FundRaiser Blog

The FundRaiser Software Blog is an excellent resource for nonprofit organizations looking to learn more about fundraising, donor management, membership management, and much more.

Establishing a Work Flow for your FundRaiser Database

Writing down an established work flow for entering gifts and name data after a fundraising event is one of single best things you can do to increase your donor management effectiveness. What's more, it creates a good working atmosphere and makes routine work a pleasure, even relaxing after the hectic pace of a fundraising event. What you need in your database will be put there effectively, free of unnecessary mistakes, or need to backtrack. Making it a regularly scheduled task is one great way to increase your all-around effectiveness. The frequency of the task, whether daily or weekly, will depend on the volume of gifts, of course, but it should be a part of the office routine.

Write it down as a task outline, laying the steps out in logical order. The ease of working will be a reward to continue doing the task. It also helps when the person who normally does the data entry is out sick, or is promoted to another position, or is otherwise taken out of the data entry picture. The person who takes over will appreciate having those steps in logical order, with hints, tips, and tricks in their appropriate places along the way. Here's a suggested flow that will work for most nonprofits. Adapt it as needed to make it right for your nonprofit's needs.  

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The Annual Resolution Parade

This time of year, most of us "resolve" to make changes: in our lives; in our work habits; in our approach to life in general, etc. And many of those resolutions fall by the wayside as the year develops, either because they seem too difficult, or they weren't that important, or (fill in the blank with your last unfulfilled resolution reason). I'd like to suggest a resolution that will help you all through 2017, and will almost certainly repay your efforts many times over: learn how to better use your FundRaiser software to do what needs doing for your organization. While learning the program doesn't sound nearly so important as changing lifestyle choices, or gaining virtues, or shedding bad habits, it can, for your non-profit organization, be the catalyst for many changes, like donor retention, increased donations, better communications, and less effort expended for all of it.

Which type of training do you prefer?

FundRaiser offers several different training formats, to fit your individual and organizational efforts, from self-help using the program's built-in Help manual and training videos on our website, to scheduled live webinars, to on-site training at your facilities, and you always have the option to call or email the training office, or tech support, for help. Each method of learning has it's pros and cons, of course, but the choices are available to you, and in this blog I'll try to give you some tips on how to approach them. And at the end of this, I'll let you know how all this can benefit you at the end of the year.

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It's time to produce Tax Summary letters (also called End of Year letters) again. They are usually sent in January after the last donation for the year is in. To help you breeze through this process, here's a coherent plan of attack for FundRaiser users.

Step One

First, start by deciding how you want to list the donations in your letter. Two merge functions found in the FundRaiser word processor are used specifically for this type of letter.

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As most of you know, in FundRaiser there are a multitude of ways and places in which to store this data. The one complaint I've heard about this is that it can be difficult to remember where you've put each different type of information. Is it in the Name Details? or Preferences? or Spare Fields? And why should I have to jump all over the place to see the information that is important to MY tasks in this organization, anyway?

Enter the "Custom Page" concept. Have you noticed the Custom Page tab (normally found to the left of the Master List tab) in FundRaiser? If it doesn't exist, you probably have Spark. If you have Select or Professional, it may have been moved to the right of the Master list (Options | Change Tab Order). The Custom Page is, at first, a blank space just waiting for you to design your perfect information layout. What information about donors do you want at your fingertips? Where is that data normally kept? You can "mirror" that field (or table) of information on the Custom Page. You can have, for instance, not only the donor name, phones, email, age, and so forth, but also the table showing their entire Giving History, or the table showing all of their Category Codes, or any specific Preference settings that are important, or... whatever you wish.

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You know that there are strong reasons to send thank you letters to all donors, regardless of the size of the gifts.  I want to give you some ways to help evaluate small gift donors, in order to see if you can increase giving rates and/or amounts.

1.  Use Groupings to identify "small" gift donors

It's true that some people will give multiple gifts, of varying amounts, and in order to insure that you are looking at "small" gift donors only, you'll need to create a grouping. You'll want to base the grouping on gift size, of course, but just how can you get those who have given ONLY small gifts? Well, first, when you start the grouping criteria, choose the Common Pattern of "All Donors" (date range optional). Then, to isolate it to just those who have only small gifts, click the "Finish Criteria" button, use the "AND" separator, and start a new criteria line. In this line, choose the Gifts tab, and select an "Amount Given" range (in Details tab) of a dollar more than your "small" gift limit (i.e., $21 if you consider $20 or less a small gift) through "blank", and select "Any Single Gift". This sounds counter-intuitive, since it's asking for anyone who has given a $21.00 or greater gift, but hold on. Click the "Finish Criteria" button again, and, this time, apply the "NOT" qualifier to the line.  Now your criteria should read (more of less):  select everyone who is a donor AND who has NOT given a gift of $21 or more. This eliminates both non-donors and those who have given gifts over $20. Now you can use this grouping with various reports.

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Kim Klein's blog on Steps for Raising $20,000 is a great article to use to show exactly how FundRaiser can simplify donor management.  If you look at the steps suggested to the student in order to raise funds for their trip to Costa Rica, you'll see how each step can be simplified and tracked using FundRaiser.

Database programs are for storing and using information, and we suggest using FundRaiser to store as much information as you need to have for all the aspects of your fundraising efforts. It's not just about donors, although that's certainly a big part, but look at the other aspects to this particular effort.

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This month is the celebration of independence for the USA, and it seems appropriate to try revolutionizing your thinking about creating targeted mailings using FundRaiser. This is done by creating segments of your database, or Groupings, and, hopefully, turn an otherwise onerous task into one that gives you more freedom and choice. Groupings help you to pull out a sampling of people (or organizations) from your full database in order to treat them as a separate group. Why would you even want to do that? Well, the most common answer is to “target” an audience with a specific message from your organization, whether for an appeal letter, an invitation to an event, or a special “thank you” newsletter at the end of a particularly successful campaign.

By becoming  comfortable with creating Groupings, this will become an enjoyable task. And I’m going to give you some hints to ease you into creating exactly the groups of records you need. There is a trick to it all and it doesn’t even involve the software. Here it is, in a nutshell:

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Track Campaigns more easily 

All the FundRaiser programs can help you track your campaign activity.  FundRaiser Professional has a special "Campaign Management" component to help do it even more completely, but any version will allow you to do the following tips. Any of these tips will help you gather together donors and/or donations specific to any of your campaigns. 

1.  Code those gifts !!!

Most campaigns are made up of fundraising events.  Some are physical gatherings, like walkathons, parties, etc., to encourage immediate donations. Some are awareness events, such as mailings, advertising, and so forth, which will bring donations over a period of time.  In any of those cases, when gifts are received and recorded, it just makes sense to use the Motivation Code to indicate why that person gave at that event.  Normally it will be a code that reflects the event during which they were asked to give, whether a mailing or a gathering.  If you do this consistently, you'll be able to create Groupings, based on donations made to these codes during a particular period of time.  Groupings can be used with almost all reports, so you can focus on a particular event, or on all the events within a campaign.

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