How to Staff Up for a Capital Campaign Without Overloading Your Team

In this episode of All About Capital Campaigns, co-founders Amy Eisenstein and Andrea Kihlstedt explore one of the most pressing and often overlooked issues in campaign planning: staffing. Whether you’re leading a small shop or part of a more established development office, running a capital campaign on top of your existing workload presents real challenges—and demands smart staffing decisions. Amy and Andrea outline practical strategies for expanding your team in ways that support both short-term campaign success and long-term fundraising growth. They emphasize that campaigns are not just about raising money—they’re about strengthening your organization’s capacity, including your development infrastructure. Listeners will learn:Why staffing up for a campaign is not optional, and why the better questions are when and how to do itHow to involve your executive director more fully by freeing up their time through administrative supportWhen to consider adding new positions like a campaign manager, major gifts officer, or dedicated support for annual givingHow to use simple, self-assessment exercises to clarify staffing needs across executive leadership and developmentThe value of outsourcing specific functions like grant writing, communications, and prospect researchWhen to leverage virtual assistants to add flexibility without increasing overheadHow campaign staffing requirements shift during the different phases—from quiet to public—and how to prepare for those changesHow to frame campaign staffing as part of your campaign budget, and why board members should see it as a strategic investment rather than an expense The conversation also covers the importance of campaign-specific expertise. Amy and Andrea explain why engaging consulting support early on is critical to help your team develop strategy, set priorities, and remain accountable throughout the campaign. This episode is especially useful for executive directors, development leaders, and board members who want to understand what it truly takes to support a campaign effectively. It offers grounded advice on aligning capacity with goals so that your team can succeed without burning out. Additional highlights include:Why staffing is a critical piece of campaign ROIA phased approach to hiring and outsourcing throughout the campaign timelineHow to help your executive and development directors assess their workload and delegate strategicallyWhat campaign communications should include and how to manage them without overloading internal staff If your organization is preparing for a capital campaign - or currently trying to keep one afloat without enough hands - this episode offers clear direction and valuable insights to help you structure your team for success. Be sure to check out the Development Office Readiness Assessment, a free downloadable tool mentioned in the episode, available here and at capitalcampaignpro.com under the Resources tab.