Bridging the Gap between Your Database and Your Fundraising by Pam Dechert, CFRE, ePMT eTapestry [email_address]
When you hear “fundraising database” – what do you think of?
When you hear “fundraising database” – what do you think of? … how do you feel?
<ul><li>While your database can’t… </li></ul><ul><ul><ul><li>Read your mind </li></ul></ul></ul><ul><ul><ul><li>Raise mone...
<ul><li>Your database can, and should… </li></ul><ul><ul><ul><li>Streamline processes </li></ul></ul></ul><ul><ul><ul><li>...
<ul><li>Your database can, and should… </li></ul><ul><ul><ul><li>Help you communicate better </li></ul></ul></ul><ul><ul><...
<ul><li>Agenda: </li></ul><ul><ul><li>The Basics - Why a good database is more important  now than ever before </li></ul><...
<ul><li>Your organization and the recession </li></ul><ul><ul><li>Knowing your constituencies </li></ul></ul><ul><ul><ul><...
New Breed of Prospect/Donor/Member <ul><li>Reads email before snail mail </li></ul><ul><li>Busy, satisfy interests on thei...
Why a good database is more important now more than ever before – Donor Relations <ul><li>Simple solutions to employ </li>...
Annual Giving <ul><li>How are we perceived? </li></ul><ul><ul><li>Are we seen as efficient?  </li></ul></ul><ul><li>Can we...
Major Giving <ul><li>Take the initiative - draft a document detailing your planning & prep for the recession: </li></ul><u...
Appeals E-News Renewal Upgrade Holistic Planning JAN. FEB. MAR. APR. MAY JUNE JULY AUG. SEPT. OCT. NOV. DEC. 2 2 2 0 1 1 2...
Why an integrated database system is more important now more than ever  An Integrated Strategy In Person Meetings Phone Ev...
The Basics Age? Internet use? Gift size? Interests? Communication preference? Children? Volunteer interests?
2. ID Your Key Needs <ul><li>Needs – not Features </li></ul><ul><li>Remember the 80/20 Rule </li></ul><ul><li>Envision gro...
The Basics… 3. Know your Resources Time Staff Expertise Money Technology
The Basics… 4. Something usable by Key Stakeholders Admin staff Board members Executive staff Volunteers Researchers
Traditional versus New… Traditional (Client Server ) New (ASP) <ul><li>Bought or Built </li></ul><ul><li>In-House Computer...
Use your database to help expand relationships… <ul><ul><ul><li>Contact Management </li></ul></ul></ul><ul><ul><ul><li>Rel...
Contact Management… Every phone call Every email Every conversation Every event Record it in your database!
Constituent interactions &quot;I open up my database and look at the journal entries to see the last time we talked. If I ...
Outlook  Integration
Complete info on one page
Complete info on one page
Future Contacts/Calendaring
Future Contacts/Calendaring
Relationship Tracking… Six Degrees of
Track Relationships
Relationships
Track Relationships
Pure Fundraising Tools: Recurring Gifts, Pledges, Segmented Gifts, Auto Processing
Communications… Mail & Email
Communications…
 
Communications & Tracking All in One Place
Envelopes Templates
Newsletter Templates
Events & Invitation Templates
E-Newsletters
Thank You Letters
Special Event Invitations
Grant Research
Grant Research
Grant Research
Matching Gifts
Matching Gifts
Matching Gifts
Planned Gift Calculators
Planned Gift Calculators
Planned Gift Calculators
Prospect Research
Prospect Research John Marshall John Marshall John Marshall
Prospect Research John Marshall John Marshall John Marshall John Marshall
“ More than one in three donors to an online fundraising website say they would not have given at all without an online op...
Integrated Online Tools/Relationship Building
 
Phone-A-Thon improved because … Easier and faster to record pledge / gift information Last year we have a lot of duplicate...
 
 
 
 
 
 
 
 
 
 
“ More than one in three donors to an online fundraising website say they would not have given at all without an online op...
“ More than one in three donors to an online fundraising website say they would not have given at all without an online op...
An Overall Strategy Sign Up For  Newsletter Multiple Ways  To Support & Get Involved Donate Now
Online Ministry Sign Ups, Adult Faith Formation, Prayer Request, What else?
 
 
 
Integrated Relationship Building – Personal Fundraising & Cart – Building Relationships, Loyalty …
Website Integrat ion
Other Integrated Tools… Grant Research Matching Gift Resources Planned Gift Calculators Prospect Research Online Giving We...
 
Analysis… <ul><li>How are gifts designated? </li></ul><ul><li>Who are your top donors? </li></ul><ul><li>Who are your top ...
How are gifts designated?
How are gifts designated?
Top donor report Who are your top donors?
For Impact Report Who are your top prospects?
Who are your top prospects?
How many new, increasing, decreasing, lapsed…?
How many new, increasing, decreasing, lapsed…?
Benchmarking And Donor Loyalty “ Up and Coming” Analysis Tools
Benchmarking - What is it? <ul><li>Now, for the very first time, you can get dynamic reports that let you compare your fun...
We are losing current donors, not focusing enough of our development time on lapsed donors, and spending more money to acq...
Donor Loyalty <ul><li>Your ability to fund your mission is dependent on the generosity of donors.  However, the loyalty of...
Donor Loyalty
Conclusion: Selecting your database – ( know your needs and your donors )
Conclusion: Selecting your database – ( know your needs and your donors ) Traditional versus New technologies
Conclusion: Selecting your database – ( know your needs and your donors ) Traditional versus New technologies <ul><ul><li>...
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Bridging The Gap Between Your Database And Your Fundraising

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  • Bridging The Gap Between Your Database And Your Fundraising

    1. 2. Bridging the Gap between Your Database and Your Fundraising by Pam Dechert, CFRE, ePMT eTapestry [email_address]
    2. 3. When you hear “fundraising database” – what do you think of?
    3. 4. When you hear “fundraising database” – what do you think of? … how do you feel?
    4. 5. <ul><li>While your database can’t… </li></ul><ul><ul><ul><li>Read your mind </li></ul></ul></ul><ul><ul><ul><li>Raise money </li></ul></ul></ul><ul><ul><ul><li>Think </li></ul></ul></ul><ul><ul><ul><li>Replace human interaction </li></ul></ul></ul><ul><ul><ul><li>Or solve every problem… </li></ul></ul></ul>
    5. 6. <ul><li>Your database can, and should… </li></ul><ul><ul><ul><li>Streamline processes </li></ul></ul></ul><ul><ul><ul><li>Automate routine tasks </li></ul></ul></ul><ul><ul><ul><li>Give you easy access to information </li></ul></ul></ul><ul><ul><ul><li>Allow you to grow your fundraising and be more effective! </li></ul></ul></ul>
    6. 7. <ul><li>Your database can, and should… </li></ul><ul><ul><ul><li>Help you communicate better </li></ul></ul></ul><ul><ul><ul><li>Help you improve the donor Catholic stewardship experience </li></ul></ul></ul><ul><ul><ul><li>Expand your Internet presence </li></ul></ul></ul><ul><ul><ul><li>Provide historical analysis </li></ul></ul></ul><ul><ul><ul><li>Help with strategic planning </li></ul></ul></ul>
    7. 8. <ul><li>Agenda: </li></ul><ul><ul><li>The Basics - Why a good database is more important now than ever before </li></ul></ul><ul><ul><li>Traditional versus New - selecting a database </li></ul></ul><ul><ul><li>Expanding Relationships </li></ul></ul><ul><ul><ul><li>Contact Management </li></ul></ul></ul><ul><ul><ul><li>Relationship Tracking </li></ul></ul></ul><ul><ul><ul><li>Communications </li></ul></ul></ul><ul><ul><ul><li>Integrated Tools </li></ul></ul></ul><ul><ul><ul><li>Analysis </li></ul></ul></ul>
    8. 9. <ul><li>Your organization and the recession </li></ul><ul><ul><li>Knowing your constituencies </li></ul></ul><ul><ul><ul><li>How are they affected; regionally & individually </li></ul></ul></ul><ul><ul><ul><li>Be ‘donor centered’ </li></ul></ul></ul><ul><ul><li>Your donors, members, and prospects do not stop caring about your mission during a recession. </li></ul></ul><ul><ul><ul><li>Compassionately manage your relationships </li></ul></ul></ul>What Smart Faith Based Nonprofits know about raising money during challenging times – Why a good database is more important now more than ever before
    9. 10. New Breed of Prospect/Donor/Member <ul><li>Reads email before snail mail </li></ul><ul><li>Busy, satisfy interests on their schedule </li></ul><ul><li>Expect to find information online </li></ul><ul><li>Expects information to be personalized </li></ul><ul><li>Expects immediate feedback </li></ul><ul><li>Demands information/stewardship </li></ul>The Basics…
    10. 11. Why a good database is more important now more than ever before – Donor Relations <ul><li>Simple solutions to employ </li></ul><ul><ul><li>Determine & Chart average number of contacts from direct mail, telephone, email – the different pieces constituents get each month for entire year on the whole! </li></ul></ul><ul><ul><li>Analyze content & purpose of each piece: cultivation, information etc. </li></ul></ul><ul><ul><li>Overlap? How can we consolidate or eliminate </li></ul></ul><ul><ul><li>Survey your donors via email, direct mail or phone, what is important or not </li></ul></ul><ul><ul><li>Implement a plan that reflects what the donor wants/segmentation analysis </li></ul></ul><ul><ul><li>Cost savings on direct mail costs : Postage rates go up May 11 for npo’s </li></ul></ul><ul><ul><li>Spending $ in different areas: online, benchmarking, email – look at as acquisition costs </li></ul></ul>
    11. 12. Annual Giving <ul><li>How are we perceived? </li></ul><ul><ul><li>Are we seen as efficient? </li></ul></ul><ul><li>Can we solicit loyal donors more efficiently? </li></ul><ul><li>Are we forthright w/donors in partners to reduce admin overhead? </li></ul><ul><ul><li>Positive message to fit their needs </li></ul></ul><ul><li>Is the annual fund a one-year-at-a-time “thank goodness we made the goal” enterprise? </li></ul><ul><ul><li>Are we surprised when donor retention is low? </li></ul></ul><ul><ul><li>171 faith based organizations lost $188,000 last year from lapsed AF </li></ul></ul><ul><li>Donor loyalty is at the foundation of most ultimate giving </li></ul><ul><ul><li>Why is donor retention NOT the chief goal of the annual fund? </li></ul></ul><ul><ul><li>Is it worth testing a limited solicitation program asking LESS often but encourages and acknowledge of donor loyalty at any gift level? </li></ul></ul><ul><li>Are we over soliciting? </li></ul><ul><ul><li>Budget savings, respect, major gift work </li></ul></ul>
    12. 13. Major Giving <ul><li>Take the initiative - draft a document detailing your planning & prep for the recession: </li></ul><ul><ul><li>Explanation of how we will meet our mission goals, and an honest assessment of what we may need to reduce or cut </li></ul></ul><ul><ul><li>Efforts to trim expenses, especially partnering w/donors to cut fundraising costs </li></ul></ul><ul><li>Be donor centric </li></ul><ul><ul><li>Statement of ongoing gratitude for their loyalty & support </li></ul></ul><ul><ul><ul><li>Thank you calls </li></ul></ul></ul><ul><ul><ul><li>Check in calls/emails </li></ul></ul></ul><ul><li>Ask for their input </li></ul><ul><li>Get your major donors to your site for a visit or volunteer </li></ul><ul><li>Don’t operate from a position of desperation </li></ul>
    13. 14. Appeals E-News Renewal Upgrade Holistic Planning JAN. FEB. MAR. APR. MAY JUNE JULY AUG. SEPT. OCT. NOV. DEC. 2 2 2 0 1 1 2 3 3 1 0 0 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
    14. 15. Why an integrated database system is more important now more than ever An Integrated Strategy In Person Meetings Phone Events Blogs Text Messaging Social Networking Sites Your Web Site E-Mail Print Other Tools
    15. 16. The Basics Age? Internet use? Gift size? Interests? Communication preference? Children? Volunteer interests?
    16. 17. 2. ID Your Key Needs <ul><li>Needs – not Features </li></ul><ul><li>Remember the 80/20 Rule </li></ul><ul><li>Envision growth and future needs </li></ul>The Basics… Prospect Research Executive Reports Planned Gift Calculators eReceipting Moves Management or RaisingMoreMoney Advanced Security Data Hygiene Tools eCommerce Outlook Integration WishList Grant Explorer Websites Advanced Email Matching Gifts
    17. 18. The Basics… 3. Know your Resources Time Staff Expertise Money Technology
    18. 19. The Basics… 4. Something usable by Key Stakeholders Admin staff Board members Executive staff Volunteers Researchers
    19. 20. Traditional versus New… Traditional (Client Server ) New (ASP) <ul><li>Bought or Built </li></ul><ul><li>In-House Computer Systems </li></ul><ul><li>Continual Maintenance </li></ul><ul><li>Limited Users </li></ul><ul><li>Limited Access </li></ul><ul><li>Not all bad! </li></ul><ul><li>Rented </li></ul><ul><li>Internet </li></ul><ul><li>Automatic Updates </li></ul><ul><li>Unlimited Users </li></ul><ul><li>Remote Access </li></ul><ul><li>Integrate to Web Services </li></ul>
    20. 21. Use your database to help expand relationships… <ul><ul><ul><li>Contact Management </li></ul></ul></ul><ul><ul><ul><li>Relationship Tracking </li></ul></ul></ul><ul><ul><ul><li>Communications </li></ul></ul></ul><ul><ul><ul><li>Integrated Tools </li></ul></ul></ul><ul><ul><ul><li>Analysis </li></ul></ul></ul>
    21. 22. Contact Management… Every phone call Every email Every conversation Every event Record it in your database!
    22. 23. Constituent interactions &quot;I open up my database and look at the journal entries to see the last time we talked. If I don’t know them very well, I can see who introduced them to the organization. It’s really powerful.&quot; Connie Sherman, Connie Sherman, Executive Director, St. Mary's Child Center
    23. 24. Outlook Integration
    24. 25. Complete info on one page
    25. 26. Complete info on one page
    26. 27. Future Contacts/Calendaring
    27. 28. Future Contacts/Calendaring
    28. 29. Relationship Tracking… Six Degrees of
    29. 30. Track Relationships
    30. 31. Relationships
    31. 32. Track Relationships
    32. 33. Pure Fundraising Tools: Recurring Gifts, Pledges, Segmented Gifts, Auto Processing
    33. 34. Communications… Mail & Email
    34. 35. Communications…
    35. 37. Communications & Tracking All in One Place
    36. 38. Envelopes Templates
    37. 39. Newsletter Templates
    38. 40. Events & Invitation Templates
    39. 41. E-Newsletters
    40. 42. Thank You Letters
    41. 43. Special Event Invitations
    42. 44. Grant Research
    43. 45. Grant Research
    44. 46. Grant Research
    45. 47. Matching Gifts
    46. 48. Matching Gifts
    47. 49. Matching Gifts
    48. 50. Planned Gift Calculators
    49. 51. Planned Gift Calculators
    50. 52. Planned Gift Calculators
    51. 53. Prospect Research
    52. 54. Prospect Research John Marshall John Marshall John Marshall
    53. 55. Prospect Research John Marshall John Marshall John Marshall John Marshall
    54. 56. “ More than one in three donors to an online fundraising website say they would not have given at all without an online option.” Source: Justgiving, 2005
    55. 57. Integrated Online Tools/Relationship Building
    56. 59. Phone-A-Thon improved because … Easier and faster to record pledge / gift information Last year we have a lot of duplicate sheets printed somehow Cheaper & “greener” in the future without having to print 13,000 sheets of paper. Our $31,000 increase in phone-a-thon completely paid for our database system within the first two weeks of it going live! St. Thomas Aquinas Newman Center – Phone – A- Thon
    57. 70. “ More than one in three donors to an online fundraising website say they would not have given at all without an online option.” Source: Justgiving, 2005 Online Giving
    58. 71. “ More than one in three donors to an online fundraising website say they would not have given at all without an online option.” Source: Justgiving, 2005 Online Giving
    59. 72. An Overall Strategy Sign Up For Newsletter Multiple Ways To Support & Get Involved Donate Now
    60. 73. Online Ministry Sign Ups, Adult Faith Formation, Prayer Request, What else?
    61. 77. Integrated Relationship Building – Personal Fundraising & Cart – Building Relationships, Loyalty …
    62. 78. Website Integrat ion
    63. 79. Other Integrated Tools… Grant Research Matching Gift Resources Planned Gift Calculators Prospect Research Online Giving Website Integration
    64. 81. Analysis… <ul><li>How are gifts designated? </li></ul><ul><li>Who are your top donors? </li></ul><ul><li>Who are your top prospects? </li></ul><ul><li>How many new donors do you have? </li></ul><ul><li>How many donors increase/decrease giving? </li></ul><ul><li>How many donors are lapsing? </li></ul>
    65. 82. How are gifts designated?
    66. 83. How are gifts designated?
    67. 84. Top donor report Who are your top donors?
    68. 85. For Impact Report Who are your top prospects?
    69. 86. Who are your top prospects?
    70. 87. How many new, increasing, decreasing, lapsed…?
    71. 88. How many new, increasing, decreasing, lapsed…?
    72. 89. Benchmarking And Donor Loyalty “ Up and Coming” Analysis Tools
    73. 90. Benchmarking - What is it? <ul><li>Now, for the very first time, you can get dynamic reports that let you compare your fundraising activities and results to other nonprofit organizations! You can even filter the data to match your results to organizations that are similar to you in type, size and location.  </li></ul><ul><li>Benchmark Reporting module is designed to gather aggregate statistics from a large number of participating eTapestry/FEP customer databases. The data is then displayed side-by-side with the same statistics from your own database, giving you a comparison between your organization and other nonprofits. </li></ul><ul><li>Having access to this data will allow you to see where your strengths and weaknesses lie in comparison to similar groups. This valuable data supports growth-oriented strategic planning and budgeting for your fundraising programs, enabling you to raise more money! </li></ul>
    74. 91. We are losing current donors, not focusing enough of our development time on lapsed donors, and spending more money to acquire donors <ul><li>Benchmark Giving Dynamics, Status, Trends, Comparisons </li></ul>
    75. 92. Donor Loyalty <ul><li>Your ability to fund your mission is dependent on the generosity of donors. However, the loyalty of donors is what allows you to sustain, plan, and expand your mission. Do you know if your donors are “loyal” to your organization? </li></ul><ul><li>Can provide a scientific measurement of individual donor loyalty, which provides accurate insight into future donor behavior. </li></ul>
    76. 93. Donor Loyalty
    77. 94. Conclusion: Selecting your database – ( know your needs and your donors )
    78. 95. Conclusion: Selecting your database – ( know your needs and your donors ) Traditional versus New technologies
    79. 96. Conclusion: Selecting your database – ( know your needs and your donors ) Traditional versus New technologies <ul><ul><li>User your Database to Expand Relationships </li></ul></ul><ul><ul><ul><ul><ul><li>Contact Management </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Relationship Tracking </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Communications </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Integrated Tools </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Analysis </li></ul></ul></ul></ul></ul>
    80. 97. Thank you! For a Copy of Slides . . . [email_address]
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