Productivity Hacks for Fundraisers
Nonprofit leaders face unique challenges when it comes to staying productive. Many of our organizations were founded because there was an urgent need in our community…and we’ve never stopped living in the “urgent” zone. But productivity happens when you’re living in the “important, not urgent” zone.
That’s why we’re launching a three-part blog series packed with actionable productivity hacks tailored for nonprofit leaders and fundraisers that will take a little bit of the load off of your plate so you can get more done in less time. Whether you’re looking to master prioritization, streamline workflows, or leverage technology, this series is designed to help you work smarter, not harder—and keep that burnout at bay.
The Art of Prioritization: Focus on What Truly Matters
In the world of nonprofit fundraising, prioritization is more than just a productivity hack—it’s a lifeline. With competing demands, limited resources, and an overwhelming list of to-dos, fundraisers must stay laser-focused on what truly matters. But how do you figure out what that is? Let’s dive into strategies that will help you prioritize effectively and keep your mission at the center of everything you do.
Why Prioritization is Key
As fundraisers, we wear many hats: donor relations, event planning, grant writing, and more. Without prioritization, it’s easy to get lost in the noise of urgent tasks, leaving little time for the work that drives meaningful, long-term sustainability. Prioritization helps you:
Stay mission-focused by aligning your efforts with your organization’s core purpose.
Work smarter, not harder by focusing on tasks that deliver the greatest return.
Reduce burnout by eliminating unnecessary stress and distractions.
The bottom line? Prioritization isn’t just about getting things done—it’s about getting the right things done.
Start with Clarity: Your Mission’s WHY
Before you can prioritize, you need clarity on your mission and, more importantly, your mission’s WHY. Ask yourself:
Why does your organization exist?
What change are you working to create in the world?
Once you’re clear on your mission’s why, ensure every goal aligns with it. Goals should:
Accomplish the mission (e.g., delivering programs or services).
Support accomplishing the mission (e.g., building infrastructure or partnerships).
Raise funds for the mission (e.g., donor campaigns or grants).
If a task or project doesn’t meet one of these criteria, it’s time to rethink its place on your to-do list.
The Eisenhower Matrix: A Framework for Decision-Making
The Eisenhower Matrix is a powerful tool to evaluate tasks and ensure you’re focusing on what’s most important. Here’s how it works:
The Matrix:
Important and Urgent: Do these tasks immediately (e.g., responding to a donor’s urgent request).
Important, Not Urgent: Schedule these tasks (e.g., stewardship activities).
Not Important, Urgent: Delegate these tasks (e.g., routine administrative work).
Not Important, Not Urgent: Eliminate these tasks (e.g., unnecessary meetings or busywork).
By focusing on the "Important, Not Urgent" quadrant, you can proactively address long-term priorities without getting caught in constant firefighting.
The Power of Time Blocking
Time blocking is a game-changer for fundraisers and nonprofit leaders. No joke. It’s so simple, but every single one of my clients who has implemented it said that it was an absolute gamechanger in helping them feel more on top of things and making a bigger impact in their work. It’s the practice of scheduling specific blocks of time to focus on particular tasks or types of work. Here’s how to make it work for you:
Dedicate blocks for key activities: Reserve time for donor calls, proposal writing, or event planning. I don’t mean specific tasks, but a recurring weekly spot on your calendar (like a staff meeting) to do the work that will always be there. (Pro tip: Reserve your last hour in the office on Fridays for calling donors to say thank you or give them updates. There’s literally no better way to leave the office for the weekend than the confidence boost that will leave you with.)
Treat time blocks like meetings: Protect these blocks. Don’t move or cancel them unless absolutely necessary. If necessary, body double with a friend or colleague to make them feel even more like meetings. (Or join Sustain & Thrive! We protect an hour of your week to focus on fundraising.)
Set boundaries: Let colleagues know you’re unavailable during these blocks. If you have a door to close, put a sign on your door that lets colleagues know you’re not to be disturbed. If you are in an open office, create a sign to hang on your computer or cubicle. (I’ve even heard of people putting the signs on over-ear headphones.) If you work from home, put up an away or do not disturb message on any messaging platforms you’re required to have (like Slack, Teams, etc.)
If a rigid schedule doesn’t work for you, consider themed days instead. For example:
Marketing Mondays: Focus on social media, newsletters, and outreach.
Fundraising Fridays: Dedicate time to donor stewardship and campaign planning.
Even that’s too rigid? Block at least one day a week that you designate as a “no meetings, no calls” day where you know you can get deep work done without interruptions.
Evaluate Tasks with Long-Term Impact
As you approach any project or task, reconnect it to your organization’s mission and why. Ask yourself:
Does this activity advance our mission?
Is it the best use of our time and resources?
Are there more mission-aligned alternatives?
For example, if your board suggests a fundraising dinner, consider the time and effort required. Would a volunteer day create more impact while engaging donors in a way that also moves your mission forward? Always evaluate tasks and projects with your ultimate why in mind.
Homework: Take 30 Minutes to Prioritize
List your top 10 tasks for the week.
Reevaluate each task or project currently on your plate. Ask: Does this align with our mission’s ultimate why? If not, eliminate or delegate it.
Use the Eisenhower Matrix to categorize them.
Get the “urgent” stuff done fast to get it off your plate, and then do your best not to end up in that zone again.
Schedule time blocks this week for the "Important, Not Urgent" tasks in your calendar.
By taking these simple steps, you’ll start your journey toward prioritizing what truly matters—for you, your donors, and your mission.
