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In this article you will find common sense and easy to implement systems to create a solid fundraising infrastructure in order to raise money with ease, sustainability and transparency over the long-haul. Allow for a minimum of 12 months to implement all steps appropriate for your organization and in order to receive the most cost effective support throughout this process.
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SMALL NON PROFIT? 10 Steps
1. CONTACT MANAGMENT (FUNDRAISING) SOFTWARE
You do not need a state of the art fundraising software program
Inexpensive programs to consider are: Telosa Exceed! Basic, eTapestry, DonorPerfect Online, Sage
Fundaising 50 (formerly Paradigm).
Visit my website at www.wagnerfundraising.com/resources.html
download a well done spreadsheet with pros, cons, features and cost
of the most common software programs
you to keep track of all your constituents. You
generate correspondence (thank you letters, pledge reminders, e
blasts). Whatever system you use, it must allow you to track all
"personal interactions" between you and your stakeholders
need the ability to update information easily
constituents by affiliation (dignitaries, staff, current donors,
community groups, donors giving at a certain level or frequency). As
a small non profit you require an easy to use progra
produce "canned" reports; the ability to run a query is nice, but requires some skill to get it right
software purchase must come with technical support. If there is a glitch, tech support is priceless.
Upon the purchase of your software program, proper training is ess
one person should be responsible for entering data.
volunteers; there is too much room for data entry error
data entered into the system, into the right fields
2. RECONCILE DONATIONS WITH ACCOUNTING
It is rare to find a fundraising software program which integrate
fact most new non profits use Quick Books, or the Treasurer of your Board is responsible for keeping
the books for ultimate IRS reporting.
Reconciling your fundraising software gif
reasons. First, it will let you know imm
contribution. You see, when you reconcile with a bank statement you KNOW that information is
correct. Second, when you make your
numbers for the month to jive with the numbers Accounting will be presenting. Otherwise, it's an
embarrassment and you will need to justify the discrepancy.
Steps to Build your Fundraising Infrastructure
CONTACT MANAGMENT (FUNDRAISING) SOFTWARE
You do not need a state of the art fundraising software program - but you need
Inexpensive programs to consider are: Telosa Exceed! Basic, eTapestry, DonorPerfect Online, Sage
rfundraising.com/resources.html to
download a well done spreadsheet with pros, cons, features and cost
of the most common software programs. Fundraising software allows
all your constituents. You have the ability to
(thank you letters, pledge reminders, e-
blasts). Whatever system you use, it must allow you to track all
you and your stakeholders. You
to update information easily, and generate lists of
constituents by affiliation (dignitaries, staff, current donors,
community groups, donors giving at a certain level or frequency). As
require an easy to use program which can
"canned" reports; the ability to run a query is nice, but requires some skill to get it right
software purchase must come with technical support. If there is a glitch, tech support is priceless.
Upon the purchase of your software program, proper training is essential. Perhaps more importantly,
one person should be responsible for entering data. This responsibility cannot be delegated to various
volunteers; there is too much room for data entry error and lack of adequate training. Without reliable
, into the right fields, all ultimate report generation is worthless.
RECONCILE DONATIONS WITH ACCOUNTING
software program which integrates accounting/bookkeeping
use Quick Books, or the Treasurer of your Board is responsible for keeping
the books for ultimate IRS reporting.
software gifts or pledges with accounting is essential for two main
reasons. First, it will let you know immediately if you are entering data incorrectly or have missed a
contribution. You see, when you reconcile with a bank statement you KNOW that information is
. Second, when you make your fundraising report to your Board you want your
numbers for the month to jive with the numbers Accounting will be presenting. Otherwise, it's an
embarrassment and you will need to justify the discrepancy.
nfrastructure
but you need something.
Inexpensive programs to consider are: Telosa Exceed! Basic, eTapestry, DonorPerfect Online, Sage
"canned" reports; the ability to run a query is nice, but requires some skill to get it right. The
software purchase must come with technical support. If there is a glitch, tech support is priceless.
ential. Perhaps more importantly,
This responsibility cannot be delegated to various
and lack of adequate training. Without reliable
ion is worthless.
bookkeeping software. In
use Quick Books, or the Treasurer of your Board is responsible for keeping
ts or pledges with accounting is essential for two main
data incorrectly or have missed a
contribution. You see, when you reconcile with a bank statement you KNOW that information is
Board you want your fundraising
numbers for the month to jive with the numbers Accounting will be presenting. Otherwise, it's an
mail should sort what looks like a donation and
authorized to open that envelope. This person will take the uno
accounting/bookkeeping. Once in the hands of the bookkeeper
and two copies made. One copy for the perso
the second copy for accounting files. This way you only have ONE person handling
are audited, they will hold you in high regard for having this procedure in place.
Second, you need a procedure for entering information into the fundraising database, including
frequency of sending thank you letters
who is responsible for gift entry, 3) how to enter specific information into the database (snag this
information from your training manual
What I have described above is a very simplified version of your procedures
detailed. Each step by step move must be documented should the person who is responsible leave. It
would be a luxury to hire a professional fundraising consul
protocols and it would be money well spent.
4. INKIND GIFT POLICY
This policy will be a part of your data entry
receive gifts made inkind. You need to define what is and what isn't considered an "inkind" gift. An
inkind gift that is needed by your organization
budgeted; meaning you would have
inkind gift that is budget relief, you must have inkind listed as one
to you. In your fundraising database it will be part of the menu that allows you to
by Visa, Cash, Stock, Inkind. You select inkind, b
provide you with the market value of that inkind gift.
If you receive an inkind gift that is not budgeted, that's great if you can use i
differently, it would be tracked in the comments or other similar section of the donors profile in your
3. PROCEDURES AND PROTOCOLS
Yes, you have so many other things to do,
two specific procedures you will b
kicking yourself. Here's why.
First, you should have a fundraising
how donations are handled; and I am talking about
from the moment the postman brings in your mail to
the point of the check being deposited. It's an easy
procedure to put into place. The person who gets the
looks like a donation and the procedure will explicitly state they are not
This person will take the unopened donation envelopes to
in the hands of the bookkeeper, the gift is opened,
. One copy for the person managing the fundraising software for gift entry and
files. This way you only have ONE person handling the "cash"
are audited, they will hold you in high regard for having this procedure in place.
a procedure for entering information into the fundraising database, including
k you letters. This procedure will include 1) who receives copies of
how to enter specific information into the database (snag this
ion from your training manual and, 4) to reconcile your data with accounting each month.
What I have described above is a very simplified version of your procedures; it should be much more
detailed. Each step by step move must be documented should the person who is responsible leave. It
professional fundraising consultant to assess your systems and write these
protocols and it would be money well spent.
data entry procedures manual, as many organizations will undoubtedly
You need to define what is and what isn't considered an "inkind" gift. An
your organization is considered budget relief, because the item(s) was
budgeted; meaning you would have had to purchase it had it not been donated. When you receive an
, you must have inkind listed as one of the methods of
fundraising database it will be part of the menu that allows you to select
u select inkind, because the gift is treated like cash, so the donor must
rket value of that inkind gift.
If you receive an inkind gift that is not budgeted, that's great if you can use it; however it is tracked
differently, it would be tracked in the comments or other similar section of the donors profile in your
PROCEDURES AND PROTOCOLS
have so many other things to do, yet without
two specific procedures you will be bruised from
ng procedure on
; and I am talking about
from the moment the postman brings in your mail to
the point of the check being deposited. It's an easy
procedure to put into place. The person who gets the
the procedure will explicitly state they are not
pened donation envelopes to
, check is endorsed
software for gift entry and
the "cash". If you
a procedure for entering information into the fundraising database, including
s copies of checks, 2)
how to enter specific information into the database (snag this
reconcile your data with accounting each month.
; it should be much more
detailed. Each step by step move must be documented should the person who is responsible leave. It
to assess your systems and write these
organizations will undoubtedly
You need to define what is and what isn't considered an "inkind" gift. An
is considered budget relief, because the item(s) was
had to purchase it had it not been donated. When you receive an
of the methods of how the gift came
select if it was given
ecause the gift is treated like cash, so the donor must
t; however it is tracked
differently, it would be tracked in the comments or other similar section of the donors profile in your
)
database - but it does not appear in that donor profile as a gift. Having said this, you need to think
about how to track these as they should receive acknowledgment as well, even though it is not budget
relief.
5. DON'T CHASE THE MONEY
Many organizations are made aware of
grant is not clearly related to your mission, but would be nice to have; give it some thought
the fine print. Oftentimes there are reporting requirement
more work for an already overworked staff
Here is an example: An organization was made aware of a grant for Canopy's that
playgrounds. For a school it sounds great, right? However
curriculum on "protecting children from the sun or the potential for skin cancer".
one person to manage the program. This curriculum was not part of the school's mission or
curriculum, nor did they have staff available to
manage the program. If the school were to have
accepted the grant it would be called, in my words,
"chasing the money".
Make sure that each grant written and received fits
your mission and supports your established
programs. You want all money received to be
directly attached to what your budget requires in
order to hit your year-end goal.
6. WEBSITE
When creating your website - seeing is believing
a. Your Mission is Clear: It should take only a couple of seconds for one to arrive at your
site and know your mission.
your website.
b. Be Donor-Friendly: Make it simple for people to donate. Your homepage should
or more direct links to your donation page and they must be prominent.
c. Be Volunteer-Friendly: Oftentimes volunteers
or tab called Volunteers or How I Can Help
information on how to begin the volunteer process
of the person to contact directly if they want to help i
but it does not appear in that donor profile as a gift. Having said this, you need to think
as they should receive acknowledgment as well, even though it is not budget
DON'T CHASE THE MONEY
Many organizations are made aware of grants available that seem to fit the mission.
grant is not clearly related to your mission, but would be nice to have; give it some thought
. Oftentimes there are reporting requirements attached to the grant and it generates
already overworked staff.
Here is an example: An organization was made aware of a grant for Canopy's that provide shade
. For a school it sounds great, right? However the grant required the school to create a
curriculum on "protecting children from the sun or the potential for skin cancer". They also required
the program. This curriculum was not part of the school's mission or
curriculum, nor did they have staff available to
manage the program. If the school were to have
accepted the grant it would be called, in my words,
t each grant written and received fits
your mission and supports your established
programs. You want all money received to be
directly attached to what your budget requires in
seeing is believing. You should consider:
It should take only a couple of seconds for one to arrive at your
People will expect to find the answers to their questions on
ake it simple for people to donate. Your homepage should
ct links to your donation page and they must be prominent.
: Oftentimes volunteers are as valuable as contributors.
How I Can Help. This will list volunteer opportunities
egin the volunteer process. Always include the name,
to contact directly if they want to help in anyway.
but it does not appear in that donor profile as a gift. Having said this, you need to think
as they should receive acknowledgment as well, even though it is not budget
mission. If a prospective
grant is not clearly related to your mission, but would be nice to have; give it some thought and read
s attached to the grant and it generates
provide shade for
the school to create a
They also required
the program. This curriculum was not part of the school's mission or current
It should take only a couple of seconds for one to arrive at your
swers to their questions on
ake it simple for people to donate. Your homepage should include one
are as valuable as contributors. Create a link
opportunities and
. Always include the name, phone and email
up with it): A blog will increase your search
goings on of your organization. Link your blog to others of
increase search visibility.
f. Include a Resources Section
it's giving your visitors a great expe
your specific mission.
g. Keep Your Content the Focus
educate the public. To be successful,
most prominent aspect of your site's design.
h. Update and Supplement your
least monthly. Otherwise it reflects poorly on yo
7. WALKING MANAGMENT
Take a half hour out of each day to walk through your offices. Ask questions, show interest,
(not threatening). Your daily self
the opposite -checking in to make sure they have all they need to do
d. Be Press-Friendly: Include a link on your
homepage for Media. This link takes them
your press kit: Include press-ready phot
approved quotes by your organization's
representatives, a synopsis of your goals and how
you're accomplishing them, and a calendar of your
activities. Also, provide the name, email
phone number of anyone approved to represent your
company. Finally, include any press
received on this page.
e. Add a Blog (only if you have time to keep
A blog will increase your search engine ranking as well as keep visitors up to date on the
Link your blog to others of similar topic and interest;
ection: Link your site to others of similar value. It's not a
it's giving your visitors a great experience and sets you up as the place to go
Keep Your Content the Focus: Your website should raise money, encourage
To be successful, make sure the content surrounding your mission is the
aspect of your site's design. Your site design should complement your content
upplement your Website on a Regular Basis: Your site should be updated
least monthly. Otherwise it reflects poorly on your organization if content is outdated.
hour out of each day to walk through your offices. Ask questions, show interest,
(not threatening). Your daily self-tour shouldn't be viewed as "checking up" on your
checking in to make sure they have all they need to do their job. Walking
better than an "open door" policy - you are going to your
and it creates an environment of trust and success.
8. BRAND AND IDENTITY
A non profit requires a brand and identity just as any for
profit business. You define your unique
which clearly reflects your mission.
created, stay true to it. Don't cut corners here. Every
piece of literature online or off line looks the same
Include a link on your
This link takes them directly to
ready photos, pre-
organization's
representatives, a synopsis of your goals and how
them, and a calendar of your
activities. Also, provide the name, email, and direct
pproved to represent your
any press coverage you've
(only if you have time to keep
engine ranking as well as keep visitors up to date on the
pic and interest; again, it will
It's not a competition,
go for information on
raise money, encourage volunteers, and
make sure the content surrounding your mission is the
complement your content.
: Your site should be updated at
content is outdated.
hour out of each day to walk through your offices. Ask questions, show interest, be affable
"checking up" on your employees, rather
job. Walking Management is
you are going to your team
f trust and success.
requires a brand and identity just as any for
profit business. You define your unique look and feel
your mission. Once your brand is
it. Don't cut corners here. Every
of literature online or off line looks the same -
)
you want to bring your organization to the point where one only has
know it's you - the organization n
A larger piece of this is ensuring
do - they know the mission. If an employee is asked by anyone,
does?", all will have the same answer.
down the mission statement, and those who got it
9. FUNDRAISING AND MARKETING STRATEGIC PLAN
Many organizations create a 5 year
marketing strategic plan which includes a detailed, week by week calendar,
responsible. This plan is review every two weeks and I
document; which means it will change and should.
organizations 5 year strategic plan and fundraising goals.
Strategic Plan go to the Resources tab
able to order a template.
10. DIVERSE BOARD OF DIRECTORS
Creating a functional and strong board is very
simple. First, craft a job description which
indicates expectations, including the amount they
must donate each year. Second, h
training, and have each board member shadow a
staff member for an hour; they will really know
"their" organization after this e
have the following experts represented on your
board: attorney, accountant, professional v
experts with regard to your mission, estate/financial
corporate donors.
to bring your organization to the point where one only has to look at the colors, design and
organization name doesn't need to exist.
A larger piece of this is ensuring that all working within the organization understands what it is
mission. If an employee is asked by anyone, "what is it that your
the same answer. At all staff meetings, I would commonly ask
mission statement, and those who got it correctly received some type of
FUNDRAISING AND MARKETING STRATEGIC PLAN
Many organizations create a 5 year strategic plan. Equally important is a yearly fundraising and
marketing strategic plan which includes a detailed, week by week calendar, along with who is
responsible. This plan is review every two weeks and I consider it to be a "living, breathing"
t will change and should. This plan should be in direct compliance with
organizations 5 year strategic plan and fundraising goals. For an example of a Fundraising and Marketing
the Resources tab at www.wagnerfundraising.com/resources.html
IVERSE BOARD OF DIRECTORS
a functional and strong board is very
a job description which
indicates expectations, including the amount they
Second, host a board
have each board member shadow a
they will really know
experience. Last,
experts represented on your
professional volunteer (one with resources and time), a person(s) who are
regard to your mission, estate/financial planner, Employee(s) who represent your
to look at the colors, design and
organization understands what it is that you
"what is it that your organization
would commonly ask everyone to write
type of prize.
fundraising and
along with who is
consider it to be a "living, breathing"
direct compliance with the
For an example of a Fundraising and Marketing
wagnerfundraising.com/resources.html, and you will be
resources and time), a person(s) who are
Employee(s) who represent your