We’ve all heard the mantra: Reduce. Reuse. Recycle. It helps us build a healthier, more sustainable planet by changing our consumer and consumption behaviors. It’s a mindset shift that, when you first try it, seems cumbersome, but eventually it becomes second nature.
What if we applied that same mindset to how we run our nonprofit organizations?
In the same way that sustainability practices shift how we shop, eat, and do or don’t toss things in the trash, adopting this trio of principles in nonprofit management and fundraising can create a more efficient, thoughtful, and strategic way of working. It might feel awkward at first. But eventually this mindset shift becomes second nature — and makes a real impact.
I’ve been applying this concept in my own consulting practice for years. I’ve helped clients reduce the time spent on repetitive tasks, reuse assets that already exist, and recycle tools and content. Here’s what that looks like in practice:
✅ Reduce: Use Smart Tools to Save Time
One of my favorite recent examples: I created a multi-tab Google Sheet to help a client manage an upcoming event. It included tabs for invitations, budgets, timelines, run-of-show, and more. Some of the tabs even “talked” to each other: change the date on one tab, and the others update automatically. The client loved it!
Here’s the (not-so) secret: I didn’t create the whole thing from scratch. I reused pieces from various templates, including a wedding planning spreadsheet from Google Sheets that had exactly the kind of detail and structure we needed. With a few tweaks, I recycled it, and a couple of other templates, into a nonprofit event planner that worked perfectly for our needs.
Using and customizing existing tools reduces the amount of time and mental energy you spend reinventing the wheel.
♻️ Reuse: Repurpose Content with Intention
One of my foundational consulting offerings is the creation of a “stock proposal.” It’s a 5–7 page document that my clients can modify and reuse for different donors, foundations, or sponsorship opportunities. With tight budgets and limited staff time, it just doesn’t make sense to start from scratch every time. Instead, build a strong base, then tailor it to the situation. Same goes for appeal letters, campaign landing pages, program descriptions, and more.
When I lead trainings for boards or staff, I start with a file of my best PowerPoints, activities, and worksheets. The objectives for each session are completely customized, but I recycle some of the activities that I know will engage and inform.
🔄 Recycle: Content, Photos, Quotes… Use Them Again!
If your nonprofit team is writing content for grant proposals, newsletters, email appeals, social media, and board updates, you’re sitting on a goldmine of materials that can be recycled and shared across channels.
That story you told in a board update? Drop it into your next donor email.
That fantastic testimonial quote? Use it on social, in a grant proposal narrative, AND in your annual report.
That beautiful photo from a community event? Feature it in your next printed newsletter or postcard.
Worried that people will notice the repetition? Don’t be. With the amount of content people are bombarded with every day, they probably won’t notice. And if they do remember seeing it before? You’re reinforcing your messaging. If they hold it against you… well, they probably weren’t your people anyway.
Bonus: Use AI to Reduce Time on Tedious Tasks
I’ve been using AI tools like ChatGPT, Claude, and Perplexity to reduce the amount of time I spend on the techie parts of content creation. For example, when I write my blog posts (like this one!), I still write the content myself. But I let AI suggest SEO elements like meta descriptions and slugs (yeah, I didn’t know what those things meant at first, either!), so I can spend more time focusing on what I’m actually trying to say.
I use AI to collect and summarize articles for my monthly PITCH newsletter, which helps me share valuable resources while still honoring my time and energy. I bring my decades of experience to choosing and curating articles, ideas, and insights to share with my newsletter subscribers, but AI takes care of the formatting and summarizing.
It’s just another way to reduce the time you spend on repeatable tasks so you can focus on what matters most.
Reuse the Systems That Already Work
You don’t have to reinvent the wheel every time you run a training or plan a campaign. You don’t have to create all-new documents for every single project. You don’t have to write a totally different proposal for every funder. Reduce. Reuse. Recycle.
If you’re looking for ways to work more sustainably in the nonprofit sector — emotionally, strategically, and financially sustainably — this mindset shift is a great place to start.
Are there ways that YOU reduce, reuse, or recycle your work? Do you have success stories or cautionary tales to share? I’d love to hear them!
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