output is everything!

Output Is Everything!

Cheri Weissman

Sponsored by:A ServiceOf:

Cheri Weissman

March 19, 2013

Sponsored by:A ServiceOf:

Protecting and Preserving theInstitutional Memories ofNonprofits Since 1993

www.cjwconsulting.com

(866) 598-0430info@cjwconsulting.com

Sponsored by:A ServiceOf:

Affordable collaborative data

management in the cloud.

Today’s Speaker & Host

Sponsored by:A ServiceOf:

Cheri WeissmanPresident

CJW Consulting & Services, Inc.Assisting with chat questions:Jamie Maloney, Nonprofit Webinars

Presented byPresented byCheri Weissman

CJW Consulting & Services, Inc.8331 Central Ave.

Morton Grove, IL 60053866/598-0430

cheri@cjwconsulting.com

When it comes right down to it, the only thingthat really matters when working withfundraising software is OUTPUT.

Reports have to be reliable and understood

Solicitations and invitations have to be sent to theright people

Giving has to reflect what people are giving to andwhat prompted them to give

Volunteers have to be appropriately recognized andacknowledged

Most of us focus on data entry, presuming thatgetting data into a system is the mostimportant thing. This is a misconception.

The most important thing is getting data into asystem in a way that will allow you to USE theThe most important thing is getting data into asystem in a way that will allow you to USE thedata to get the output you need.

In order to be able to prepare quality output,you also need to be able to define groups ofrecords to which to deliver output.

Before anyone is assigned to enter data intoyour system, be sure that your output needsare clearly defined.

Remember: You cannot work with data youdon’t have, and only through viable data canRemember: You cannot work with data youdon’t have, and only through viable data canyou consistently and correctly generate theoutput you need.

Solicitations Addressed To Address Used

Internal/External Reports Sent To

Internal Communications Internal Communications Sent To

Donor Profiles Content

Recognition/Stewardship Where When How

Who gets them Segments

What do they say about your knowledge of therecipient Interests Past Giving 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

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 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 givein 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 wifeat home, or to him only at his office?

What are you asking for

Board

Annual

Analysis

Financial Financial

Event Tracking

Volunteers

Board

Meeting Dates/Times

Agenda/Minutes

Giving history/Gift Expectations

Staff Staff

Giving History/Gift Expectations

Volunteers

Service time

Schedule

Giving

Giving Summary

Giving History

Relationships

Volunteer Activity Volunteer Activity

Business Information

Education History

Event Attendance

First Gift

Thank You and Welcome

Ongoing Acknowledgments

As Defined By Donor

Internal Recognition Internal Recognition

Donor Recognition Events

External Recognition

Annual Report

Website

Ongoing Recognition

Opportunities To Become “An Insider”

More Personal Contact With Staff/Board

Efficient Solicitation Cycles Efficient Solicitation Cycles

Lifetime Giving Societies

Annual Giving Societies

Depends on the capabilities of your software

Work with the software’s features

Store data in ways that will allow you to get the outputyou need

This requires a knowledge of WHERE and HOW data is This requires a knowledge of WHERE and HOW data isstored in your application

Store data outside of your application only whenabsolutely necessary

If data is maintained outside of application, be sure thatthere is some kind of link between data sets

A common ID number used to link data from differentsources is mandatory

Create manual/external tracking mechanismsthat lend themselves to effective data entry

Call reports

Research forms

Create a clear method for turning informationinto data

Staff responsibilities

Oversight

Documentation

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

Regular Data Entry Reviews by staff person

Ongoing Data Entry Training

Documentation

Review Of System Tables Review Of System Tables

Regular Reporting Schedules

Contact me!

Cheri Weissman

866/598-0430

cheri@@cjwconsulting.com

Find listings for our current seasonof webinars and register at:

Sponsored by:A ServiceOf:

of webinars and register at:

NonprofitWebinars.com