Building a Sustainable Nonprofit: Standard Operating Procedures (SOPs)
Summer is in full swing. Vacation days are in sight. Maybe you’re planning some time at the beach? Awesome! So…what happens if you (or a team member) get eaten by a shark?
Okay, that’s maybe a little dramatic. We know the stats on shark attacks are slim. But the question remains, what if you or someone on your team was suddenly and unexpectedly taken out of commission? Would your organization survive?
For way too many nonprofits, the answer is no. Enter: Standard Operating Procedures (or SOPs)! SOPs contain step-by-step process documentation for every aspect of your organization, from events to donations and beyond, ensuring continuity and success even in your absence.
Why SOPs Matter
Standard Operating Procedures are more than just documents: they are your organization's playbook. They provide clarity, consistency, and efficiency in daily operations. Here’s why they're crucial:
Creating Clarity: If you feel like your operation is a little “fly by night” and like you’re frequently re-inventing the wheel, taking the time to create SOPs can help you clarify in your own mind why and how you do things.
Ensuring Continuity: When key personnel are unexpectedly unavailable, SOPs allow others to step in seamlessly. Under the weather and it’s time for a donor thank you event? Imagine another team member being able to step in with little notice and still having the event run without a hitch….that’s what SOPs can do.
Improving Efficiency: SOPs outline the best practices and steps to follow, reducing errors and saving time. Whether it's processing donations or planning events, having a clear process streamlines operations.
Training and Onboarding: New team members can quickly get up to speed with SOPs as their guide. This reduces training time and ensures everyone understands their roles and responsibilities.
How to Create Effective SOPs
Identify Processes: Start by listing all routine tasks, events, and operations that occur regularly within your nonprofit.
Document Step-by-Step: For each process, document the steps involved clearly and concisely. Use bullet points or numbered lists for easy readability.
Include Details: Provide specifics such as who is responsible for each step (use titles, not names, so that they survive employee turnover), timelines, required resources, and any relevant templates or tools.
Review and Update: Regularly review and update your SOPs to reflect changes in procedures, technology, or personnel.
BONUS: Put the SOP in your project management software: Put the SOPs into a template in your project management software! Then next time you do the event or engage in the process, you just copy the template, assign responsibilities and due dates, and voila! you’re ready to take action!
Example SOP: Processing Donations
Process: Processing individual donations received online or via mail.
Steps:
Receive Donation:
Check incoming donations daily.
Sort donations by type (online, mail).
Record Donation:
Enter donation details into CRM or donation management system.
Include donor information, donation amount, purpose (if specified), and payment method.
Acknowledge Donation:
Send personalized thank-you email or letter within 48 hours.
Include donation receipt and tax information as applicable.
Deposit Funds:
Prepare deposit slip or online transfer request.
Submit funds to designated bank account promptly.
Reporting:
Generate monthly donation reports for finance and development teams.
Analyze trends and donor demographics for strategic planning.
Making It Easier with Strategic Use of AI Tools
AI can help you streamline this process. If you have listed processes or events that you regularly host, but you realize that every time you do it, you’ve done it differently, AI can give you a boost. Just ask ChatGPT to “Write up the steps to host a donor thank you event,” and see what it tells you. From there, you can customize the SOP that the AI wrote for you to the processes and procedures you actually use. If you’re really lost, this helps put you on the right track…but you absolutely MUST EDIT what AI generates to tailor it to your nonprofit. AI is smart, but it doesn’t know what you do all day every day (yet…?)
Conclusion
Creating and maintaining SOPs is an investment in the long-term success and sustainability of your nonprofit. By documenting processes comprehensively, you ensure that your organization can thrive even in challenging times or transitions. Start today by identifying key processes and drafting your first SOPs. Your future self—and your nonprofit—will thank you for it.
P.S. Remember, SOPs are your insurance policy for operational resilience. Begin documenting today and build a strong foundation for tomorrow’s success!
