AM I DOING THE RIGHT THINGS? Ryan K. Butts NCDC Conference 2017

Here’s what we’ll cover today: A preview… TOOLS METRICS REPORT DOS & DON’TS For staying focused and successful For accountability For leadership and board members

Your productivity system New technologies TOOLS For getting things done. The Big Three Your productivity system New technologies

THE BIG THREE Planning your work: Start with a week. Execute per day. Plan for a month. Review per quarter. Think about a year.

The difference between achieving your goals and not achieving your goals has almost nothing to do with your available time. We all get 24 hours a day, 168 a week. The way to achieve your goals is to make maximum use of the time we all have by leveraging the kind of focus very few know how to harness. ~ Michael Hyatt, michaelhyatt.com

HOW DOES THIS MAKE YOU FEEL? Too many emails Email shouldn’t be a “catch all” tool

And move your tasks OUT of your inbox! EMAIL TRIAGE CC INBOX BIG 3 STANDARD REPLIES Set up “rules” for all cc email to go in to another folder that you check once per day. Check your Inbox three times per day: At the top of the day At lunch At the end of the day With consistent replies, craft for your best friend, and then copy as a signature to use in the future. And move your tasks OUT of your inbox!

TASK LISTS Email forward Date sensitive (and realistic!) Prioritize Clear out your inbox to gain clarity and eliminate worry Date sensitive (and realistic!) Set a due date for each tasks to make sure it gets done Prioritize Make sure you review to get the most important done first

PROJECT MANAGEMENT TOOLS Don’t get overwhelmed by technology. Write it out to keep your sanity!

Major gift relationship chart Communications tracker METRICS For accountability Weekly review Major gift relationship chart Communications tracker Board outreach template

Bad meetings!

Better weekly meetings Leadership updates – 5 minutes What does each think are their priorities for the week? – 1-2 minutes each Build the agenda Who can do what to move it forward this week? Three overarching priorities – Red, Yellow, Green How are we doing against our overarching priorities?

Major Donor Relationship Chart K.I.S.S. it!

Annual Giving Communications Chart Could be used for many groups: board, mid-level donors, key prospects, elected officials, etc.

Marketing Communications Tracker Keep track of what you need to do and review weekly.

REPORT “DOS & DON’TS” Priorities Benchmarks Don’ts Set a Plan For leadership and board Priorities Benchmarks Don’ts Set a Plan

CONNECT REPORTS WITH YOUR PRIORITIES Big 3 concept Talk through concept in advance Decide together on priorities Present reporting template Use priorities to drive work

USE INDUSTRY BENCHMARKS Show how you stack up against others

DON’TS Don’t overwhelm with too many data points Don’t use too many stories Don’t forget about it

SET A PLAN Dreams Visions Mission Statements Goals

Give me a stock clerk with a goal, and I will give you a man who will make history. Give me a man without a goal and I will give you a stock clerk. ~ J.C. Penney

SUMMARY Big 3 K.I.S.S. Team goals for meetings Email Triage Reports tied to priorities Tasks are their own thing

WHO AM I? Ryan K. Butts Vice President for Institutional Advancement University of Saint Mary of the Lake Mundelein Seminary Mobile: 312.823.6816 Email: rbutts@usml.edu