At our latest Latte and Learn, Anse Fatima walked us through some big-picture thinking about how we work at Rabata, especially as we prepare for Ramadan and expand our offerings with Ribaat University.
Workflow or Project, Which Is It?
We started by clarifying the difference between workflows and projects so that we can plan more clearly and use our time wisely.
Workflow is our ongoing day-to-day work. It is the work that never really ends:
- Checking email and Basecamp
- Regular meetings
- Systems building and refinement
- Data collection and analysis
- Donor support, program delivery, and admin tasks
These are responsibilities tied to our roles. They repeat in predictable cycles and do not need a concept note or project template every time.
Projects, on the other hand, are time-bound initiatives with a clear start, end date, and outcome. For example:
- Ramadan planning
- A new campaign or event
- A new program launch
Projects often need a planning team, a budget, clear goals, deadlines, and a wrap up at the end. One of our challenges as an organization has been treating some projects like workflows, and some workflow like projects. This session was a step toward naming that difference more consciously.
A Fresh Acronym for Decision Making: BREW
Before we launch into a project, we need to make thoughtful decisions. Anse Fatima introduced the BREW acronym to guide our thinking.
BREW:
B – Balance options
- Brainstorm ideas, weigh the pros and cons, and put everything on the table.
R – Reflect on goals
- Ask, “What are we trying to achieve with this decision?”
E – Evaluate information
- Use real data.
W – Weigh consequences
- Consider the impact of each option, including risks and tradeoffs.
This gives us a simple shared language for decision making before we rush ahead.
GRIND: Pre Project Planning That Works
Once we have brewed the decision, we move to GRIND, which is our pre project planning tool.
GRIND:
G – Goal
- What exactly are we trying to accomplish, and how will we know it is complete?
R – Resources
- Who is involved? What tools do we need? How long will it take?
I – Implementation
- How we will carry out the work, step by step.
N – Inherent risks
- What could realistically go wrong? We list risks so we can plan around them, not so we can avoid the work.
D – Deadlines
- Clear timelines and milestones so everyone understands the expectations.
- The reminder was simple. When we plan well at the start, missed deadlines become the exception, not the norm.
Our Organizational “Rock”
Drawing from the book Traction by Gino Wickman, Anse Fatima also introduced the idea of a “rock.” A rock is one major focus for the organization over a 90-day period.
Rather than juggling ten large priorities at once, the whole organization orients around one dominant rock. For this season, the rock is Ramadan planning and preparation, including impact and fundraising goals. Teams are encouraged to check in on the rock during their regular meetings.
Anse Sarah Olesky, Rabata’s Development Coordinator