Build Your Fundraising Infrastructure

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


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


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


. Second, when you make your fundraising report to your Board you want your


embarrassment and you will need to justify the discrepancy.

nfrastructure

but you need something.


"canned" reports; the ability to run a query is nice, but requires some skill to get it right. The


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


Board you want your fundraising


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


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


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


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


)

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

Build Your Fundraising Infrastructure

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