A Stronger Database = A Stronger Donor Base

by Amber Marks, do good Consulting

Whether you refer to your Access database of donor information as simply your ‘mailing list’ or you have specialized development software for ‘constituent relationship management’, the records you keep provide the lifeline between you and your donors. Investing the proper time and effort in maintaining whatever system you use for donor records management will result in happier, more generous donors and volunteers. It is certainly an investment worth making.

Here are 10 tips to strengthen your database to help build a strong donor base:

1) Limit the number of record keeping sources.
If you keep your mailing list in Outlook, track donations in DonorPerfect, and have a spreadsheet of volunteers who help with the annual walk-a-thon, you are guaranteed to have inaccurate, duplicate, conflicting, and outdated information, probably in all three places. With limited time and resources, do not ask staff and volunteers to make address corrections in more than one system; instead invest time (and money, if necessary) to integrate them. It will be time consuming to consolidate your records at first, but will save a lot of time and produce much better – and accurate – results later.

2) Standardize data entry procedures.
Even if your database contains thousands of records, it is not too late to start standardized data entry. It will help you find information when you need it, change information quickly, reduce confusion, and decrease the risk of offending a donor or volunteer. Create a one-page document with the ‘rules’ that make sense for your organization. As time allows, go back and correct previous entries. Think about abbreviations, punctuation, required fields (titles, alternate contact information, etc.), how to handle missing information (leaving field blank, coding as N/A, etc.), and how to record the date the file was most recently updated so you do not have to revisit it for a while.

3) Minimize data “enterers”, provide training, and set expectations.
It can be tempting to hand off data entry to anyone willing to do the job. Whether a staff member or a volunteer, be sure they are adequately trained with a very thorough understanding of data entry standards and that they realize accuracy is critical.

4) Schedule periodic reviews of data.
Think of it as "spring cleaning". At least twice a year, run different reports from your database to help look for problems with the data. Duplicate entries and records missing zip codes or street addresses are two common issues that can cost money (postage) and time (writing in missing information on mailing labels). Commit to finding them and to fixing them.

5) Back up files.
Employ any software features or ask an IT friend to help you create a copy of your database on a different server. Save your database to a portable media device and store it outside of your office in case of theft, fire, or other hazard. The key is to do this frequently so that if you need to restore your database from a file, you will not need to re-enter more than a week or so of information.

6.) Enter all volunteers, donors, clients, employees, sponsors, service providers, media contacts, elected officials, etc. in your database.
When you hear someone has moved, married, changed employers, or even died, do not delay in updating their records. If you struggle to find time for this, place a basket on your desk for collecting change requests. Mark your calendar so that each Friday you empty the basket.

8) Annually, put "Address Correction Requested" on your newsletter address page.
Newsletters that do not reach their destinations will be returned, and you have the opportunity to update your records. Then, be sure to resend newsletters to recipients at their correct addresses.

9) Make the move from Outlook or Access to specialized software.
As your organization grows, so will data management and reporting needs. Early on, investigate the many products available for tracking donors, volunteers, special events, etc. Weigh the expense with the benefits and carefully consider your options. If you do purchase a new tool, make a commitment to training and making a clean start by reviewing all records as they are imported.

10) Ask for help!
do good consultants are trained and experienced “constituent relationship management” professionals and routinely provide database analysis for local organizations. A few hours of our time can save weeks of headaches – and a lot of money for your group in the long run. Contact us today!

Record Giving: Where are you seeking support?

by Laura Huth, President, do good Consulting

The Giving USA Foundation released its 2006 numbers for philanthropic giving in the U.S. earlier this week. The news bodes well for those involved in one of the 1.4 million non-profits in the country, though the sources of this money routinely shock staff and board members, volunteers, and others.

Tracking donations made by businesses and corporations, foundations, individuals, and through bequests, the report shows that charitable giving rose from an incredible $260 billion in 2005 by almost 12% to an even more amazing $295 billion in 2006.

The shocker often comes in where the bulk of the money comes from. While Warren Buffett and his record-making contribution of $1.9 billion (and other so-called ‘mega-gifts’) certainly make the list, such contributions are far from the top and comprise only 1.3% of total giving. Thankfully, not having a Rolodex full of famous, rich people will not seriously impact your organization's fundraising.

Last year, foundation grantmaking rose 13% to $36.5 billion. However, this area of giving is still not the shocker, as foundation giving accounts for only 12% of the $295 billion. If your organization is spending more than 12% of its designated "fundraising time" writing and researching grants, your fundraising plan is out of whack (you do have a fundraising plan, right?)

Now, if you think chasing big dollars from businesses and corporations is where it’s at, think again. Giving in this sector declined by nearly 8% to just under $13 billion. Time to rethink all that time it took to sign and send those letters and fundraising packets you just sent to local businesses.

Do not despair: the good news lies in people. Ordinary people, people we know: our neighbors, colleagues, friends, and those that sit next to us at our place of worship. Giving by individuals is always the largest single source of charitable donations – a fact that routinely shocks many non-profit staff and board members. Last year, individual giving rose by over 4% to nearly $223 billion, accounting for a whooping 76% of all giving! According to George Ruotolo, Jr., chair of the Giving Institute, parent organization of the Giving USA Foundation, about 65% of households with incomes lower than $100,000 give to charity, higher than the percentage who vote or read a Sunday newspaper. Are you spending over three-quarters of your "fundraising time" forming relationships with, cultivating, and raising money from people?

Last year, the highest donations growth rate was in arts, culture, and humanities organizations, which saw an increase of nearly 10% to $12.5 billion. Education-related donations also rose by nearly 10% to almost $41 billion. And while two subsectors saw declines in overall charitable revenues in 2006 – human services and international affairs – this is due largely to a drop in disaster relief and emergency giving that pushed revenues to unprecedented highs in 2005.

Overall, the news is definitely good for your organization, regardless of the type of work you do. Giving is up, and people are the ones pulling out their wallets. And it is people we know, not necessarily the Warren Buffetts of the world. How does this new report impact your giving program at your organization?

For help redefining the fundraising plan (or creating one!) at your organization, contact do good Consulting at dogood@dogoodconsulting.org or (217) 778-1687. For more information from the Giving USA Foundation, go to givingusa.org

Group Spotlight: Champaign County Health Care Consumers

by Jennifer Knapp, Special Projects Coordinator, do good Consulting

While as a nation we are dealing with soaring healthcare rates, there is one local organization working diligently to empower consumers so everyone has access to quality, affordable healthcare.

Champaign County Health Care Consumers is a grassroots, citizen action organization based in downtown Champaign. The group’s goal is quality healthcare for all, and they get there by giving consumers a voice. One of their fundamental beliefs is that concrete improvements in people’s lives are won through collective action.

And their action makes a difference. Largely due to Health Care Consumers’ efforts, local hospitals no longer jail individuals with medical debt. Instead, the hospitals now work harder to promote their “Community Care” programs that offer sliding scale fees to lower income people. Health Care Consumers was also instrumental in establishing a county-wide public health department.

As Health Care Consumers organizes to empower citizens and keep healthcare providers accountable, it also offers services such as a health hotline, a Medicare 100/Plus Program, and dental referral. Through these efforts, Health Care Consumers is doing its part to boost the local healthcare system.

Perhaps most impressive about Health Care Consumers is how they involve and value an array of people in their work. Whether individuals have a story to share, writing skills to offer, an idea to consider, or time to make calls, Health Care Consumers welcomes their participation. Furthermore, their priorities are set by those affected, not “experts” who can offer their analysis.

Health Care Consumers is dedicated to altering power structures and making people aware of their power as involved citizens. Claudia Lennhoff, CCHCC Executive Director, sums it up, “We have a two part goal: quality healthcare for all and an effective, organized consumer voice. The consumer voice is more fundamental.”

It you are passionate about healthcare justice or are interested in getting more information, contact Champaign County Health Care Consumers at (217) 352-6533 or www.healthcareconsumers.org.