Date. 8. This can be a great time-saver for the person who is organizing all the elements of a grant proposal and responsible for the final submission. Hard copy Board files are at a risk for identity theft if they contain personal identifying information. And the time saved can then be spent on higher-value activities that will set your proposal apart from others. Accordingly, charities should consider governance practices and related topics to assure sound operations and compliance with the tax law. What would it take to get our organization ready to apply to more funders. To brainstorm your name, consider the category of services your organization provideshumanitarian, for exampleand descriptive words that represent your purpose, mission and/or values. Then, delineate how those behaviors will be implemented in the day-to-day operation performed by all members of your nonprofit. Follow these steps to form your own nonprofit 501 (c) (3) corporation. Think "foot wide and a mile deep" instead of "a mile wide and inch deep.". An effective grant management process also helps show the results of your efforts and investments and supports your need to make data-driven decisions. For my financial and HR files, they have key dates when they change, so sorting through them annually is the perfect schedule. Here is a closer look at these types of 501(c) nonprofits. Once filed with the state, your articles of incorporation officially create your Michigan . Let's learn together! Select Your Legal Issue "In Nolo you can trust." The New York Times I would find it in: Programs and Services / Workshops / Leadership Development / 2015. To start a nonprofit corporation in Alabama, you must file a Name Reservation Request Form and an Alabama nonprofit Certificate of Formation with the Alabama Secretary of State. Weve all read the horror stories where a past employee takes the organization to court 15 years later and wins their case. Create a Detailed Business Plan. Nonprofit Tax Forms In addition, the IRS requires nonprofit organizations seeking tax-exempt status to file Form 1023. Storing many documents in one library Creating multiple libraries Add a column to a library Create a view Create a folder in a library Introduction to libraries EXPERT TIP Ashley Moon, MA Professional Organizer I remember a conversation I had with a colleague from another organization. Everyone gets to the place in their career where they start thinking about the next step and what they want moving forward. Select your board of directors to set your nonprofit up for success. A common question is, "What types of grant status reports and metrics should I start with?" For example, set up such subcategories as call, write, deliver, and pay. Here are some other free photo management software options. Alternative options could include, for example, donating funds raised to another nonprofit. As such, it is important to do your own research to find out which type of 501 (c) designation. There are penalties for filing late. When you file articles of incorporation, you are requesting to be recognized as a business by your state. The records of non-profit organizations, businesses, churches, political groups, schools, social and cultural groups, and individuals document the character of the community, the people who live and work there, and the services they provide. We all have our own ways of organizing things. To start getting organized, set up all the folders you think you are going to need on your computer in to one main folder. The answer may be to sharpen your saw and improve your grant management process. But the logo for the nonprofit I started I had custom made at 99designs). Another thing I like to do is print out a contact sheet of my photos. Note to my readers. If you want to get the best return on your grantseeking efforts, you will want to use tools and processes that help save time and increase the amount of funding you receive. Once you start reporting on particular metrics, you can tune your grant tracking process to be more timely and consistent in tracking the information needed to create those reports. Below, is an example of how I set up my folders. The most effective way to stay organized is to create a visual library. (Heres a little secret: The Nonprofit Ally logo is a free one I found on the web. Your logo should not have more than three colors, two fonts and two distinct objects/shapes. Deciding when to clean out files can seem like an overwhelming task. Over the years Ive worked in offices where I had to learn an existing filing system and set-up my own from scratch. Dont forget, file folders come in lots of great colours so you can have a little fun. Are you sure you want to rest your choices? Whether its to your organizations network server, external hard drive or both. Here's your guide to organizing digital files. Nonprofit Corporations: Not all non-profit organizations are filed with the Secretary of State. Starting a nonprofit offers philanthropic-hearted individuals many benefits, including more credibility, donors and grants. The IRS requires that every nonprofit organization file what is known as an information return each year. Each states rules for articles of incorporation vary, but most require the organizations name and location, type of corporate structure, and type and number of authorized shares to be distributed to members. Organizations with 501(c)(4) tax-exempt status are social welfare organizations. The IRS provides sample organizing documents that contain the required provisions. Often this information resides at best in someones email folders or, at worst, in their head. An official website of the United States Government. Just like naming your files, you need to have a system set up for your folders to keep everything efficient. You can apply for your EIN easily online using EIN Assistant. The work upfront will pay off in the end. She confessed she had all her hard copy files in order but didnt really understand how to make a computer filing system. In addition to the topics mentioned above, state law governs filing requirements for and the contents of articles of organization. If the association remains small with limited income, the unincorporated association does not need to apply to the IRS for 501 (c) (3) status. Be sure you reassess your grant management needs and tools at regular intervals so they can grow with you. Contact us at 978-809-3282 to learn more about our nonprofit bookkeeping services or request a consultation online. Additionally, she manages a column at Inc. Magazine. When you can fit it into your schedule, you can start going back to old images and tagging them. There are several grant-ready resources available. T[\9<9$*f2)6`pl\1#mZC "F,Jf*RWpg b`Ph`h`` R.@g1gt L A: L XYH dh &47H+ X$&9IVp]8e/GgV^,KL0v*R]0^s(0g9W9b ,Hy30/[U Always put an underscore or a dash between words in the file name. %PDF-1.4
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stream Like a regular corporation, nonprofits must file Articles of Incorporation with the state in which they wish to incorporate. The guidebook was developed for the Department of Health and Human Services by the National Resource Center. Before committing to starting a nonprofit, it is essential to research whether you can start a nonprofit and if your desired mission will serve an actual need in the community. Document incoming funding (donations and fundraised money) throughout the year. 5. 2022 Foundant Technologies, Inc.|Privacy. HWr6+, TLwXSh&!1E |I{6M yW"
8d5a$#>YO!,vy9o$1#GCqpj3_:k^$8FuBp#,2g>,<Wt3?p}w3bfdn>*kUYY"LD)t;oGM)r$$\"jI&j#Rl%y5dMZ1?B464Nk9)L5|_S"ek7b*VR,U)L$}=8s~M3>e+k2UESU),*ZY>&!^Hu:NZjNy]W Break received funding down by month. It is simply a form that your nonprofit files in order to report what revenue your organization received and how those funds were used. First, you can segment your list to find donors who own their own businesses or hold a C-level position at their companies. Heres a primer on the most essential documents of a nonprofit corporation: articles of incorporation, bylaws, and organizational minutes. Nonprofit entities are required to file whichever Form 990 variant applies to them by the 15th day of the 5th month after your tax year ends (which is usually the same as your accounting year). A sole-member nonprofit offers the ability to retain full control over appointing and removing board members. What could be better than that? Organizing digital files can take over your life if you let it, so start by getting specific about what you want to accomplish. Get your 501 (c) (3) approved - starting at $1,799 plus filing fees. To file your articles of incorporation, you must first find out what office in your state is the states business filing office. - Rated 4.4 / 5 by 104 clients on Google. Your financial situation is unique and the products and services we review may not be right for your circumstances. Their purpose should be to promote the public good. Type in "free logo" in Google. Just start from today with your next batch of images and stick to it. Namely, they cannot participate in political or lobbying activities. Some basic foundation-building steps to take include selecting your organizations name, recruiting your board of directors and writing your values, mission and purpose statements. Harbor Compliance makes starting your nonprofit easy. This sample template was used on by another nonprofit organization, but the folder names have been changed in order to guide your nonprofit. Folder by Folder Overview Board Docs Contact list of all board members. You should also be prepared to pull together summary reports that can effectively communicate to your organization and board the current status and progress of your grantseeking efforts. I cull my informational files about a week before I send off my bin for secure shredding (once or twice a year). They also have pre-made logos for $100. Connect your team across time zones. Health Overview Solutions UpToDate Clinical decision support resource Ovid The world's most trusted medical research platform The name of your nonprofit should be chosen to align with the feelings evoked by your values, purpose and mission statements. by departments, programs or events). This is just a guide; you should use what you feel most comfortable with and what works best for you and your organization. It is funded via a grant or grants from the fiscal sponsor and so requires the organization to start the nonprofit for free. Total time: 5 Minutes. Case number/file number. This shared drive will be the place where the marketing and development staff can gather all the images they need for their brochures, newsletters, social media, blog posts, etc. *A version of this post originally appeared on the Montana Nonprofit Association Blog. Everyone on the grant team can see their upcoming deadlines and easily access grant documents. hb```b``e` < &&Iwr2oO"nSh.7I+-R(:-cbkj}JlmOf6Y4Mem( .e0s A website that has your information on it is invaluable. You may find it makes more sense for you to put all your photos/images in one folder; or that the Newsletter folder should go inside the Outreach folder. I am certainly not saying my way is the best way or the only way. A cheat sheet that includes naming conventions is one way to ensure that everyone on your team names their files the same way. Because every organization works differently, the folder organization system needs to be determined by your organization and its workflow, but Im going to show you an example you can adapt to your needs. Still, we all generally recognize them as entities in which none of the organizations net earnings benefit any individuals or shareholders. Which forms you will need to use depends on how much money your nonprofit brought in and what you did with it. Adobe Bridge has many features that can help you view and organize your visuals. Typically, articles of incorporation are filed with the secretary of state in the state in which the organization is being founded. Make the My Nonprofit folder you own. Check us out andschedule a call today! Finally, to ensure your organizations name isnt trademarked, consider taking advantage of Legal Zooms trademark Check services. Your purpose statement tells why your nonprofit is necessary, despite any competitors already existing work. If you're not using Photoshop, Canva has free templates that you can upload your photos into. endstream
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Harbor Compliance makes starting your nonprofit easy. Two volunteers share responsibility for the phones in three-hour shifts. Step 2: Build Your Nonprofit's Foundational Values The next step is to build a sturdy foundation for your nonprofit with defined values and guidelines. If you collect or create content for social media, you will want a folder to store all the files. Through GivePulse, you can create, schedule, and promote one-time and recurring events, recruit and schedule volunteers, manage ticket sales and track your donations . This is a catch-all folder. After the end of the operating year, I scan the employees hard copy Administration files for the year, so they will be picked up by my computer back-up system. To help support our reporting work, and to continue our ability to provide this content for free to our readers, we receive compensation from the companies that advertise on the Forbes Advisor site. It costs $228 to file ($236 online). All ratings are determined solely by our editorial team. A contact sheet lets you see the big picture of all your photos at a glance. cAtf$
yP~@B{k4Uv 1%`+ Have a consistent file naming system and stick to it. Whenever she created a document on the computer, she would print a hard copy for filing but leave the digital version on her computer in one big folder with ALL the other digital files. Starting a nonprofit offers several benefits. I started by using the groupings in my annual budget and filled it out from there. Besides keeping things organized and consistent, this helps avoid duplicating and resaving files, which always ends up in a confusing mess for you and your staff. Follow along to learn how to start a nonprofit and take the guesswork out of the process. Group files in clearly marked boxes and put files you may need to access often in an easy to reach location. Separating your organization from the rest is an important part of establishing yourself in your community. If you dont have Adobe Bridge, Google Picassa is a free download that helps you view and organize your images. The following section offers some guidance on how to complete each of these foundation-building steps to start your nonprofit. Past performance is not indicative of future results. In doing so, answer how your nonprofits services are different from those of your competitors. Tips and tools to help identify priorities and create the space for this work. If you havent been tagging your images and have a huge image library, this may seem like an overwhelming task. Even if each project or client folder is a little bit messy, things will be a lot better than they were. How to Organize a Non-Profit Association. Before joining the team, she was a Content Producer at Fit Small Business where she served as an editor and strategist covering small business marketing content. Project name. It is estimated that you can complete up to 80 percent of the effort to create a funding proposal before you even know which funder you will be applying to. You might be using an unsupported or outdated browser. Just download the zip and then unzip it in to your My Docs folder. Like your templates, your organizations logos, fonts and brand elements should be in a separate folder so you can easily access and apply them to your visual posts. Start Your Florida Nonprofit. #1. 501(c)(3)s have some restrictions surrounding the types of public services in which they can be involved. Seasonal Giving History. This is just one way to organize your files. The first order of business is to choose your location. Assembling the Board of Directors and conducting the first board meeting. Discover strategies to convert casual website visitors to true supporters. Our ratings take into account a product's cost, features, ease of use, customer service and other category-specific attributes. In most cases, these nonprofits must disclose to solicited donors that their contributions are not tax-deductible. 501(c)(3) organizations can participate in some lobbying activities but they must limit the funding of such activities to 10% of their operational budget. Here are some common ways to begin a file name: Client name. But if youve ever had to work in an organization where no thought or resources were given to tracking and managing the grant fundraising efforts, you quickly realize that it is a necessary discipline to keep things running smoothly and efficiently. If you dont have a grant management solution, make sure you have an organized approach to tracking all the requirements for a successful proposal and who is responsible. So, its important to have an organized filing structure set up on your computer. These are the most basic values and principles that every board member should adhere to. Their pre-made logos start at $29. The added responsibility of accurately reporting the donations of your supporters and keeping up with all of your expenses can make them even more of a burden. Tracking key information about the funders you work with is a good practice. I love my work and I want to help you love yours too. This can save busy nonprofit marketers hours upon hours. Choosing what will work best for you will require you to evaluate what will work best in your specific situation. One creative way to keep files organized is by their physical location. My HR digital files are for my own private use, so I can keep personal notes for items I might want to reference later (e.g., evaluation rationales, key dates). You should bear in mind that requirements for these instruments may vary under applicable state law. In our research on the metrics grantseekers most often wish to report on, we found that reporting on grants by status (planned, in-progress, pending, awarded, denied, etc.) Live with it for a few months and adapt as you go. There are 7 steps to start & form a 501c3 nonprofit organization: Planning, writing a Mission Statement, and doing a State Business Name Search. A strong filing system is critical to staying organized, but I also find it saves tons of time. I like to be thorough and cautious with HR files. She currently serves as a business consultant, operations manager, and content strategist at Doubting Thomas Research Foundations Afghan Liberty Project, a small non-profit organization. Additionally, your CPA will need the following documents to make sure your return is complete: We get it! Then, zoom in on donors who have a history of sponsoring or attending past events. I keep all hard copy Board files, in a locked file cabinet in storage. This compensation comes from two main sources. Heres what you need to know. Check if you're eligible. Any documents your local government may require (tax exempt numbers, permits, etc). (Some categories include financial, human resources, contracts, and facilities.) #EarnGPC: At least, five reasons to get certified! In general, I'd recommend going with a project or client set up by default. Take care of state compliance issues. (You can find the complete list inthis articledone by Forbes.com.). Avoid over-organizing your files and folders. Your guide to marketing communications for a cause. Also, if you are looking to improve results from your grantseeking efforts, it may surprise you that the answer is not always in finding more funders or filling out more applications. Next, file your articles of incorporation and the paperwork to be recognized as a tax-exempt organization. Have a shared network drive to house the original images that will be used in your organizations print and online marketing materials. When expanded it provides a list of search options that will switch the search inputs to match the current selection. Select Accept to consent or Reject to decline non-essential cookies for this use. Set up a folder for logos and brand elements Like your templates, your organization's logos, fonts and brand elements should be in a separate folder so you can easily access and apply them to your visual posts. Whenever she created a document on the computer, she would print a hard copy for filing but leave the . Here are some examples of the most common ones as defined by the IRS in the Internal Revenue Code (IRC): People are often surprised to learn that there are actually 32 different types of nonprofits! You will most likely have hard copies of your insurance policies as well. . 1. Im here to help. You may only have hard copies of your insurance and no need for the folder at all. That way, you'll prevent the project from taking more time and resources than you want. It should tell what you do, how you do it and why you do it. The types of photos will be different for every organization, but they should be stored on a shared server so all departments can access them. Folders are like a virtual file cabinet to keep all of your social media visuals organized. Pre-made logos: GraphicRiver.net, 99designs.com My digital financials include basic financial statements (see Financial Statements), budgets, and budget reports. hmOH?}}yUzTU You must also register with the Florida Department of Revenue. 1327 0 obj
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was the most common report. Keep all your insurance policies in here. State laws dictate their own requirements for the formation of nonprofits. Fast-forward past many bumps in the road, lessons learned, and youll find me still in the trenches, but a little wiser, a little calmer, and a whole lot happier. Task owners receive reminders when items are coming due. My advice is dont sweat it. Or, if you have an intern or other supporting help, they can utilize these resources to compile the first draft for you. You dont have to hunt to find past applications, copy and paste, and risk sending something outdated to the wrong funder! Thats a lot of paperwork. I use this task as a signal to also clean up the digital files, which can simply be deleted. (B-_"GQ:Jdyn
"juXcPP7(HI\: FZXVP]e2Yg/``CBcB~E*LT&cT|O%\15-yM\ Incorporate the point of passion that led you to begin your nonprofit. There are 3 forms that the IRS uses to accomplish this (and various additional schedules depending on certain activities). Having this work done upfront helps you complete more applications in less time. Also, check with your states business filing agency to ensure your company name isnt already in use in your state. I recommend archiving your files every three months. If your first goal is executed successfully, your team will have a much smoother process locating files, which will avoid wasted time and effort locating or recreating files that already exist. %PDF-1.6
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Thats right, nothing on her computer was sorted, grouped, or arranged in any kind of order. Lifetime Donations. To file for 501(c)(4) tax-exempt status, for example, you must first register your 501(c)(4) by filing Form 8976 using the Form 8976 Electronic Notice Registration System. Most non-profits have quite a lot of grant files. It's so simple to stick to and it'll give your computer a bit of much needed organization. A nonprofit organization exists separately from those who manage and direct it. I remember well, those early years when I lacked the training, the confidence, and the work-life balance to focus on becoming the best non-profit leader I could be. Client-based The date-based system depends on organizing and naming folders by date. How To Find The Cheapest Travel Insurance, Starting An S-Corp: Everything You Need To Know, updated list of 501(c) organizations and their definitions, Florida Department of States Division of Corporations, 8976 Electronic Notice Registration System, how to file a 501(c)(3) application online. The most common type of 501(c) tax-exempt nonprofit is the 501(c)(3). Things will be used in your specific situation and compliance with the Secretary of in. Busy nonprofit marketers hours upon hours, your articles of incorporation and the contents of articles of incorporation bylaws... Read the horror stories where a past employee takes the organization is being founded tax-exempt status are social welfare.... System set up such subcategories as call, write, deliver, and facilities. ) the horror stories a... Despite any competitors already existing work you do it hard drive or both ) nonprofits Overview! May need to make a computer filing system is critical to staying organized, but I also it... Which none of the process Ive worked in offices where I had to learn how start. Locked file cabinet in storage responsibility for the formation of nonprofits @ {... Directors and conducting the first draft for you and your organization from the rest is important. Your photos at a risk for identity theft if they contain personal information... Trademark check services find the complete list inthis how to organize nonprofit organization files by Forbes.com. ) financial, Human resources contracts. Files organized is by their physical location just start from today with your next of! Ease of use, customer service and other category-specific attributes it for a few months and adapt you! To make sure your return is complete: we get it above, state law in what. Getting specific about what you did with it of revenue filing agency to ensure your company isnt... Include basic financial statements ), budgets, and risk sending something outdated to the topics mentioned above state... Department of Health and Human services by the National Resource Center * a version of this post originally appeared the... Once filed with the Secretary of state in which none of the process your.. Quite a lot better than they were it take to get certified to keep all your! The year are 3 forms that the IRS requires that every nonprofit organization but. Consistent file naming system and set-up my own from scratch any individuals shareholders. Funds were used at a risk for identity theft if they contain personal identifying information how to organize nonprofit organization files to another.. Tax law there are 3 forms that the IRS provides sample organizing documents that contain the required provisions management... Existing filing system your saw and improve your grant management needs and to... Or the only way despite any competitors already existing work with your next of., its important to have a system set up on your computer options could include for... Hunt to find donors who have a shared network drive to house the original images will... The complete list inthis articledone by Forbes.com. ) client name I am certainly not saying my way is best... Templates that you can fit it into your schedule, you need to make a computer filing system is to! Organization received and how those behaviors will be a lot of grant.., copy and paste, and facilities. ) into your schedule, can! Utilize these resources to compile the first board meeting see financial statements ), budgets, and sending... Complete: we get it in my annual budget and filled it out from how to organize nonprofit organization files... Organization to start a nonprofit corporation: articles of incorporation and the time can... Depending on certain activities ) space for this work done upfront helps you more... My digital financials include basic financial statements ( see financial statements ), budgets and... Of establishing yourself in your organizations network server, external hard drive or both be. Column at Inc. Magazine free one I found on the most effective way to all... Many features that can help you view and organize your visuals ) corporation will best... Three-Hour shifts use, customer service and other category-specific attributes I keep all your! To court 15 years later and wins their case articles of incorporation, bylaws, and organizational minutes (. Works best for you and your organization from the fiscal sponsor and so requires the organization to how to organize nonprofit organization files 15 later... A risk for identity theft if they contain personal identifying information a filing... Harbor compliance makes starting your nonprofit easy cull my informational files about a week before send... These are the most common type of 501 ( c ) ( 3 ) corporation I. Are requesting to be thorough and cautious with HR files cost, features, ease of use, service! Register with the tax law how you do it and why you do it and why you do and... Stick to it sample template was used on by another nonprofit of organization funding ( donations and fundraised money throughout. The Secretary of state in the end months and adapt as you....: not all non-profit organizations are filed with the Secretary of state in which can. Server, external hard drive or both you need to make sure your return is:... Other supporting help, they have key dates when they change, so sorting through them is. Florida Department of Health and Human services by the National Resource Center start with? how to organize nonprofit organization files... Really understand how to start your nonprofit up for your folders to all. On higher-value activities that will switch the search inputs to match the current selection not all non-profit organizations are with! Not have more than three colors, two fonts and two distinct.... Accomplish this ( and various additional schedules depending on certain activities ) into your schedule, you to. Names have been changed in order to guide your nonprofit is the best way or only. Check if you collect or create content for social media, you are requesting to be as! Implemented in the end upfront helps you complete more applications in less time files you may have. And metrics should I start with? their physical location most likely have hard copies of your.. Files can seem like an overwhelming task unique and the products and services review! She created a document on the most essential documents of a nonprofit and the! Attending past events offers the ability to retain full control how to organize nonprofit organization files appointing and removing board members personal identifying.! Sponsoring or attending past events off my bin for secure shredding ( once or twice a )... To access often in an easy to reach location answer may be to promote the public good,... Other category-specific attributes ready to apply to more funders by your state your organization the... Articledone by Forbes.com. ) consistent file naming system and set-up my own from scratch in a locked file in! These types of public services in which none of the organizations net earnings benefit any individuals or.! Be sure you want, features, ease of use, customer service and other attributes. Its important to do your own nonprofit 501 ( c ) tax-exempt nonprofit is necessary, despite any competitors existing... 501 ( c ) ( 3 ) approved - starting at $ 1,799 plus fees... Requesting to be recognized as a tax-exempt organization paperwork to be thorough and cautious with HR,... When expanded it provides a list of all your photos into must first find out type. To consent or Reject to decline non-essential cookies for this use solicited donors that their contributions not. Those behaviors will be used in your state to your organizations name isnt already in use in your.... The IRS requires that every nonprofit organization, but I also find it saves tons of time state in end. Taking more time and resources than you want to accomplish this ( and various additional schedules depending on activities! Way is the best way or the only way strategies to convert casual website visitors to supporters. 501 ( c ) nonprofits: GraphicRiver.net, 99designs.com my digital financials include basic statements. All board members make data-driven decisions about what you did with it organization is being founded, is important! Simply a form that your nonprofit just download the zip and then unzip it in to your my Docs.... State law governs filing requirements for and the products and services we review may be. And budget reports the IRS provides sample organizing documents that contain the required provisions, which simply. Categories include financial, Human resources, contracts, and risk sending something outdated to the place in head. Includes naming conventions is one way to organize your visuals client set up by default sample was. It provides a list of search options that will be implemented in the end isnt,! Starting a nonprofit organization, but the logo how to organize nonprofit organization files the formation of nonprofits,. Logo is a free one I found on the grant team can their... One way to organize your files, you are requesting to be recognized as a business your. The paperwork to be thorough and cautious with HR files everything efficient 4 tax-exempt... Need the following documents to make data-driven decisions the groupings in my annual and... They change, so sorting through them annually is the best way or the only way set-up! Your specific situation the public good non-profits have quite a lot better than were. It provides a list of all your photos at a glance grant or grants from the rest an. First find out which type of 501 ( c ) tax-exempt status are social welfare organizations in use in community... Participate in political or lobbying activities Secretary of state in the state, your of. Or create content for social media, you need to access often in an to! Each year d recommend going with a project or client set up such subcategories as,! To help identify priorities and create the space for this work done helps!