My Top Takeaways from Five Years of Consulting Nonprofits

Five Years of Consulting: Top Lessons from Nonprofits of All Sizes

After five years of consulting with small to medium nonprofits from many different industries, I’ve seen some interesting patterns emerge. There are common challenges that pop up across the board, regardless of the size, mission, or funding of the organization. These issues come up so consistently that they almost feel universal - but they shouldn't be.

If you’re leading or working in a nonprofit, these insights could be the key to improving how you operate, plan, and make decisions. Here are the top takeaways from my experience.

1. Not Enough Strategy

Nonprofits are doing the work. They’re running programs, launching initiatives, and delivering services—but often without a clear sense of the bigger picture. Strategy gets pushed to the back burner when day-to-day operations take over.

But here’s the thing: without a strategy, you’re essentially throwing spaghetti at the wall to see what sticks. Or worse, you're running your teams into the ground to accomplish tasks that aren't central to your mission. Strategy is your organization’s roadmap, helping you prioritize your resources, define your goals, and measure your progress.

The Fix:

• Schedule regular strategy sessions with your leadership team and key stakeholders. Talk about ways that you can do less and accomplish more - instead of piling on new initiatives.
• Ask yourself and your team: Does this make sense? Is it advancing our mission? Does it take away from other activities that advances our mission more? Is this the most efficient way to do this?
• Define your organization’s long-term goals and ensure your daily efforts align with them.
• Review and revise your strategy yearly to stay on track and adapt to changes.

2. Underestimating the Power of Email

Social media may get all the buzz, but email remains one of the most effective tools nonprofits have to reach their audience. Yet, so many organizations either underutilize email or don’t use it strategically.

A strong email strategy keeps your audience informed, engaged, and inspired. From newsletters to fundraising campaigns, emails can cultivate relationships, encourage donations, and share the impact of your work.

The Fix:

• Prioritize email marketing.
• Build your email list proactively—at every event, on your website, and through partnerships.
• Segment your list to send tailored messages to specific groups (e.g., donors, volunteers, event attendees).
• Use compelling subject lines and strong calls to action to boost engagement.
• Track your email metrics (open rates, click-through rates, etc.) to refine your strategy.

3. Underutilization of Budgets

Too often, I see nonprofits worrying about funds instead of planning for funds. They ask, “Should we buy advertising this year?” without knowing how much they budgeted for it—or if they budgeted for it at all.

Here’s the truth: many nonprofits treat budgets as a record of past expenses instead of a strategic tool for planning ahead. While budgets should remain flexible, not understanding what resources are available and how to use them creates unnecessary uncertainty.

A budget isn’t just a formality; it’s a blueprint for how to maximize the resources entrusted to you by your donors.

The Fix:

• Create a detailed, forward-thinking budget at the start of each fiscal year.
• Use your budget to guide decisions throughout the year, not just as a record of what you’ve already spent.
• Review your budget regularly and adjust it based on new developments, but always keep your overarching financial plan in mind.

4. Not Enough Attention to Data

Data is the unsung hero of nonprofit assets. Time and again, I’ve been asked, “Should we try this again?” My response is always, “What happened last time?” Too often, the answer is, “We don’t know.”

Tracking and analyzing data allows you to make informed decisions rather than relying solely on intuition or trends. Data gives you a clear picture of what’s working and what’s not, enabling you to allocate resources more effectively and improve your programs year over year. 

The Fix:

• Make it part of your process to collect and analyze data from every program, event, and campaign. Pull these metrics together as soon as each program ends.
• Break down what worked and what didn’t in great detail.
• Track metrics over time—month over month, year over year—to identify patterns and trends. Remember that, sometimes, new initiatives need time to catch on.
• Use your data to guide decisions about future programs, events, and strategies. 

Data about your own organization is far more valuable than industry "best practices" or trends. While gut instincts have their place, they should never be your sole guiding force.

Wrapping Up

Working with nonprofits has shown me just how much potential exists when organizations take the time to plan strategically, embrace data, and use tools like email and budgets to their full potential. These aren’t just operational details—they’re the foundation of impact and sustainability.

If you’re seeing your organization reflected in these challenges, don’t worry; you’re not alone. The good news is:  small, consistent improvements can lead to significant results. Start by prioritizing strategy, treating your budget as a planning tool, leveraging the power of email, and making data-driven decisions.

Nonprofits have the power to change the world. With the right tools and focus, you can amplify your impact and fulfill your mission more effectively than ever before.

Need a bit of help with any of these topics? I've got you covered. Simply schedule a 15-minute call with me to discuss.