Delivering Service to a larger Audience
For smaller mission organizations, one of the most precarious times is when attempting to grow the organization or even a single program from small to medium size. We have seen many instances where conversations go something like this:
“We thought that the program could help, and the student who participated in the first year really benefitted. Then we ran the program for three students, then five, then ten… that was five years ago. Now we have a waiting list of 200 families and no way to deliver service to an audience that large.”
When confronting the need to grow and fulfill service to a larger community, there are several points of focus that all need attention in order to scale and stay effective:
Define Goals and Objectives: Clearly outline the organization’s mission, vision, and strategic objectives. Identify the specific goals related to expanding services and reaching a larger audience.
Assess Current Operations: Evaluate the existing systems, processes, and resources within the organization. Identify any gaps or inefficiencies that need to be addressed in order to scale up operations.
Develop a Back Office Strategy: Create a comprehensive strategy for the back office that aligns with the organization’s goals. This strategy should outline the specific areas that need improvement, such as finance, human resources, information technology, and administrative functions.
Prioritize Systems Development: Determine which systems and processes are critical for delivering services to a larger audience. These may include donor management, volunteer coordination, client data management, reporting and analytics, and communication platforms. Prioritize the development or enhancement of these systems to support the organization’s growth.
Allocate Resources: Allocate sufficient resources, including budget, staff, and time, to develop and implement the necessary systems. Consider seeking funding or partnerships to support the back office development efforts.
Engage Stakeholders: Involve key stakeholders, such as staff, volunteers, and board members, in the decision-making process. Seek their input and buy-in to ensure that the back office systems meet their needs and align with the organization’s objectives.
Adopt Technology Solutions: Identify and implement appropriate technology solutions to streamline and automate back office operations. This may involve using software applications, cloud-based platforms, or customized systems tailored to the organization’s specific requirements.
Train and Support Staff: Provide adequate training and support to staff members who will be using the new systems. This will help them understand how to effectively utilize the technology and ensure a smooth transition.
Monitor and Evaluate: Regularly assess the effectiveness of the back office systems and operations. Gather feedback from staff and other stakeholders, and make necessary adjustments or improvements based on the feedback received.
Scale Gradually: As the organization grows and the back office systems become more robust, gradually increase the scope of services and expand the target audience. Continuously refine and optimize the operations to meet the evolving needs of the organization and its beneficiaries.
Remember, developing operations and building systems for the back office is an ongoing process. It requires a combination of strategic planning, technological implementation, and continuous improvement to deliver services effectively to a larger audience.
Contact Architectural Art when you need a hand in defining goals and next steps for your organization – and plans for implementing systems and achieving any of the above in order to grow your organization.