Many NPOs are so lean that the loss of one staff member can cause major disruption. Future-proofing means putting structures in place so that institutional knowledge, skills, and relationships don’t sit with only one person.

Focus on these three key strategies to ensure that if you lose that one person, you don’t lose all your organisational knowledge at the same time.

1. Knowledge Management:  Start a documentation culture. Ensure all processes, contacts, and workflows are written down and stored in a shared system (Google Drive, Notion, SharePoint, etc.). Each staff member should maintain a “living” handover document outlining key tasks, deadlines, passwords (stored securely), and partner relationships. Avoid having “one-person files”—make sure multiple people can access critical documents.

2. Cross-Training & Skill Sharing:  Encourage staff to learn each other’s roles, even if at a basic level. Let staff rotate responsibilities occasionally (e.g., who takes minutes, who handles reporting). Identify backups for each critical function.

3. Leadership & Succession Planning:  Identify potential leaders, those who can step up if needed. For senior roles, outline a clear succession plan approved by the board. Get your board involved, and make sure board members understand operational essentials and can provide short-term cover if required.

Putting together these three key strategies will take some time. If you need a hand or some fresh perspective, our experienced EM Solutions team is on stand-by to assist. Future-proofing is essential in times like these.