Category: Office Culture

How to charm your program officer and have the best site visit ever!

Posted on by Vu

the-screamThere are few things in the nonprofit world as exciting and nerve-wracking as the site visit, the final step before getting a piece of that sweet, sweet funding. It is kind of like a date, a date where if you fail to impress, you may have to lay off staff and possibly not be able to help hundreds of clients who need the services, leaving you to weep alone in your office bathroom, consoling yourself with an entire bar of Trader Joe’s Pound Plus dark chocolate with almonds.

Program officers are special people. Smart and good-looking—in fact, scientifically 27% better looking than civilians—they can be intimidating. However, despite their great complexion and impeccable sense of style, they are also human. So if you are fortunate enough to get a site visit, there are things you can do to increase your chance of it being a successful one. Just follow these tips below:

Continue reading “How to charm your program officer and have the best site visit ever!”

An Executive Director’s Self-Evaluation

Posted on by Vu

Hi everyone. For the first time in my eight years with the organization, my board has decided to conduct a performance review. These are two words that send chills up and down every Executive Director’s spine, on par with “budget deficit” and “annual event.” The board had a clandestine meeting three weeks ago to talk about my performance as an ED. Soon they will meet with me to deliver feedback.

I’m nervous. I just know they’re going to say something like, “Vu, you’ve developed a reputation as a drunkard and a loudmouth. That’s affecting VFA’s image. We need you to stop mixing drinks at work. Also, funders are saying you’ve been dressing up as Oliver Twist during site visits and literally begging for money.”

Continue reading “An Executive Director’s Self-Evaluation”

7 self-care tips for nonprofit professionals

Posted on by Vu

Today, I was at the grocery store trying to decide whether it was worth it to buy twelve organic blueberries for five dollars, when I noticed chanterelle mushrooms. Chanterelle mushrooms! Already?! There is nothing in the world that I love more than chanterelle mushrooms, and yes, that includes my wife and new baby. With their bright orange color, sweet apricot aroma, and meaty texture, eating chanterelles is like being punched in the mouth by happiness. I eagerly anticipate them every fall, one of the few consolations for the melancholy end of summer. Delirious, I bought half a pound for seven dollars and came home, inspired to make a risotto.

Risotto can be a difficult dish to make. It involves a lot of stirring, followed by more stirring, then more stirring, and then you run to the bathroom for two minutes and come back and your risotto is burned and you’re all bitter…as bitter as your risotto.

While cooking, I thought, Dude, risotto is a delicious culinary metaphor for our work! Specifically, our pace of work. We are constantly adding broth and stirring! We talk about self-care all the time, but most of us suck at it. My staff, for example, work ridiculous hours, often late into the evening and on weekends. Last week I caught one of them sneaking into the office. He was supposed to be on vacation, and I specifically forbid him from coming to the office. “Go home,” I yelled, looking around to find some stones to throw at him, “get out of here! You’re not wanted!”

We all suck at self-care, and we burn out, and that is not good for us, our clients, our families, our organizations, or the field. Which is why, while making the risotto, I thought up these tips so we can all take better care of ourselves:

Assess what is on your plate and taking up all your time, and also what is draining your energy. Are you attending like way too many useless meetings? Are you on too many committees that meet in the evenings? Do you have annoying coworkers that you hang out with but you don’t really want to hang out with them too much, mainly because it’s fantasy football season and that’s all they can talk about? Listing these things out will be helpful, because then you can prioritize.

Make a not-to-do list: Every once a while, I make a to-do list, which I get through half-way, then other stuff get in the way, and I abandon it. Then I started making not-to-do lists, and that was much easier. You should try it. It can be a list of stuff you are currently doing that you might want to consider no longer doing, for example, do you really need to have a staff meeting every week or is biweekly ok? It can also be a list of stuff that you are currently not doing, but it’ll make you feel better to write them down and check them off. For example, on my list I have “Not sucking up to this one corporate sponsor; not attending this one management training; not attending this fundraising breakfast held by a partner organization.” Check, check, and check. I feel more productive already.

Determine what brings you energy. Make a list of stuff that makes you happy or that you enjoy. Hiking? Chocolate? Pictures of bunnies? Taking naps? Whittling small animals out of soap? Contra dancing? Self-care is about what recharges your battery. This list varies from person to person, and that’s OK. Sometimes self-care tips prescribe things that you should do, like exercise for 30 minutes each day. If those are helpful, great, but if not, they might make you feel bad because you can’t or won’t do those things. For some people, early morning yoga before downing a kale-flavored smoothie energizes them, and that’s great for them. For me, I’d rather juggle Ziploc bags full of live scorpions than do “yoga,” or drink “green smoothies,” or “shower at least once a week.” Find what works for you.

Do the crap that makes you happy: Every day, take time, even ten minutes, to do something on the list you made of things you enjoy. If you enjoy them, it shouldn’t be a chore for you to do them. Still, it may be hard at first, because habits can be difficult to develop, especially the good ones. At work, find stuff you can do while working. For example, taking a break to look at pictures of cute animals (which actually is proven to increase productivity); listening to your favorite 90’s hip-hop songs while writing that grant; or making sock puppets during meetings.

Recruit your coworkers: It’s often more fun to do things with other people. Chances are, everyone in your office is as stressed as you are. At the next staff meeting, share and brainstorm ideas for self-care. Select a couple of them to implement. Don’t be overly ambitious, or you’ll feel like crap if you are not successful. Explore a new restaurant together for lunch once a month. Go on a walk as a team once a week. Have an office talent show to display your awesome sock puppets. Of course, if your coworkers actually drain your energy, then maybe just avoid them until fantasy football season is over.

Learn to say no: Self-care is also a lot about self-protection, specifically from excessive demands. I find that the only reward for competency is more work. The more competent you are, the more people will ask you do to stuff. But, luckily most people usually understand when you say, “I’d love to help, but I can’t take on any more responsibilities at this time.” You can also preemptively buffer yourself from being approached in the first place by feigning incompetence, which I have been successfully doing for years.

Stop feeling bad about self-care: It’s amazing how many people stress out about self-care—“Eeek, I’m not doing enough self-care!” or “Eeek, I’m not doing self-care right!”—which I find to be very ironic.  Dude, self-care is about feeling good, so if thinking about how to make yourself feel good is making yourself feel bad, then knock it off for now, maybe come back to it later. Also, don’t let others make you feel bad about what brings you energy. I happen to watch probably way too much TV. At the end of each work day, I’m exhausted from hours of thinking and making decisions. What brings me energy is NOT having to think or plan or decide or be creative, and TV is awesome for that.

Hell, if work brings you energy and hasn’t been negatively impacting other areas of your life, like your romantic relationship, then don’t feel bad about working too much either. I love my work, and for a long while it energized me with the feeling that the efforts may in some ways contribute to making the world better. The hours flew by. Work WAS my self-care. Now I have a baby, and priorities changed, and a lot of my energy comes from being a good father. But still, this work, with all its craziness and frustrations, is fun and important, and a huge part of taking care of myself is doing a good job at my work, including working evenings and weekends on occasion.

I hope those tips are helpful. Our work never ends. There is always more stuff to do, more grants to write, more donors to cultivate, more research to study, more management concepts to learn, more relationships to build, more program elements to improve, more meetings to attend. And since this work is so critical, with real people being affected, finding down-time can be challenging, sometimes even guilt-inducing. If we stop stirring, we feel like the risotto may burn. But if we don’t stop stirring to take care of ourselves, we will all burn out. And then who the hell is going to make the delicious wild mushroom risotto of equity and justice for our community?

What do you do for self-care? Please add your tips in the comment section. See you later. I’m going to go enjoy my slightly-burned chanterelle risotto while watching “Under the Dome,” an enjoyably awful TV show.

PS: @AllAmericaCity on Twitter pointed out something obvious that I missed: Laughter. Duh! This was one of the reasons why this blog was started in the first place. We must be able to laugh at ourselves, and we should find other things that make us laugh. Poorly-organized panels? That’s funny. Applying to a grant and being called in thinking you are advancing to the next stage only to get kicked in the groin, that’s hilarious!

Work styles: Are you a Dragon, Pegacorn, Phoenix, or Griffin

Posted on by Vu

 

beast-986054_960_720[Note: The set of creatures originally comprised Dragon, Unicorn, Phoenix, and Lion-Turtle. Due to copyright and other reasons, it has been changed.]

Most of us in the field have done various “behavioral styles” activities.  With so much of our work being relationship-based, it is important for us to understand one another. This will lessen our chances of strangling our coworkers or boss or board members or even some funders or clients.

There are dozens of categorization systems, some using color, directions, or adjectives such as amiables, expressives, drivers, analyticals; or controllers, stabilizers, persuaders, analyzers, etc. Whatever the system, everyone tends to agree that there are four different behavior styles.

It is always good for us to get regular refreshers on what those four styles are. But colors and directions and adjectives are so boring. Here, I’ve relabeled the styles after bad-ass mythical creatures, each awesome (and also sometimes sucky) in their own ways. Find out which style you and the people around you are, and then try to get along with everyone.

How do I know which bad-ass mythical creature I am?

The best way is for you to show this blog post to three or more people, ask them to read it, and then tell you which of these styles most closely describes you. That’s because what we think we are may be completely different from how others perceive us; for instance, I used to think I was an amazing beat-boxer, but based on feedback I was really more like a dying weasel with a spittle problem…

If you’re too lazy to ask three people, just take this one-question quiz below.

When you read the title of this blog post, what was your first thought?

  1. Whoo hoo, Dragons, Pegacorns, Phoenixes, Griffins! Sounds like a drinking game!
  2. This is stupid. I don’t have time to read blog posts about work styles. I have stuff to do.
  3. Hm, this article sounds silly, but I should read it to determine if it has any validity.
  4. Aw, someone took time to write this blog post. I should read it because they spent so much time working on it.

If your answer is 1, you’re a Phoenix; 2, you’re a Dragon; 3, you’re a Griffin; 4, you’re a Pegacorn.

Note: Everyone tends to have a dominant style. But we all have all styles within us, and they change depending on context. You can be a Dragon at work, but a total Pegacorn at home, for instance. Or you can be a Griffin in the board room, but a Phoenix at a gala. See “Have you flipped your iceberg lately?” for part 2 of this.

Dragon

(Red, North, Fire, Controller, Director, Driver, Dominance, Decisive, Sophia)

“When is this meeting over so we can do stuff?”

dragon_stickerWhy Dragons are awesome: Dragons are decisive and like to get stuff done. They are action-oriented and efficient. They hate long meetings, and they’d usually rather juggle live cobras than have to do a wishy-washy ice breaker. Dragons will drive teams to take actions and to be expedient. They wish you would stop reading stupid blog posts like this and do something, like your job.

Why Dragons sometimes suck: They can be brusque and impatient. In their drive for action and efficiency, they can make mistakes. And they can run over people. Then they might roll their eyes when the people they run over want to talk about their feelings. Feelings are for losers, according to Dragons, because while people are all experiencing emotions and crap, stuff is not getting done.

How to best work with a Dragon: Get to the point quickly. Be action-oriented. Don’t make them share their feelings. Just do your job.

Dragons will have most conflict with: Pegacorns. They find Pegacorns to be indecisive, emotionally weak, easily manipulated, and their focus on harmony and snuggling an annoying waste of time.

Phoenix

(Yellow, West, Air, Persuader, Socializer, Expressive, Influencer, Interactive, Blanche )

“Let’s go to Happy Hour after this meeting!” 

Why Phoenixes are awesome: phoneix_stickerPhoenixes are visionary, big-picture thinkers. They are optimistic, trustful, and have unlimited energy. They bring fun wherever they go. They are creative and spontaneous. Phoenixes are great at building relationships, since they are charismatic, great talkers, and excellent at convincing people to think and do things differently. They love to get everyone to go out for drinks after work. They like to be around people, and they’re often hilarious.

Why Phoenixes sometimes suck: They can be unfocused and fail to follow up on things that are not fun, which, unfortunately is about 85% of work. They are not good at details and get bored easily. They can be distracted and distracting, and sometimes they burst into songs, which, depending on the timing and frequency, can be either endearing, or make you want to throw a stapler at them.

How to best work with a Phoenix: Get to know them on a personal level, and let them get to know you. Participate in the stuff they suggest, praise them, and go out for drinks with them. (Hint: Phoenixes like to buy people drinks)

Phoenixes will have most conflict with: Griffins. They find Griffins to be way too serious, stuck-up, and boring as hell.

Griffin

(Blue, East, Earth, Analyzer, Thinker, Analytical, Conscientious, Cautious, Dorothy)

“I’ve prepared handouts for everyone for this meeting.”

Why Griffins are awesome: Griffin_stickerGriffins are diligent, careful, logical, and accurate. They take time to do their work, so it is usually high quality. They are detailed oriented, often picking up stuff that other people miss. They love processes, data, and well-reasoned arguments. They bring grounding and balance to any team, encouraging everyone pay attention to boring technical crap like objectives and timelines and data. They are not sure this description of them is accurate; they need more time to think about it first.

Why Griffins sometimes suck: They require a lot of time to think and plan, which can be annoying. Also, they keep wanting more and more data, and keep asking questions all the time, like “what’s the budget for this?” and “what was the process for coming up with this budget?” which can be infuriating. Sometimes they seem boring, since they often like to keep work life and personal life separate, meaning they might seem stand-offish when everyone goes out for drinks and they don’t.

How to best work with Griffins: Be specific, thorough, and demonstrate that you have thought thoroughly about stuff after doing research. Be consistent and predictable and don’t seem too impulsive.

Griffins will have most conflict with: Phoenixes. They find the Phoenixes to be silly, narcissistic, drunkards, and time wasters.

Pegacorn

(Green, South, Water, Stabilizer, Relater, Amiable, Steady, Stabilizing, Rose)

“Let’s make ‘snuggling’ the first item on the agenda.”

Why Pegacorns are awesome: Pegacorns are considerate, thoughtful, and good at listening. pegacorn_stickerThey like harmony and use their pegacorn powers to help people get along. Pegacorns will always be on the lookout to make sure everyone is comfortable and no one feels left out. They are good at mediating conflicts and getting people to hold hands and snuggle and crap like that. Even though they are gentle, they will stab injustice in the face with their horns of equity. 

Why Pegacorns sometimes suck:  Pegacorns are always searching for consensus, so they can be indecisive, needing to check in with everyone. They can be conforming, insecure, and wishy-washy. Wanting to avoid conflict, sometimes they bottle up their feelings, absorbing the stress until it reaches a breaking point, and then they explode, getting messy pegacorn bits all over the place.

How to best work with a Pegacorn: Do what you say you’re going to do, be kind and considerate to everyone, tell them you appreciate them.

Unicorns will have most conflict with: Dragons. They find Dragons to be insensitive and thoughtless clods who don’t value others’ feelings.

***

I hope that was helpful. Remember, no one mythical creature is better than any other. A good team will have at least one of each of the styles. And also, keep in mind that while we each have one dominant style, we can (and should) learn other styles and transform into different mythical creatures as situations demand. If we can all learn each other’s styles and learn to work with one another, maybe, just maybe, we will survive planning the next annual fundraising event.

***

Make Mondays suck a little less. Get a notice each Monday morning when a new post arrives. Subscribe to NWB by scrolling to the top right of this page and enter in your email address. Also, join the NWB Facebook community for daily hilarity.

Donate, or give a grant, to Vu’s organization, Rainier Valley Corps, which has the mission of bringing more leaders of color into the nonprofit sector and getting diverse communities to work together to address systemic issues.

Also, join Nonprofit Happy Hour, a peer support group on Facebook, and if you are an ED/CEO, join ED Happy Hour. These are great forums for when you have a problem and want to get advice from colleagues, or you just want to share pictures of unicorns. Check them out.

Oh, and support the maintenance of this website by buying NWB t-shirts and mugs and other stuff.

10 Steps for a Kick-Ass Emergency Succession Plan

Posted on by Vu

pantsMost people who know me know that I have only one pair of shoes and one belt.  They are both made of vegan fake leather and look crappy. That’s because I got married and thus no longer have any incentives to look attractive. Plus, we Executive Directors of small nonprofits must project the aura of scrappiness and frugality.

One morning, though, I had an important meeting and could not find my belt. I spent thirty minutes looking for it, getting more and more frantic. With no time to run out and buy a new belt, I went about my day with a dress shirt tucked into my beltless pants like an animal. An animal!

What’s the point of this story? The ED or CEO of a nonprofit is kind of like a beat-up leathery old belt that holds up the pants of the organization. And like in my wardrobe, there is only one. Life is unpredictable, oftentimes cruel, and yet filled with unimaginable beauty. But usually it’s just cruel. Who the heck knows what could happen? (Which is why I wrote this letter to my newborn son in case I died early, with important life lessons like “be nice to people” and “recycle”). In the terrible worst-case scenario, the ED could get into a tragic accident and die or otherwise become incapacitated. In the best scenario, he could be offered his dream job of starring in a vegan culinary travel show where he eats and drinks his way around the globe. In either of these scenarios, or a variety of other stuff that could happen, the organization is now left without a leader.

That is why it is so important for all organizations to have ESP (Emergency Succession Plan). Now, there are all sorts of ways to go about developing this plan. For the ESP, though, it is more important to have a decent plan right away than a perfect plan that could take a while to create. Which is why I jot down these helpful tips. Follow them and in no time your organization will have a workable plan, just in case the Food Network calls your ED:

Step 1: Emergency succession planning is really the board’s responsibility, so add this to your next board meeting agenda. Seriously, if you don’t have an ESP in place, put this on your agenda. Assign the task to a board member to lead, preferably someone who has HR experience and understanding of the staffing structure.

Step 2. With the assigned board member in the lead, form a committee. Like with other committees, no one is going to want to join. You can attract them by calling it the Emergency Succession Plan Task Force (ESPTF) and coming up with a cool code name for the work at hand using Greek letters and mythological figures, like “Operation Alpha Omega Morpheus”

Step 3: The ED may be the one to push for an ESP and may join the task force, which is great, but if not, someone from the ESPTF should sit down with her and explain the need for the plan and get her perspective on the important things about her work that the task force should take into consideration, along with her thoughts on who may be potential candidates to serve as acting ED in case something happens to her. If she starts freaking out and crying, wondering if she did something wrong, refer her to this blog post.

Step 4: The ESPTF should define the skills and experience needed in an acting ED to help the organization remain functional during the transition. While every nonprofit is unique, there are certain skills that all EDs have in common: Breaking up fist-fights among staff, going to meetings, making inspiring speeches, herding cats, and begging for money.

Step 5: Define a sequence of actions that the board should take in the case Operation Morpheus must be activated. Depending on whether the situation is temporary or permanent, these actions may include calling an emergency meeting, choosing an acting ED, forming a hiring team, changing signing authorization for checks, panicking, etc.

Step 6: Determine a chain of succession, kind of like we do for our government. If something happens to the President, then the Vice President is in charge, and next is the Speaker of the House, etc. You may have a Deputy Director who may take over temporarily, followed by the Director of Operations. Most nonprofits, though, don’t have clear-cut positions like that. At VFA, for example, our succession chain may look like “Program Director/Office Manager, followed by Development Director/Janitor.”

Step 7: Identify important people you need to notify. These include program officers, major donors, contract monitors, partner organizations, clients, etc., Figure out who would be in charge of talking to whom. People might start freaking out, especially if they learn about things second-hand, so it is good to have clear and prompt and personal communication.

Step 8: Work with the ED and other staff to compile copies of important stuff that the acting ED needs to do his work, for example IRS determination letter, bylaws, board meeting minutes, EIN, past 990s, audited financial statements, business license, charitable solicitation license, office lease, bank info and contact, insurance policy number and contact, office security info and contact, office safe combo, computer passwords, water cooler delivery schedule, etc. We EDs tend to hold all this information in our heads, so it’s good to write it down.

Step 9: Finalize the plan and get to the board to approve. Do not make the plan public, or you might freak out people further; keep it among the board and key staff. Designate a board member (usually the chair) to hold a copy of the plan in a secure location away from the office. Another copy should be held at the office in a secure location where no one would look; at the VFA office, that location would be the fresh vegetable compartment of the fridge.

Step 10: Schedule a time once a year to update and revise the plan. Also, update it when there’s significant change in the organization’s structure or staff.

I hope that’s helpful. Let me know what your organization does and if there are steps I left out. Of course, the ESP is just for that, emergencies, and hopefully you never have to activate Operation Morpheus. All organizations should also be working on long-term succession planning, ensuring staff are developing skills and experience to move up the ladder, that there are opportunities for cross-position training, etc. Only by being thoughtful and diligent can we all keep our pants up.