Most people believe that creating a successful fundraising database happens through data entry. The reality is that data entry is only useful if the data allows you to get the output you need. This webinar will help define the most effective ways to get your data working for you instead of fighting with you.
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4. Today’s Speaker & Host
Cheri Weissman
President
CJW Consulting & Services, Inc.
Assisting with chat questions:
Jamie Maloney, Nonprofit Webinars
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5. Presented by
Cheri Weissman
CJW Consulting & Services, Inc.
8331 Central Ave.
Morton Grove, IL 60053
866/598-0430
cheri@cjwconsulting.com
6. When it comes right down to it, the only thing
that really matters when working with
fundraising software is OUTPUT.
Reports have to be reliable and understood
Solicitations and invitations have to be sent to the
right people
Giving has to reflect what people are giving to and
what prompted them to give
Volunteers have to be appropriately recognized and
acknowledged
7. Most of us focus on data entry, presuming that
getting data into a system is the most
important thing. This is a misconception.
The most important thing is getting data into a
system in a way that will allow you to USE the
data to get the output you need.
In order to be able to prepare quality output,
you also need to be able to define groups of
records to which to deliver output.
8. Before anyone is assigned to enter data into
your system, be sure that your output needs
are clearly defined.
Remember: You cannot work with data you
don’t have, and only through viable data can
you consistently and correctly generate the
output you need.
9. Solicitations
Addressed To
Address Used
Internal/External Reports
Sent To
Internal Communications
Sent To
Donor Profiles
Content
Recognition/Stewardship
Where
When
How
10. Who gets them
Segments
What do they say about your knowledge of the
recipient
Interests
Past Giving
When do you send them
Donor Preference?
Where/To Whom do you send them
Which Address?
Addressed To?
What are you asking for
11. Who gets them
Segments
Board, Lapsed Donors, Volunteers, Major Donors, etc.
Make sure each group gets the right message
What do they say about your knowledge of the recipient
Interests
What projects/programs have they given to in the past? Is there a pattern of giving?
Past Giving
What is the largest gift given? The smallest? The most recent?
Use this information to strike a balance and ask for the right amount
When do you send them
Donor Preference?
If a donor tells you that they will give once a year in December, don’t ask them to give
in April
Where/To Whom do you send them
Which Address?
Addressed To?
If you’re sending a solicitation to a Board Member, should that go to him and his wife
at home, or to him only at his office?
What are you asking for
14. Giving Summary
Giving History
Relationships
Volunteer Activity
Business Information
Education History
Event Attendance
15. First Gift
Thank You and Welcome
Ongoing Acknowledgments
As Defined By Donor
Internal Recognition
Donor Recognition Events
External Recognition
Annual Report
Website
16. Ongoing Recognition
Opportunities To Become “An Insider”
More Personal Contact With Staff/Board
Efficient Solicitation Cycles
Lifetime Giving Societies
Annual Giving Societies
17. Depends on the capabilities of your software
Work with the software’s features
Store data in ways that will allow you to get the output
you need
This requires a knowledge of WHERE and HOW data is
stored in your application
Store data outside of your application only when
absolutely necessary
If data is maintained outside of application, be sure that
there is some kind of link between data sets
A common ID number used to link data from different
sources is mandatory
18. Create manual/external tracking mechanisms
that lend themselves to effective data entry
Call reports
Research forms
Create a clear method for turning information
into data
Staff responsibilities
Oversight
Documentation
19. Consistency is key!
Avoid using one field for multiple purposes
Keep tables clean and lean
Avoid user-defined fields if possible
Document data entry standards
Avoid redundancies
Create internal policies for key data points
Constituent codes
Current donors
Clearly define terms/expectations
20. Regular Data Entry Reviews by staff person
Ongoing Data Entry Training
Documentation
Review Of System Tables
Regular Reporting Schedules