Workflow

Creating An Abundance Mindset in the Nonprofit World: An Interview with Nell Edgington

We recently had the pleasure of interviewing the incredible Nell Edgington of Social Velocity. Nell helps nonprofit and philanthropic leaders become more strategic, financially savvy, and confident at creating social change.

In her new book, Reinventing Social Change: Embrace Abundance to a Healthier and More Equitable World, Nell provides a strategic roadmap for social change leaders.

We think this is such an important conversation to have in the nonprofit world, that we wanted to share this with you. Some highlights include:

-Abundance vs. Scarcity Mindset in the Nonprofit World

-The One Word That Can Open Up Your Possibilities

-Debunking Nonprofit “Myths”

-The Difference Between Over-Giving vs. Generous Giving

And SO much more!

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Nell Edgington has spent her 25-year career innovating in the social change sector. As president of Social Velocity, she helps create more strategic, financially savvy, and confident nonprofit and philanthropic leaders and organizations. She is a popular writer, speaker, and blogger, and author of Reinventing Social Change: Embrace Abundance to Create a Healthier and More Equitable World coming from Page Two Books in February 2021. Nell is a member of the national Leap Ambassadors Community, a network of more than 250 social change thought leaders. And she holds an MBA from the Kellogg School of Management at Northwestern University.

Tips for Training Staff on New Software

How do you get to Carnegie Hall? You know the saying...practice!

When it comes to implementing new software, training and practice are just as important as a violinist practicing her scales (although maybe not quite as fun). In this guide, we’ll share tips, ideas and questions to consider when training your staff, admin and clients on your new software.

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We’re often asked, “How long will the software take to implement?” 

The answer is...that depends. 

Much like when a family asks, “How long is the home study process going to take?” The answer is...it depends!

The final timeline is ultimately in the prospective parent’s hands. How willing and able are they to work through the home study requirements? How motivated are they to invest the time it takes to get through the process?  

The answer for software implementation is similar.

The length of time it takes depends on things such as:

  • How much of the software you’re going to use (which modules?) 

  • Do you have a dedicated administrator with time to learn and teach the software?

  • How much time each day will you dedicate to learning and teaching the software?

  • How well are your workflow processes documented so that they can be converted to a digital process? (See this guide for details on that topic).

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Next, consider the follow questions about your organization:

1) What is our organization’s culture around new technology?
2) How much time are we willing to invest in the training?
3) How much money are we willing to invest in the training?
4) How or When do we determine whether to invest in more training or support from the vendor vs. “figuring it out?”
5) Does our chosen software vendor have a robust User Training Guide and regular webinars/classes? Is their support team responsive?

Just like a new iPhone, the more you use your software, the faster you’ll learn it.

Pro tips for practicing and training on your new software:

  • Create test cases for practice: families, children, birth parents, organizations, etc. 

  • Schedule practice/training sessions with admins and staff on a regular basis and encourage attendance.

  • Encourage team members to practice using the software by giving them plenty of time to do so. Make sure your admin is available to answer questions.

  • Create quick training videos for clients showing them how to use your client interface (in SAM it’s called the Family Portal). Use free software such as Vidyard or Loom to record your screen.

  • Ask for feedback from your staff and families and re-evaluate on a regular basis.


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Our online “Get started” user guides, videos, webinars, one-on-one training over Zoom and email support are all available to help you learn and practice using SAM. Take advantage of our team’s extensive experience helping dozens of agencies successfully implement SAM.

Schedule a demo or drop us a note. We’d love to chat.

How to document your workflow for successful software implementation.

Whether you’re making widgets, supplying software, or connecting families and children, your organization’s process is the path that you follow to get the job done. When implementing new software in your organization, documenting your processes so that you can translate them into a digital format is an important but often skipped step.

In this guide (Part 2 of our 3 part series on software implementation) we’ll discuss your agency’s process: evaluating and documenting your agency’s internal processes and workflow to integrate with new software. (It’s not as terrible as it sounds...we promise! :) 

In our experience, this is the step that tends to be rushed, overlooked or just so “well known” that your team doesn’t need it written down (or do they?) Although this can be time consuming, we’ve found that confusion and frustration implementing new software is much more likely when this step is skipped. 

Your processes and procedures are not static. They change with time, new technology, new requirements, and new resources.

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Taking the time to work through this important step is a great opportunity to identify where there might be redundancies, or overly complex parts of your programs that can be simplified.

REMEMBER: The software should be able to be customized to your agency’s process, but your process should also be open to changing to become more efficient and easier to implement within the software.


Create your Process or Workflow Map

How do you go about describing your workflow process? Watch the short video below for a great description of how to get input from your team.

Map your workflow and processes, looking for potential improvements to your current client experience

(Pro tip: ask your team and clients for feedback!) 

There are many ways to go about this mapping exercise. Using post-its, spreadsheets, drawing diagrams or using mind mapping software are all great options.

Some examples of processes or workflows in adoption and foster care are: Inquiry, Application, Home Study, Licensing, etc.

Next, map out the steps in each stage of your process. Determine who is responsible to complete the step and how. For example, when a new inquiry comes in, how does it come in? What happens next? Who does that? What happens next? How does that get done? Who does that step? Etc.

Avoid the temptation of recreating a process in your new software that is unnecessary, redundant or needs improvement. This is a great opportunity to streamline!

Determine which parts of your workflow will be customized in the software first. We recommend beginning with simple processes (such as data entry) then building on the software with more complex ones such as automations and emails and building templates to print the data. 

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Let’s connect!

Our team is here to support yours as your partner in growing your agency with new software. Schedule a call below. We’d love to chat!

Great Gift Ideas for Social Workers

gift guide for social workers

We love social workers!

Social workers are dedicated to social justice and help the most vulnerable in our communities. They roll up their sleeves every day, working tirelessly to make the world a better place. 

Below is a list of fun gifts to show the social worker in your life how grateful you are for their hard work. Enjoy!

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Mindfulness Journal


We hope this list helps you share your love for the social worker in your life.

Yours in partnership,
The SAM Team













3 Step Plan for New Software Implementation

In this three part series, we’ll take a deeper look into each of the steps in the software implementation process: Plan, Process and Practice. 

If we’ve learned anything in 2020, it’s that there is only one thing you can count on for certain...change. For profit businesses and nonprofits alike are continuing to adjust and adapt to these changes by evaluating their internal processes and customer experience to see where improvements can be made. For many foster care and adoption agencies, that includes making sure that teams and families are able to complete requirements online with new software (like SAM).

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1) Set Goals for the New Software

Clearly state the reason(s) that you’ve decided to look for new software. Then, list your organization’s goals for the software. When we ask potential clients about their goals for SAM, the top three responses we hear are: 

  1. Saving time by automating processes

  2. Centralizing case management

  3. Improving client experience by offering online services

Write out and prioritize your goals and decide which are most important. These are the goals you’ll implement first. While SAM absolutely can achieve all of these goals (and more), we recommend prioritizing them and beginning with just one at a time. That way you don’t overwhelm your team and admins by changing too many processes at once. 

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2) Create a needs assessment, or “needs list”

Just as in the social work field, doing an assessment and setting goals are the first steps in creating your plan of action. With software, the assessment phase includes creating a “needs list” of features that you need, then setting goals and making a plan that includes implementation milestones, training, etc. 

The features we want on our needs list can then be organized into “must-have”, “nice-to-have” and “later.” Seek feedback from others in your organization as well as past and current clients to help prioritize this list. Some questions might include:

    • How do we want to use the software? 

    • What features do we need right away to meet our clients’ needs?

    • What tasks are we doing over and over again that can be automated? 

    • How many users will we have?  

    • Do we need to integrate the software with our other technologies (email, website, fundraising, accounting, etc.) or does the software do any of those functions?

    • Are there other technologies we can eliminate and/or consolidate by purchasing this software?

    • How much can we spend? 

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3) Create your Plan of Action

Now that you’ve created your needs list and set your goals, it’s time to put all of that information into a plan of action. Let’s go! 

First, let’s take a look at exactly what implementation means for your agency. What does it look like? How long do you think it might take? How will you know when you’ve completed it? 

Make your implementation/roll out plan:

  • Create a timeline for the implementation and training processes. 

  • Choose an admin and training team 

    • Choose administrators and training team leads that understand your processes in detail, have the time to learn and the patience to teach the software, and aren’t afraid to test, play and ask questions about the new technology.

  • Begin to research software programs and schedule demos with vendors 

Nicely done! In our next guide, we’ll discuss how to create a Process Map to convert your agency’s specific procedures (or processes) into a digital form. Then, we’ll discuss the important last step, training your staff and clients on your new software

Need to connect with families while working from home? Schedule a call today!

Considering investing in new software? Do this first.

Is your agency outgrowing your current systems? Wondering whether it’s time to ditch the spreadsheets and invest in software?

Many organizations including foster care and adoption agencies use spreadsheets and paper files when first starting out. This can be a good solution while your agency is just starting out as spreadsheets are inexpensive, easy to learn and use. As your agency grows (or if you want to grow) spreadsheets can quickly become the problem instead of the solution. 

Lack of data security and accurate backups, lack of consistency, as well as only one person being able to access the data at a time are just a few of the reasons why spreadsheets are not a good long term solution for managing your case files.

In addition, agencies who are looking to move case management and home study requirement collection online are stuck with back and forth emails and snail mail. Upgrading to a web-based database system allows you to engage with families online from anywhere with an internet connection.

Is your agency ready for new software?

We’ve put together a worksheet of questions that you can download for free to review with your team to determine whether it’s time for your organization to invest in or upgrade to new software.

Although this might feel a bit overwhelming at first, don’t worry, you’ve actually done this before! If you’re reading this, chances are that you’re a social worker, administrator, and/or case manager who has been trained in creating assessments and treatment plans.

There are a variety of tools and procedures in social work for assessments. Determining whether your organization is in need of software is a similar process.

For example, collecting data from all involved, applying your professional knowledge, and making an assessment (judgment) are a few of the steps in both areas. 

Whether you’re still using spreadsheets or have a software system that doesn’t quite work for your agency, answering the questions in the worksheet will provided clarity and help evaluate your current systems including things that are going well and where improvements can be made. Use your findings to communicate with your director(s) and/or team members as well as in your software vendor search. 

If you’d like to learn more about how SAM can help your agency grow through improving your systems and connecting with families online, schedule a demo with us! We’d love to connect.

Tips for successfully moving your in-person training online

Have you resisted moving your in-person training online?

Concerned that it won’t be as effective or that you’ll lose engagement? Not sure about the technology or how to facilitate online training? This is the guide for you. 

Whether we like it or not, online/virtual training is here to stay. Even before Covid-19, many companies began moving their employee and client orientation and technical training online. Not only is virtual training becoming ubiquitous, but it’s also cost-effective and is just as effective (or better) than face-to-face teaching

There are a few key differences between in-person and virtual training, of course. Some of the differences are likely due to the employee’s general comfort level with technology while others are due to the lack of face-to-face or social interaction. In this guide, we’ll discuss a few ways to increase engagement, improve employee/client buy-in, and a few tips for successfully facilitating software training online. 

SAM zoom training

Online training takes longer than in-person training 

Distractions and technical difficulties happen when working from home. Simply beginning the video session takes longer as people get logged in, figure out technical issues, and get settled. Build-in time for distractions and technical difficulties in your session plan to avoid frustration. 

You might want to share login/troubleshooting instructions on the website you’re using for your training (Click HERE for Zoom’s login directions) before the session so everyone can get familiar with the platform.

Preparation is vital to successful training 

Just like in-person training, the first step in creating your curriculum is to determine exactly what you’d like your team to learn from each session. Break down the new software procedures into smaller chunks to avoid overwhelming your team. This not only helps retention of the information, it increases engagement. When people see that they’re understanding the new software, confidence goes up and they’re more likely to continue using it. 

  • What is their level of understanding of the material/software now? 

  • What are their feelings about new software or new procedures in general? 

  • What are the top three key takeaways you’d like them to walk away with from each session? 

  • What information do they need to have at the end of the training? 

Have a backup in case of technical issues. If Zoom isn’t working, maybe have a Skype account ready to go. Also, make sure you know how to use the technology well. Hopefully you won’t have any difficulties, but someone might have an issue you’ll need to troubleshoot. 

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SAM SAYS: If you’re using Zoom, we recommend you check out their breakout rooms for breaking into smaller groups and whiteboards for collaboration. Also, make sure to record the training for new employees or to review to make improvements. Visuals are very effective in this training format: create slides with your outline, screenshots of the software, etc. to keep the training moving forward and keep people engaged.

Prioritize training and allow time for integration

Make learning and implementing your new software a priority by dedicating a good amount of time for learning and prioritizing training sessions. Just as important, encouraging the integration and practice of your new process helps avoid resistance to using the software. Set clear, realistic timelines for implementation and offer as much support as possible. Encourage your team to spend time going through the software’s user guides, videos, and webinars to continue learning. 

Consider using incentives for completing training objectives, practicing/using the software, training a client on the software, or training others. The key here is to know your team well enough to know what motivates them. Be creative! 

SAM SAYS: Think of your new software as an employee or colleague, one that you’ve invested time and money in training and getting to know that will make your life easier! Check out this interesting and quick TEDTalk video on the topic. 

Get buy-in to increase engagement

Getting buy-in from your staff/employees about the new software is extremely important to the success of the implementation. What’s the most critical problem(s) the software will solve? Create a concise explanation of how, after the learning curve, this WILL make their lives easier. 

Start with your organization’s WHY. Remind everyone why they are there. For our clients, this might mean connecting your work learning SAM’s software to your organization’s mission - helping connect children and families. Show them how the software’s features connect directly to driving your mission forward. 

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Have fun and connect on a personal level

One of the difficulties with virtual training is the lack of non-verbal cues you normally receive when you’re physically in the room with someone. 

Here are a few ideas for increasing connection:

  • Start with an icebreaker or game

  • Share photos of your workstation or a fun/special object on your desk

  • Change your Zoom background to your favorite place/vacation and describe why

  • Use Brene Brown’s team opener: a 2-word feeling check in to gauge how everyone is 

  • Get up and get moving! Dance party anyone? We love the amazing Lizzo’s (clean version) of Juice. Just try NOT to dance! :) 

Create group rules together

Before the training (or after the icebreaker) brainstorm rules for the extent of the training. Here are a few that come up regularly: 

  • No hiding - participation is key!

  • Have a bathroom break every 50-60 min

  • Decide on lunchtime/how long for lunch

  • Create a “parking lot” for issues to discuss later

  • No multitasking during training - turn off your phone and close other browsers

  • Assign roles to keep engagement such as a timekeeper, note keeper(s) for action items or “parking lot” issues

  • Discuss how to “raise your hand” or when questions will be taken

  • Decide how you’ll gather feedback for the next meeting - what worked/didn’t work

We hope this guide has given you a framework and some ideas to transition your in-person training online. As your partner in learning and implementing SAM’s software, we’re here to help. Simply email support@inreachsolutions.com for more information. 

More Resources:

Remote Leading Class

Leading Virtual Meetings

Yours in partnership,

The SAM Team

10 Ideas for Fundraising During Difficult Times

With continued uncertainty in the world, many organizations that rely on fundraising are having to get creative. Developing short, mid and long term strategies and messaging to connect with donors is still important, however, there must be room for re-evaluating and shifting gears to respond to current events. It’s more important than ever to be flexible and make sure your messaging and fundraising efforts are in touch with the moment.

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Reach out to corporate donors.

According to this article from Social Impact Architects, now is the perfect time to reach out to and partner with corporate sponsors. Cultivating relationships with corporate sponsors and understanding what they need are important pieces of the building that partnership. 

Create a small, specific, tangible donation ask.

Create an event around collecting for tangible items such as backpacks, formula, clothing, household supplies, etc. When donors know that the $40 they are giving is for something specific and tangible, it’s easier for them to write the check. 

Host a virtual event.

Many organizations are moving to online events this year. Including NACAC whose annual convention is now entirely online. Check out these websites for lots of ideas about hosting events online:

Virtual Gala Ideas

Online contests/T-shirt fundraisers

More unique virtual ideas

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Use video and social media to tell a story.

Storytelling is a fantastic way to connect with donors emotionally. Video allows you to tell real stories of the people you serve and help donors and volunteers connect with your organization’s mission. Right now, videos do not need to be overly produced or expensive. Since we all started working from home we’ve gotten used to seeing people smiling over fuzzy Zoom meetings or sharing their stories from home video taken with phones. Don’t worry about production value. There are two things to keep in mind when creating your video for social media: keep it short and tell a good story

Deepen relationships with past donors. 

Now is the perfect time to pick up that phone and call your past donors. Connect with them with a real conversation and be transparent about the challenges your organization may be facing right now. Build authentic connections with your donors by engaging them directly and remind them of why they love your organization. 

Create ways for volunteers to help your organization from home. 

So many people are searching for ways to help during this time. What are some ways they can help your organization from home? Or with kids at home? Could they reach out on their social media for a peer-to-peer donation drive? Or maybe sew masks for sale? Set up a drive thru donation drop off? If you have awesome volunteers asking how they can help, set up a Zoom meeting and brainstorm! You’ll get a lot of creative ideas as well as build buy-in and excitement to see the project through.

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Remind donors of the new CARES Act charitable giving changes.

To encourage charitable giving, the CARES Act allows for a $300 “Above the Line” deduction. Yay!

Thank your donors & volunteers. 

Showing your gratitude for donors and volunteers is not only the right thing to do, it fosters the connection to your organization that keeps them coming back to help time and again. Giving them a call directly and/or creating a short video of gratitude are both great options above and beyond the typical email. 

Again, these videos do not need to be professionally done. You can record a message during a Zoom meeting, ask your clients to record one from their phone, or use a service like Gratavid to create & send personalized videos.

Get people excited about what’s to come. 

Use email campaigns and social media to get people excited about your upcoming events. Even if you have to shift course to respond to changing current events or Covid-19, it’s still a great idea to tease the virtual events or year-end giving plans. 

Bottom line, don’t stop asking.

People want to help, so don’t stop asking. Even if you aren’t meeting 100% of your fundraising goals, don’t give up. Keep reaching out in authentic ways, be consistent, flexible and creative. Good luck! 

Additional websites/resources:

Prosper Strategies Webinars

Coronavirus and fundraising

Donor engagement (w/templates)

Communication Series 1: Using Video At Home

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In the first post of our Communication Series, we’re discussing how to keep in touch with teams and clients with pre-recorded video and how to create professional-looking videos to share. 

We’ve stepped into a new normal of communicating over video chat. While it’s been a great way to stay connected with people both personally and professionally, it might leave you feeling a bit disconnected or even burned out. This is due to what professionals are calling “Zoom fatigue,” in which people are feeling more drained from communicating over video than in person. 

According to an article from Harvard Business Review, the combination of direct and constant eye contact as well as the distraction of seeing ourselves in the video makes us hyper-aware and bombarded with visual cues. “Without the visual breaks we need to refocus, our brains grow fatigued.” 

Cut back on Zoom meetings by recording your updates to share with teams and clients.

We’re all also dealing with other distractions at home including children, noisy neighbors, and those piles of dishes and laundry that are never quite done. Although we have scheduled daily video meetings, sometimes life happens and the meetings don’t. To stay connected, we’ve started using recorded videos that can be watched at another, more convenient time.

Loom and Vidyard allow you to record yourself and your screen and creates a shareable link you can email or post to Slack. We’ve found Vidyard to be a bit easier and more reliable than Loom. There’s even a Google Chrome extension to make the process simple as well as a free version. We use Camtasia and Snagit to create our user guide videos and have used Snagit to record quick updates to share (although this requires upload to a google drive to create a link to share.) 

Here are some ideas to use pre-recorded video:

  • Updating your staff/supervisor/team on a project or case file

  • Create a video to show your families how to use the family portal or other public forms in SAM

  • Create training videos for staff

  • Share a change in your program or a new procedure

Good lighting and camera position make all the difference for professional-looking video.

Want to look your best on video chats with clients and your team? Find natural light. Position your computer in front of a window (preferably one that receives indirect or “soft” light.)

If you don’t have a window that has soft light coming through, you can use a white sheer drape to cut the harsh light (curtains/drapes with color will change the color in the room - white drapes keep the color from changing). Turn off your overhead light if it’s creating “hot spots” on your face or changing the light to seem very yellow. Side lighting can create harsh lights and shadows. If possible, position yourself in front of the window. 

Overhead yellow light

Overhead yellow light

Hot spots from harsh direct lighting

Hot spots from harsh direct lighting

Harsh side light

Harsh side light

Back light

Back light

Even soft front lighting - overcast day or using sheer drapes

Even soft front lighting - overcast day or using sheer drapes

If you need additional lighting or don’t have a convenient window to use, you can use a desk lamp or ring light to brighten up your video. 

Don’t forget your background! Make sure anything showing in the background is professional and not that pile of laundry. :) 

Raise up your computer or webcam to slightly above your eye line. Use a stack of books or a monitor riser to position your camera in the most flattering way. (Risers are also good for combating neck pain!) 

Don’t lean into the camera. Webcams are wide angle so the closer you get, the more distorted your face will look. 

We hope these tips are helpful! This is the first in an ongoing series on best practices for good communication with teams and clients. If you have any tips that you think our SAM community would benefit from, please feel free to share them with us and we’ll pass them along.

Yours In Partnership,

The SAM Team

A software company team’s guide to working from home during a pandemic.

The sun is shining here today in Portland, and the sounds of birds chirping, the (very) occasional car passing, and one of my kids yelling at the Xbox is in the air. While on a Zoom meeting with our team, Stefanie’s (our founder’s) son sneaks up behind her and makes bunny ears to the laughter of our group.

7 Tips To Help Your Staff Implement New Software

Our goal here at InReach Solutions is to empower you with the tools you need to learn and implement SAM in your organization so you can focus on what really matters - connecting children and families. Over the years, we’ve found that these tips have helped our clients work with SAM successfully.

Three Fires to Fight

Three Fires to Fight

Goals, plans, strategies all those things help us further our path in that direction. More times than not, reality sets in and deadlines pile up, new projects are acquired, and clients still take priority. Before you know it, you’ve got a forest fire with nothing but a water cooler near your desk. While not all “fires” can be planned for, there are a few things you can do to have your work be a little more “flame retardant”.

Improving Social Work Processes Through Understanding

Improving Social Work Processes Through Understanding

Implementing a new tool, training new staff, or trying to improve a process in your organization? Before you can explain or translate your existing workflow, you need to understand it, and diagraming is a great way to get a full picture of a process from start to finish.