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.

1. Output Is Everything!
Cheri Weissman
March 19, 2013
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2. Protecting and Preserving the www.cjwconsulting.com
Institutional Memories of
Nonprofits Since 1993 (866) 598-0430
info@cjwconsulting.com
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3. Affordable collaborative data
management in the cloud.
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4. Today’s Speaker & Host
Cheri Weissman
President
CJW Consulting & Services, Inc.
Assisting with chat questions:
Jamie Maloney, Nonprofit Webinars
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5. Presented by
Cheri Weissman
CJW Consulting & Services, Inc.
8331 Central Ave.
Morton Grove, IL 60053
866/598-0430
cheri@cjwconsulting.com

6.  When it comes right down to it, the only thing
that really matters when working with
fundraising software is OUTPUT.
 Reports have to be reliable and understood
 Solicitations and invitations have to be sent to the
right people
 Giving has to reflect what people are giving to and
what prompted them to give
 Volunteers have to be appropriately recognized and
acknowledged

7.  Most of us focus on data entry, presuming that
getting data into a system is the most
important thing. This is a misconception.
 The most important thing is getting data into a
system in a way that will allow you to USE the
data to get the output you need.
 In order to be able to prepare quality output,
you also need to be able to define groups of
records to which to deliver output.

8.  Before anyone is assigned to enter data into
your system, be sure that your output needs
are clearly defined.
 Remember: You cannot work with data you
don’t have, and only through viable data can
you consistently and correctly generate the
output you need.

9.  Solicitations
 Addressed To
 Address Used
 Internal/External Reports
 Sent To
 Internal Communications
 Sent To
 Donor Profiles
 Content
 Recognition/Stewardship
 Where
 When
 How

10.  Who gets them
 Segments
 What do they say about your knowledge of the
recipient
 Interests
 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

11.  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
 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 give
in 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 wife
at home, or to him only at his office?
 What are you asking for

12.  Board
 Annual
 Analysis
 Financial
 Event Tracking
 Volunteers

13.  Board
 Meeting Dates/Times
 Agenda/Minutes
 Giving history/Gift Expectations
 Staff
 Giving History/Gift Expectations
 Volunteers
 Service time
 Schedule
 Giving

14.  Giving Summary
 Giving History
 Relationships
 Volunteer Activity
 Business Information
 Education History
 Event Attendance

15.  First Gift
 Thank You and Welcome
 Ongoing Acknowledgments
 As Defined By Donor
 Internal Recognition
 Donor Recognition Events
 External Recognition
 Annual Report
 Website

16.  Ongoing Recognition
 Opportunities To Become “An Insider”
 More Personal Contact With Staff/Board
 Efficient Solicitation Cycles
 Lifetime Giving Societies
 Annual Giving Societies

17.  Depends on the capabilities of your software
 Work with the software’s features
 Store data in ways that will allow you to get the output
you need
 This requires a knowledge of WHERE and HOW data is
stored in your application
 Store data outside of your application only when
absolutely necessary
 If data is maintained outside of application, be sure that
there is some kind of link between data sets
 A common ID number used to link data from different
sources is mandatory

18.  Create manual/external tracking mechanisms
that lend themselves to effective data entry
 Call reports
 Research forms
 Create a clear method for turning information
into data
 Staff responsibilities
 Oversight
 Documentation

19.  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

20.  Regular Data Entry Reviews by staff person
 Ongoing Data Entry Training
 Documentation
 Review Of System Tables
 Regular Reporting Schedules

21.  Contact me!
 Cheri Weissman
 866/598-0430
 cheri@@cjwconsulting.com

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