Nonprofit operations need to continue in a consistent manner each time and every day. Without this stability, mistakes occur and, when a problem happens, the people struggle for a solution.
Most of the time, nonprofits (and other organizations) rely on people staying in their same position over time to maintain stability. Unfortunately, when these people leave, the operations must be relearned. This costs time and other resources and could be a significant point of failure in the mission or a program.
A simple list of what to do is sufficient to keep operations stable when people leave. As an example, when receiving grant money, the instruction should state what spreadsheet to use, what information to enter, who to inform about the grant, and who will be accountable for spending the money (receive, record, inform, and establish accountability). The instructions do not have to be long.
While it can seem daunting to write instructions for each activity and process, they can be written without many details. Do not write about every possible contingency that may come up. Keep the instructions simple so they can be used as a baseline for what to do. Keep the instruction to one page or two at the most. Make sure there is plenty of white space on each page, maybe use an outline form. The reader does not want to feel like they are reading War and Peace.
I am trying to follow my own advice with the nonprofit I’m involved with. While I already keep records of everything, I am writing out the steps I take to accomplish each process. Now is a good time for everyone to do this since most of us are home. I’m also doing it because I do not plan to stay with the nonprofit the rest of my life.