Ten Useful Ways You Can Use Your Nonprofit Database Better
Ah, your donor database. We love to hate it.
Most of us don’t have a dedicated database manager (can you imagine? Living. The. Dream). So our databases are often neglected, rarely used, and…as a result not that useful.
But there are some things you can do to actually use your database. And the more you use it, the more it can guide and shape your fundraising. Remember, we’re all about making our tools work for us!
Keep your data clean and up to date.
This may seem like a no-brainer, but it's important to make sure your data is as clean and accurate as possible. This means regularly running updates and checks on your data, and ensuring that any new donor information is entered into the system correctly.
If your data is a bit messy, you might need to schedule some time to clean it up. Schedule a day or two, get your favorite beverage, listen to the Giant Squid Group playlist, and start cleaning up that data!
Dedup regularly.
Donor databases can become quickly cluttered and unmanageable if duplicate records are not removed or merged on a regular basis. Having duplicate records can lead to confusion and make it difficult to see a donor's full giving history. That's why it's important to dedupe and merge your data periodically to keep things organized and tidy. This will also be helpful if you need to contact a donor, as you will have all the information you need in one place.
Segment your data.
Easily segmented lists start with your database. A cleaned-up database means you can more effectively target your communications and appeals to specific groups of donors. This can be based on factors such as giving history, location, or even interests.
Read more: How Segmenting Donor Data Can Make Your Fundraising Soar
Create canned reports you’ll use.
Reports can be great if you know what information you are looking for. Consider the data you want the most often - most recent donors? Lapsed donors? Major donors? - and create a report to easily access the data. Sometimes building out a clean report can take some time…so do it now and run it whenever you need it!
Make sure you're using all of the features of your database.
Most donor databases come with a variety of features and tools that can be used to help you in your work. Be sure to explore all of the features of your database and find out how they can be used to help you in your job.
Read More: An Astonishingly Simple Summer To-Do List for Busy Nonprofit Fundraisers
6. Mark donors.
One way to get the most out of your donor database is to keep track of donors' engagement levels. Note major donors, monthly donors, first-time donors, and other key indicators that can help you keep track of who is who!
7. Take notes.
Keep track of donor touchpoints - make a note of every time you or a member of your team speaks to a donor, meets with them, or corresponds with them via email or another method. This will help you keep track of your interactions and build stronger relationships. When you do interact with donors, make sure to take notes and add meeting notes to your database! Bonus if you can store email correspondence in your donor database - some databases sync with Outlook and/or Gmail so you can keep a running record of your communication.
8. Use your database for stewardship.
Use your donor database to generate thank you letters and emails - nearly all databases have canned forms and template letters so that you can quickly, efficiently, and accurately steward your donors! A bonus is that generating the letters and emails through your database will automatically track who has been thanked, what letter was sent, and when it was sent out.
Read More: Donor Stewardship: It’s not just about the form letter!
9. Use data to inform your fundraising strategy.
If you use your database well, it’s easy to pull reports on who renewed their giving, increased their giving, or didn’t give at all…those types of reports can help you inform your fundraising strategy! Imagine quickly running a list of donors who haven’t given yet this year with their previous giving and their phone numbers so that your board can conduct a phone-a-thon, or generate a major donor report and write thank you cards. Data helps!
10. Remember done is better than perfect.
Maybe your database is a mess. Maybe you don’t have one. Wherever you’re starting…you’re doing great. Don’t put off using your database until you have the time, or the perfect database, or the most tech-savvy board member…it won’t happen. Just start now, with one item on this list, and then make your database (and its routine TLC) a regular part of your fundraising.
Wondering what databases we love? Check out our tools and resources page!