If You Get Hit by a Bus, Who Knows the Wi-Fi Password?

Hey Nonprofit Leader, What’s Keeping You Awake at Night?

Let me guess: it’s 2 a.m., and instead of sleeping, you're mentally reviewing all the things only you know how to do at your nonprofit.

I get it. When I first launched Desert Best Friend’s Closet, it was a lean operation—open just two days a week, fueled by a small group of volunteers and me. As the founder and executive director, I wore all the hats. Marketing? Check. Billing? Yep. Cleaning the bathroom? Every Thursday. I even built our dressing rooms with PVC pipe (true story).

Even as we grew—open six days a week with a part-time staffer—I still handled everything. Which seemed fine...until I took a trip out of state to visit one of my kids. Somewhere between airport security and turbulence at 30,000 feet, I had this horrifying thought:

“If this plane goes down, who knows how to do anything I do?”

No one knew the Dropbox login. Or how to open the safe. Or bill a partner. Or—gulp—access my email. And that, my friends, is the very definition of a single point of failure.

So, if this scenario doesn’t keep you tossing and turning at night, maybe it should.

But here’s the good news: there’s a fix.

You don’t need to clone yourself (though tempting). You just need to get what’s in your head onto paper, and empower others to step in when you step out (or are just offline for a day).

Let’s walk through how to future-proof your nonprofit:

1. Document Your Knowledge (Before Your Brain Takes a Vacation Without You)

• Create Standard Operating Procedures (SOPs):

  Write down how key tasks are done. Pretend you're explaining it to your dog—simple, step-by-step instructions. This becomes your training manual for staff, volunteers, and future you.

  
  

• Build a Knowledge Base:

  Centralize logins, donor data, partner contacts, intellectual property, etc. A Google Drive folder beats a sticky note any day.

  
  

• Use Visual Aids:

  Checklists, flowcharts, short videos—whatever helps your team follow the breadcrumbs without calling you 14 times.

  
  

2. Delegate and Empower

• Define Key Roles:

  Break down your org’s operations into chunks. Assign them to staff or trusty volunteers. Don’t assume folks will “figure it out.”

  
  

• Set Clear Expectations:

  What does success look like? Spell it out. Fewer mysteries = fewer messes.

  
  

• Give Authority:

  Don’t just delegate the work—delegate the decisions. Micromanaging is exhausting (for everyone).

  
  

3. Train Like You Mean It

• Teach Your Team the System:

  Invest time in teaching the SOPs and tools. If you don’t, they’ll build their own...and chaos ensues.

  
  

• Encourage Learning:

  Create a culture where people feel okay asking questions or suggesting improvements.

  
  

• Promote Growth:

  Give people stretch assignments. Someone you trained to stuff envelopes might be your next development officer.

  
  

4. Create Accountability Without the Micromanaging

• Use Project Management Tools:

  Trello, Asana, Monday.com—whatever floats your boat. Track progress without stalking.

  
  

• Hold Regular Check-Ins:

  Not to hover, but to connect. Support. Adjust course. Celebrate wins.

  
  

• Set KPIs:

  Even for small teams, some light metrics help keep the mission on track and everyone rowing in the same direction.

One More Thing Your Board Might Want to Consider…What happens if your executive director gets hit by a bus? (Or, less dramatically, wins the lottery and disappears to a villa in Tuscany?) Enter Key Person Insurance — the nonprofit’s version of "break glass in case of emergency."

This special policy is taken out on a vital team member (like the founder, ED, or rainmaker), but it’s for the organization. If that person unexpectedly departs or, heaven forbid, departs this mortal coil, the policy provides a financial cushion to help cover things like lost revenue, an interim director, or the cost of a full-blown search. Think of it as succession planning’s responsible older sibling — slightly morbid, but smart as heck.

Final Thought: If You’re Holding on Too Tightly, Ask Yourself Why.

Is it ego? Control? Fear of being replaceable? (Spoiler alert: being replaceable is actually a good thing.)

A confident leader shares knowledge. A sustainable nonprofit distributes power. No one builds a legacy by hoarding passwords and cleaning the bathroom solo.

So breathe. Document. Delegate. And please—for the love of sustainability—stop hoarding all the knowledge like it’s the last Diet Coke in the office fridge.

Need help turning that mental chaos into documented systems and empowered teams? That’s exactly where I come in. I specialize in helping nonprofit leaders like you build strong foundations, document processes, and stop being the sole holder of the secret sauce. Let’s chat—I’ll bring the templates, clarity, and probably snacks.

Here’s to sharing your knowledge and a better night’s sleep!