Navigating a fleet of projects

The bay is starting to look blue (and almost tempting) and I can envision the day (maybe just weeks away) when boats begin to dot the horizon again. As I navigate through my typical work week, it does feel like I have my own private fleet of projects that I'm sailing through an ocean to a final destination. My regatta is made up of various sizes, shapes, and crews but all with one hope: a successful landing with an intact cargo and satisfied passengers.

So is the life of a professional project manager. Constantly planning, launching and bringing in a project. (Hopefully, on budget, on time and meeting the team's expectations.) It's hard to predict the conditions we'll encounter. Sometimes it's smooth sailing the entire way; other projects are not so lucky and are battered by storms and change.

Successful project management is partially a mindset and approach-- knowing how to pull together the specific steps and "to dos" and then walking through a systematic process for each individual step.

It's also an understanding of the tools that are available to help you manage the project. Tools such as flowcharts, worksheets, gantt charts, online meeting scheduling, and document sharing sites. The range of options is impressive and often overwhelming.

The final ingredient is style; understanding the nuances of team facilitation and how to engage, motivate and move a diverse group in a progressive fashion to achieve a shared vision.

Over the next month, we are offering several professional development resources focused on project management. If you missed Robin Grinnell's project management and facilitation sessions on March 17, 2011, you'll find her materials in the NorthSky Resource Center at www.northskynonprofitnetwork.org/resource.php Andy Wolber will be back on April 14 with another technology webinar: Managing Projects with People Beyond Your Walls. Sign up at: www.northskynonprofitnetwork.org.

You'll also find business planning templates in our resource center. Feel free to share any other resources that you've found useful. Happy sailing!

Ah, the world of databases....

Can't live with them, can't live without them. But we all know that our ability to effectively manage the constellation of constituents: clients, donors, volunteers, and staff that comprise our nonprofit's universe, is at the mercy of the database we've chosen and our skills in using it.

This month we have the opportunity to learn more about selecting databases and one in particular, Salesforce. Technology consultant, Andy Wolber, will be leading two webinars on March 10 as part of the NorthSky Professional Development series: www.northskynonprofitnetwork.org

Salesforce is a database we have experience with at NorthSky, having launched it here last fall. It's growing in popularity with nonprofits throughout the country; it's very robust, handling an array of organizational needs -- from marketing and sales, to project management and evaluation. While we don't engage in fundraising here, its fundraising capabilities also appear strong. We've only begun to dig into all of its capabilities but we are excited about the possibilities of having an integrated technology approach that links our website, email marketing and evaluation system together. We'll be launching our new website this Spring so watch for that.

Join us on March 10 to learn more about databases including Salesforce. Anyone else using Salesforce? Anything to share?

It's Always a Good Day When My Technology Works

If I can just successfully log in to my email, catch a cell signal, and launch that web meeting connection, I feel pretty powerful. A true technology master ... and I've barely begun my day.

How did we ever become so dependent on technology? Well, I'm certainly a few steps behind many people, perhaps a little ahead of some. I'm forced through my work at NorthSky to use tools I'd probably never try and to actually lead (good grief) some aspects of our technology development. I've struggled to learn many things that I've felt hopeless to master only to have that energetic rush that occurs from a successful download or set up.

Everyday, I find something new to help me in my work-- some little technology tool or trick. An invaluable resource in my education has been technology expert Andy Wolber who will be launching his 2011 NorthSky technology webinars this month. These are great sessions starting with an "Introduction to Google Aps for Nonprofits" on Feb 10. Check out the schedule at our website: www.northskynonprofitnetwork.org.

Here's hoping you have a good technology day with lightning speed connections and no computer crashes!

A Mouse is Living in My Car

Yes, you read that correctly. A mouse has taken up residence in my glove compartment. I became suspicious after finding shredded Kleenex and napkins lodged there. And although there is no other evidence in the car- nothing running around my feet or nibbling on my lunch- I'm pretty convinced I've had a roommate traveling with me.

So, here's how I picture it. The car is parked outside our home which is located in an isolated wooded area in northern Michigan. The cat, who is queen of everything outside, chased the mouse under the car. In a desperate survival move, the mouse darted up and into my dashboard and voila-- located a perfect, cozy little hideout.

Continuing the story, my mouse becomes an unwitting traveling companion as I hop in and head off, traveling around northern Michigan. In search of food, the mouse ventures out of the car at one of my stops, perhaps at a nonprofit organization in Charlevoix or Suttons Bay, and is left behind; many miles from my home (and his) in Manistee County. He has no clue how he got there or how to get back.

So, why does the mouse in my car remind me of a nonprofit organization? Well, how often have we bolted into a seemingly safe haven in a desperate survival move? Perhaps, agreed to a partnership or funding requirement that truly took us to places we hadn't anticipated or weren't prepared for. Or developed a poorly conceived strategic plan that is more wishful thinking then decisive strategy. How often have we had no clue how to retrace our steps or get back home?

What's the lesson? These are desperate times for many nonprofits. Before dodging into what appears to be a safe haven, it's essential to do your due diligence. Evaluate and plan for that partnership. Carefully weigh the pros and cons of that innovative revenue opportunity. Don't jump into that moving car without a GPS and road map.

You'll find partnership and grant opportunity evaluation tools, as well as business planning and strategic planning tools in the NorthSky Online Resource Center at: www.northskynonprofitnetwork.org

Make sure the next journey you take as a nonprofit is one you planned.

Strong Governance Relies on Board Chair/ E.D. Partnership

As the NorthSky team considers strategies for strengthening nonprofit governance, a key success factor has emerged in our thinking: the relationship between the board chair and executive director. During a professional development session this week, the speaker cited Peter Drucker (ahhh... remember him?) and his six characteristics of exceptional nonprofits. Near the top of his list is a strong board chair/executive director relationship. He specifically describes a positive working relationship with trust, adaptability, and flexibility. We’ve certainly seen the wisdom of this play out in our own northern Michigan nonprofits.

Developing an excellent board is an ongoing process. While many organizations are looking for a quick fix (maybe out of immediate need), their efforts may be doomed until they realize the necessity to build and nurture the relationships between the board and E.D./senior staff. As with the complexities of any relationship, it is an investment of time for those involved. That time investment, though most likely competing with other priorities, is essential. I remember seeing a statistic that many executive directors spend 35% of their time working with their board. To me that is a numerical representation of the importance of the relationship. It is fairly representative of the amount of time I've spent as an executive director in past roles. I figured I was at about 30-35%.

While there are competing challenges and priorities, these challenges reinforce the need to have a high-quality relationship between the board and E.D./senior staff. Nonprofits need a board that knows its work, the needs of the organization, has a manageable job and tools to facilitate their work. They should also enjoy the relationship so that their time spent with the organization is a priority both because of their passion for the mission but also because it is enjoyable. It isn't to say that the board doesn't do hard work but it is how they feel about doing the work-its importance, pride, sense of accomplishment, sharing, laughing together, etc.; it's a complex relationship.

Some of the tools that can be helpful include board development plans, board self-assessments, orientations, board manuals, board commitment letters, empowering board leadership and board agendas and continuous reinforcement of the work of the board. None of these individually, or collectively, are the answer but they can be useful in helping the board systematically consider what it's work is, how well it is doing it, what professional development it desires, etc. I've also been thinking about a peer cohort group of board presidents. . . .

Let me know your thoughts.

Debbie McKeon
NorthSky Executive Director