How to Make Your Projects Successful

Posted on July 3, 2011 by Norman Reiss

Whether or not your nonprofit organization have staff with an assigned role of ”project manager,” many of us are responsible for directing projects, whether it’s the implementation of a new software platform or the makeover of a website. And although many projects involve some aspect of technology, their success isn’t really about what software platform is chosen. I’ve been a Project Management Professional (PMP) for several years, and have often filled this role for nonprofits, either as an employee or as a consultant.

Sometimes projects fail because they are done with minimal planning, and without making sure that adequate resources and organization support are in place before getting started. The Principles of Project Management provides a useful review of what we can do to insure that our projects succeed. For example, have you:

Determined how the success of the project will be measured – by metrics you can quantify?
Taken the time to accurately determine what resources: people, equipment, budget will be needed?
Developed a communications plan to specify who will be kept informed, how often, and by what methods?
Identified all stakeholders who are likely to affected by your project?
Met with your project team individually to explain their role and uncover any hidden issues that may affect their active participation? (and have you gained the support of their day-to-day managers for the time their staff will need to devote to project?)

In addition to the many useful ideas presented in this Sitepoint book, I also recommend using an agile project management approach – planning your project in small steps rather than trying to tackle everything up front. This will allow you to build on small successes, and keep your project team motivated and energized, and to allow for the inevitable changes that will occur.

Whether you are a project manager or are asked to be part of a project team, understanding these Principles of Project Management will help you to to be productive for your organization.

What’s New in ePhilanthropy

Posted on February 13, 2011 by Norman Reiss

Thanks to Charles Lenchner for today’s Organizing 2.0 Conference, where I presented a session on how to evaluate and implement a donor or membership database. Thanks also to fellow speakers (among many others) Steve Dondley, Jason Lefkowitz & Colin Delaney who spoke about content management systems (particularly Drupal) and managing online consultants.

Last week’s Nten webinar on email list management strategy offered tips such as segment on constituent behavior not on interests so you can better target your communications. According to the Agitator, email is still an important channel, but many readers may be reading them on their phones, making it even more important that your message is concise. Big Duck also offers 7 tips for an effective e-newlsletter.

Facebook has (again) changed how pages are presented – The Social Path and Tech Cafeteria offer a look at the latest changes, and Beth’s Blog discusses a Facebook content strategy.

Using a slide show on your home page? Future Fundraising Now suggests it may not be effective, even though many other sites are doing this. Also see EchoDitto’s take.

I’ve noticed on the NYC subway lately that almost everyone is on their smart phones, not a surprise since smart phone sales now exceed PC sales. All the more reason to make your website mobile friendly.

Nten’s 2011 Nonprofit Technology Conference next month will be the biggest and best ever. Even if you can’t attend in person, you can now participate online.

Be Proactive Not Reactive

Posted on February 5, 2011 by Norman Reiss

Early in my career I worked on a help desk where I assisted co-workers with a variety of technical questions and problems. Although I’ve progressed to higher level roles, I often find that my work takes on some of the same characteristics of when I was on the help desk – solving problems and dealing with emergencies that arise.

While everyone has to engage ‘crisis management’ occasionally, this shouldn’t be the only mode of operation. It’s also important to be proactive, to anticipate situations that may come up in the future and not only to react to those that have already occurred. Here’s a few tips on how you can apply this idea for online campaigns:

Prepare an online communications calendar, and start to prepare messages well in advance of when you will use them. It’s OK to repurpose content in multiple channels, but the content / tone in your blog, for example, shouldn’t be the same as you present in Facebook or Twitter.
If you have engaged outside consultants to help with web development, keep all stakeholders informed of how things are going throughout the process, not only when you’ve realized that you may not be able to meet your deadline.
Leave some room in your schedule for last minute requests that will arise, but don’t let them become the only thing you work on. Sometimes you may need to say no, and explain what other requests will go unfulfilled if you shift gears.
Map out a strategy of how you will talk to constituents. Put together a special ‘welcome series’ to new email subscribers but also keep to your commitments if you’ve promised to send a monthly update to past subscribers. Pay special attention to the info@yourorganization.org mailbox.
Think of creative ways to engage your audience in conversation; ask for feedback, ask a question, offer a survey etc. The more you can learn about your constituents’ concerns and interests, the more targeted and effective your communications can be.

Unless you work in a hospital emergency room, take some time each day to plan how you can help your supporters to feel more connected with your cause. Don’t fall into the trap of simply responding to whatever comes into your email box and attending meetings. Try a different approach this week.

Ways to Improve Communication

Posted on October 29, 2010 by Norman Reiss

Whether you are on staff at a nonprofit or a consultant where your client is a nonprofit (I’ve been on both sides), maintaining good communication is critical in making sure that your project is successful. Here’s a few tips:

Take the time to review requirements before project work begins, and provide a written summary of how these requirements will be met. Give everyone a chance to review before project work begins.
Make sure you identify all stakeholders both inside and outside the organization. While they won’t all have time to be actively involved in the process, it’s important to give them the opportunity to do so.
Repeat back what the other person says to make sure you have it right. Sometimes people don’t say exactly what they’re thinking but may be able to formulate thoughts better if you restate what you heard them say.
Prepare agendas before meetings and send minutes afterwards so the most important issues get covered, and to give others a chance to keep up to date if they couldn’t attend.
Don’t be surprised when (not if) things don’t go exactly according to plan. Even if you’ve taken the time to thoroughly document project scope, things will happen along the that may throw you off course. Make modifications as needed, but keep the overall project goal in mind.
Respect different communication preference / styles. Over communicate in many channels (email, phone, in person etc.) to make sure that everyone is kept informed and be aware of body language or tone of voice that may indicate that you may need to try a different approach
Ask stakeholders for regular feedback on how things are going; don’t assume that all is OK if you’re not hearing about any problems.

Reasons Why (and Why Not) to Do a Website Redesign

Posted on October 22, 2010 by Norman Reiss

These are not good reasons for a nonprofit to begin a website redesign project

You’ve met a web developer who convinces you that your site is outdated and gives you a quote on a redesign before asking any questions about what role your website plays in your overall communication strategy
You have a consultant / vendor who you’ve used for a long time and they say it’s not necessary to seek ideas from any other firms
One of your competitors has recently rolled out a new site, and you want to add many of the features that they’ve added
You have a web guru who’s recently joined your staff but who hasn’t taken the time to get to know other stakeholders inside and outside of your organization who rely upon your website
You are concerned about your website traffic decreasing and think that a new site will quickly attract new visitors

These are good reasons to redesign your website:

Through interviews and surveys with your key audience groups, you’ve learned that your current website is not meeting their needs
You’ve done a review of competitive sites and want to add functionality that will benefit your visitors
You are implementing a new offline communications strategy and want to synchronize your online channels so that messaging is consistent.
You’ve moved to a new content management system to facilitate site updates and want to take advantage of new capabilities to engage constituents
You want to incorporate social media and other forms of user generated content into your website

Even if you do decide to go ahead, consider an agile approach which uses many short term phases rather than an extended implementation. This will allow your stakeholders to quickly see the results of their efforts and will make it easier to adjust along the way. Often a full redesign is not necessary to accomplish your objectives.

How will you evaluate the success of your redesign efforts? (It’s not just about increased traffic.) Make it a regular part of your routine to get feedback from your audience and to review your site statistics, e.g. Google Analytics. Website redesign should be an ongoing process, not just something you do every five years – but don’t make any changes until the next redesign project.

Getting the Most from Virtual Meetings

Posted on September 8, 2010 by Norman Reiss

I’ve often found myself in the position of managing conference call meetings with participants from many different locations, many of which I have never met face to face. Beaconfire Consulting‘s recent post Tips for More Effective Virtual Meetings provides great advice, such as:

provide a detailed agenda ahead of time
find ways to get everyone to contribute, for example by asking questions of specific participants
using screen sharing to demonstrate what you are discussing
keeping meetings short and focused on agenda

Some additional tips from my experience:

Send out detailed minutes within a day of meeting, encouraging participants to correct any inaccuracies and to inform those who were unable to attend
Make time for one on one conversations with those who are reluctant to contribute during the call
Consider carefully which stakeholders to invite to meeting; most of us are already overburdened by meetings and may not welcome another addition
Repeat major points made during call and ask for confirmation that you’ve received the information correctly

On Tue, Sep. 14, 2010, I attended the PMI Westchester Chapter Meeting, featuring Tom Mattus talking about Managing Virtual Project Teams. Here’s some additional pointers that came up during group discussion:

Make sure there’s a place online to post project documents: agendas of upcoming meetings, minutes of past meetings etc.
Use a brief daily call to keep everyone up to date and in touch
If possible, arrange for a face to face kickoff meeting rather than simply having a phone / conference call
Create opportunities for two way dialog – combine meetings with social events, such as group meals
Use different types of communication for different team members (everyone has their own working styles / preferences)
Get to know ‘electronic body language’ – watch for lack of responses, speed of response, tone of voice used

Tips for Effective Website Redesign

Posted on August 14, 2010 by Norman Reiss

As other forms of online communication have become available, the main website is no longer the only place where constituents can get information about a nonprofit. However, it is still important to make sure that the website provides a current and accurate picture of your organization. Considering a redesign? If so:

Examine your motivation. If your prime purpose is to utilize a new technology or to mimic what other nonprofits are doing, that’s not enough of a reason. If you want to make it easier for supporters to find what they need and to feel more connected with your organization’s mission, then you’re on the right track.
Plan what content management system (CMS) will best suit your needs. As has always been the case with technology, you need to find the right balance between functionality and ease of use. Your staff must feel comfortable with whatever tool you select so they will keep the website up to date.
Before hiring a consultant or agency to help manage the process, make sure you speak with references. Beware those who are overly committed to one product or platform, especially if they haven’t yet taken the time to understand your needs.
Check for consistency with other communication channels: images, messaging, design. If you’re planning a new look for your website, your other materials will need to change too.
Make sure your new design provides multiple ways for constituents to give feedback and to be engaged. Provide links or active feeds from your Facebook and Twitter streams.
Identify all stakeholders in your organization and set up a process by which departments work together throughout site development – website redesign must be a collaborative process.
Get feedback from constituents before, during and after the new site is launched. Don’t fall into the trap of getting opinions mostly from co-workers or from the consultant / vendor that’s assisting you.
Consider using agile project management processes to split the project into small chunks. This will allow you to celebrate small successes and make changes along the way.
Don’t forget to include staff training in your project plan, especially if you’re implementing a new CMS. Provide training in many formats: printed documentation, on screen FAQs, webinars, live classes etc.
Using tools such as Google Analytics, take the time to analyze what your constituents are most frequently seeking, and make sure your new design reflects those needs.

Website design doesn’t end when you launch the new site. As you continue to get supporter feedback, continue to tweak as needed. A website should be constantly evolving as you discover new ways to inform and engage your audience.

Why It’s Not the Technology

Posted on September 4, 2009 by Norman Reiss

In preparing for its upcoming Online Nonprofit Technology Conference, Nten has asked What’s Holding Your Technology Back? I’ve posted a lengthy response, but make sure to read through everyone’s comments to this interesting question.

If you missed last week’s Blackbaud NetWits Summer Camp, all sessions and slides are now available for review. I’ve known Steve MacLaughlin for years and his insights are very helpful.

Have a great Labor Day weekend!

What’s New in ePhilanthropy

Posted on August 13, 2009 by Norman Reiss

Usability testing is a great way to find out how well your web site is really meeting the needs of your audience. Take a look at Userfly and how Beaconfire is helping Nten to redesign its web site.

Often projects fail because of a breakdown in communication. No Surprises: The Key to Good Communication offers suggestions on how to keep all stakeholders on the same page.

Need a general list of online services? Try 100 Online Tools for Non-Profits.

Beth’s Blog consistently offers wonderful material, even when she’s not the author – 4 Keys to Building a Successful Nonprofit Web Site.

Blackbaud is offering a good review of online strategies in a webinar series later this month. Registration and details.

Some great Nten offerings coming up in September, offering an online version of events usually held live:

Online Nonprofit Technology Conference - based on content from Nten’s recently published Managing Technology to Meet Your Mission: A Strategic Guide for Nonprofit Leaders
We Are Media – for a great review of social media strategy (For more on this topic, see What’s in a Social Media Policy and Why You Might Need One.)

Personally, my wife and I are finally moving into our new home Monday, Aug. 17 after living in temporary quarters for the last month. We’re looking forward to entering the next stage of our lives together.

Nonprofit Bridge

Bridging Technology, Communications & Development to Implement ePhilanthropy for Nonprofit Organizations

Category Archives: project management