BITE-SIZED PIECES

 

Are you a to-do list person? Maybe you subscribe to the GTD method or prefer old-fashioned pen and paper lists. Whatever the case, you’ve probably come to realize that getting a group of people (fundraising volunteers, for example) rallied around a to-do list is a much trickier exercise than tackling your own list of projects.

Often I see complex campaign plans presented to volunteers or staff teams. There are GANTT charts and timelines and color-coded indications of who owns what task. Everyone agrees on the urgency and importance of the campaign. They nod their heads… leave the meeting… and… crickets.

How do you keep volunteers focused over a long and complex campaign? You deliver information and tasks in bite-sized pieces. 

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In Rework by Jason Fried and David Heinemeier Hansson, the authors dedicate an entire chapter to this phenomenon. In it they say:

Long lists are guilt trips. The longer the list of unfinished items, the worse you feel about it. And at a certain point, you just stop looking at it because it makes you feel bad. Then you stress out and the whole thing turns into a big mess.

If you want to keep your next team project from devolving into “a big mess,” consider the following strategies:

  • While it’s good to have an overview of the plan, not everyone needs to see the detail of the plan – especially not all at once. Cast a vision at the beginning, but shorten the task list to just what should be done before the next meeting.
  • Give each team member their own list. A huge task list is daunting, even if my name is only by a couple of items. A shorter list means that I will have a greater feeling of accomplishment for each task completed.
  • Prioritize the short list. If there’s ONE thing you absolutely need me to do, let me know that.
  • Keep conversation in team meetings about next logical steps, so we can see how progress is being made and how my tasks are important to keep the whole campaign on track.
  • Use the short lists to evaluate your larger plan. What is taking longer than expected? What tasks can be grouped together? Are some things better handled by staff than volunteers (or vice versa)? Keep track of your learning as you go, so that your next plan will be stronger and even more successful.

If nothing else, cutting a big campaign plan or to-do list into bite-sized pieces will help everyone stay motivated and keep working towards your big, important goals.

How about you? What strategies have you learned for keeping a team focused on a long-term project?

Posted by Lora Dow
Lora Dow

Written by Lora Dow

Since 2006, Lora has helped nonprofits on both a local, state and national level develop a clear and compelling case for support. Effective communications are critical to any organization's ability to inspire donors, advocates and volunteers. Lora's expertise and experience make the process of developing those communications the most effective they can be.

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