Personal touches, networking and community partnerships can take you further than the latest software or job board.
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