Not-for-Profit Toolkit

FROM SUSTAINABILITY TO SURVIVABILITY 🔧

Steve Zimmerman wrote the book on the Sustainability Matrix tool that not-for-profits across the country have used to prioritize programs and help board, staff, and other stakeholders better understand organizational finances. His article, How Not-for-profits Can Manage Uncertainty Amid Crisis, overviews key financial steps plus provides a cashflow worksheet and the matrix-map tool.

ENGINE OF IMPACT DIAGNOSTIC 🔧

Tool offers a detailed roadmap "for turning a good not-for-profit into a great one.” – Good to Great author Jim Collins. Consists of a 10- to 15-minute survey that produces an assessment of your organization’s performance in the seven essential areas of strategic leadership.

EXPLORING STRATEGIC PARTNERSHIPS

Partnerships can be a way to increase impact, realize operating efficiencies, or bring together leadership talent. This short discussion outline helps begin a frequently uncomfortable conversation with your board.

IS EARNED INCOME THE SOLUTION TO YOUR FUNDING NEEDS?

There is a trend of not-for-profits exploring business ventures as an alternative source of revenue to traditional sources. This article provides a short checklist to help determine whether your business idea will advance your mission or distract you from it.

MERGERS THAT WORK

Though the idea of merging with another not-for-profit is often viewed as a last resort, research is showing positive outcomes on impact and sustainability.

THE DISRUPTION CANVAS 🔧

With much discussion about scenario planning and responding to our new environment, this free tool can be used to think through how your people, organization, and community are being impacted and explore options to respond.

WHAT IS CAPACITY BUILDING 🌟

Find out why capacity building is important for the infrastructure of your not-for-profit. This resources provides several links to additional resources for leaders and grantmakers.

TEN STEPS TO CREATING YOUR FUND DEVELOPMENT PLAN 🌟

Not-for-Profit consultant, Tina Cincotti, shares 10 steps that will help you to see the big picture while developing your plan. Follow the link within to download the worksheet that accompanies the ten step plan.

5 GROWTH STRATEGIES FOR SMALL NONPROFITS 🌟

A recap of a webinar presented by Stina Rubin and Adria Orr. A recording of the webinar is also provided.

Responsibilities/Operations

• How board members can do the most good in the pandemic 
  Many board members are at a loss about how they should be responding in these difficult times. Where is the line between micro-managing and leading?
• Responsibilities of a not-for-profit board member
  Serving as a board member of a not-for-profit should be enjoyable, but also a serious responsibility. This short article overviews 10 aspects of the board member’s role to pay attention to, and that it is more than attending an occasional board meeting.
• Candid conversations about board governance
  Discussing areas for improvement related to board governance can be difficult, but are critical to organizational success. This “tip sheet” offers guidance and additional resources on governance areas most likely to be a challenge for boards of small-to-mid-size not-for-profit organizations.
• Evaluating the executive director/CEO
  One of the most important responsibilities of the board is to evaluate the work of the executive director or CEO and regularly discuss progress toward organizational goals. This article provides an evaluation form (Word format) to use as a starting point.
• Succession planning for the not-for-profit board chair
  The board chair is a pivotal role for both the board and the organization. The board chair sets the tone for leadership and accountability and can move the organization forward or leave it to muddle through. This 8-page white-paper guide provides great insights for a new or long-term board chair.
• Emergency Executive Director/CEO succession
  It can be an uncomfortable conversation to start but every organization should have an emergency succession plan for the ED/CEO and other key staff. This toolkit provides a detailed overview and sample forms.
• Developing a simple “dashboard”
  Not-for-profit board and staff leaders love the idea of a dashboard to visually illustrate what is going well and where the organization is falling short; but it can seem like an overwhelming task. Here is a simple way to start with a green, yellow, red light tool.
• What Governance Policies Should You Have? Conflict of Interest, Gift Acceptance, Whistleblower, Document Retention, etc.
  This brief article gives you a quick overview and points you to resources for examples and templates you can adapt to your organization.
• Code of Conduct and Ethics 🌟 🔧
  This downloadable document from Boardsource outlines the code of conduct and ethics required by members of the board. This document includes in depth definitions, practical tips, and some sample codes of ethics.
• Checklist of Board Roles and Responsibilities 🌟 🔧
  Boardsource provides an easy list of basic board roles and responsibilities. Can your board check all the boxes?
• Crisis Communications 🌟
  Does your board have a strategy for when the unexpected arises? Here are four things to consider when planning for organizational crises to ensure that the events are handled legally and ethically.
• Handling Board Conflict 🌟
  Use these key tips to manage conflict in your board meetings and ensure that all board members can have candid and productive discussions.
• How to Read a Profit and Loss Statement 🌟
  When it comes to understanding your business’s success at a glance, nothing reveals more than your profit and loss statement. Utilize this resource to familiarize yourself with the P & L statement and the ways it can give insight into the financial health of your organization.

Diversity

• Taking action on board diversity
  A board that is homogenous in any way risks having blind spots that negatively impact its ability to make the best decisions and plans for the organization. This two-pager outlines 5 key questions to help articulate the importance of diversity and put it into practice.
• 10 steps to a more diverse board
  Understanding the importance of a diverse board is a start, understanding how to get there may seem daunting. This article outlines 10 unique steps that your board can take to move the needle.
• Accelerating not-for-profit diversity
  According to BoardSource, not-for-profit board member makeup has nearly achieved complete gender equality, but there is a huge imbalance with regard to race and age. This article highlights the factors your organization should discuss and implement to develop a more diverse and inclusive board.
• Beyond political correctness: Building a diverse and inclusive board
  Exceptional not-for-profit boards recognize that diversity is essential to an organization’s success. They see the correlation between mission, strategy and board composition and understand that establishing an inclusive organization starts with establishing a diverse and inclusive board
• Diversity, Equity, Inclusion Findings Report 🌟
  Read through this in-depth report about diversity, equity, and inclusion among boards. These findings will help illustrate the importance of ensuring your board is diverse and reflective of the populations being served by your organization.
• Why Does it Matter Q&A 🌟
  This Q&A guide will lead you through why board diversity matters and is important to prioritize.

Recruiting and Orientation

• Board member recruiting event
  Locally, you can register and participate in Leadership Indianapolis' annual Get on Board event where hundreds of potential board members visit with 100 not-for-profits.
• On-board with vigor
  It is common for board members to say that it took them a full year to understand their role. An intentional orientation and engagement process help new board members contribute from the start.
• 15-page “sample handbook”
  Provides board member recruiting and application forms plus an outline for a basic board member orientation (2019).
• CEO Do’s and Don’ts for Board Recruitment 🌟
  Here is an easy do’s and don'ts list for CEOs working to recruit members for their board.
• Building a High Impact Board🌟
  This resource provides a detailed look at the board recruitment process and provides several steps and tips to recruit effectively.

• An opportunity to operationalize equity: A Racial Equity Toolkit
  Provides strategies and actions that reduce racial inequities and improve success for all groups. Racial equity tools are designed to integrate explicit consideration of racial equity in decisions, including policies, practices, programs and budgets. (updated 2016)
• Racial equity tools
  Provides a plethora information and tools that are designed to help organizations, communities, and activists as they work to understand and respond to the current situation (and for the long haul) as it relates to racial equity.
• Charity Review Council DEI Toolkit ($500)
  In order to meet DEI standards, organizations needed a self-administered tool that was affordable and focused on organizational development versus individual training. Self-administered assessment tool.
• Accountability Principles 🌟
  This tool supports and guides organizations that are ready to advance their racial equity work.
• Tools for Accountability 🌟
  CICF’s list of resources and tools for anyone looking to take the initiative to learn more about equity.
• Racial Equity Glossary 🌟
  This glossary can be helpful tool for creating a shared understanding when discussing racial equity.
• Continuum on becoming an anti-racist organization 🌟
  This PDF can help you assess where your organization is in its journey to become anti-racist and help you set goals you need to get there.

GENERAL

• A Top 10 List of "Tips & Tricks" for Giving Tuesday
  Ramp up your Giving Tuesday game from our friends Michael Pettry and John Mainella at Cape Fletcher Associates.
• Rethink how you are communicating with donors during today’s pandemic 
  This wisdom packed article from an author with 41-years of fundraising experience suggests your organizational focus to what you can do vs. what you cannot do.
• Charity gaming/raffles require registration with the State of Indiana
  Though not-for-profits can host fundraising events centered around activities like bingo and raffles, the state does require registration and licensing.
• How to hold a private raffle
• Building a culture of philanthropy
  The Evelyn &Walter Haas, Jr. Fund is funding research to help every not-for-profit knock down the silos within their organization to engage every board and staff member.
• Guide to Fundraising 🌟
  This guide includes a detailed pro’s and con’s list for ten different fundraising strategies.
• Sponsorship Ideas for Virtual Events 🌟
  This resource offers 33 ideas for delivering value to sponsors.
• 3 Types of Fundraising 🌟
  This graphic breaks down the basics of annual, major, and planned gift giving.
• Gift Acceptance Policies 🌟
  Preparing a gift acceptance policy can help mitigate any gifts that your nonprofit simply may not want to - or should not - accept.
• Capital Campaign Gift Range Chart 🌟 🔧
  This toolkit provides what you’ll need to have a successful capital campaign.

Donor Engagement

• Three not-for-profit fundraising ideas that sound good but aren’t
  Here three common approaches to sidetrack your real fundraising potential.
• Improve donor retention just 10% to dramatically improve your fundraising results
  This short article shares how to calculate your donor retention rate and keep donors engaged longer (Not-for-profit Pro, 2014).
• Diversify Donors 🌟
  This webinar will show you the steps to take before seeking donors of color, how to find supporters of diverse backgrounds, and tips for engaging in meaningful ways. The cost of this webinar is $89 and is worth 1.25 CRFE credits.
• Tainted Donors 🌟Here are some quick tips on how to prepare for rejecting funding from donors with tainted reputations.
• 9 Socially Distant Ideas
  9 strategies for keeping your donors engaged while socially distanced.
• Donor Stewardship Guide 🌟
  This guide provides 6 steps on building relationships and communication with donors.
• Donor Stewardship Plan 🌟
  Developing a plan can help keep stewardship best practices at the forefront

FUNDRAISING APPEALS

• 13 tips to write better fundraising appeals
  Terrific reminders when it is time to write that next letter or appeal.
• Mistakes that will sink your fundraising efforts.
  There are many rules and guidelines that industry pros have learned through expensive testing and their own mistakes. Learn about 5 key mistakes that could be harmful to your fundraising efforts.
• Language of Donation Appeals 🌟
  Make your appeals more appealing with these approaches to fundraising.
• How to Write a Donation Appeal in 5 Steps 🌟 🔧
  This resource not only includes 5 steps to writing a great donation ask, but also a worksheet and an editing checklist.
• Create a Sense of Urgency 🌟
  Find out why creating a sense of urgency matters in fundraising, followed by 10 helpful tips to do so.
• Avoid Jargon 🌟
  Consider this resource explaining why eliminating jargon could be helpful for improving your fundraising appeals.
• Difference between Campaign and Appeal 🌟
  Read about the important differences between a campaign and appeal before launching your next fundraising endeavor.

FUNDRAISING TECHNOLOGY

• Choosing a donor management system 
  Idealware is a not-for-profit that evaluates software solutions for not-for-profits. With dozens, maybe hundreds, of donor management packages to choose from, they offer reviews and insights.
• 10 Fundraising Tools🌟 🔧
  Each year Nonprofit Tech for Good features a new set of online fundraising tools that are timely and relevant for the year to come.
• Creative Examples 🌟
  This post looks at five successful fundraising campaigns, analyzing how digital fundraising technology can help a nonprofit increase donations, find new donors and extend the reach of a campaign.
• Nonprofit Tech Solutions 🌟 🔧
  Pond is a startup focused on alleviating two of the biggest stressors for nonprofit leaders: how to find the right tools and how to pay for them.

Foundation & grant research

• Foundation Center Library 
  The Indianapolis Public Library Central Branch provides free online access to directories to search for foundations to fund organizations. Use the “Ask a librarian” electronic feature, if you need help (chat, text or email).
• Grant research list
  Here is a broad overview of websites and services you can access to learn more about foundation and government grants that could be applicable to your organization.
• Getting started on grant research
  A helpful rundown of free tools to help with prospecting research along with tips and tricks to help get you started down the right path and make your research more fruitful.
• How to write a winning grant proposal
  Here’s a quick one-page introduction to take some of the mystery out of grant writing for funders who don’t provide clear instructions or proposals.
• GrantAdvisor 
  A crowdsourced anonymous review site for a not-for-profit to rate its foundation experience to provide and view feedback working with its foundations and grantmakers. Brief overview of the platform.
• Expert grant proposal review by Unfunded ($100) 
  Twice each year, this group of funding experts accept and review grant proposals in order to provide feedback.
• Grant Research Tools 🌟
  There are several different grant research tools with different strengths and weaknesses and dramatically different costs. To help nonprofits navigate the confusing world of grant research databases, The National Council of Nonprofits explored some of the available tools.
• 7 Tips for Grant Research 🌟
  This tool will give you 7 helpful tips as you make a plan to take on grant research.
• Corporate Grants 🌟Here is a source list of corporate grants for non-profit organizations (501C3) from major corporations in the U.S.
• Indiana Grants and Foundations 🌟
  A list of the latest Indiana grants and foundations.

STAFFING

• Hiring an employee vs. independent contractor
  When adding an employee, there are strict criteria to determine whether that person is an employee or an independent contractor.
• May employees also volunteer for your organization?
  Your employees care about your cause and they sometimes offer to help with something beyond their role. When is that allowed and when would you have to pay them overtime? (2013, Georgia)
• Do I have to pay overtime?
  This article explains how to separate employee roles that must be paid overtime from those that do not and avoid fines and liability.
• Considerations when hiring your next not-for-profit staff leader
  What are the most important skills your new staff leader needs? Is it to know the neighborhood? Is it a winning personality? This article outlines three key characteristics and why they matter for many not-for-profit leaders.
• Reducing unconscious bias in recruiting/hiring
  This article provides a useful framework to enable your organization to avoid screening out candidates or preferring candidates for reasons unrelated to their ability to deliver in the role.
• Hiring your first employee
  Moving from all-volunteer to your first paid staff member takes careful consideration and multiple steps of implementation and compliance. The State of Indiana wants to help you do things right and provides on-line resources plus chat and phone support. 
• Employee layoffs
  While it is always recommended that an attorney be consulted prior to layoffs, here are some useful insights as you consider the unfortunate possibilities.
• Free community HR resources
  If you don’t have an experienced human resources person on your staff or board, one of your board members can likely connect you to a helpful HR person in his or her office to volunteer to handle routine questions or even do a quick review of your employee handbook.
• LGBT Workplace Inclusion Guide 🌟
  This guide lays out several best practices to make your workplace LGBT inclusive.
• How to Conduct an Effective HR Audit 🌟
  The purpose of an HR audit is to determine if your organization’s policies are current and if they comply with federal and state laws governing the workplace.

Health & Safety

• Employee Health/Safety/Precautions
  The Indiana State Department of Health is the place to start for general information that is regularly updated.

working remote & Mental health

• How is the COVID-19 outbreak affecting your team? 
  This free tool for managers can be used to assess the well-being, remote readiness and specific needs of their teams during the COVID-19 outbreak.
• Useful wellness and mental health apps 
  A list of free and paid apps for meditation and relaxation and coping with stress and anxiety.
• Maintaining staff morale in the face of adversity
  Not-for-profits often face hard times. This simple dos-and-don’ts resource includes steps to reduce the negative impact of serious funding changes on staff morale.
• Mental Health Conditions in the Workplace and the ADA 🌟Psychiatric disabilities have a unique dynamic in the workplace because they are both very common and very misunderstood.  The purpose of this brief is to inform employers, job applicants and employees about legalities and practical strategies
• HR and Mental Health Accommodations 🌟
  This resource includes a helpful FAQ about mental health accommodations in the workplace.

Leadership

• What not-for-profits should do right now
  This article is a concise response to navigating the academic and provides links to two important tools – a worksheet to forecast cashflow and another to model financial scenarios. Includes short video intros to each tool.
• Loans: A guide to borrowing for not-for-profit organizations
  Because funds are often short, not-for-profits may consider borrowing money to pay the bills. This short article explains the appropriate use of borrowed funds.
• An executive director’s guide to financial leadership
  Though most not-for-profits have a bookkeeper or account who handles the day-to-day recordkeeping, the executive director/CEO plays a critical role in fully grasping the organization’s financial status and keeping the board informed.
• Telling your financial story
  Your board members and supporters can help you more if they understand your finances. This guide will help develop your financial story.
• Big Wigs and New Gigs
  Subscribe to this site to get weekly updates on Indiana businesses

Accounting/Audit Practices

• Serving as treasurer when there isn’t staff
  In very small not-for-profits, the bookkeeping and check writing roles can fall to a volunteer treasurer. This article provides a great job description and outline for a current treasurer or that a gracious financially-minded person who has agreed to become your next treasurer (2010).
• When/why does a not-for-profit need a financial audit
  Most very small not-for-profits do not need an annual independent audit from a CPA firm: there are alternatives to increase the board’s and funder’s confidence in your finances. This article outlines some typical revenue and funder thresholds plus three additional resources.
• P&L vs Balance Sheet🌟
  Both involve a company’s finances, but their differences are significant.
• Not-for-profit sample operating reserve policy 🌟
  This resource includes a PDF download to help you develop a reserve

Risk Management

• No business continuity plan? Here are 4 steps
  Special edition of the RISK eNews offers a highly simplified, quick-start framework to activate when your not-for-profit is currently facing an interruption to operations.
• Basic business continuity template
  Mercy Corps, an international disaster agency around since the early 1980s, has helped people recover from tough humanitarian emergencies. Offers a series of questions to frame any emergency.
• Potential Insurance Claims
  Since the pandemic shutdown is uncharted territory, your business insurance policy might make you eligible to file a claim with your insurance carrier.

Resources

• State of Indiana resource page for not-for-profits
  Forming or operating a not-for-profit in Indiana. This site includes best practices checklist, fundraising registration, how to apply for an Indiana Taxpayer Identification Number (TIN) and federal Employer Identification Number (EIN).
• BoardSource legal and compliance issues FAQs
  Compilation of governance-related questions posed by not-for-profit leaders over the past 30 years. Quick source for legal and compliance questions.

Advocacy vs Lobbying

• The difference between not-for-profit advocacy and not-for-profit lobbying
  The IRS places limits on the ability of a charitable not-for-profit to lobby, but what does that mean?
• Avoid political campaigning
  Federal tax law is very strict on the issue of political campaigning: A 501(c)(3) organization is absolutely forbidden to directly or indirectly participate in any political campaign on behalf of (or in opposition to) any candidate for elective public office, but what does that mean?
• Education/Advocacy/Lobbying 🌟
  This 30-minute presentation discusses the differences between education, advocacy, and lobbying; and what foundations and nonprofits are legally allowed to do.

Closing & Dissolution

• Steps to dissolving a not-for-profit
  Dissolving an organization can be a difficult and emotional process, but there are steps you can take to ensure that the process of winding down your not-for-profit is as smooth as possible.
• Closing down the right way
  This checklist provides steps for boards that are considering dissolution.
• State of Indiana resource page for dissolution of a not-for-profit
  Explains the two forms—voluntary or involuntary—and includes the legal procedure.

• Barnes and Thornburg LLP’s legislative tracker
  The daily-updated tracker provides a quick resource to check the latest government and agency developments. It is searchable by jurisdiction, policy area, bill status, keyword, in three different dashboards.
• FaegreDrinker: Question & Answer Employer Guide: Return to Work in the Time of COVID-19 
• Reopening on-site operations: Preliminary guide for employers 
  Published by Morgan, Lewis highlights key considerations employers should begin analyzing regarding how to reopen or expand operations, and offers practical implementation steps.
• The FrameWorks Institute
  Shares three ways to approach talking about the future in light of the pandemic and offers broader guidance on framing COVID-19.
• What was, is, and could be
  Simple visual activity to help reflect on the changing landscape and the challenges and opportunities resulting from the pandemic by Leadership Council (2020).
• Bridgespan's COVID-19 not-for-profit resource center
  Offers resources on effective strategy, organizational strength, effective leadership and financial health.

• The Fund Raising School at IUPUI
  A world-renowned resource that’s right down the street. They provide a wide range of training programs and certificates, on campus and on-line.Check out a selection of free resources available through the school:
  • Free webinars
  • Free podcasts
• The Association of Fundraising Professionals
  The Central Indiana chapter of this international organization meets monthly and provides a great forum to learn and network with other fundraisers.
• Charitable Gift Planners of Indiana
  For development professionals in designing and implementing charitable gift planning; providing continued education, mentoring and networking opportunities.
• Not-for-Profit News
  Free, local, weekly e-newsletter with 14,000 subscribers that shares information about local not-for-profits, training events, people on the move, and job postings.
• 33 Nonprofit Podcasts 🌟
  If you want to expand your fundraising network, learn new strategies for digital outreach, or listen to how other nonprofits have climbed the ladder of success, all you need is a pair of good headphones.

• 18 free marketing tools for not-for-profits
  This is an inclusive list of resources and shortcuts that allow you to advance your marketing and communications efforts with a limited budget
• 101 Best Practices 🌟
  101 Digital Marketing & Fundraising Best Practices for Nonprofits is a blog and webinar series (written and presented by Heather Mansfield) on website design, email marketing, online fundraising, and social media best practices for nonprofits, NGOs, and charities worldwide.
• Advertising support for not-for-profits 🌟
  This site provides strategic advertising support for not-for-profits