Charity Project Management Template and Checklist

A simple, practical charity project management template and checklist to help you make your charity project a huge success

Example Charity Fundraising Project Management Checklist

This simple charity project management template and checklist gives you the key things you need to think about to ensure your charity project plans work really well for your charity.

The Benefits Of Charity Project Management

Everyone's really busy and it can be easier to just do what we've done before, but using even very simple project management checks enables you to:

  • Maximise the impact or fundraising surplus from your project.
  • Well planned charity projects that meet a real need and maximise impact appeal far more to funders.
  • Identify and minimise project risk.

You can also use this approach to test a variety of proposals to identify, which ones would work best for your charity.

Charity Project Management Step 1 - Impact

Unmet Need. This charity project responds to a significant and possibly urgent unmet need that neither we nor other charities are likely to be able to meet without this project.  We are doing this because it needs to be done, not because we (or someone senior) wants it - there are no personal agendas or favouritism.

Impact.  It focusses our efforts where these will have most impact for our beneficiaries or deliver the greatest fundraising surplus we might reasonably achieve.

Charitable Objectives. It will demonstrably support our charitable aims and business plan objectives.  The benefits will be sufficiently great to justify both the cost and risk.

Opportunity Cost.  It represents the best possible use of resources required - both funding and time. No other activity or project would make better use of these.

Options/Design.  Alternative options have been assessed, and the one chosen is the best.  Its design is the most effective way of delivering the project.  Think widely - in-house delivery, fixed term staff contracts, engaging a contractor, out sourcing, partnership, Joint Venture etc.

Project/Event Plan. There is a robust delivery plan with key milestones and realistic objectives, within an achievable timetable.  Who is leading each aspect is clear and they have committed to the project.

Staff & Volunteers. We have enough staff/volunteers/external support with all the skills needed, or provision for these is funded in the project plan/proposal.

Charity Project Management Step 2 - Fundraising And Finance

Project Budget. Is taut, realistic and includes all relevant costs with clarity on start-up (one-off) and ongoing costs, overheads and multi-year.

Value For Money.  Taking into account the costs, time and risk, the project outcomes make it well worthwhile.

Fundraising.  We have an adequate funder prospect list or other sources of income available to be able to fully fund the project.

Charity Project Management Step 3 - Risk, Compliance and Ethics

Project Risks.  Have been identified and quantified, and appropriate mitigation/avoidance action put in place.  You can use this Charity Excellence resource to assess risk quickly and simply.  If you're planning an event, here's a Charity Excellence event checklist.

Legality.  It complies with all relevant legal requirements and organisational policies.

Due Diligence.  Adequate checks have been carried out.  Including confirming that project partners/funders do not hold views or undertake activities that are/could be perceived to conflict with our aims and values. You can use this Charity Excellence due diligence toolkit to do that.

Access All The Free Charity Help, Resources & Free Funding Directory

A registered charity ourselves, the CEF works for any non profit, not just charities.

Plus, 100+downloadable funder lists, 40+ policies, 8 online health checks and the huge resource base.

Quick, simple and very effective.

Find Funding, Free Help & Resources - Everything Is Free.

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To access help and resources on anything to do with running a charity, including funding, click the AI Bunny icon in the bottom right of your screen and ask it short questions, including key words.  Register, then login and the in-system AI Bunny is able to write funding bids and download 40+ charity policy templates as well.

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