Archive for the ‘Managing Operations’ Category

Doing Less With Less

Wednesday, January 18th, 2012

Those of us who work for foundations want our grantees to invest in core activities that more efficiently and effectively contribute to desired outcomes. Yet funders may make it harder for grantees to do so, often by focusing exclusively on specific grant-funded activities — as opposed to outcomes — and by underinvesting in core organizational needs.

The National Bureau of Economic Research pegged the official end of the 2008/2009 recession in June of 2009. That may be true, but many foundation leaders recognized then that battered stock market valuations were only the start of what would likely be a multi-year drop in grant making, since payouts were tied to a rolling average of diminished investment portfolios.

That year, I heard far too many colleagues casually suggest that we needed to help our grantees “do more with less.” That remark has been echoed at conferences and convenings ever since. At a foundation event this fall, I challenged a colleague who expressed surprise that grantees still seemed to be doing too little to embrace the fundamental wisdom captured by this phrase. I think I understood the intent behind his lament. But the message he and others may be unintentionally conveying to grantees is unfortunate: that we believe that nonprofits have substantial resources that are being inefficiently deployed, and those of us who work for foundations would do a better job of managing the stress of decreasing revenues and increasing demand for services.

At Wilburforce Foundation, we work with grantees over the long term to protect wildlife habitats in Western North America. Investing in and disseminating science, working with local communities to build support, and convincing policymakers to endorse durable conservation solutions takes time, often years.

Many of our grantees are highly dependent on foundation grants, and we have seen firsthand the consequences of their attempts to do more with less. We’ve been tracking financial data for all of our grantees, including annual revenue and expenses, cash holdings, and net assets. Since the recession began in 2008, more than one third of the groups we support have experienced decreases in net assets of 10 percent or more, and many more have cash-flow cushions that can be measured in weeks, not months.

One of our grantees nearly collapsed in the aftermath of the recession. Many of its programs were funded by restricted grants, and foundations invariably wanted their grant-funded activities to be part of the “more” this group should sustain with “less.” This grantee was shoveling increasingly scarce general support dollars to these programs. The organization only recovered after it jettisoned underfunded projects and sacrificed the foundation grants that had ultimately harmed the organization.

Another grantee relied heavily on one foundation for significant support of its largest program, subject to an arbitrary cap of 15 percent of overhead expenses. The true cost of its organization overhead was closer to 25 percent, and its net assets plunged as the group tapped unrestricted funds to pay for its core needs.

In fact, I see far too many organizations trying to do “more” by sacrificing living wages for its staff, shifting the cost of benefits to employees, cutting professional development budgets, and working with obsolete technology.

An article in the Stanford Social Innovation Review in 2009 described what they called the nonprofit starvation cycle, and attributed much of that problem to funders:

“The first step in the cycle is funders’ unrealistic expectations about how much it costs to run a nonprofit. At the second step, nonprofits feel pressure to conform to funders’ unrealistic expectations. At the third step, nonprofits respond to this pressure in two ways: they spend too little on overhead, and they underreport their expenditures on tax forms and in fundraising materials. This underspending and underreporting in turn perpetuates funders’ unrealistic expectations. Over time, funders expect grantees to do more and more with less and less—a cycle that slowly starves nonprofits.”

So, let’s dispense with tired clichés. Jan Masaoka, director and editor-in-chief of Blue Avocado and former executive director of CompassPoint Nonprofit Services, has better advice for nonprofit leaders: do less with less.

“Of course there is more need, more demand, and we probably have less money. And we love the gritty heartfelt nature of the cry, “We need to do more with less!” Pause. But it’s not only unsustainable, it probably means you will be able to do even less in the future. If a program’s funding has been cut by 30%, you may need to do 30% less.”

The trick, of course, is figuring out which programs are most effective, and make those as sustainable as possible. As funders, we can help our grantees do this in several ways by:

  1. More clearly communicating with grantees about our own strategies as funders, and the outcomes we hope to achieve. These conversations have the potential to surface more creative, efficient and effective alternatives to the projects or activities that we may have historically funded.
  2. Forging stronger relationships with grantees, so that they feel comfortable approaching us when trouble arises and before the organization’s financial situation becomes dire.
  3. Understanding and supporting the real costs associated with running an effective and sustainable organization, including livable wages and quality benefits to recruit and retain quality staff, maintaining adequate facilities with current technology, and building sound financial and fundraising infrastructure.

Paul Beaudet is Associate Director of Wilburforce Foundation and a member of CEP’s Advisory Board.

 

Seven “New” Concepts that Are Not So New After All: Reflections on a History of Philanthropy

Tuesday, January 10th, 2012

There seems to be an increasing number of books and reports about philanthropy and nonprofits, most promising to improve the efficacy of those who follow their wise words. The best of these acknowledge the distinct challenges of philanthropic and nonprofit effectiveness, and modestly build on what we know – basing their conclusions on real data. The worst of them show little understanding of history, offering up concepts (often based on only anecdotal experience) as if they’re the shiny new cure-all, when they’re neither new nor a cure-all.

As Cynthia Gibson put it in a wonderful NonProfit Quarterly article: “What’s of concern … is the increasing number of reports or studies on so-called innovative ideas or models—or ways to assess impact—that have been generated by individuals who seem to have little or no concern about whether or not what they’re claiming as ‘the next best thing’ is really just ‘been there, done that.’”

Gibson notes that, “A review of the steady stream of studies and reports issued under the guise of innovation reveals much that is merely a restatement or repackaging of ideas and concepts that have already been acknowledged or are being used by people who’ve been working in the nonprofit sector for a while.”

So it felt like a real gift to see the release, last month, of historian Olivier Zunz’s Philanthropy in America. It is an impressively well-researched book that comes at a perfect time, offering an antidote to all who think that everything interesting in philanthropy was invented today, or yesterday (often by them). Turns out, much of what we often talk about as if it’s new – or not happening at all – has been going on in the U.S. for 100 years or more.

Although I was familiar with much (although by no means all) of the history Zunz recounts, I was struck by how helpful it is to remember where we’ve been as a country when it comes to philanthropy. As Alexis de Tocqueville said, “History is a gallery of pictures in which there are few originals and many copies.”

Reading Zunz’s book, I noticed seven examples of things that are often portrayed as new – or not done – despite the fact that this is not, historically, the case.

  1. How often do you hear the lament that nonprofits never die, because the sector lacks the forces of “creative destruction” – to use economist Joseph Schumpeter’s term – that buffet the for-profit world? In a 2010 article in Harvard Business Review, Allen Grossman and Bob Kaplan write, “Apparently, Schumpeter’s cycle doesn’t operate in the social sector.” Yet, history offers evidence to the contrary. During the Great Depression, Zunz notes that “one-third of private charitable agencies in the United States disappeared” during a three-year period. (I’ve also argued that, to the extent that nonprofits have been more resistant to these forces, that’s partly the point of them – to operate outside markets.)
  2. Heard a lot about “cross-sector collaboration” or, more recently, of the term “collective impact?” A Stanford Social Innovation Review article describes the concept as the “commitment of a group of important actors from different sectors to a common agenda for solving a specific social problem” and discusses the need for a “fundamental change in how funders see their role, from funding organizations to leading a long-term process of social change.” But Zunz recounts how the earliest major American philanthropists saw their role in precisely these terms, and he cites many examples over the past century of government, foundations, nonprofits, and companies working together to address serious social problems, such as the effort to fight tuberculosis in the early 1900s. He describes the work of the Russell Sage Foundation and nonprofits to combat the disease and then notes, “Other funding partners in the fight against tuberculosis came from business, labor, and government. Life insurance companies naturally invested in reducing mortality rates among their customers.” It is likely the case that such efforts remain too rare, but there are many historical examples worth understanding.
  3. Today, that work by life insurance companies on tuberculosis might be heralded as “corporate social responsibility,” “blended value,” or, in the newest term for what appears to be essentially the same thing, “shared value.” But there is nothing new about companies seeking to do social good and make a profit – or the recognition that these goals sometimes go hand in hand (although quite clearly sometimes they don’t). Zunz recounts, for example, how the insurer “Metropolitan Life paid for a major study of tuberculosis in Framingham, Massachusetts, and underwrote a large educational campaign.”
  4. What about policy and advocacy work – which so often gets described as if it is a new push or something that funders historically haven’t done? This is perhaps the most powerful part of the story Zunz tells: the fact that philanthropy and public policy have been closely connected since the earliest days of institutional philanthropy and the subsequent spread of “mass philanthropy” in the U.S. a century ago. Zunz describes the evolution of the law with respect to this issue, but what is clear is that the earliest major foundations sought to influence policy, recognizing that this was a crucial way to make change. “Philanthropists have invested their resources in the greater American fight over the definition of the common good. They have taken all sides in all the partisan encounters that have divided our society and have strategically intervened in essential debates on citizenship, opportunity, and rights.” Zunz argues that this activity has “enlarged democracy.”
  5. And what of the push to move beyond transactional charity to influence systems and lives on a significant scale, or to combat “root causes” of social problems? Reading press coverage of philanthropy, it would be easy to conclude that, before the Gates Foundation, no one really cared if they were making a difference with their philanthropy. But there is nothing new about the quest to make a measurable difference, as Zunz recounts. He discusses the way Julius Rosenwald pursued a strategy of improving education for blacks in the South, or the influence of philanthropy on private colleges and universities to become much more focused on scientific research – and much more secular. Zunz cites a 1907 Outlook magazine article by Daniel Coit Gilman, a founding member of the American Social Science Association and a president of Johns Hopkins University. “Gilman underscored the new philanthropy’s insistence on long-term solutions to social problems instead of temporary relief for the destitute. High among its goals was the search for root causes.”
  6. How about PRIs (Program Related Investment) or the broader concept of “impact investing?” Zunz tells the story of the creation in 1967, by nine foundations, of the Cooperative Assistance Fund to invest in minority businesses. To their credit, the thoughtful present-day proponents of this kind of approach, such as Jed Emerson and Antony Bugg-Levine, are quick to acknowledge its history – but much of what is written by others seems ignorant of what has come before.
  7. Finally, how many times have you heard that nonprofits don’t know how to market themselves? And yet American history includes many examples of brilliant marketing, fundraising, and education efforts led by nonprofits. Zunz describes how nonprofits mobilized mass participation and action for positive effect in the fights against disease. He also describes the successful campaigns to encourage giving that accompanied the birth of the “community chest” and the community foundation, and the “democratization” of philanthropy. Indeed, the country’s high level of charitable giving is the result of savvy marketing by nonprofits.

Zunz himself does not make the connections to the current debates about philanthropy: he is a historian. He simply recounts the history – I am not doing justice here to the breadth and depth of what he has written – and does so thoroughly and brilliantly.

So why does it matter that so much of what we talk about as if it is new in fact has a long history?

I think it matters, first and foremost, because there is so much to learn from these examples. But I also think it matters because philanthropy and the non-profit sector seem to suffer from a sort of self-esteem problem, accompanied by (or perhaps resulting from) a strange case of amnesia, that doesn’t serve us so well.

Perhaps this is an odd observation for me to make – as someone who believes deeply that philanthropy and the nonprofit sector should push to be much, much more effective than they are today – although I’d say the same of government and business. But I think the push for effectiveness will itself be much more, well, effective, if we remember what’s been tried and what’s worked – and some things clearly have – and if we remind ourselves of the historical significance of nonprofits and philanthropy. And, in this way, Zunz’s book really is a gift. He writes:

From Andrew Carnegie to Bill Gates, and from ordinary people who purchased Christmas seals to fight tuberculosis to those who wear pink ribbons to battle breast cancer, the nation has come to view philanthropy as both a quintessential part of being American and another means of achieving major objectives …. Together they have forged a philanthropic sector that donors, beneficiaries, and the state recognize as a critical source of ideas as well as funding.

Obviously, there is also much that is sobering in Zunz’s history. He tells of considerable timidity on the part of major foundations and their leadership at various important moments. It was also striking to read of concerns about philanthropy’s effectiveness that feel all too much like the concerns I – and many others – have expressed much more recently.

An example: Baptist minister Fredrick Gates, who advised John D. Rockefeller Sr., had worried about what he called “scatteration” almost a century ago. Edwin Embree, who had worked at the Rockefeller Foundation and the Rosenwald Fund, echoed those worries in 1949 in Harper’s, discussing “the sprinkling of little grants over a multiplicity of causes and institutions.” So while that does not make it wrong for me or other advocates for effectiveness in philanthropy to push for focus, as so many of us have, we’re better off understanding fully the long history of this discussion (and, quite honestly, I did not).

Philanthropy in America: A History is ultimately inspiring – and it is an indispensable guide to where we’ve been. It can help us figure out where we need to go – and even how to get there. And it’s a humbling reminder of the truth in Harry S. Truman’s statement: “There is nothing new in the world except the history you do not know.”

Phil Buchanan is president of CEP. To read other blog posts by him, click here.

 

Data Point: Strategy Implementation Challenges

Friday, November 11th, 2011

Much of the talk about strategy in philanthropy focuses on its development. Less frequently discussed is implementation. But, as former Robert Wood Johnson Foundation President Steven A. Schroeder contends, good strategy is useless if it isn’t implemented well.  “Execution trumps strategy,” he argues.

So what gets in the way of good implementation?

In a survey CEP conducted about strategy at foundations, we asked program staff about the extent to which they believe they have the necessary resources, skills, and authority to implement their strategies.

The above data represents responses from 89 program staff members at private foundations with $100 million or more in assets, who were asked to rate on a scale of 1 (“Strongly disagree”) to 7 (“Strongly agree”) the extent to which they agree with the statements listed in the chart. The percentages reflect ratings on the positive end of the spectrum, any answer of 5-7 on the 1-7 scale.

More than one-third of program staff members report not having adequate resources – monetary and nonmonetary (time and staff) – to implement their strategies. While having enough resources is critical to carrying out a foundation’s strategy, foundation staff also need to have the necessary expertise and skills, coupled with adequate authority, to implement that strategy. Nearly 90 percent of the program staff surveyed believe they do have the necessary skills and expertise. However, more than one-third do not believe they have adequate authority to successfully implement their strategies.

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What separates more strategic foundation leaders from less strategic ones? To read CEP research that explores the state of strategy at private foundations and identifies behaviors and practices common to more strategic leaders, see the report Essentials of Foundation Strategy written by Ellie Buteau, Ph.D., Phil Buchanan, and Andrea Brock.

Ellie Buteau is Vice President – Research at the Center for Effective Philanthropy

Data Point: How Foundation CEOs Use Information About the Effectiveness of their Programmatic Work

Friday, October 28th, 2011

The use and management of data stands at the core of the work undertaken by the Center for Effective Philanthropy. The set of survey tools CEP has developed as well as field-wide research builds comparative data drawn from key constituent groups—grantees, donors, staff members and others—providing insights that enable funders to better define, assess and improve their effectiveness.

Here is another finding from our recent survey exploring the current status of performance assessment among larger foundations. The survey was conducted in January and February of this year, and we received responses from CEOs of 173 U.S. foundations with annual grantmaking of at least $5 million.

In the survey, CEOs were asked to indicate how important the information they collect to assess the effectiveness of their foundation’s programmatic work was for a variety of purposes.

 

The majority of CEOs responded that this information was extremely important for various internally focused purposes. For example, almost 60 percent thought information about the effectiveness of their program work was extremely important to use when deciding whether or not to change or adjust their own programmatic strategies. A total of 70 percent thought this information was extremely important to help them understand the impact of their programmatic work. Very few CEOs – 6 percent and 2 percent, respectively – thought the findings were not important for these purposes. When rating the importance of using information about their programmatic effectiveness for a more external purpose, such as communicating publicly about what the foundation was able to learn through its programmatic work, only 37 percent thought it was extremely important and 18 percent said it was not important at all.

Does the lack of importance CEOs place on publicly sharing such information lead to missed opportunities for foundations to learn from one another’s work – about what works and what does not? Beyond that, are there also missed opportunities for nonprofits to learn more about what has been tried and assessed?

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To read about current foundation CEOs’ attitudes toward assessment and what foundations are doing to understand their performance, see the report, The State of Foundation Performance Assessment: A Survey of Foundation CEOs written by Ellie Buteau, Ph.D. and Phil Buchanan and published by the Center for Effective Philanthropy.

Ellie Buteau is Vice President – Research at the Center for Effective Philanthropy.

Guest Post: How the Robert Wood Johnson Foundation Seeks To Improve

Monday, October 3rd, 2011
At the Center for Effective Philanthropy, we believe that improved performance of philanthropic funders can have a positive impact on nonprofit organizations and the people and communities they serve. As part of our work, we aim to highlight stories from funders who share that vision and who value the role of data and assessment in efforts to increase their impact.

 

PROCESS PROGRESS: HOW RWJF STRIVES TO IMPROVE
by Robin Mockenhaupt, Ph.D., M.P.H., Chief of Staff,
Dee Colello, Senior Manager, Program Operations, and
David Adler, M.P.A., Communications Officer
of the Robert Wood Johnson Foundation

 

They must often change, who would be constant in happiness or wisdom. ~Confucius

Change and continual improvement is a valued part of the Robert Wood Johnson Foundation’s culture. It’s in our guiding principles, which state, “We must commit ourselves to lifelong learning and continual improvement.” In addition to change and improvement, RWJF is also committed to transparency and peer learning, and it is in that vein that we are sharing our progress on quality improvement since 2004.

As part of our 2004 annual organizational assessment, we commissioned the Center for Effective Philanthropy’s Grantee Perception Report (GPR). We learned that while our grantees rated us comparatively well in several areas, we were using up a lot of grantee time meeting our administrative demands and we weren’t moving as fast as we needed to in processing grants. We also learned we needed better clarity in our communications of goals and strategies.

A 2011 CEP case study, Frequent Checkups Make for Healthier Funding Relationships, illustrated that we changed. We wanted to share one of the ways we took that advice to heart.

With the findings from the GPR, input from an all-staff retreat, and a focus group of grantees, we developed our first Foundation-wide Quality Improvement (QI) initiative. Our process for implementing this QI project can be broken down to five steps.

  • We set the right tone. The all-staff retreat and the announcement of the QI process by our president and CEO, Risa Lavizzo-Mourey, M.D., M.B.A., helped create widespread buy-in among staff. Any organization considering quality improvement projects should recognize that having the buy-in and public support of the CEO is a crucial first step for setting the appropriate environment for change.
  • We started with something manageable. The initial focus of our quality improvement work was on a category of grants that accounts for about 20 percent of our grantmaking. We wanted to start with something manageable to see how it worked before rolling out broader efforts.
  • We gathered the troops. After the announcement, staff interested in quality improvement convened to map out current grantmaking processes; shortly after that, a smaller core staff team was chartered, supported by a group of project sponsors from senior management.
  • We jumped in. The team designed a pilot. After testing and implementation, the project moved into control (maintenance) phase. Our first QI project resulted in sequencing and prioritizing steps in our grantmaking process, as well as launching the Foundation’s Program Information Management System (PIMS).  After our first QI project, two other projects were designed and implemented, using a similar structure and process. In addition, three smaller projects were led by staff trained in the QI process.
  • We are monitoring ongoing progress. We needed a way to monitor how we were doing and for identifying new ideas for improvement. We organized a standing staff group called the Process Improvement Group to help track metrics for our grantmaking and to initiate new quality improvement initiatives. Additionally, other units within RWJF have taken up their own quality improvement initiatives.

What did we learn?

  • Communications is a key component to implementing quality initiatives and staff behavior change.
  • Staff like being involved in cross-functional improvement projects
    when they see the need for change and can be a part of the solution.
    It’s also an opportunity to involve staff at every level of the
    organization.
  • Staff need dedicated time for QI work, as opposed to trying to “fit it in” around other responsibilities.
  • Over time, managers learned better how to scope and implement QI projects.
  • The automation of our grantmaking process (which initially was
    paper) allowed for project milestones and timelines to be standardized
    and to become transparent to all staff.

 

We’re pleased that more recent CEP reports have concluded our grantee perceptions have gotten better over time, and we believe our quality improvement efforts were a factor in this change. Our responsiveness measures are now higher as well as our quality of interactions. With that said, all our quality improvement efforts were not successful and we are receptive to revising any processes that may have missed the mark. For example, we are still working toward reducing the amount of time in both selection process and improving our ongoing monitoring and reporting.

We’re happy to share additional information about our QI process and are eager to hear how our colleagues are approaching this as well.