Step 5: Staffing

No matter how hard you try, one person alone cannot effectively operate a non-profit. It takes a team of people, not all of whom will share your dedication to a cause.

Let’s face facts: some of your staff must be paid. Typically these people have the highest profile—and highest stress—positions, requiring the greatest experience. Common titles are Executive Director, Office Manager and Director of Fund-Raising.

Non-profit staffs typically have three or more levels. The top level is your Board of Directors, which oversees the general operation and makes the big decisions. The Executive Director is responsible to the board—and an invaluable asset—while also overseeing day-to-day operations.

The Executive Director leads your Executive Staff. They ensure supplies get ordered and delivered in a timely fashion, there are enough people to handle the typical tasks, everything is running smoothly and most importantly, they are calm in a crisis.

Organizations that deal with the public—and by extension, the media—also need an executive who looks good on camera. The “Face” is attractive, articulate and has a ready answer for every question. This person may not make the decisions but is responsible for conveying those decisions to the public.

Another key leader is the Fundraiser. They schmooze with business and civic leaders, politicians and anyone else with money. Their goal is keeping your coffers full enough so your organization can do its job.

Your executive staff also includes a Lawyer and an Accountant, both of whose advice is critical. Pet-related charities should also include a Veterinarian at this level since their input will help keep all the animals healthy and therefore adoptable.

Also part of the executive cadre are non-profit versions of department heads. They include:

· The Volunteer Coordinator, who assigns volunteers their various tasks and makes sure enough volunteers are on hand.

· The Recruiter, who constantly seeks out new volunteers. The Recruiter is always busy because volunteers come in, work for a little while, then get bored and move on.

· The Communicator, who writes and sends out the press releases, updates the online newsletter and lets the community know what is going on (i.e., what you need money for this time).

· The Adopter (for pet groups). This is the person who meets the people adopting pets, walks them through the adoption process and helps guide them as they select an animal. This person must be outgoing and friendly all the time.

· The Special Events Coordinator. Effective non-profits are always holding events, so it makes sense to have at least one person handle them exclusively. This person makes sure all the participants know when and where to meet, the performers are hired, contracts signed, etc.

Often people hold more than one title. For example, the Recruiter and Volunteer Coordinator might be the same person. Your task lies in having enough people to handle the myriad tasks that need doing yet not having so many staffers, large amounts of time are wasted.

The final group is the key to your success: the Volunteers. These are people who are giving up their time to help you. Volunteers need to be handled carefully because without them, nothing gets done. Praise them often and loudly. Thank them at every opportunity. Guide them but don’t criticize them.

Recruit them carefully and check references, especially when they deal with money or the public. Treat their positions like paid jobs. Teach them how to perform their tasks, make sure they enjoy them and if they don’t perform, assign them something else.

How you handle your volunteers is part of the next section, Step 6: Flexibility.