Whether you are looking to transfer your data into a new database or tidy up the one you already have, here are a few quick fixes that will make a world of difference in your reports and mailings.
1. Standardize your fields. Limit the number of free form Text fields in your database. Use Single or Multi-Select and Date fields when possible to help maintain a clean database. Before transferring data from a Text field to a select style field, be sure to standardize your look-up options by eliminating all but the correct version. For example, when using a text field to track your Accounting Codes, it is possible to end up with numerous variations and even misspellings for the same fund (i.e. GEN, General, Gnrl, Generl). Running an accurate report with so many variations of the same fund is next to impossible.
2. Use proper capitalization and spacing…particularly in your name fields. When you send out mailings, you do not want your current donors or potential donors to feel like you are yelling at them (Dear DICK) or simply do not give a rip (Dear jane mae). If your data is in Excel, utilize the Trim and Proper functions to quickly eliminate extra spacing and adequately capitalize your names.
3. Merge Duplicates. Check for duplicate contact records based on Name, Address, Email and even Phone. Once you are confident you have a match on your hands, combine the duplicate records, including any attached donations, notes, etc. into one. This can often be a laborious process but it will yield more accurate reporting results and can often cut mailing costs.
For those that haven’t noticed, the age of electronic communication is upon us in full force. Almost everyone has an email address and the younger generation tend to live on Facebook and messaging. Nonprofits have been slow to take advantage of this new medium and are now trying to play catch up. Many organizations with long established databases of contacts had not collected email addresses in the past and now need to play “Catch Up” to update their lists.
Organizations should take every opportunity to get this information whenever interacting with their constituents. The key is knowing who you have email addresses for and who you don’t. Depending on whether you use a Donor Management system or an Excel spreadsheet, you need to code it so you can easily identify people with missing information. Once you know what is missing, you can be on the lookout to add this information whenever possible.
One trick my nonprofit recently used (quite successfully) was to pre-code name tags for our annual event. As people either mailed or phoned in their registered for the event we maintained an Excel spreadsheet that was to be used to print out the name tags for the event. This Excel spreadsheet was cross checked against our Donor Database to see if we were missing critical pieces of information. We added a column on the spreadsheet that was either blank or contained “e”, “m” or “em”. The column was left blank if we had both their electronic and ground mailing addresses. If we were missing either or both we added an “e” to signify a missing email, an “m” for missing mailing address or “em” if both pieces of information were missing. (In the case of guests and people new to our organization registering for the event we almost always were missing both pieces of information.)
The day of the event, we printed out the name tags for all the registered attendees. The First and Last name were printed from the Excel spreadsheet using a large font. Then in a very small font in the bottom corner of the name tag we printed the “em” code in small print. The name tags were then laid out on the registration table in name order.
As guests arrived, we asked volunteer greeters at the registration desk to hand them their name tags. The volunteer would quickly look to see if there was a code on the lower corner of the tag or if it was blank. If there was nothing on the name tag the guest was simply greeted and given the event information. However, if there was a code on the bottom, the guest was asked if they would like to provide their email and/or address for our newsletter or future communications. If they said yes (and most did) we had clipboards with a brief information sheet for them to fill out. The greeter instructed what information we needed to be filled out and then collected the form from the guest before sending them on their way.
Our organization is also set up to collect this information directly into our database and could have done so the night of the event (rather than the intermediate step of having them write it on paper). We could have provided an iPad to the guest and asked them to enter the missing information. However, we opted not to take this approach in hopes of helping speed the guest along and not imposing on their evening any more than we had to.
You just inherited a database(s) that is meant for you to track down donations, board members, visitors and everything else. Perhaps there are several files with repeated information or better yet, incomplete information. Sitting in the storage room are files of handwritten notes and check copies, none of which have been entered into a computer. Emails are going back and forth between you and other staff collecting bits and pieces of information making it a tracking nightmare.
So what do you do about when you are tasked with organizing your organizations database in a maze of information?
First, define a plan of attack.
Is the focus to improve on the database moving forward? Or is it necessary to change historical information. A lot of organizations can just say “forget the past, I’m starting fresh tomorrow.” However, most cannot and they have a lot of cleanup to do.
How to Fix Historical Data.
First, don’t panic, move slowly through making manual changes. For fixing historical information, find the immediate priorities. Change only those that are needed right now.
Then when immediate needs are finished, start fixing historical information.
Edit anything in ALL CAPS.
Merge duplicates; researching duplicates that may be spouses. (DonorSnap provides many different duplicates reports as well as a Merge tool). Develop a standard of how to track spousal records moving forward.
Edit historical donations so comparative reports will be beneficial.
Inactivate deceased/inactive contacts.
Most nonprofits inactivate data entries after 3 years of no activity. Delete from the database after 7 years of no activity.
What is the purpose of the database?
Become familiar with the purpose(s) of the database; get acquainted with current donation programs — what mailings have gone out recently, what campaigns are running, talk to Accounting about their needs with running reports between the donor management system and their books.
Try this: Run a Donations Received report of the past checks, go back and change just those to the current and correct drop-downs, so the report is clear and concise.
Get familiar with current database software.
Look at all the existing drop-downs for targeting contacts (how do you label a Contact as a volunteer or Board Member); how are donations categorized. If using a program like DonorSnap you can inactivate any non-relevant codes for appeals/campaigns/accounting codes (never deleting, you can always bring back if you have a question!). DonorSnap also allows you to HIDE (again, never deleting) entire fields that are no longer relevant.
Tip: Simplify the database to what codes you’re using now (and change historical information later, if needed).
Need to send an appeal mailing to the top donors?
Run a DonationStrata report (or other report that can give you Lifetime donations over a certain amount). Edit those contacts; Merge any duplicates ; make sure the mailing label for the contact is your current standard, and do a mailing.
Make a Cheat-Sheet.
Create a standard and cheat-sheet for all data-entry staff of what Codes to use for Contacts/Donations and a process for entering new contacts and adding donations. Create a mailing standard, how the names should be entered in the system and also how the mailing label should be addressed (in DonorSnap would be the Acknowledgement field).
Tip: Arrange a training with staff to go over the database procedures (they need to know this in case your out of the office)
Recently we have discovered an even further value for DonorSnap Forms – Facebook Page Tabs. Creating a new Facebook page tab out of a DonorSnap Form is easy enough that any user can implement it. Whether you feel your organization could benefit from a “Donate Now” Facebook tab, a “Join our Mailing List” tab, an “Event Sign Up” tab, or more, follow the step by step guide below. In a matter of minutes, your Facebook page will have an integration with your DonorSnap database.
Step One: Create your form
If you aren’t already using DonorSnap for your donor management, you’ll need to sign up for an account first. After you’re signed up, you’ll be ready to create any number of forms that you need. For more help on creating your forms, watch the online forms tutorial video here.
Step Two: Sign up to be a “Facebook Developer”
In order to create your own Facebook Page Tab App, you’ll need to be granted access to the developer area. Don’t worry if this sounds scary. Just keep following the directions and you’ll find it foolproof. You can also brag to your friends that you have developed a Facebook app for your organization.
After you are verified, you’ll need to go to https://developers.facebook.com/apps to start creating your tab app. Click the “+ Create New App” button at the top of the screen and continue through the prompts confirming that you accept the guidelines and that you are human.
Next you’ll see the app creation form and your App ID on top. Make sure to note this number, because you’ll need it in the next step. Click the Page Tab check mark and fill out the form with your information. Make sure to fill out the following fields as directed:
App Domains: “donorsnap.com”
Sandbox Mode: Disabled (if you enable it, your tab will only be visible to administrators)
Page Tab Name: This can be whatever you would like your tab to be labeled on your Facebook page.
Page Tab URL: Paste your DonorSnap form link for the specific form that you would like to use.
Secure Page Tab URL: Use the same thing as the Page Tab URL
Page Tab Edit URL: Leave blank
Step Four: Install the Facebook Page Tab App
Now that your Facebook Page Tab app is created, you’ll need to install it on your page. To install it, you’ll need to enter the following address into your browser, but make sure to replace “Your_App_ID” with the number that you wrote down in the step before.
Growing up I would take yearly vacations to visit my grandmother in Texas. During these visits she would arrange visits with her friends and their grandchildren for play-dates. These arranged visits resulted in lunches, opportunities to swim in their pools and even excursions to amusement parks. At the end of the day after each visit my grandmother would have me write a thank you letter for my experience. I started the task reluctantly as I didn’t see the point in writing thank you notes for play-dates. Once I took out the construction paper, crayons and markers I was able to remember the fun experience of the day and let that person know how they made an impact on me.
Today I take the task of writing a thank you letter to a different level. As someone who has worked with nonprofits for years I have donated my time, recruited volunteers, worked with underpaid staff who have given their all and have solicited donations. In each of these scenarios it all comes down to giving and the act of acknowledging the gifts.
How to Write an Authentic Thank You Letter:
1. Speak from the heart
Aside from thanking them for contributing to your organization, let them know how you feel personally about their contribution.
2. Include an image or photo of the impact of their gift.
If it is a donated object such as a toy or car, show them who or what is using it. Photographs and keepsakes are mementos that remind people why they give and will likely result in giving back more.
3. Have more than one person write the letter.
The best thank you notes I’ve ever gotten have been from classrooms of students whom each had a unique perspective on how I had impacted their lives. Create a group activity at the beginning of a board meeting, in a classroom or other gathering for participants to say thank you from their own point of view.
4. Send letters from the road.
If you are going on vacation or to a conference in an interesting city, take a list of your top donors and board members and send them postcards from the road. The art of sending postcards reminds people that you are thinking of them on your journey.
Those who support your organization do so because they believe in you and your work. In turn, it’s important for you to retain their support by acknowledging their gifts and time. Be sure to keep track of your correspondence in your donor management database.
Do you have a tip on a writing authentic thank you notes? Leave a comment and share it with us.
Web 3.0? Give me a break! We just got a Facebook page up, what’s next?
First you needed a website. Did it take a while to get one up and running? Then you needed social media, that changes so rapidly it’s hard to keep up! You integrated a blog, that now you need to find people to write for it.
Do you really need to do more? Yes you do.
I’m writing this in the summer so you can start to put it into your budget for the next fiscal year. Let’s talk about what you need to do to be Web 3.0.
1. Get your website ready for mobile.
It’s not just that people are looking at your website from a smart phone, but they are starting on a laptop, moving to a tablet, onto a smart phone and back again. This means you have to design your site so it fits on all these devices.
In order to do it on the Cheap-and-Easy, design your site in a WordPress or Drupal template that is mobile ready. The template description should tell you if it can be applied to smart phones and tablets. This way you only have to design once and it can be on the go.
For a few more bucks you can ask your web developer to make your site mobile ready. What this means is they write code that is wrapped around your site so that it looks good on any device. It’s like wrapping your site in plastic wrap. You see this often when you are looking at a site that starts with m.website.com. The “m” stands for mobile.
2. Make an App for your cause
This is an optional feature. Not everyone needs an app and if they don’t work well people will delete them. If your organization is doing something that can invite people to take action, participate in an activity or is involved in an event that has a lot of information that you need on the fly, then an app would be good for you. Apps can be expensive, minimum $5000 up to $75,000 depending on the capability. You can also go with pro bono groups such as Code for America who make apps for good causes. You need a technical advisor to think about the type of App you want.
iOS – Anything Apple. Needs to be approved by Apple, takes 1 – 2 months to be completely approved and ready. Many people around the world have Apple products, broad market. Good thing is you design it once and it fits on all iPhones. Negative, it can be rejected, which puts you back in line to be approved.
Android – Most other smart phones (except Microsoft) are run on Android. The nice thing about designing for Android is you can put it in the App store immediately. Negative, since there re so many different types of Android phones, it doesn’t always look good on every phone.
Microsoft – Only runs on Microsoft smart phones.
Portable App – This basically is a website designed to function as an App. This is a great option if you want to design something cheaply that goes on every phone. Negative, you need to be connected to WiFi.
3. Preparing for .NGO
Your website most likely ends with a .ORG. Theoretically this means you are a “nonprofit organization.” Did you know that anyone who wants a .org can sign up for one even if they are not a 501c3. In 2014, PIR.org, the agency that owns .ORG will be introducing .NGO (Non-Governmental Organization) and .ONG (Same as NGO but for latin languages.) The difference is you have to prove you are a .NGO before you can get the domain. This will be simple for US Based organizations that can prove 501c3 but more difficult for those around the globe that don’t have such a system set in place.
Why .NGO? The term “nonprofit” has a lot of klout in the US Market but not so much internationally. On a global level international governments and organizations understand the term NGO more than nonprofit. Adopting .NGO will be good especially if you plan to work internationally.
Content: It is what you write in your blog, post Facebook page, tweet out, or send in an email.
Content Calendar: a plan for when and what you publish. It might contain other details like the SEO keywords you plan to use, ways you’ll publicize it, or even budget (if you pay for stock photos or advertising).
At the 2013 Nonprofit Technology Conference (put on by NTEN), a bunch of us here at DonorSnap sat in on a few sessions on content marketing strategy, and learned how to leverage it effectively – to your nonprofit’s benefit.
On Friday afternoon, a few of us checked out the session “Air Traffic Control: How to Guide Your Content from Ideation, to Creation, to Publication.”
The presenters, Lauren Girargin, Marketing & Communications Consultant at LightBox Collaborative (@girardinl) and Betty Ray, Senior Blog Editor and Community Manager at The George Lucas Educational Foundation (@EdutopiaBetty) gave all of us gathered there a huge leg up in the content marketing game.
Betty called Edutopia’s content calendar a “Daily Flight Log” because they think of content curators as air traffic controllers, guiding the content. Pretty neat, right?
Here are some of their easy-actionable tips for being your own air traffic controller:
Consistency is key.
It’s fine to post to a blog every day or every week, or send a newsletter every month or every quarter.
Any schedule can work, as long as your readers expect it.
People don’t like to be surprised by more content than they expected, and if they don’t hear from you regularly, they might forget who you are.
Or, even worse, they might mark you as “Spam” in their email, which can get your email address blocked by Internet Service Providers.
Going off your schedule can even erode gains you’ve already made:
Neil Patel (of QuickSprout and KISSmetrics) said that when he skipped a month of his 4-5 posts/month schedule, he lost 21% of his site traffic. And it took 3 months of consistent blogging to get that traffic back. (Source)
Using an editorial calendar to think of topics before it’s time to share will make consistency second-nature – not stressful.
Be PROactive, not just reactive.
It’s great when you can capitalize on recent news or events for a timely blog post or email!
But, you can’t rely on that to happen frequently enough for consistent content.
(And remember, consistency is key).
So brainstorm content ideas (that aren’t tied to the news) in advance so you’ve got something ready…
..and those reactive posts will get even more traffic (or emails will get more opens) when you do share them.
Plan content ahead on an editorial calendar, and take the time to create content you know your fans and supporters will love, no matter what’s going on in the news.
Track deadlines, and stick to ’em.
So you’ve figured out the schedule that works for you, and you’ve got great ideas on your content calendar.
You’re on your way to success!
But, that genius editorial calendar doesn’t do anything if you don’t use it.
Give yourself and other contributors deadlines, and put them on the calendar.
And, if you’re in charge, give other people fake deadlines that are before the real deadline.
Make sure staff know who to tell, and by when if they can’t get something done.
Keep track of everyone’s deadlines on your editorial calendar, and if someone falls behind, use the calendar to figure out what can be moved up to replace it.
You can even expand this to Facebook and Twitter – to an extent. Plan contests and questions to pump up audience interaction in advance, and make sure you know what you’re posting to all your social media outlets whenever you make a big announcement.
Editorial Calendar Resources:
At the end of the session, Lauren and Betty suggested a few resources to help you with your content strategy.
It has columns for a newsletter, social media, website, earned media, direct outreach, and “other”, any of which can be matched up with a “hook” – an idea you think your supporters will want to read about.
Trello and Asana are more robust systems – cloud-based project management software where you can assign tasks to different people, making it easy to keep track of how a piece of content is coming together.
Finally, if you use DonorSnap, you can integrate an editorial calendar right into your account using Keep&Share. Stay tuned for updates on additional capabilities for this integration.
You know, the new tool that schedules your ticker reminders? You’ve actually already got access to 6 more apps, including database tables, where it’s easy to create your own, unique version of LightBox’s calendar. (And you don’t have to sign up for anything new!)
Just share the table with anyone who’s contributing content, and they can get notified automatically by email whenever changes are made. You choose whether they can edit the table, or just view it.
Don’t hesitate to use the calendar for your content, too – try keeping track of those deadlines in the calendar, and set email or text reminders to stay on-schedule. And, if you’re collaborating with other people, you can overlay their calendars onto yours to see the big picture of how content is being developed.
You can do all this in your free Basic Keep&Share account that comes with DonorSnap. If you’d like to supervise other people’s calendars, create more than one calendar, or have access to other advanced features, consider upgrading to a business account – you and your team members can also have tightly-linked accounts with central control this way.
If you’d like these extra features, all nonprofits get a 30% discount on every transaction, and Keep&Share always gives you a 30-day, no-questions-asked money-back guarantee.
To learn more about your Keep&Share account (already part of your account), check out the website: KeepandShare.com
I am overwhelmed by the amount of information that Linkedin provides. Until recently I thought of it just as a job seeking site. What I learned last week at the Nonprofit Technology Conference in Minneapolis, MN is it is a much more powerful tool than I had imagined. I took a few notes by Anthony Pisapia Director of Development and Programs at Tech Impact.
Let’s start with your network.
The six degrees of separation rule still stands. If you are looking for potential donors or influential board members, it is likely that those who you already know have a contact that would be a good fit.
Your 1st degree connections should be people you actually know and feel comfortable enough to ask them for a favor.
If in your network a current board member is connected to a potential donor, you should feel ok asking for that introduction.
Tip: Ask for introductions outside of Linkedin, such as in an email or a phone call.
I am not strict on this rule for a couple of reasons. First, you can download the entire contact address book of your Linkedin connections. This is good for developing an email list and for CRM information. Second, potential volunteers and donors may be following you personally. Knowing you through Linkedin may give them the encouragement to connect.
Get your members to promote your organization.
Browse through the profiles of your board members and volunteers. Where does it say they are part of your organization? They can add information about their participation in the volunteer section.
For patrons and fans of your organization. They can promote you in the Organizations section of Linkedin.
Tip: Provide the text you want them to put into their Linkedin Profiles. Make sure your organization and staff profile is updated.
Tap into your alumni network.
Your alumni network is strong. When you click on a school it shows you options such as years attended, industry, location, etc. Use this to your advantage when identifying potential board members and donors.
Add reminder notes to profiles.
After a conference or meeting someone, check out their profile and add information about your conversation with them. They will not be able to see what you have written. This is for your personal information only.
Tip: Use the Linkedin App for notes and reminders before you head out to a meeting.
Did you know that you can add DonorSnap as a skill on Linkedin?
My Grandma Amy is a lifetime volunteer and donor. She has inspired me to volunteer throughout my life and showed me the need to give what you can to charity. I asked her to be a DonorSnap contributor and write about why she cares to help out in her community. I see my Grandma as a good example of the caring donor that many nonprofits would love to have as part of their support network. I asked her to write a bit about why she spends her time and money helping out people. This is what she had to say… Continue reading “A Story of a Lifetime Volunteer”