Podcast Summary: Ep 219: Simplifying Success: How Project Management Can Transform Nonprofit Leadership (with Christy McCorrack)

Podcast Information:

• Title: Nonprofits Are Messy: Lessons in Leadership | Fundraising | Board Development | Communications
• Host: Joan Garry
• Guest: Christy McCorrack, Chief Operating Officer at the Nonprofit Leadership Lab
• Release Date: January 4, 2025

Introduction

In Episode 219 of Nonprofits Are Messy, host Joan Garry engages in a compelling conversation with Christy McCorrack, the Chief Operating Officer at the Nonprofit Leadership Lab. Christy brings over two decades of experience in project management, organizational transformation, and business process optimization. The episode delves into how effective project management can revolutionize leadership within the nonprofit sector, offering actionable insights for CEOs, board members, fundraisers, and nonprofit marketers.

Early Experiences with Project Management

Glenda Testone introduces Christy, highlighting her exceptional skills in building high-performing teams and managing large-scale projects. Christy reflects on her early inclination towards organization, recounting her first experience with project management as the co-captain of her high school track team.

Christy McCorrack [04:05]: “I was always the organized one in my family... when I started managing actual projects, I quickly realized there was a big difference between being organized and managing a project.”

She describes how she structured the team’s practices, adapted to unexpected changes, and learned the critical importance of teamwork and planning, which laid the foundation for her project management career.

Defining a Project and Project Management

Glenda Testone prompts Christy to define what constitutes a project, especially within the nonprofit context. Christy clarifies that a project has a clear goal, start, and end, distinguishing it from ongoing tasks.

Christy McCorrack [08:13]: “At its core, a project is anything that has a clear goal and a start and an end.”

She emphasizes that for nonprofit leaders, many tasks—such as planning fundraisers, designing programs, and organizing volunteer events—are inherently project-based. Effective project management involves guiding these projects from inception to completion in a structured yet flexible manner.

Project Management Tips

Christy shares three foundational tips for implementing project management without overwhelming complexity:

1. One-Page Project Plan

   Christy McCorrack [11:24]: “Try using a one-page project plan. Any new project, answer these three questions on a single page: What's the goal? Who's responsible for what? When does it need to happen?”

2. Embrace Good-Enough Planning

   Christy McCorrack [11:47]: “You don't need a perfect plan to make progress. Just that basic outline is enough to start from.”

3. Debrief After Every Major Project

   Christy McCorrack [13:28]: “Gather the team for a quick debrief. What worked, what didn't? What can you do differently next time?”

These strategies promote clarity, accountability, and continuous improvement without adding unnecessary layers of complexity.

The Role of Communication in Project Management

A significant portion of the discussion revolves around the critical role of communication in successful project management.

Christy McCorrack [15:16]: “Project management allows you to speak with some specificity and be clear, manage expectations, and ultimately reduce frustration.”

Christy warns against creating plans in isolation, which can lead to misunderstandings and frustration. Instead, she advocates for inclusive planning processes where team members contribute to and own the project plan.

Christy McCorrack [15:39]: “Having project management as something you think about on the side... will absolutely cause more frustration in terms of communication than help.”

This approach fosters a collaborative environment where expectations are clear, and team members feel valued and understood.

Case Study: A Failed Project and Lessons Learned

Christy recounts an early career experience where she was tasked with tracking headcount in a corporate HR setting. The project failed due to ambiguous scope, lack of resources, and inadequate planning.

Christy McCorrack [19:40]: “We had no clear scope, no dedicated resources, and honestly, no real plan.”

This experience taught her the importance of defining project scope, setting clear goals, and assigning responsibilities from the outset to prevent projects from derailing.

Understanding and Defining Project Scope

The conversation delves deeper into the concept of project scope—the boundaries that define what is included and excluded in a project.

Christy McCorrack [21:43]: “Scope is what are the goals of the project? What's in and what's out.”

Christy uses the analogy of building a house with a defined number of rooms to illustrate how specific scopes prevent projects from becoming unmanageable and ensure resources are allocated effectively.

The Einstein Principle: Defining the Problem Before Solving It

Glenda introduces an Albert Einstein quote about spending more time defining problems than solving them, prompting Christy to elaborate on its relevance to project management.

Christy McCorrack [23:17]: “Before jumping into a solution, you need a clear understanding of the problem.”

Christy ties this principle to nonprofit leadership, urging leaders to start projects by understanding the "why" to ensure efforts are aligned with organizational goals and resources are utilized efficiently.

Addressing Resistance: Convincing the Non-Believers

The discussion shifts to addressing those who resist formal project management, believing it to be time-consuming or unnecessary.

Christy McCorrack [40:12]: “Without a plan, you’d end up with doors that don't fit or windows that don't align.”

Christy encourages skeptical leaders to view project management as a flexible toolkit that can enhance efficiency without being overly rigid. She suggests starting small with clear goals and simple plans to demonstrate its benefits.

Closing a Project: Celebrations and Debriefs

Christy highlights the importance of properly closing projects by celebrating achievements and conducting debriefs to capture lessons learned.

Christy McCorrack [32:53]: “At the end of every project, celebrate and debrief. Celebrate the win and reflect on what could be improved.”

Glenda shares her personal strategies for maintaining momentum and motivation through continuous learning and adaptation, echoing Christy's emphasis on ongoing improvement.

Final Advice for Nonprofit Leaders

Christy offers parting wisdom to both advocates and skeptics of project management within the nonprofit sector:

• For Believers:

  Christy McCorrack [37:49]: “Stay flexible. Listen to your team. Never stop learning.”

• For Skeptics:

  Christy McCorrack [40:12]: “A little upfront planning can make a huge difference, helping you get more done with less stress.”

She reiterates that project management doesn't have to be complex and can be tailored to fit the unique needs of each organization, ultimately freeing leaders to focus on what truly matters.

Conclusion

The episode wraps up with heartfelt thanks to Christy for her invaluable insights and encouragement to nonprofit leaders to embrace project management as a means to enhance efficiency, communication, and sustainability within their organizations.

Christy McCorrack [43:11]: “Project management doesn't have to be complicated to be effective. Embrace the good enough planning.”

Joan Garry reinforces the episode's key messages, urging listeners to apply these principles to navigate the often messy but rewarding world of nonprofit leadership.

Notable Quotes:

• Christy McCorrack [04:05]: “Project management involves not only being organized and running your own to-do list, but also aligning tasks, goals, people, all toward a common goal.”

• Christy McCorrack [08:13]: “At its core, a project is anything that has a clear goal and a start and an end.”

• Christy McCorrack [15:16]: “Project management allows you to speak with some specificity and be clear, manage expectations, and ultimately reduce frustration.”

• Christy McCorrack [23:17]: “Before jumping into a solution, you need a clear understanding of the problem.”

• Christy McCorrack [32:53]: “At the end of every project, celebrate and debrief. Celebrate the win and reflect on what could be improved.”

• Christy McCorrack [43:11]: “Project management doesn't have to be complicated to be effective. Embrace the good enough planning.”

This episode serves as a comprehensive guide for nonprofit leaders aspiring to harness the power of project management to drive their missions forward efficiently and sustainably. By blending personal anecdotes with practical strategies, Christy McCorrack provides a relatable and actionable roadmap for transforming nonprofit operations through thoughtful project planning and execution.