Running a nonprofit means wearing many hats. You are managing programs, fundraising, building relationships, and trying to keep everything moving forward, often with a small team and a tight budget. Every hour counts.
Unfortunately, many nonprofits lose valuable time to inefficiencies that could be reduced or eliminated with the right approach. The result is less time for mission-driven work and more frustration for staff and volunteers.
Here are the biggest time wasters we see in nonprofits and how to avoid them.
Manual Data Entry
The problem:
Spending hours typing donor names, event registrations, or volunteer information into spreadsheets is tedious and prone to errors.
The fix:
Use a CRM or integrated software that automatically collects and organizes data from your website, donation forms, and event sign-ups. This eliminates double entry and reduces mistakes.
Constantly Switching Between Tools
The problem:
Your donor list is in one platform, email campaigns in another, events in a third, and documents in a shared drive. Switching between tools wastes time and makes it harder to keep data up to date.
The fix:
Consolidate systems where possible. Look for platforms that integrate or cover multiple functions so your team spends more time working and less time toggling.
Inefficient Meetings
The problem:
Meetings without a clear agenda or that run too long can waste hours without producing results. This is especially true when follow-ups are unclear or never happen.
The fix:
Set clear objectives before the meeting, assign a timekeeper, and end with defined next steps. Consider recording and summarizing meetings so team members can refer back without scheduling another meeting.
Hunting for Information
The problem:
Staff and volunteers waste time digging through emails, shared drives, or paper files to find what they need.
The fix:
Create a centralized, well-organized hub for important documents, policies, and resources. Make sure it is searchable and accessible to the right people.
Recreating the Wheel
The problem:
Writing the same emails, reformatting event flyers, or rebuilding processes from scratch each time slows down your work.
The fix:
Build templates for recurring tasks. Standardize outreach materials, volunteer onboarding documents, and campaign timelines so you can customize instead of starting over.
Chasing Down Approvals
The problem:
When every small decision requires multiple sign-offs, projects stall and deadlines are missed.
The fix:
Establish clear approval processes with designated decision-makers for each type of task. Empower your team to move forward on lower-stakes decisions without delays.
How Kindly Saves Nonprofits Time
Kindly replaces scattered tools with one platform that manages donor data, email campaigns, events, board communication, and more. Automation reduces manual entry, integrated features prevent constant switching between platforms, and built-in AI tools help you communicate faster. The result is less time spent on repetitive tasks and more time focused on your mission.