Organizing and maintaining your animal shelter is vital to your continued success as a nonprofit organization. An organized and clean organization attracts more volunteers, donors, and adopting families. Each of these adds your continued success by increasing your mission awareness in the community you serve.

Animal Shelter

Directors and volunteers at animal shelters have a long list of responsibilities to actively carry out the day to day operations. Properly organizing and cleaning often get pushed to the backburner to tackle other high-priority tasks like recruiting volunteers, adopting families, and spreading the word about your work. Creating structure for organization and cleaning helps minimize the stress and makes the process more manageable for your volunteer team.

Best Practices

Here are six best practices to implement and guide you to reestablish order in your animal shelter.

  1. Observe your area. The first step to getting clutter and disorganization under control is to look at your shelter. Find a clipboard and pen and conduct a thorough walkthrough of your entire shelter both inside and outside. Are there areas filled with boxes and forgotten about items? What does the entrance way look like? How does your office look to visitors? Take notes about every room to create a central to-do list.
  1. Request third-party help. As an active volunteer in the shelter, things may appear normal to you that are out of place to visitors. Find a third-party to visit and conduct a walkthrough of the shelter too. Ask them to take detailed notes as they move through the building and find unappealing areas. In addition, ask them to make suggestions what will make your shelter more attractive to outsiders.
  1. Create an organization committee. Recruit members of your volunteer team to be part of an organization committee. The committee is crucial to making sure the responsibilities are planned and carried out by all volunteers. Review the information from both walkthroughs and actively brainstorm ways to make improvements. In addition the brainstorming, these individuals are responsible for researching costs or techniques, leading, implementing the new tasks and protocols. Assign each committee member a designated area of the shelter to oversee during the transition.
  1. Establish a schedule. Create a cleaning schedule that breaks down tasks into detailed time slots. Start by making a list of everything that needs to be accomplished to maintain cleanliness. Break these tasks into groups of how often they need to be completed. Establish groups for daily, weekly, monthly, quarterly, and yearly. Dedicate one Saturday per month to monthly tasks, and one Saturday per month to yearly and quarterly tasks. This type of structure eliminates the guess work for your volunteer team.
  1. Host spring cleaning days. Schedule two “Spring-cleaning” days per year. One is the spring and one in the fall. Dedicate the day to de-cluttering and getting rid of items you no longer need to carry out the mission of your organization. A good rule to follow is if you haven’t used in the past twelve months, toss or recycle it.
  1. Review yearly. In the beginning, it is important to review every quarter until you have a grasp on the amount of volunteer time required to make consistent organization and cleanliness possible. After that, make sure you review your continued progress every year with walkthroughs from a third-party. Actively review the feedback and implement changes that will help improve your overall operations.

Maintaining an organized and clean appearance makes help your animal shelter look more appealing to outside visitors and guests. Use these steps to establish structure and make implementation a breeze for your volunteers.

Winter is quickly approaching. It’s a time of the year that creates stress for both humans and animals. Animal shelter and rescue directors know and understand how vulnerable the animals in their care are during the cold weather months. They need to make sure all of their volunteers understand the harsh realities of winter and how it impacts the animals.

Winter safety tips

Implement these six tips to improve winter safety for your animals and shelter.

  1. Education. Schedule a volunteer training that covers winter safety tips for your shelter and animals. Educated volunteers increase the quality of care your volunteers receive. Make the training mandatory for all volunteers to attend. This gives your long-term volunteers an opportunity to increase and share their past experiences with other volunteers.
  2. Limit outside time. Fur on animals doesn’t mean they are protected from the cold temperatures. Take them outside for their daily walks and breaks, but bring them back inside to stay warm the remainder of their day.
  1. Create an emergency plan. Depending on your location, an emergency winter weather plan is valuable. Meet with your volunteer team to review what measures you need to take in the event of severe winter weather. If there is a foot of snow, how will the animal get walked, fed, and taken care of? Who is responsible for making the trip in the snow to check on them? Does it make sense to have stand-by foster parents that can care for them during a storm? Planning this in advance alleviates a great deal of stress later.
  1. Purchase a generator. A generator is extremely valuable.  It keeps the building heated and the animals warm during unexpected power outages. Prepare before a winter storm arrives by purchasing one now.
  1. Prepare for storms. Winter weather is normally predicted days in advance. Make plans when snow is predicted; especially if it can delay daily commutes. Make sure the animals have plenty of food and water along with a comfy place to keep warm.
  1. Pay attention to the animals. Check animals’ paws for signs of frostbite. Monitor them after outside time for signs of hypothermia- whining, shivering, or weakness. Consistent monitoring is the key to keeping animals healthy during the cold-weather season.

Educate your volunteers to give them a better understanding of winter expectations and the animals care needs. Making your shelter a safe place during the cold months improves the well-being of the animals in your care.