Building Systems for a Growing Youth Advocacy Nonprofit
Client: Center for Advancing Community
My Role: Administrative and Operations Consultant
Their Challenge: When Growth Outpaces Systems
The Center for Advancing Community team reached out during an exciting — and challenging — period of growth. Their programs were expanding, their impact was deepening, and their passion for the mission was stronger than ever. At the same time, their internal systems were struggling to keep pace. The team was stretched thin, managing a wide range of programs and priorities while also navigating sudden shifts in the funding landscape. The pressure to stabilize the organization, while staying true to their deep commitment to community, had never felt more essential.
Some of the challenges they were dealing with:
No central place to manage projects or workflows, making it tough to stay aligned
Inconsistent documentation practices — some information lived in Google Docs, some only in people’s heads
Tools that weren’t being used to their full potential
No standard processes or dedicated space to identify and improve workflows
Gaps in data tracking that made reporting harder than it needed to be
“We recognized that while our mission was strong, we lacked the internal systems, communication strategies, and operational clarity needed to move forward with confidence. We needed a partner who could not only help us get organized but also align our internal practices with the values that drive our work.”
– Sarah Woolverton-Mohler, Executive Director at The Center for Advancing Community
My Approach: Solutions through Collaboration
To truly meet CAC where they were, I started by listening. I connected with team members to understand where they were getting stuck and what was and wasn’t working well for them.
From there, we moved through a clear, phased approach:
Audit: I learned how the team really worked — not just on paper, but in practice.
Align: We identified what needed to change and agreed on priorities.
Activate: We rolled out new systems, one step at a time, with the team fully involved.
I partnered with CAC to lead a transformational internal initiative focused on aligning tools, workflows, and strategy with the organization’s mission and capacity. My approach combined practical system design with deep attention to team dynamics, values, and long-term sustainability.
What we focused on:
Clarified Priorities & Strengthened Team Alignment: I guided the team through important conversations around priorities, capacity, and sustainability—helping them set clearer goals and boundaries. I also mapped how work moves across teams, tasks, and timelines to bring alignment and focus to day-to-day operations.
Built Tools & Systems That Actually Fit Their Needs: I led CAC through a full transition to Asana and Slack, including system setup, onboarding, and tailored team trainings. Rather than relying on theory, I built tools and templates based on how the team really works—improving coordination, accountability, and ease of use.
Created Stronger Documentation & Knowledge Sharing: To prevent knowledge loss, I built shared documentation systems that captured essential information in sustainable, easy-to-access ways. This supported smoother collaboration and built long-term organizational memory.
Delivered Strategic Research & Evaluation: I conducted a full review of CAC’s data systems to identify strengths and gaps, then delivered research and analysis to guide leadership decisions. My work connected best practices in nonprofit management with the realities CAC faces on the ground.
Trained & Empowered the Team for Long-Term Success: Through practical trainings and coaching, I built the capacity of both staff and board to manage and adapt these systems over time. I focused on sustainability—making sure these improvements would stick long after my engagement ended.
Kept Equity, Authenticity & Resilience at the Center: Throughout the project, I made sure every strategy and system aligned with CAC’s core values. This wasn’t just about efficiency—it was about creating structures that supported the people and principles behind the work.
“From the outset, Liv brought not only expertise but also deep empathy and a clear understanding of what it takes to support organizations at a crossroads. She quickly assessed our challenges and helped us focus on solutions that would have both immediate impact and long-term sustainability.”
– Sarah Woolverton-Mohler, Executive Director at The Center for Advancing Community
The Outcome: Less Friction and More Focus with Room to Grow
They have systems that work. Asana is now CAC’s central hub for managing projects and tasks — with clear roles, timelines, and workflows that everyone understands. Each team has tailored templates, making repeat work easier, faster, and more consistent. These systems created stronger alignment between staff, board, and organizational goals.
They have more time to focus on work that matters. With efficient workflows and reduced administrative overhead, the team spends less time on meeting prep and follow-up — and more time on meaningful, mission-driven work. These shifts also helped reduce burnout and improve morale across the organization.
Their communication is smoother. Everyone knows what’s expected, who’s responsible, and how to move things forward — without endless back-and-forth. Project management and communication processes became more transparent, collaborative, and empowering for both staff and board.
They are ready to grow. With clear operational, financial, and evaluation strategies in place, CAC is well-positioned to expand programs, strengthen partnerships, and measure impact — all while keeping their team aligned, supported, and mission-focused.
They can engage externally with confidence. The organization now has the internal clarity and structure to connect more effectively with partners, funders, and community members — sharing their work with greater confidence, credibility, and impact.
