Darrin: Now, Jena, I have my tea because I want to have a nice, casual conversation with some actionable advice — oh, you have yours too! Let’s talk about how we can really help nonprofit leaders and founders not feel so overwhelmed. I hear the same story across the country — from New Orleans to Atlanta, Dallas to LA — everyone says the same thing: “We have so many options, so many tools — ChatGPT, Gemini, CoPilot, AI agents — but how do we make tech for good actually good for us?” Can we start there and get your take?
Jena: You are not alone in the overwhelm. I hear this every week, and our team hears it too. People are saying, “We’re everywhere, we’re using everything — but we are exhausted.” Especially at year-end, when everyone is trying to hit their biggest goals, burnout peaks. You’ve got your donor appeals, board meetings, events, reports — and all those systems making it happen at once. Then you open Instagram and see another nonprofit launching a video series and think, “Should we be doing that too?” It never ends.
Jena: That’s why I love this topic. Doing less and using less isn’t about caring less — it’s about being intentional. Focus on the right things, not everything. When you focus your energy on what supports you, you’ll raise more. Your systems, processes, and messages become clearer. It helps you and your donors feel that consistency. You are not alone in feeling overwhelmed and burned out, but there is a way through it.
Darrin: Yes! I see two hashtags here: #YouAreNotAlone and #ClarityOverConfusion. Just because there are billions of options doesn’t mean they’re right for you. Less is truly more. Doing less doesn’t mean you care less — that’s golden.
Darrin: Nonprofit leaders run on passion but often feel overlooked, underestimated, and overwhelmed. They’re told technology is the answer, but it feels cold and complex. So before I talk about empathetic systems, Jena, can you share your take on this “cold and complex” issue?
Jena: When I talk to people, their tools and processes often feel disconnected. They technically do the job, but with no human touch. Maybe you’re just clicking buttons or dealing with complicated logins for little payoff. Years ago, I worked for a nonprofit in Atlanta using systems built in the 1970s. Pulling reports for board meetings made me cry — literally! It was so overwhelming. No tool should make you feel that way. The right systems should make you feel lighter, not heavier. Cold systems make you work for them; warm systems work for you.
Darrin: Exactly. That’s why I built M3 Media around empathetic systems — digital ecosystems that put the end user first. We design systems that are warm, human-centered, and give you time back instead of draining you. For anyone watching, drop in the comments one task that’s draining your energy each week — we’ll give you live advice!
Jena: I love that you focus on empathy in systems. When tools anticipate your needs and save you time, they help you show up better for your mission. Empathy isn’t just how we treat donors — it’s how our systems should treat us. A truly empathetic system automates the repetitive work — receipts, reports, data updates — so you can focus on storytelling and building relationships.
Darrin: We have a question from Jill — she’s a one-person shop running capital campaigns. Jena, let’s share three ways nonprofit leaders can do less and raise more.
Jena: I love a good formula. My 3C Audit System: Channels, Content, and Capacity. Before you raise more money, you need to make sure your systems can support it. Start by listing every platform you use — email, project management, accounting — all of it. Most of us use too many!
Darrin: Exactly. Too many tools create confusion. In my opinion, nonprofits need no more than 2–3 solid systems: one for CRM, one for communication, and one for automation. More than that becomes overkill.
Darrin: For example — your CRM could be Monday.com or Asana, your communication tool could be Slack, and for automation use something like Klaviyo or Mailchimp. You don’t need 10 platforms. I’ve seen nonprofits save money and raise more by simplifying their tech stack. Clarity equals growth.
Jena: Agreed. Document once and reuse often — create templates for emails, thank-you notes, and sponsorship packets. Batch your work — one day for outreach, one for marketing, one for follow-ups. And automate what you can — receipts, updates, thank-yous — anything that buys back your time. Focus where it counts; you don’t need to be everywhere.
Darrin: Great advice. I’d also add — protect your energy. We may technically have eight hours in the day, but only 2–3 of those are high-focus hours. Use them wisely. Block time on your calendar for content, engagement, or deep thinking. You can’t pour from an empty cup.
Jena: Yes. Once you’ve trimmed your tools, connect them! Automation is key — when your systems talk to each other, everything flows. For example: a donation adds a record in your CRM, triggers a thank-you email, and adds that donor to your newsletter — all automatically. Disconnected tools create busy work; integrated systems create momentum.
Jena: I use Zapier to connect tools. But use it in moderation — too many “zaps” can slow things down. Ideally, your CRM should do most of the heavy lifting natively.
Darrin: Absolutely. And speaking of CRMs — shameless plug — DonorBox has an amazing new CRM coming soon! It’ll include built-in email automation, conversations, reminders — everything in one place. The goal is to make your system work for you, not the other way around.
Jena: The tech is important, but human systems matter too. Train your team! Even the best system fails if only one person knows how to use it. Spend 30 minutes showing your staff how to pull reports, update data, or send messages. Don’t make yourself the only one who can run the system — that’s a recipe for burnout.
Darrin: Exactly. And another great tool is Loom — record quick videos explaining your workflows. People are visual learners; it’s faster than reading pages of SOPs.
Jena: Yes! A little work upfront saves hours later. October is the time to prep your systems before the busy year-end. Simplify your tech and rhythm now, and you’ll feel more in control later. Help others help you.
Darrin: Perfect. Before we wrap up — Jena, what would you say to nonprofit leaders feeling tired or uncertain right now?
Jena: You are not alone. If you’re feeling anxious or stretched thin, remember this: you’re doing important work, even on days it doesn’t feel like it. Give yourself permission to simplify. Focus on what matters most. Progress beats perfection every time. People give to people — it’s okay to rest and rebuild at a sustainable pace.
Darrin: Beautiful. When you said “strategic pause,” that hit me. I’ve learned that clarity comes from stillness. Block out time every week for rest and thinking. You can’t afford not to rest. Burnout isn’t a badge of honor — it’s a warning sign. Take care of yourself so you can keep doing the work you love.
Darrin: And please, stop trying to be perfect! I always say — be iPhone 1. The first iPhone wasn’t flawless, but it changed the world. Don’t wait until you’re “iPhone 16” to start. Progress and authenticity matter more than polish. Be you. Lead with passion and keep evolving.
Jena: Exactly! Simplify to amplify. Progress beats perfection every time.
Darrin: I love that — simplify to amplify. As we wrap up, Jena, how can people connect with you and DonorBox?
Jena: DonorBox helps nonprofits build sustainable recurring giving programs. Our tools make fundraising easier and more inspiring — both for you and your donors. We offer free and premium plans with no contracts. Visit donorbox.org to get started, and check out our Resources tab for blogs, templates, podcasts, and our new CRM coming soon!
Darrin: Love it! I can personally vouch for DonorBox — you’re all incredible. And for anyone who wants to connect with me, visit m3.media or find me on LinkedIn. We help nonprofit leaders grow impact, raise revenue, and build digital ecosystems that work for them. Thank you Jena, DonorBox, and everyone who joined us today. We’ll see you again for our Giving Tuesday Live on October 23rd!
Jena: Thanks everyone — this was wonderful. Looking forward to the next one!
Darrin: Thanks, Jena. Bye everyone!
