Nonprofit Management

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Executive Search Firms – A Step-by-Step Guide

Executive Search Firms

When a charitable organisation is preparing to hire a new Chief Executive Officer or other senior leader, the stakes are high. These individuals shape mission delivery, culture, and long-term sustainability. To ensure a successful outcome, many organisations turn to executive search firms for support. But engaging the right firm—and managing the process well—requires preparation, clarity, and oversight.

Here’s a step-by-step guide to help your organisation navigate the process of engaging an executive search firm for a senior leadership role.

Step 1: Define the Need and Objectives for Executive Search Firms

Before reaching out to executive search firms, your board or executive committee should agree on:

  • Why external support is needed
  • The goals of the search (e.g., replacing a retiring CEO, scaling the organisation, diversifying leadership)
  • The desired timeline
  • Budget allocation for the search

Clarity at this stage ensures a better fit between your organisation and the search partner.

Step 2: Draft and Distribute a Request for Proposal (RFP)

An RFP outlines what your organisation is looking for and invites search firms to submit proposals. Key sections include:

  • Organisational overview and mission
  • Position description or search scope
  • Services required (e.g., candidate sourcing, stakeholder interviews, psychometric testing)
  • Timeline and deadlines
  • Proposal submission requirements

Be specific—but flexible—so firms can suggest value-added approaches.

Step 3: Identify and Invite Qualified Search Firms

Create a shortlist of 3–6 reputable firms with:

  • Experience in the nonprofit or social purpose sector
  • Knowledge of the role type (e.g., CEO, fundraising, advocacy)
  • Demonstrated commitment to diversity, equity, and inclusion
  • Proven ability to recruit nationally or globally if needed

Reach out directly or post your RFP publicly to encourage a diverse pool.

Step 4: Evaluate Proposals with a Clear Scoring Framework

Use a scoring matrix to compare proposals fairly. Key criteria to assess include:

  • Understanding of your mission and sector
  • Track record and references
  • Search methodology and timeline
  • Team experience and assigned personnel
  • Cost and value

Interview top candidates if needed to ensure cultural and strategic fit.

Step 5: Finalise the Contract and Expectations

Once a firm is selected:

  • Agree on the fee structure, milestones, and deliverables
  • Clarify roles (e.g., who’s managing communication with candidates?)
  • Confirm confidentiality protocols and conflict of interest provisions
  • Define expectations for stakeholder involvement and updates

Good contracts help prevent misunderstandings and ensure accountability.

Step 6: Support the Search Process

Even with a firm engaged, your organisation plays a key role:

  • Provide clear and consistent messaging to staff and stakeholders
  • Designate a point of contact from the board or HR
  • Ensure timely feedback on candidate profiles and interviews
  • Uphold a respectful and inclusive experience for all applicants

Step 7: Prepare for Onboarding and Transition

Once the successful candidate is appointed, the firm may assist with:

  • Negotiating terms
  • Communicating the appointment
  • Supporting onboarding and transition planning

Thoughtful onboarding improves retention and ensures your investment in the search pays off.

Final Thought

Partnering with executive search firms can be a strategic and transformative step for a charitable organisation, especially when approached with clarity and care. By following a structured process, you not only increase your chances of hiring the right leader but also strengthen your organisation’s governance and long-term success.

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Executive Search Firm engagement is a must for a CEO-Level Searches

Hiring a new CEO is one of the most consequential decisions a charitable organisation will make. The Chief Executive Officer plays a pivotal role in shaping vision, setting culture, and guiding the organisation toward mission-driven impact. Given the complexity, importance, and long-term implications of this leadership transition, engaging an executive search firm can be a strategic move—one that delivers both immediate and lasting benefits.

1. Broader, Deeper Reach into the Talent Market

Executive search firms bring expansive networks and sourcing tools that go far beyond posting job ads. They are equipped to identify, approach, and engage passive candidates—those not actively seeking new roles but who may be perfect fits. This expanded reach is especially valuable for charities seeking candidates with specialised experience in fundraising, certification, advocacy, or global nonprofit leadership.

2. Expertise in Nonprofit and Mission-Driven Leadership

The best search firms understand the unique demands of the nonprofit sector. They know that effective leadership in a charity requires more than corporate experience—it demands emotional intelligence, a commitment to ethical governance, stakeholder diplomacy, and a strong connection to the mission. Search partners bring insights from similar organisations and can ensure alignment in values, style, and strategy.

3. Objectivity and Confidentiality

Executive transitions can be sensitive—particularly if they involve an outgoing founder or a long-tenured CEO. An external firm brings a neutral, confidential approach to the process, ensuring fairness, discretion, and professionalism throughout. This helps avoid internal bias and protects relationships with staff, donors, and partners during the transition period.

4. Support for the Board and Search Committee

Most charity boards are composed of volunteers with full-time responsibilities outside the organisation. A search firm helps structure and manage the recruitment process—defining timelines, drafting candidate profiles, assessing applicants, and facilitating interviews. This allows board members to focus on decision-making, not administration.

5. Ensuring Diversity, Equity, and Inclusion

Quality search firms have embedded DEI practices and actively work to broaden the candidate pool to include diverse voices and perspectives. For charities that want to lead with equity, this support is essential in avoiding blind spots and ensuring inclusive recruitment.

6. Improved Fit and Reduced Risk of Turnover

Search firms use competency-based interviewing, reference checking, and often psychometric testing to ensure the final candidate is not only qualified, but culturally aligned. This improves long-term fit, which is critical in the nonprofit sector where CEO turnover can destabilise operations and erode donor confidence.

Final Thoughts

While hiring an executive search firm is an investment, the cost of a poor leadership hire is far greater. For charitable organisations navigating leadership transition, especially at the CEO level, partnering with an experienced search firm isn’t a luxury—it’s a strategy that protects your mission, people, and future impact.

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Team Culture: Building Talent in an Inexperienced Team

When a Head of Fundraising steps into a new role and inherits a team of enthusiastic but inexperienced fundraisers, it can feel like both a challenge and an opportunity. While the pressure to hit targets and deliver quick wins is real, so too is the chance to shape a team culture grounded in learning, collaboration, and results.

Here’s how experienced fundraising leaders can identify potential and develop capability in a junior or under-skilled team.

1. Start with Strengths, Not Gaps

Don’t begin by focusing only on what’s missing. Instead, take the time to understand each team member’s natural strengths, interests, and motivations. One person might be a relationship builder in the making, another a great writer, and someone else may have a data mindset begging for development. Conduct one-on-one conversations and use basic strengths assessments to get started.

2. Build a Culture of Continuous Learning

Inexperienced teams thrive when learning is embedded into the culture. That doesn’t mean sending everyone to expensive conferences. Instead:

  • Host regular internal training on donor care, appeals, or CRM basics
  • Invite guest speakers (including donors!) to team meetings
  • Set up peer-to-peer mentoring between those growing in different areas

A learning culture reduces fear of failure, increases engagement, and builds confidence.

3. Create Clear Roles with Stretch Opportunities

Sometimes a team feels underperforming simply because roles are unclear or misaligned. Redefine roles around both current needs and development goals. Assign “stretch tasks” to team members—like drafting appeal copy, attending major donor meetings, or leading a project—paired with support and feedback.

4. Model What Good Looks Like

Inexperienced fundraisers need to see what success looks like. As the leader, bring your team into your world:

  • Let them shadow your meetings or stewardship calls
  • Share past examples of winning proposals or reports
  • Demonstrate how to talk to donors and ask for support

When the bar is visible, it’s easier for people to aim for it.

5. Set Micro Goals and Celebrate Often

A junior team might not close major gifts in year one—but they can hit milestones that build toward them. Focus on:

  • Retaining first-time donors
  • Writing stronger thank-you letters
  • Increasing open rates on emails
  • Securing small upgrades from regular givers

Celebrate these wins visibly. Success breeds motivation.

6. Build a Long-Term Talent Plan

As the team gains experience, plan ahead:

  • Who might step into a mid-level role in 12 months?
  • Who needs a development plan to stay and grow?
  • What specialist roles (e.g., data, grants) may need future recruitment?

By mapping growth now, you’ll retain the talent you’re investing in.

Inheriting an inexperienced team isn’t a limitation—it’s an invitation to lead with vision, generosity, and structure. With the right team culture, support, and strategic planning, today’s junior fundraisers can become tomorrow’s sector leaders. And there’s no better legacy for a Head of Fundraising to leave behind.

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Ethical Considerations for Charities Using ChatGPT in Fundraising

AI tools like ChatGPT are helping charities innovate and scale their fundraising efforts like never before. From drafting donor appeals to brainstorming campaign themes and building social media content calendars, artificial intelligence is proving to be a powerful ally for fundraisers. But with this power comes responsibility. As charities embrace AI-driven tools, they must also confront important ethical considerations. How do we ensure transparency, equity, accuracy, and trust when AI is involved in donor engagement?

Here are the key ethical considerations every charity should weigh before and during their use of ChatGPT in fundraising.

1. Protecting Donor Privacy

First and foremost, donor data must be treated with utmost care. While ChatGPT can generate compelling messages, it should never be fed real donor information—names, giving history, addresses, or personal details.

Best Practice:
Never input confidential donor data into ChatGPT or similar platforms. These tools do not guarantee data privacy or storage security, and doing so may violate data protection laws (e.g., Australia’s Privacy Act or GDPR).

2. Ensuring Transparency with Supporters

If you’re using AI-generated content in donor communications, ask yourself: Would your supporters expect this to be written by a human? While it’s not always necessary to disclose AI involvement, misleading donors by pretending automated messages are personal can erode trust.

Best Practice:
Use AI for first drafts or frameworks, but always personalise, review, and approve content manually. Authenticity is key in donor relationships.

3. Avoiding Bias and Discrimination

AI models like ChatGPT are trained on vast internet data sets—and that data may contain social, cultural, or racial biases. Without careful editing, AI-generated content could unintentionally reinforce stereotypes or exclude certain communities.

Best Practice:
Review AI outputs through an inclusion and equity lens. Ensure your fundraising messages are respectful, inclusive, and representative of the communities you serve.

4. Upholding Accuracy and Truthfulness

Fundraising relies on credibility. If AI content is used to describe your impact, statistics, or outcomes, double-check every claim. AI sometimes generates information that sounds authoritative but is inaccurate or fabricated.

Best Practice:
Always fact-check AI content, especially when referencing financial figures, program impact, or historical context. Don’t rely on ChatGPT to generate original data or specific organisational history.

5. Avoiding Overreliance

While AI can accelerate tasks, charities should guard against overreliance on automated content. Fundraising is built on empathy, listening, and human connection. AI can’t replace that—it can only support it.

Best Practice:
Use ChatGPT to boost efficiency, not replace human intuition. Balance AI-generated drafts with the authentic voice of your organisation.

6. Addressing Internal Transparency and Training

Staff should be equipped with clear guidelines on how and when to use ChatGPT. Without guidance, there’s a risk of inconsistency, poor-quality outputs, or privacy breaches.

Best Practice:
Develop an internal policy on AI use, including acceptable use cases, data input restrictions, ethical boundaries, and review processes.

7. Considering Accessibility and Equity

Not all organisations—or all donors—have the same comfort with or access to AI. Ensure your fundraising practices do not widen the digital divide or unintentionally alienate parts of your supporter base.

Best Practice:
Offer multiple channels for engagement and ensure human touchpoints remain central to your stewardship strategy.

The Bottom Line: Use AI Responsibly, with Human Values and Ethical Considerations in Mind

ChatGPT and similar platforms offer exciting opportunities for charity fundraisers. But fundraising is built on trust—and ethical use of AI is critical to maintaining that trust with your donors, your communities, and your teams.

At its best, AI can help charities raise more money, reach more people, and save precious time. But only when paying attention to ethical considerations and guided by clear values, strong policies, and a commitment to responsible innovation.

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How ChatGPT is Empowering Charity Fundraisers Worldwide

Artificial Intelligence

Artificial intelligence has entered the nonprofit world—and it’s changing the way fundraisers work. From writing appeals to building donor journeys, tools like ChatGPT are becoming powerful allies for fundraisers seeking to do more with less.

In a sector where time, budget, and resources are always stretched, ChatGPT is offering fundraisers a way to work smarter, faster, and more creatively. Here’s how charities around the world are putting it to use.

1. Writing Compelling Appeals, Instantly

Fundraisers are using ChatGPT to draft donor emails, direct mail copy, thank-you letters, and event invitations. Rather than starting from scratch, they can input a prompt like:

“Write a donor appeal for a food bank highlighting the rising cost of living.”

Within seconds, ChatGPT provides a working draft that fundraisers can refine and personalise. This saves hours of time and helps overcome writer’s block, especially during busy campaigns like Giving Tuesday or year-end appeals.

2. Generating Donor Stewardship Content

Keeping donors engaged requires thoughtful, timely communication. With ChatGPT, fundraisers are creating:

  • Custom thank-you messages
  • Personalised milestone emails (e.g., one-year donor anniversaries)
  • Donor impact stories based on program data

This AI support enables teams to maintain a high level of stewardship even when human capacity is limited.

3. Brainstorming Campaign Themes and Taglines

When it’s time to launch a new campaign, many fundraisers turn to ChatGPT as a creative sounding board. It can suggest campaign names, taglines, or even themes for donor engagement, helping teams explore fresh ideas quickly.

Example:

“Give me 10 campaign theme ideas for an animal rescue charity.”

4. Drafting Grant Proposals and Reports

Charity professionals are also using ChatGPT to outline grant proposals, write summaries, and simplify complex program descriptions for funding applications. While human oversight is always needed, ChatGPT can generate a structured first draft, reducing the burden of starting from a blank page.

5. Creating Social Media Content Calendars

Maintaining a social media presence is critical for fundraising, but coming up with content every day is daunting. ChatGPT can help build out month-long content calendars, suggest hashtags, and write posts tailored to donor personas, saving time and boosting consistency.

6. Internal Training and Onboarding

Some charities are even using ChatGPT to create onboarding materials, internal fundraising guidelines, or FAQs for staff and volunteers. By using AI to build templates and handbooks, teams can focus more on delivery and less on documentation.

7. Preparing for Donor Meetings

Need to prep for a major donor meeting? ChatGPT can help generate:

  • Talking points based on past giving
  • Questions to explore donor motivations
  • Summary briefs that help staff feel prepared and confident

Important Reminders for Ethical Use

While ChatGPT is a powerful tool, it should always be used responsibly and ethically:

  • Review everything it produces—never copy and paste without a human check.
  • Protect donor data—never input private or identifiable donor information.
  • Use AI to assist, not replace the human relationships at the heart of fundraising.

The Future of Fundraising is Augmented, Not Automated

AI tools like ChatGPT won’t replace fundraisers—but they are already becoming essential teammates. They’re helping fundraisers worldwide free up time, spark creativity, and expand their capacity to build meaningful donor relationships.

In the hands of mission-driven professionals, ChatGPT isn’t just a tool—it’s a lever for greater impact.

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Nonprofits Must Continue to Lead DEI Initiatives

In the first weeks of the Trump administration, President Trump has made moves to roll back diversity, equity, and inclusion (DEI) initiatives, creating uncertainty for organisations committed to fostering inclusive environments. Despite these challenges, nonprofit organisations must remain steadfast in their DEI efforts. The very nature of nonprofit work—serving diverse communities, advocating for marginalised groups, and striving for social equity—demands an unwavering commitment to diversity and inclusion. Here’s why nonprofits should continue prioritising DEI, regardless of political headwinds.

1. Upholding Core Values

Most nonprofit organisations exist to serve the public good, often focusing on underrepresented or underserved communities. Rolling back DEI initiatives would contradict their fundamental missions. Equity and inclusion ensure that nonprofits are truly addressing systemic barriers and fostering environments where all individuals have equal access to opportunities and resources. By maintaining DEI efforts, nonprofits reinforce their commitment to fairness and justice.

2. Strengthening Community Trust and Engagement

Communities expect nonprofits to be inclusive and representative of the people they serve. Scaling back DEI efforts can erode trust and weaken engagement with key stakeholders. A diverse and equitable nonprofit not only attracts a broader base of support but also fosters deeper connections with beneficiaries, donors, and volunteers. Demonstrating an ongoing commitment to DEI reassures communities that their voices matter and that the nonprofit is invested in long-term, meaningful change.

3. Enhancing Organisational Effectiveness

Research consistently shows that diverse and inclusive organisations are more innovative, resilient, and effective. Nonprofits that embrace DEI can tap into a wider range of perspectives, leading to better decision-making and problem-solving. Moreover, fostering an inclusive work environment improves employee satisfaction and retention, reducing turnover costs and ensuring a more stable and dedicated workforce.

4. Navigating the Changing Landscape

While federal policies may shift, the broader social and business landscape continues to prioritise DEI. Many private foundations, corporations, and donors still consider diversity and inclusion essential criteria for funding decisions. Nonprofits that deprioritise DEI may find themselves at a disadvantage when seeking grants, partnerships, and sponsorships. Staying the course ensures that organisations remain competitive and aligned with the evolving expectations of funders and partners.

5. Standing in Solidarity with Marginalised Groups

At a time when certain communities feel increasingly vulnerable due to policy changes, nonprofits have a moral obligation to stand firm in their support. Rolling back DEI initiatives sends the wrong message to those who rely on nonprofit services. Instead, organisations should double down on their commitment to advocacy, equitable hiring, and inclusive programming to ensure that the most marginalised populations continue to receive the support they need.

6. Leading by Example

Nonprofits play a crucial role in shaping societal norms and influencing public discourse. By continuing their DEI efforts, they set a powerful example for other organisations, businesses, and communities. Leadership in diversity and inclusion can inspire change beyond the nonprofit sector, demonstrating that a commitment to equity is not just a political stance but a fundamental principle of ethical and effective service.

While government rollbacks on DEI initiatives may create challenges, they should not dictate the priorities of nonprofit organisations. Now more than ever, nonprofits must reaffirm their commitment to diversity, equity, and inclusion to maintain credibility, effectiveness, and impact. By staying the course, nonprofits not only support marginalised communities but also strengthen their own sustainability and leadership in creating a more just and inclusive society.

How is your nonprofit reinforcing its DEI commitment in the face of changing policies? Share your thoughts and experiences in the comments below!