If you are part of a small advancement team at a Catholic school, chances are you wear many hats. Enrollment, fundraising, alumni relations, marketing, events, the list never ends. With so much to juggle, it is easy to feel stretched thin. The good news is that you do not have to do everything at once. The key is building a sustainable plan that keeps your team focused and your mission front and center.
For many schools, advancement teams are just one or two people. That reality can quickly lead to burnout if there is not a clear plan in place. A sustainable approach helps you prioritize the work that has the most impact, eliminates distractions, and ensures that your efforts actually move the school forward.
When in doubt, let your mission be your guidepost. Every initiative, whether it is a social media campaign or a major fundraising effort, should answer the question: does this support our mission and help us reach our goals? When you frame decisions this way, it becomes much easier to say no to projects that drain energy without producing results.
One of the simplest ways to create breathing room is to use an effort versus impact mindset. Focus on projects that give you strong results with reasonable effort, and defer or eliminate those that require major effort with little return. That shift alone can be a game-changer for small teams.
An advancement plan is more than a to-do list. It is a written document that organizes fundraising, communications, stewardship, and volunteer engagement over the course of the year. A good plan sets priorities, allocates resources, and serves as a roadmap for staff, board members, and volunteers. It can also double as a tool for onboarding new leaders who need to understand your school’s approach.
Saying “we want to raise more money” is not enough. Instead, set SMART goals that are specific, measurable, achievable, relevant, and time-bound. For example:
These types of goals give your team something concrete to work toward and make it easier to track progress.
Breaking your year into quarters helps balance the workload and keeps momentum going. For example:
This rhythm keeps your advancement calendar structured without overwhelming your team.
A solid communications and marketing plan makes everything else easier. With consistent messaging, clear themes, and a simple content calendar, you can engage your whole school community without scrambling for ideas. Even small touches like student thank-you notes or alumni spotlights can build strong connections.
You do not have to do this alone. Volunteers can be powerful partners when they have clear roles, manageable tasks, and recognition for their contributions. Committees for the annual fund, events, alumni relations, or communications can help extend your reach and strengthen your school culture.
Sustainability is not about doing more. It is about working smarter. When you root your advancement work in mission, focus on what has the biggest impact, and put a clear plan in place, even the smallest teams can achieve remarkable results.