output is everything!
DESCRIPTION
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.TRANSCRIPT
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) [email protected]
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
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
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