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

2. 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

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

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

5. 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

6. HOW DOES THIS MAKE YOU FEEL?
Too many s
shouldn’t be a “catch all” tool

7. And move your tasks OUT of your inbox!
TRIAGE
CC INBOX
BIG 3
STANDARD REPLIES
Set up “rules” for all cc 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!

8. 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

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

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

11. Bad meetings!

12. 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?

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

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

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

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

17. 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

18. USE INDUSTRY BENCHMARKS
Show how you stack up against others

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

20. SET A PLAN
Dreams
Visions
Mission Statements
Goals

21. 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

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

23. WHO AM I?
Ryan K. Butts Vice President for Institutional Advancement University of Saint Mary of the Lake Mundelein Seminary Mobile: