Lead (or Only) Fundraiser Suddenly Left?

(This blog dives deeper than usual due to the subject matter. But it focuses on a critical process that your nonprofit may face one day. And of course, feel free to reach out anytime for advice—no meter running 😊.) As a nonprofit executive, suddenly losing your lead Development staffer can feel like a major setback. Maybe even devastating, depending on the timing and circumstances. And particularly so if your nonprofit is new or smaller, and this person was your only staff member directly focused on raising money. I understand completely, as this is how I got my start in the field some 25 years ago. A few months after I was hired into my first fundraising role, this lowly Development Assistant had to pick up the pieces of the very sudden exit of the Development Director, my boss. But this door closing (or slamming shut!) can also present an opportunity to reassess and strengthen your organization’s fundraising efforts. To do so effectively, you’ll need to act quickly and stay aligned with your Annual Development Plan while ensuring a smooth transition. Following are some suggested steps and focus areas to ease this transition:

Step 1: Appoint an Interim Development Lead

If you have a Development Associate or another trusted team member (maybe your Communication lead?) familiar with your fundraising efforts, assign that person to act as the interim development lead. Find someone if you can, if not, you are hired! And hopefully with some Board members stepping up to this challenge too. Definitely lean on your Board throughout this process.

When your new Interim Development Lead is in place, clearly outline their new/temporary responsibilities, such as managing donor communications, overseeing campaigns, and tracking progress and reporting toward fundraising goals. Set realistic expectations and personally provide them additional support to avoid burnout.

Step 2: Secure Institutional Knowledge 

If doable, schedule a transition meeting with your outgoing development staff to document key information, such as donor relationships, campaign calendars, and grant deadlines. Ensure access to CRM systems and shared files so the interim lead has everything they need to hit the ground running.

If meeting with the outgoing staffer isn’t possible, send an organization-wide email requesting a list of items, tools, data sources, passwords, and tasks the Development staffer managed. In this process it is very likely that your Accounting, IT, and Communications-focused staff can be helpful. (And you might take this step anyway, even if you meet with the outgoing staffer.)

Step 3: Collaborate with Staff to Establish Priorities and Processes

Once an interim lead has been identified, prioritize a collaborative meeting with them and other key team members. This is your chance to assess the current state of your development operations and determine how to best divide responsibilities. Start by reviewing active campaigns, grant deadlines, and donor stewardship plans to identify urgent priorities.

During this meeting, encourage open dialogue about workloads and any gaps in knowledge or skills. If the interim lead has limited experience with certain tasks, assign others on your team to fill those gaps. For example, a program staffer might assist with storytelling for grant applications, or an operations manager might help with data management.

Set clear processes for collaboration and communication moving forward. Decide how often you will meet to evaluate progress, which staff members will oversee specific areas, and how to handle donor relationships. Consider assigning a senior leader or board member to guide and mentor the interim lead.

Finally, use this opportunity to build trust and morale within your team. Recognize the stress that comes with shifting roles and express confidence in everyone’s ability to work together. By establishing a shared understanding of priorities and processes, you can empower your staff to navigate this transition successfully.

By now, if you haven’t already informed the full Board about the situation and your Action Plan, do so.

Step 4: Communicate with Stakeholders

Transparency is crucial. Inform your key donors and major stakeholders about the transition. Reassure them that the organization is equipped to maintain momentum while searching for a new Development Director. Keep communications professional, optimistic, and focused on your mission. Update your website and materials to remove references to the departed staff member. Change and update passwords, access to databases and donation tools, and email access too.

Step 5: Support the Interim Development Lead

Stepping into a leadership role during a transition can be daunting, especially for someone without previous experience in the position. As Executive Director, it’s essential to provide the tools, training, and emotional support your interim lead needs to succeed. Here are some processes to consider following:

1. Create a Development Action Plan: Work with the interim lead to set clear, achievable goals for the next six months. Prioritize high-impact activities like grant applications, donor stewardship and retention strategies, and campaign planning. Help them break down large tasks into smaller, manageable steps with deadlines.

   
   

2. Provide Access to Mentors or Training: Consider pairing the interim lead with a mentor, such as a board member with fundraising expertise or a development consultant. As time allows, enroll them in short-term professional development opportunities like webinars or workshops on fundraising, donor stewardship, or campaign management.

   
   

3. Hold Regular Check-Ins: Schedule weekly or bi-weekly check-ins to review progress, address challenges, and offer guidance. Use these meetings to troubleshoot roadblocks, reinforce priorities, and celebrate small wins to keep morale high.

   
   

4. Delegate Administrative Tasks: Lighten the Interim lead’s load by delegating administrative tasks, such as data entry or scheduling, to other staff or volunteers. This will allow them to focus on strategic and relationship-based activities that require their attention.

   
   

5. Foster a Positive Environment: Encourage open communication and provide consistent encouragement. Publicly recognize the interim lead’s contributions during team meetings or board updates. Acknowledging their hard work will boost confidence and maintain motivation.

   
   

6. Meet with this staffer FREQUENTLY: Like maybe even 1x/2x a week as needed. Take them to lunch, coffee, and give them breaks in other ways. They can skip nonessential activities, maybe work from home / in off hours if that is helpful and already in place. Your other staff will understand rules being bent in this situation, and they are very likely to think more highly of your leadership as you lead this process.

   
   

7. Adjust Compensation:  Understand, and, with trusted staff or your Board, you will want to consider, early in the process, an adjustment higher in the Interim lead’s pay for their increased efforts. Communicate this to the Interim lead as soon as possible. Even if it’s just a message like: “We’re working on it, but we see your extra efforts and will take care of you.” 

By actively supporting your interim lead, you can ensure they are set up for success, which ultimately keeps your fundraising efforts steady during this transitional period.

Step 6: Develop a Recruitment and Onboarding Plan

While managing the immediate transition, outline a clear plan for hiring your next Development Director. Allocate time to write a compelling job description, identify key skills for the role, and engage your board and network to help with recruitment. Aim to onboard the new hire within 4-6 months. And if your Interim lead is hitting it out of the park, give the person real consideration for the new role. (It can work out really well!)

Step 7: Prioritize Key Fundraising Activities

Focus your team’s energy on essential fundraising activities during this interim period. Don’t stretch your staff too thin. Protect vital tasks like grant applications, major donor outreach, and event planning while pausing less critical initiatives until the new hire is in place.

While transitions can be stressful, especially in a lead fundraising role, they also present a chance to strengthen your fundraising operations. With clear communication, strong interim support, and a solid recruitment strategy, you can ensure your organization stays on track to meet its goals.

Consider the seven key focus areas above, and other ideas and paths forward with Development efforts that you have found or heard about or wanted to try. Get ahead of the timing and boost those year-end donations.

With a thoughtful, strategic approach, this staffing challenge can be met and may even be an opportunity for real organizational growth. Perhaps it is the doorway to a terrific new fundraising effort, raising your boat by helping to deliver new levels of productivity, thoughtful and fresh ideas, and new paths forward for the long-term sustainability of your work.

Best of luck!

*And ping us anytime at info@ristid.com or call or text Rick directly at 202-669-4288 if you think we can be of any help in the transition.