7 steps for keeping up with rapid growth in your donor database

When Siena/Francis House began to grow, it also found the need to change how it was using its donor database. With more work, more people were using the database, sometime simultaneously. The development staff also increased the frequency of appeals from just a couple times a year to one going out nearly every month; and  expanded other types of in-person fundraising that relied on good information about how specific donors' felt connected to the organization.

Siena/Francis House is Nebraska’s largest shelter serving homeless men, women, and children. At the time of this interview, they had grown from 86 to 222 beds for the men guests, and more was needed. “Within 2 months of building the new men’s shelter, we were laying down mats for overflow. Depending on the weather, we now house as many as 300 to 350 men, women and children guests a night and serve 900 meals a day,” Marge Harman, Information Technology Administrator for the organization, told me.
Faced with this kind of need, they have kept their database functioning optimally. “The need is there, that’s the sad thing,” says Marge. The following steps will keep your database working well under these high-pressure circumstances, too:

1. Have one person be responsible do routine checks for accuracy in data entry.

The person who is overseeing the data entry/consistency will help avoid a pile up of small errors and oversights that in time can really slow you down and cause errors in your outreach and reporting. That person can also be responsible for the odd jobs that no one else covers as a part of their routine work, such as adding notes related to a donor's special needs in how they want to be contacted or addressed.

2. Develop clear cut jobs for everyone working in the database

With clearcut jobs, everyone knows what they are responsible for and can focus on learning it well, getting it done, and being accountable.

3. Consider who needs to add information and who needs to view information in the database.

As a rule of thumb, adding data and viewing data are the two kinds of work to be done in your donor database and often are covered by different job roles already.

• Functional, for instance to record donations, send letters. Often done by office staff
• Informational, for instance to look up information on donors or volunteers. Often needed by development and executive directors.

Breaking these apart makes it easier to keep data entry consistent while giving people the information they need when they need it. Says Marge, about the Siena Francis development director, “he’s thrilled he can look for himself. He feels like he doesn’t have to bother me all the time."

4. Control access to sensitive data

Controlling access to sensitive information is also important with multiple users. This is a trust issue for donors and it also helps minimize accidental data entry mistakes. Features in your database that offer custom password protection make this easy, allowing everyone to have access to the data they truly need, and no more than they need.

5. Have users set up their own custom page with their 'most used' fields on it

Users will each have areas that they are most interested in and want to view quickly.  The custom page feature in FundRaiser allows for different users to designate which fields they can see at a glance. This saves time, and makes for a comfortable interface for people with different jobs and informational needs in the database. For instance, a volunteer coordinator will need volunteer information and the person doing donation entry will need access to the gift entry fields.

6. Make sure everyone receives training

When things are moving fast, it can be tempting to skip training. It does take a little time, but training will dramatically cut the learning curve and minimize mistakes. When things are moving rapidly, the quicker that people get up to speed the better. When Marge of Siena/Francis house had a new person begin data entry, she would sign them up for the FundRaiser overview class, and whatever other classes were most relevant to their job. “ I go through the training with them, too, and I pick up something every time,” says Marge. This allowed her to add to her own skills in easy stages, too.

7. Back up frequently

Frequent data back-ups are highly important when things are moving fast. Having a back-up means that if you have a database failure, you can get up to speed again quickly. Backing up may require a little more coordination with multiple users than with single users. Daily back ups are ideal. Find a time of day that a back up can be done, for instance, first thing in the morning, before everyone has logged on.

FundRaiser Software helps you get up to speed when your organization is growing

When your organization is growing fast, you may need to think over how you do things. You want to keep things running smoothly now more than ever. Good planning, the right software features, and excellent training are all important. FundRaiser Software has helped many organizations keep up with their organization's needs. If you would like to see how we can help you keep up with rapid growth, click below to sign up for an online guided tour,

Sara Bostancic with Jaxon and the quilt she made for him

Sara Bostancic loves her work with Habitat for Humanity of Greater Bucks in Chalfont, Pennsylvania. As the FundRaiser Database Coordinator, she plays an important role in the success of the organization. She became involved in the organization as a way to contribute to her community after she had taken time off from the workplace to raise her two sons. She has now been a volunteer there for 10 years.

Habitat for Humanity is special to her. “The moment I experienced a home dedication, I thought, ‘There is nothing better than this. These people are deserving and work hard’, and to witness them get their key… what a thrilling feeling! I do love the Habitat mission.”

She was introduced to FundRaiser when she first became a volunteer at Habitat Bucks. “When I started, I got very little training on the software from my predecessor. He was leaving and I had to just jump in. FundRaiser Technical Support helped me through that time. I always knew I could get help when I wanted it.”

She also volunteers at other nonprofits, while keeping up her work at Habitat Bucks. She loves working with nonprofits because she feels appreciated. As a real FundRaiser Champion, she introduced FundRaiser to one of her other volunteer jobs after having learned about it at Habitat.

Sara is also a quilter and quilts both for her family and for her community. As a volunteer for the nonprofit, Quilts for Kids, she has made about 80 quilts that they donate to hospitals and homeless shelters. She also makes some special quilts for family members.  Her eldest son was married in May 2016 and she was honored to give the newlyweds a quilt made with love.

Two of Sara’s greatest pleasures came together about 5 years ago—Habitat and quilting. Quilts for Kids and Habitat are now partners. Any child under the age of 15 receives a quilt at the home dedication. Sara met the child of a new homeowner one day at the Habitat office.  His name is Jaxon and he is 5 years old. “When I saw the request from Quilts for Kids that someone make a quilt for him. I said, ‘I need to make that one!’ I made Jaxon a special quilt with his name on it. I was able to give it to him at his family’s home dedication. The first night I heard he was sleeping in his own bedroom under the quilt that I made. It was a double treat that both of my passions came together. It was such a gorgeous day, with 4 families celebrating their home dedications. I thought, ‘I am so fortunate that I can share my time and talent with these families.' ”

As well as being a volunteer, Sara enjoys activities with her family and community. She has been married 30 years. Her husband recently retired. Her family is enjoying time traveling.  Last year was Hawaii and this year Ireland.  They also enjoy frequent visits to the Outer Banks of North Carolina to relax at the beach.

Recently, Habitat Bucks celebrated two milestones.  Twenty-five years of building and dedication of their 100^th home.

Sara is making a difference, in her own life and the lives of those around her. She uses her passion to make others happy, and we are proud to have her as an ally and a FundRaiser Champion.