4 steps to overcoming the nonprofit burnout cycle
Three years ago, I set out to hike the 2,650-mile trek from Mexico to Canada. (Yeah, I was going to walk across the country).
But in order to understand why, I need to back up.
By this time, I had been running an organization that I founded for 6 years. I put my heart and soul and money and life into this organization and I was exhausted. As a founder, I became obsessed with ensuring that my organization could stand on its own if anything ever happened to me.
This is code for: I am so completely burned out, I’m not sure how I’m going to keep up this pace.
And in my brilliant mind, I decided that going and hiking 2000+ miles was a way of destressing. Here’s the thing: when your body operates at a high level of stress and you have cortisol levels spiking and you’re running on adrenaline, then your adrenal glands begin to fatigue. This looks like:
Fatigue
Body aches
Unexplained weight loss
Low blood pressure
Lightheadedness
Loss of body hair
Skin discoloration (hyperpigmentation)
This was going on in my body for a few years now and when I decided to start walking 20 miles a day, I was adding that physical layer of stress. My body freaked out. After 800 miles, I had to make the extremely tough decision to stop my hike and give my body the rest it was craving.
My body was fried. I already had an autoimmune disease and was having constant flare-ups and everything was beyond exhausting. A cold would take me out for a month, I gained a lot of weight very quickly, and lost a significant amount of hair. I felt completely out of control.
If you are feeling that burnout, then it might be time to check in with a doctor. I tried the elimination diets, the clean eating, being totally on my hydration game, but adrenal fatigue is likely not something you’re going to be able to manage without the support of a doctor. The time to start working from the inside out is RIGHT NOW.
Tune in to hear the full story about my journey:
Our nonprofit sector has a way of glamorizing pulling an all-nighter or working far beyond the hours we’re being paid for, and let me tell you from first-hand experience: this has the potential to have extremely harmful consequences.
I know, I know. You’re thinking: This is great but what can I start doing in my organization right now? Well, I’m glad you asked. Let’s walk through the 4 steps you need to work on from the outside in to prevent the cycle from continuing:
How to move through burnout as a nonprofit ED
Step 1: Start with this week’s to-dos.
Focus on right here, right now. Don’t worry about the virtual event happening next month (the one you still need a speaker for). Or sending out that thank you note (the one you meant to send last week). Instead, focus on this week (and this week alone).
Make a list of your priorities.
When next Monday rolls around, what will you kick yourself for not having done yet?
Make a list of 2-4 priorities for the week. Things that you absolutely MUST get done before next week. When I’m particularly overwhelmed, I like to think about focusing on the big 3:
3 goals per month
3 goals per week
3 goals per day
Step 2: Get comfortable with delegating.
Alright. Delegating is scary. After all, who can do tasks as perfectly and efficiently as you can? (Are you rolling your eyes at yourself like I am?). We all think we do things the best way. But guess what: done is better than perfect. (And if you’re so perfect, why the heck hasn’t this been done ye—oh right! You need to learn how to lean on your team. :) )
So how do you decide what to delegate?
One trick CEOs use is the 70% rule. If someone on your team can complete the task at least 70% as well as YOU, delegate it. Yes, this takes some letting go, but letting go is the key to releasing your stress, getting more things done, and moving out of the burnout cycle.
Who should you delegate to?
Think about who you have around you. Remember, you are NOT alone in this. Volunteers are your friends. Employees are your friends. Even board members are your friends.
What strengths does your team have?
What skills do your volunteers have?
What areas have board members shown extra interest in?
Whether it’s designing an invitation for an event or brainstorming a name for your next campaign, start getting comfortable handing things off.
What if you’re a team of ONE?
If you’re truly not in a place to delegate yet, then begin to write down the steps it takes to complete projects. Then, when you do find the right person, you can hand the task off with confidence.
Step 3: Plan ahead.
Planning ahead is the LAST THING you want to do when you’re on the edge. How will I fundraise $250K by next March? If I don’t put this 10-year strategic plan together I just KNOW we’re gonna be burnt toast.
I know. Breathe. Let’s rein it in a bit. You don’t have to know what five years will look like or even three months from now. Start with one week at a time.
Know what each week looks like.
Entering your week without a plan is like driving in a thunderstorm without your headlights on. You’re setting yourself up for some tense shoulders and a bumpy ride. If your goal is to update your board recruitment strategy this week, you sure as heck better have that marked on your calendar somewhere. Otherwise, meetings and emails will slurp up your time (and it’ll be Friday before you know it).
Be careful with the blank space.
Is there a lot of whitespace on your calendar? You see all those white gaps and think: Ohhh look at all this time I have today!
Be careful with having too many gaps. Unless your gaps are intentional,any whitespace on your calendar will leave room for jumping into your email inbox and spending hours in there. Or wasting hours hopping from tab to tab, and only half-completing tasks.
Or worse: whitespace could lead to hopping into a project you should probably start next month because this month’s projects have fallen by the wayside (been there).
Use your whitespace carefully. Even if it means sneaking in an afternoon workout, a mental break, or another form of self-care.
Step 4: Honor your breaks.
Breaks absolutely MUST be built into your schedule. The longer you spend focusing on one single task, the worse your performance gets. I know, it sounds counterintuitive. We want to push through our tasks, accomplish as much as we can throughout the day, and hit that five o’clock freedom. Right?
Here’s the reality: you’re not going to get as much done by working straight through your day without taking breaks. So you’ll either end up working late or you’ll feel depleted and unaccomplished at the end of the day. Neither are sustainable positions to be in (and get you on the train straight to burnout city).
Prevent burnout by taking control of your time. Make sure you:
Take your lunch and coffee breaks.
Take days off.
Stick to your boundaries.
Without taking control of your time, burnout will trickle down quickly. When you’re running on all cylinders all the time, you NEED time to rest.
Lead by example.
Did you know three-day weekends have been found to increase employee productivity by 40%? Long weekends aren’t just a luxury. They help you show up as your best self. Do yourself and your organization a favor: schedule some vacation time and encourage your team to do the same.
Remember: don’t spend your vacation time sending emails and checking in with your staff. If you live in your inbox 24/7, your team will feel pressured to be glued to their phones too—even when they’re at the beach or on a family trip. Not a great way to prevent burnout.
Shift your approach
I wish the magic solution to avoid burnout could be a hot cup of coffee or a quick walk outside. But the burnout cycle doesn’t flip off like a switch. You have to start making small changes to prevent burnout from happening again. Start from where you are and follow some of the steps we’ve talked about today.