How We Helped a Nonprofit Strengthen Team Structure, Systems, and Leadership Support

Client Overview This nonprofit organization had a long-standing legacy and a dedicated team, but over the course of two years, their growth outpaced their internal systems. When we began our engagement, they had a team of 25. By the time we wrapped, they were operating with over 100 employees across multiple sites. The leadership recognized they needed operational clarity, stronger systems, and support to lead through the next phase of scale.

The Challenge

• Monday.com had been introduced but was underutilized and lacked customization to support the team’s daily work

• Team members and contractors didn’t have access to clear, centralized resources to guide their roles and responsibilities

• There was no standard structure for how collaboration should take place across departments

• File organization in the Shared Drive was inconsistent and unstructured for both virtual and onsite teams

• CEO was holding too much—decision-making, approvals, and process oversight were bottlenecked

• Responsibilities across leadership and staff weren’t clearly defined, which made delegation difficult

Phase One: The Foundation

Our work started with a deep strategy session where we analyzed the core areas that were slowing the team down. We used our workflow discovery process to:

• Review scope of work documents and contractor agreements

• Identify opportunities for the CEO to delegate and elevate leadership roles

• Determine what duties could be restructured or reassigned to improve flow

This phase gave us the clarity we needed to begin building a system that supported their day-to-day reality—not just an idealized version of it.

Phase Two: The Buildout

With clarity in place, we restructured Monday.com to serve as a centralized project management hub. Our approach included:

• Designing custom workflow boards for programs and operations

• Creating supporting documentation and process maps for each department

• Overhauling the team’s Slack channels to reduce noise and promote focused collaboration

• Implementing a new password management system

• Completely restructuring the Shared Drive with naming conventions, folder paths, and guidance for both virtual and onsite staff

We also addressed one of their biggest pain points: internal resources. Our team led a major resource development effort that resulted in over 70 new assets—including SOPs, processes, and templates—tailored to departments and roles across the organization.

Phase Three: The Handoff

This phase was all about empowerment. We facilitated 10 live training sessions for administrators and support team members to walk them through the new tools, resources, and systems.

We also:

• Reorganized the team’s meeting schedule

• Refreshed meeting agendas and prep processes

• Ensured everyone had hands-on experience with the updated platforms

By the time we wrapped, the team had not only adopted the systems; we saw a shift in leadership confidence and team accountability.

Final Transformation Summary In under a year, this nonprofit shifted from a growing team held together by legacy knowledge and verbal instruction to an organization equipped with structure, strategy, and scalable systems. Their Monday.com is now a living platform. Their Shared Drive works for everyone. Their team no longer asks, “Where is that file?” or “Who owns this?”

“This is 31 years of a company working how we were that we’ve pulled together in this timeframe and upgraded and up-leveled. It has been a heavy lift, and I really applaud you guys. You have done an amazing job.”— Kenya Croom, Executive Director

Tech Tools Used

• Monday.com

• Slack

• Google Shared Drive

• 1Password