How To Build Systems That Scale, with Rachel Bearbower

Welcome to this week’s episode of the Nonprofit Mastermind Podcast! I’m your host, Brooke, and today, I’m thrilled to share an insightful conversation with one of my dearest friends and a true game-changer in the nonprofit world, Rachel Bearbower. As the founder of Small Shop Strategies, Rachel is a wizard in teaching nonprofit leaders the art of untangling complex systems to focus on what truly matters – nurturing relationships and boosting fundraising efforts. In our chat, we delve into the nuts and bolts of building effective systems in small nonprofits. We’ll explore Rachel’s unique approach to time management, and her strategies for creating a harmony between digital and analog systems. Whether you’re a seasoned executive director or a budding nonprofit enthusiast, this episode is packed with practical advice, relatable experiences, and a touch of farm life charm from Rachel’s life in Iowa.

What the Listener Will Learn:

  1. Strategies for reclaiming time and managing overwhelm in small nonprofits.
  2. The importance of integrating digital and analog systems for optimal productivity.
  3. Practical steps to simplify and organize tools and routines for better results.

Five Key Takeaways:

  • Time is a nonprofit’s most valuable asset – effective time management can transform your organization.
  • Creating synergy between digital and analog systems can significantly enhance productivity.
  • The ‘Sunup and Sundown’ routines are essential for managing daily tasks and reducing decision fatigue.
  • Understanding your goals is critical before selecting and implementing any system or tool.
  • Simplifying processes and having clear systems in place can significantly reduce the stress of decision-making and task management.

Step-by-Step Process:

  1. Identify Your Goals: Understand what you’re trying to achieve before diving into system organization.
  2. Baseline Your Current Systems: Assess your current tools, habits, and routines to understand your starting point.
  3. Simplify and Organize: Determine what tools and systems are essential and eliminate or integrate the rest for efficiency.
  4. Implement Sunup and Sundown Routines: Begin and end your day by syncing your digital and analog systems to reduce mental load.
  5. Regularly Review and Adjust: Continuously evaluate the effectiveness of your systems and make adjustments as necessary.

Resources Mentioned:

  • Small Shop Strategies: Nonprofit consultancy focused on system optimization. Visit Website
  • Calendly: Scheduling tool for efficient meeting planning. Explore Calendly
  • Asana and Notion: Project management tools to streamline tasks and goals. Asana, Notion
  • Google Drive: Cloud storage solution for organizing and sharing documents. Google Drive
  • AirTable: A flexible organization and data management tool. Discover AirTable

Connect With Brooke:

Connect with Brooke Richie Babbage at

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