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Managing a Development Office - Creating a Workplan and How to Enjoy it!

Managing a Development Office - Creating a Workplan and How to Enjoy it!. AFP Greater Toronto Chapter Fundraising Day 2004 May 26, 2004 Cathy Mann, CFRE. Ground Rules. Mutual Respect Interactive Optional: Active Listening Warning. What we’ll talk about today. Assumptions

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Managing a Development Office - Creating a Workplan and How to Enjoy it!

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  1. Managing a Development Office -Creating a Workplan and How to Enjoy it! AFP Greater Toronto Chapter Fundraising Day 2004 May 26, 2004 Cathy Mann, CFRE

  2. Ground Rules • Mutual Respect • Interactive • Optional: Active Listening • Warning Cathy Mann, CFRE May 26, 2004

  3. What we’ll talk about today • Assumptions • General time management tips • Why create a work plan? • 6 steps: create a WP you can use • Using your work plan • Conclusion Cathy Mann, CFRE May 26, 2004

  4. Assumptions • Small agencies • Fundraiser for overall program • Christian holidays Cathy Mann, CFRE May 26, 2004

  5. General time management tips • Your desk – one project at a time • Your desk – if you don’t use it 5x/day – move it off (stapler, etc.) • Your phone – move it to where you have to reach it • Email – turn off your ringer Cathy Mann, CFRE May 26, 2004

  6. General time management tips • Your planning – take 30 – 60 minutes each month to plan for month ahead • Your planning – prioritize daily To Do’s • Your meetings – do you really need so many? Question them if they’re not productive or you don’t know why you’re there • Your drop ins – learn to handle them Cathy Mann, CFRE May 26, 2004

  7. Why create a work plan? • Forces you to identify org’nal priorities • Forces you to define priorities concretely • Provides you something against which to evaluate org’n/dep’t/performance Cathy Mann, CFRE May 26, 2004

  8. Why create a work plan? • Education for board/boss/committee for what you do all day • Gives board/boss/committee ownership in the vision of the org’n (the process for developing work plan with board requires its own session.) Cathy Mann, CFRE May 26, 2004

  9. Why create a work plan? • Provides cop out, if necessary • Helps you identify individuals involved. You cannot plan in isolation. • Helps you determine what you can reasonably do in a year!!! Cathy Mann, CFRE May 26, 2004

  10. Create your work plan – Step 1 • Assemble high tech tools – • 8 ½ x 11 sheets of paper • Big flip chart paper • Yard stick • Coloured markers (preferably washable – and the smelly ones are fun!) • Sticky notes • Highlighter Cathy Mann, CFRE May 26, 2004

  11. Creating your work plan – Step 2 • Assess your job. Do an audit. What are the main categories of your work? • What are the two categories everyone should have as part of their jobs? Cathy Mann, CFRE May 26, 2004

  12. Finance HR Board/committees Communication What 2 should everyone have? Annual giving Major giving Foundation giving Corporate giving Special events Assess your job categories – Sample Step 2 Cathy Mann, CFRE May 26, 2004

  13. Creating your work plan – Step 3 • Within each category, list the tasks to accomplish within coming year (with corresponding dates, if applicable) • We’ll do this together (caught you reading ahead, didn’t I?) Cathy Mann, CFRE May 26, 2004

  14. Creating your work plan – Step 4 • Identify who else needs to be involved for the project/program to succeed Cathy Mann, CFRE May 26, 2004

  15. Creating your work plan – Step 5 • Identify resources required to accomplish the project/program • Can you do a work plan in isolation of your budget? Must they be done together? Cathy Mann, CFRE May 26, 2004

  16. Creating your work plan – Step 6 • Draw a big, blank calendar. Cathy Mann, CFRE May 26, 2004

  17. Create your work plan – Step 7 • In black marker, fill in all non-negotiable due dates Cathy Mann, CFRE May 26, 2004

  18. Create your work plan – Step 8 • Work backwards from the non-negotiable due dates, assessing the workload in each month Cathy Mann, CFRE May 26, 2004

  19. Create your work plan – Step 9 • Use sticky notes for flexible items Cathy Mann, CFRE May 26, 2004

  20. Create your work plan – Step 10 • Develop a monthly critical path integrating all functions so you know what needs to be done each month. • Next session – how to get your board to buy in!! Cathy Mann, CFRE May 26, 2004

  21. Conclusion • If you’re thinking, “Wow, what a great idea. But what is she thinking! No one has time to do all of that.” you have missed the point entirely. • This process can take about one day. It will save you time throughout the year in efficiencies and because of clarity. Cathy Mann, CFRE May 26, 2004

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