Around 68% percent of payroll managers suffer from burnout and overwork each year in Australia. Imagine what that percentage must be for CEOs and leaders in not-for-profits. The number of daily fires needing to be put out can quickly lead to a sense of exhaustion and stress.
Most nonprofit leaders have thought, “I don’t have enough time in the day for that,” at some point or another. Time is the number one resource you’re using, not money. The good news is that with the right strategies on your side, you can make time work in your favour.
Here are some of the time-saving tips we’ve seen our NFP website clients use to streamline everyday tasks and organisation management.
Start with Big Goals
There is all sorts of evidence in brain science that having big, meaningful goals cuts out the distractions from flooding your inbox. You only have so much capacity for focus. Having clear, easy-to-communicate goals that are measurable makes it much easier to keep all your team on task and say no to unnecessary tasks.
Make time each quarter to define the most important goals for the upcoming season. Align those goals with the daily activities and functions of your NFP. You can even post them on your website and include them in your funding requests, so donors, community members, and volunteers are all on the same page. You’ll be amazed at how zooming out for a little bit can cut away the things that don’t need to happen right now.
Balance Your Perfectionism
It’s hard for leaders not to sweat the small stuff. Odds are, you have a work ethic and focus that most others do not, so it is challenging to see an email get sent or a meeting itinerary with errors that you don’t immediately want to fix.
Say this out loud in the mirror every morning: “I cannot fix every little detail I see in the business.” Your focus should be on progress, not perfecting every minor grammatical error or company issue. Grab a big sheet of paper and a black marker, and write “Does this move us toward our big goals or not?” so you have a visual reminder.
Use To-Do Lists
Yes, to-do lists work. Even Harvard supports the use of bulleted items that you can check off on your busy day. The difference lies in knowing whether you have a “wish list” of items you think you can achieve or an actionable list of necessary items that need to be completed.
Start by identifying the top three priorities that must be completed by the end of the day. You can always add 5 to 10 more items, but those big three points are your “do or die” goals. Don’t overload your list with fifty ideas that are likely never to happen. You want to stay focused. There are plenty of free smartphone apps and tools that integrate with all your devices to help keep you on task.
Use Tech & AI
Speaking of apps, it’s time to join the technology game. Auto-schedulers, responders, email filters, and AI integrations can save you hours a week. Using an email template to respond to media requests or relying on CRM automations with fully integrated calendars is like having a digital assistant always on your side.
There is a lot of controversy over the use of AI tools like ChatGPT or Claude.ai, but one thing everyone agrees on is that they speed things up. You cannot beat the feel of a human conversation or direct collaboration with other team members, but there are endless back-office tasks you can delegate to an AI that will make your life a lot easier, like proofreading, summarising, and scheduling.
Delegate Tasks
Speaking of delegating, you need to utilise your team effectively. A fleshed-out Australian NFP likely has staff, volunteers, donors, and business partners. Each one can fulfill tasks and will likely appreciate being thought of when it comes time to delegation.
The trick is delegating with the right intent. To make it effective, you need to:
- Clearly define the tasks that need to be completed.
- Explain the outcome you’re shooting to see.
- Lay out the deadline for the task.
- Suggest starting points and helpers.
The clearer instructions you can provide, the easier it is for others to complete what you want done in the way you want it completed. When that does happen, be sure to give credit where it’s due. People appreciate your appreciation as a leader.
Learn to Say No
There is so much power in the simple word, “No.” You are not a superhero. There are limits to what you can achieve in a day, and you must learn when to tell someone that you cannot add that to your list.
Any opportunity that doesn’t align with your big goals isn’t as important right now. You can make a note of it and get back to people later on, but for now, you need to focus on what truly matters. Healthy boundaries lead to less burnout.
We Can Help You Work Smarter, Not Harder
All these time-saving tips are designed to alleviate the stress and sense of overwhelming weight on the shoulders of leaders. Give them a try and see if they don’t suddenly open up freedom in your day-to-day work activities.
At Web 105, we can help you by streamlining your website design and development. We work with Australian nonprofits, businesses, healthcare providers, and government agencies, crafting clean, easy-to-navigate websites that are mobile responsive. That includes integrating forms, apps, and other features that save you time and frustration.
Schedule a consultation today, and let’s find some automations for your new and engaging online presence.
FAQs
What helps save time?
Being clear with your goals and creating a must-do list of the top three priorities for your business is a good place to start.
How to handle a heavy workload?
Create a structure in your life and career where you break big tasks into smaller steps that you can achieve. As a leader, delegate tasks to everyone, keeping them focused on the big goals, and you’ll see real growth.
What are the signs of burnout?
Leaders may experience exhaustion, growing cynicism, reduced performance, and physical symptoms that spill over into their personal lives. That is when you need to try something new, as well as focus on your individual health by going for walks in nature, eating healthy foods, and taking 10-15 minutes a day for yourself.