7 Steps to Do Less and Get More Done

Running a nonprofit can feel overwhelming, with long to-do lists, never-ending projects, and the constant pressure to do more with less. But what if there was a way to break through the noise, streamline your efforts, and actually get more done while doing less?

I’ve spent years helping nonprofit leaders overcome exactly this challenge. With the right approach, you can manage your workload more effectively, reduce burnout, and keep your team focused on what really matters. In this article, I’ll walk you through seven simple steps that will transform the way you work—allowing you to accomplish more without feeling constantly overwhelmed.

Step 1: Break Down Projects Into 2-Week Sub-Projects

Take your big projects and break them into smaller sub-projects that can be completed in two weeks or less. It might take some practice to gauge what you and your team can realistically accomplish in that timeframe, but it's essential to start here.

Pro Tip: We often overestimate what we can achieve in two weeks. Overloading our plate is really inefficient, so push yourself to plan to do less!

Step 2: Set Up Three Columns—To-Do, In Progress, Done

Create three columns: To-Do, In Progress, and Done. Whether it’s on a whiteboard in your office or using a digital tool like Zenkit or Trello, keep it simple. This will help you visually manage and track your progress.

Step 3: Populate the To-Do Column

Take all your two-week projects and place them in the To-Do column. If you’re using sticky notes on a whiteboard, stick them there. If you’re using a digital tool, create boxes or cards and move them into the To-Do column.

Step 4: Move Projects to the In-Progress Column

Review the projects and choose the ones you’ll work on over the next two weeks. Move those into the In-Progress column. Here’s a key point:

Pro Tip: The fewer projects you put in the In-Progress column, the more you’ll get done! Focus on fewer tasks, and you’ll move through them faster. Don’t put more than three projects in this column unless you have a large team.

Step 5: Call Out Overload

Review the In-Progress column with your team (or yourself if you’re flying solo), and be honest—are you trying to do too much? Call each other out if someone is overloading their plate. Remember, no one is superhuman!

Step 6: Assign Tasks and Calendarize

For each project in the In-Progress column, break it down into individual tasks. Assign those tasks to the appropriate team members and make sure they calendarize them. Tasks should live in calendars, not on endless to-do lists.

Step 7: Review and Repeat Every Two Weeks

After two weeks, move the completed projects from the In-Progress column to the Done column. Take note of how much you’ve accomplished! If you didn’t finish a project, leave it in the In-Progress column or decide if it’s something you’ll abandon.

Bonus Tip: If you finish everything before the two weeks are up, grab another project from the To-Do column and move it into the In-Progress column to keep things rolling!

Why This Works

This method keeps your team focused and helps you track exactly how much work you’re accomplishing. By limiting the number of in-progress tasks, you’ll find that you actually get more done. And there’s something deeply satisfying about moving tasks from In-Progress to Done!

If you keep repeating this process, you’ll see a noticeable increase in productivity. Your team will move from feeling overwhelmed to feeling accomplished, and you’ll be able to track progress like never before.

About the Author Sarah Olivieri is a coach and trainer for nonprofit leaders, helping them achieve greater impact with less overwhelm. She is the creator of The Impact Method??, a powerful framework that helps nonprofits simplify operations, improve capacity, and build aligned teams. Sarah has over two decades of nonprofit leadership experience, is the founder of PivotGround, and host of the Inspired Nonprofit Leadership Podcast. She is also an international best-selling author and writes a weekly newsletter with tips for nonprofit leaders, which you can access at inspirednonprofitleadership.com/signup.