Nonprofit CEO/ED Toolbox
- Amber Parker
- Jan 2
- 8 min read
Being a nonprofit leader is often difficult. I won’t sugarcoat that. You may have limited resources (money, staff, etc.), or you may inherit an organization with a bad work culture or one that is struggling in all ways. Or you may walk into a great organization that is thriving. No matter what the situation, your work and mental health will be elevated by incorporating a few or all of the tools below.
The Basics and/or If You or Your Organization Has Limited Resources
Close Colleagues Who Understand Your Work – Building a peer support network of nonprofit leaders is one of the best ways to support your work and your organization and keep your sanity. A partner, spouse, or close friend is great to talk to, but sometimes you really need to talk to someone who completely understands what you’re dealing with.
A Good Therapist - Believe me when I say that you deserve to care for your mental health as much as your physical health…two things many leaders ignore to their future detriment. When you’re leading people and working to meet a mission, you can often overlook your own needs. Don’t do it. I hope you have the resources to secure a therapist. However, if not, find other ways to support yourself to avoid burnout. There are free online support groups for nonprofit leaders and, surprisingly, ChatGPT can be a great reflective resource.
A Preferred Way to Take and Keep Notes – Invest in an affordable journal, notebook, or app that works for you. I keep two separate journals. My daily work/catch-all journal is a Leuchtturm1917 (A5). I can’t say enough good things about this brand’s quality, beautiful paper, durability, and fun colors. Mine is a constant companion full of meeting notes, lists, doodles, and ideas. I also keep a Traveler’s notebook for personal journaling, art, and travel. If you haven’t seen a Traveler’s notebook, you should check it out. It’s a basic leather binding into which you can place multiple booklets that can be blank, lined, with calendars, etc. The customizability and classic, chic look have created a cult following. Whatever style of note-keeping you choose, make sure you love it.
Healthy Snacks and Hydration – This may seem obvious, but there might be days when you’re so busy you may miss a meal. Having a few protein bars or other nutrient-dense snacks can get you through and keep you from making snack choices that will make you feel crummy for the rest of the day. And let’s not forget your emotional support water-carrying device. Mine was a Nalgene bottle for decades. Now it’s a lovely seafoam green Simple Modern 40 oz water tumbler that I cart around like a security blanket.
Conflict Resolution Skills or Training – Conflict resolution between staff members, partners, or members of the public will be required more than you think. Understanding how to de-escalate a situation or provide good facilitation for discussion is critical to your role. You can find training through workshops, online webinars, or even YouTube videos.
Mindfulness Practice – Learning to sit with yourself in silence is one of the most empowering and soothing things you can do. Mindfulness helps us quiet that awful inner voice that lies to us all the time and helps us see the truth of a situation without ego or emotions from past traumas getting in the way. It will lead to being fully present in meetings, allowing your mind to flow with new ideas, and being aware of the beauty around you.
Time Management Tools – Find a way to keep track of your work, yourself, and your staff. You may only need a calendar or you may need a full project management tool, but starting with something completely free like Google for Nonprofits is a great way to begin.
Recognition Rituals – This is one of the hardest things for me to remember to do and one of the most important. Recognition rituals are ways for you and your team to honor your collective work and recognize positive movement. I sometimes forget to celebrate the amazing job we did on a gala event or during a crisis, but I’m working on it. Recognition rituals don’t have to be extravagant. Maybe It’s a quick dance party in the office or a handwritten note to someone. For your personal work recognition, at the very least, make sure you sit with the success for a bit so that you can feel it. I also believe sharing your joy or satisfaction with a personal triumph with your coworkers is important to model this behavior for them as well as to let them in on what you do on the daily.
A Journal – Use this for self-reflection and gratitude; a basic notebook works great, but see above for some fun ideas.
A Hobby That Grounds You – You are not your job. Say that out loud because it’s important. Many of us gain our identity from our work (hello, childhood trauma response), which means everything that happens at work overlays all parts of our lives. Bad day at work, bad life. Finding what you love to do and people to do it with is critical for a happy life. It took me a long time to realize that, and it’s taking even longer for it to sink in. You are not your job. Your job is there to allow you the resources to enjoy your life. Find out who you are outside of work and double down on being yourself.
Boundaries and Saying No – I was told when I started at one organization that the earlier administration said yes to pretty much any revenue-generating activity, no matter whether that activity met the mission. It’s common for people in nonprofits to have a scarcity mindset where they constantly worry about resources. However, if we don’t create boundaries for our organizations AND OURSELVES, we’ll find both going down paths that don’t serve us or our community. That’s why it’s very important to set boundaries for your organization AND YOURSELF to make sure both are on paths that lead toward positive outcomes.
Wardrobe Change and a "Go Bag" – How many times have you had to do a surprise news interview or gotten a last-minute meeting request and were dismayed to find you wore a comfy outfit to work that day because you didn’t think you needed to be more formally dressed? It’s a great practice to have a more polished shirt or outfit in your office or car that you can pop on quickly. In addition, having a “go-bag” stocked with items you already have, like chargers, toiletries, and business cards, is super helpful. It will keep you organized and on top of your game.
Work-Life Integration Plan – I’m adopting this in 2025. After 32 years in nonprofit leadership, I’ve realized that my work-life ratio is too skewed toward work. It’s time to be more intentional about living a life of joy and purpose, which includes work but isn't all consumed by it. I encourage you to do the same.
Vacation Planning – You don’t have to take an expensive vacation to recharge. Sometimes, building in a couple of Fridays off or several long weekends away throughout the year can have the same and sometimes even greater effect. Take care of yourself, but don’t feel relaxing has to be an all-or-nothing situation.
If You or Your Organization Has the Money
Executive Coaching Services – For personalized leadership growth, you can engage a knowledgeable executive coach who can help reflect back your ideas and challenge you to work to your highest, most sustainable capacity. Being an executive director can be lonely. You can’t say everything you need or want to your team or the board, and sometimes your partner/spouse or friends just can’t relate. This is where hiring someone who is removed from the situation but completely understands the complexities of what you deal with on a daily can be so helpful.
Grant Management Software – With so many apps and programs available at wide-ranging price points, you should be able to find a resource to streamline your fundraising and donor relationships. Having a way to track donor cultivation, see in real-time where you are in your fundraising goals, and ensure that you are codifying donor intents is important to your organization’s success.
Board Development Resources – Consider hiring consultants or accessing training for building an engaged board. Boards don’t just come fully formed. It’s important to give board members the tools they need to effectively lead and advise.
Crisis Communication Plan – A crisis communication plan is important for any public-facing organization. When something bad goes down, having a grounded, well-vetted set of steps that includes who is responsible for what and how everything is communicated amongst the staff, board, donors, and media is worth its weight in gold. You can work on this yourself, but if you have the funds to develop it with a professional PR consultant, do it.
Professional Associations Membership – Find your people! There is a professional organization to meet your needs. This could be your local or state nonprofit association, a professional organization that serves your mission area, or another. They provide important resources, networking, and advocacy.
A Strategic Plan – You, your staff, and the board must know where the organization is going. A well-crafted strategic planning process provides a roadmap full of goals and ways to track progress and provide consistency in messaging. It’s best to work with the support of an external facilitator to move through this process so that you, as the leader, can be fully engaged in crafting the content of the plan without having to worry about the logistics of facilitation.
Professional Style Suiting Your Sector – You are a unique individual and should be able to dress in a way that makes you comfortable and helps you be joyful. However, it’s also important to consider the impression you make on funders, elected officials, etc. Finding a professional suit or other business wear that shows you in the best light is a good move. It doesn’t mean you have to sacrifice your personal style. Instead, work within it to find an outfit or two that project quiet power and competency for your field. For example, if you’re in the arts field and want to wear the funky glasses and avant-garde outfits, as long as you can project confidence, do it. The same goes for someone in a more outdoor field that prefers more performance-style clothing. If people in your sphere feel comfortable with that and you feel comfortable with it, go for it. Just be aware that it may not work in the halls of government. Always read the room.
A Flexible Workspace Setup – Give yourself the gift of a comfortable, flexible workspace that makes you feel good. This may include an ergonomic chair, standing desk, or dual monitors. It may also be a more nontraditional setup, if that works. My office at work has a small desk (just enough space for a monitor, laptop, phone, keyboard, and space for my notebook), some shelves, and a cabinet, but the majority of it is furnished with white, wicker furniture (two chairs, loveseat, and coffee table) that I bought from a lady selling it on Facebook Marketplace for $100. It has bright green cushions and a very colorful crazy quilt on the back of the wicker loveseat. I find this furnishing really puts people at ease and leads to good conversations, which is exactly what I want. Is it traditional? Nope. Does it work for me? Yep.
Vacation Planning – I'm including this twice because it's that important. Make space for time off without guilt. That’s all I have to say about that.
Books or Podcasts for Inspiration – Build a professional development budget for these.
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