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| Dear “Data” Colleague, Earlier this year we queried you about topics of interest to help you meet your fundraising needs. Several of you had questions about database management, and in particular, how to handle giving through a pledge system. This issue of On-The-Go e-TA is devoted to helping you manage your fundraising data in a convenient, cost effective and customer friendly manner. Topics include:
Also,
On-The-Go eTA is taking an August hiatus.
Choosing a Donor Database System An accurate fundraising database with good information management is essential for you, your staff, and your volunteers to be more effective in raising money. Choosing and maintaining a database that best suits your organization needs and budget requires conscientious planning and implementation. There are essentially three different systems for achieving computerized databases: contracting with an online service-provider; purchasing off-the-shelf fundraising software packages; or designing and building a data management system tailored to your organization’s needs. Below is a basic summary of the differences among the three donor data base systems:
There is no “one size fits all” database system. An organization with fewer than one hundred donors does not require the degree of sophistication that a larger organization with thousands of giving records and programs would need. The small organization may be just as successful in solicitations by adapting spreadsheet programs such as Microsoft Excel or Access as purchasing software with multiple bells and whistles. It is important however, to determine early on, while records are still manageable, what features you will need in your database management system. You want to collect enough information to be able to go back to donors with confidence that you know them and their giving patterns. Use the checklist below in your planning process for selecting the best database system and product for your communication/solicitation needs. Basic requirements for resource development software:
Additional features:
Changing over to a new database program as your organization grows can be challenging but is usually necessary at some point. Accurate and consistent record keeping at the beginning makes the process go smoother.
Accepting, Tracking and Collecting on Donation Pledges Some organizations accept pledges over months or years for annual giving, capital building, program, etc. campaigns. The pledge payment giving method is usually reserved for major donors whom you wish to “lock-in” at substantial support levels at the beginning of a campaign. Donors can select pledge payment schedules on a quarterly or annual basis, which is usually no longer than five years. If you also offer monthly payment plans, be sure you have the staff to generate the reminders, etc. It is important to keep track of pledge payments due and consistently issue timely pledge reminders to donors. Use the pledge due notices to update your donors on the impact of the program/initiative they are funding, the progress of the campaign and express your appreciation for their gifts. In order to successfully collect on an annual or a capital building, endowment or major program expansion campaign, be certain that the major donor has signed a pledge document. Verbal pledges must be followed by a signed agreement that outlines the terms of the gift (amount of pledge, time period of payment, installment dates, use of gift, and whether it is a conditional or unconditional gift.) The agreement may be in the form of a letter of intent signed by both parties, pledge card, payroll deduction form, or signed correspondence. Keep in mind that although collecting on a signed pledge agreement is legally enforceable, avoid resorting to legal action which could backfire with negative publicity for your organization and tarnish your reputation as a “donor-friendly” organization. Sometimes there are unavoidable reasons why pledges are not fulfilled. You can count on approximately 5 – 10% of campaign pledges being unfulfilled as a result of death, financial downturn, partner separation, household changes, etc. This means usually that 90% of your donors will honor their pledges, especially when there is a trusting, personal relationship between your program and a donor. Click here to download sample pledge reminder.
Let us know Do you have insights to share about brochures, newsletters and websites? Contact
us at LEADline@CampaignConsultation.com Thank you for your interest in On-The-Go eTA, a service of Campaign Consultation, Inc., a national provider of training and technical assistance for the Resource & Fund Development Initiative of the Corporation for National and Community Service. We encourage you to send this and other issues of OTG eTA to friends and colleagues who would benefit from the information. Also, if you’re on information-overload, you may request email removal. Otherwise OTG e-TA will be back soon with another edition.
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Details from above: Choosing a Donor Database System (cont.) Before you make any database system decisions, ask yourself the following questions:
Use:
Cost:
Available technology:
Staff:
Training:
Support:
The National ASK (Awareness, Skills, Knowledge) to Sustain Institute, sponsored by Corporation for National and Community Service, provided by Campaign Consultation, Inc. 1998, 2002 The CNCS Resources Now! National Institute, sponsored by Corporation for National and Community Service, provided by Campaign Consultation, Inc. 2005-07 TechSoup. www.TechSoup.org
Learning Products and Services LEADline:
Contact
us GIZMOs:
Workshops/Clinics: Online
Courses/Webinars:
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