Eliminating a program: what not to do

Photo by neys

An organization I know of has been dealing with pretty difficult times financially for the past five years or so. Years of operating at a deficit without cutting back on anything have finally caught up with this organization, and they recently cut a popular, but underfunded program. In difficult times, many organizations have had to make similar decisions, but in this organization’s case they did several things wrong. Here’s what not to do when your organization decides to cut a program:

1. Make a knee-jerk reaction to funding cuts
A decision to end a program should be well-planned. It should have taken a lot of thought, and careful preparation- particularly when there are donors in the community that are strong supporters of the program. It also should include discussions with prominent supporters of the program. There should be a transition plan that includes an end of program summary that discusses and highlights what the program has accomplished while it was in existence.

2. Cut out any staff involvement from decision-making
Make sure to involve program staff in this decision. Many times they can work with you to prevent the elimination of a program by reducing their hours, fundraising, etc. If the staff agree to work reduced hours to keep the program going, honor any agreements made. Don’t burn bridges and break promises in this already difficult process of eliminating a program. When ending a program, I think it is extremely important to work with that program’s staff to do everything possible to keep it going (unless the need for the program is no longer there), but if no funding can be found then the staff are extremely important allies in ensuring that the decision is communicated accurately and the program comes to a smooth end.

3. Communicate the decision poorly (or not at all!)
The communication should be one of the most important aspects of the process to eliminate a program. Not only does communication need to go out to your volunteers and staff, but your funders need to be told as well – particularly ones that have given your organization general operating grants or program specific grants for that program. If those grants included the eliminated program, those funders need to know, and should be (if possible) involved in the decision. Also, don’t leave the program up on your website so it appears at first glance like your organization still has the program.

4. Make the decision – or the process personal
This decision should be about the program – not the staff. Don’t let this decision be about the staff and don’t burn important bridges.Even if program staff are no longer working for your organization, don’t remove them from your organization’s email list (especially if they are a donor!). Respect them and their commitment. Programs should never be eliminated because of a staff member.

Hopefully your organization never finds itself in such a position, but if you do, I hope this example helps show you what not to do.