Nonprofit organizations usually struggle with two limited
resources – money and time. One Street’s
Priority Matrix is designed to help nonprofits achieve the most from the finite
time their team has to offer. Before using the Priority Matrix, the first step
is to ensure that everyone is serving in the best role for their character and
skills; both staff and volunteers.
In Cures
for Ailing Organizations, I emphasize finding proper roles for everyone
in an organization. Those who are experts and specialists should not be
expected to serve in leadership roles that require broad, long-term vision. On
the other hand, visionaries with leadership skills should know that their role
as leader is plenty and should not be expected to accomplish complex tasks. Some
individuals will want to hold multiple roles. Just make sure these roles are distinct.
By finding proper roles for everyone who wants to help your organization, you
will ensure that their time achieves meaningful success. And people who see
their efforts causing positive change will stay around for more.
Once everyone on your team is happy and effective in their
roles, the Priority
Matrix will become a useful tool toward greater efficiency. With it, you
can distinguishing between critical work that the organization relies on and
urgent tasks that require immediate attention. Critical work is always best done
well before it becomes urgent. And urgent work that is critical must be kept to
a minimum to keep stress levels low and prevent programs from being
compromised.
The matrix highlights ways to avoid the critical/urgent mode
by keeping your team working steadily on current tasks so they are never
surprised by a deadline. Note that 100% of volunteer time is shown in the
not-critical category. This is because non-leader volunteers should never be
placed in a position where the organization’s success depends on them. They are
still placed in the urgent section because the role of volunteers is to make
current projects even better.
Post this matrix where members of your team can check it to
make sure they are working effectively. Use it during planning meetings when inefficient
ideas are offered such as asking staff to spend time on tasks that are not critical
when volunteers are available to do that work.
This Priority Matrix is one of my favorite tools for
ensuring effective use of time in nonprofits. Do you have another favorite you’d
like to share? If so, please include it in the comments sections.
Sue
