Tag Archives: data mining

For High Performance Fund Development Staff A Charity Needs a High Performance Environment

Winter 2013 leaves CostaRicoYou’ve just hired a new fund development manager. On paper, it looks like a good decision. Once they are in place its important to assess their performance. This can be difficult when the elements of their job are not clearly defined. Determining if a new staff member fits into a high performance mould can only occur when those at top levels in management have designed the specifications required to build and maintain high performance working environment.

It is all too common to find employees with job descriptions defined at a very macro level, leaving the actual day-to-day work to be re-defined and changed with every new staff member. This scenario allows for lost information, very poor data management, undocumented procedures (or no procedures at all!) and an overall disaster. Without the right level of leadership, staff may be left entirely out on a limb, without the resources they need to efficiently manage their time and succeed in their job. How then, can you truly assess their performance when their time might be eaten up with busy work and productive actions take a back seat?

Information management tends to be a major issue that is overlooked and under addressed in many charitable organizations. Dollars in, relationships with donors and advocates, research and more are directly impacted when there are no specific guidelines on how to record and retain information to ensure compliance and support accountability; attributes of a high performance environment.

Take a look at your organization and consider your information gathering functions. We are focusing on information and fund development because charitable dollars are a charity’s lifeline and processes concerning its management are often overlooked.

In our experience, the lack of detailed job descriptions to define the expectations of a particular staff role, are often far too open-ended. These expectations are the basis on which consistency, compliance and accountability can be determined and where there is a lack of framework, staff are forced to make decisions they may not be qualified to make; at which point, assessing their performance becomes more difficult because omissions that arise may be tied to organizational problems and not the employee’s capabilities.

It takes time and effort to assess and document the tasks that are important to the success of both your staff and your organization. In a system with no specific requirements and methods, individual staff will each come up with their own processes, which may add to confusion, inefficiency, poor outcomes and less than satisfactory results. Put one, two or three people through the same job over the course of several years and you wind up with a chaotic environment where information is both everywhere and nowhere.

One fact remains consistent; you cannot assess a staff member’s overall performance if some of their most basic tasks have not been defined. We place the onus on senior management to design systems that address all departments, allowing the charity to create a high performance work environment to support high performance hires!

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Are you Struggling with a Mining Disaster?

Hanoi

You can’t Mine what you don’t have!

Successful fund raising is based on the relationships you build with your donors.  Some of those relationships may be more distant than others but still effective as you work to reduce the distance and engage long term support.  The use of a database to record gifts and information concerning donors is essential to a formal fund development program. There are no secrets and no short cuts to managing this high value resource which gives financial support to your organization. The donations received and knowledge gained, need to be managed as an entrepreneurial asset that requires well thought out policies supported by procedures and standards.

When you sit down to prepare your fund development plan for the next year and you want to include some projections, your success rate will be directly related to the quality and quantity of the data / information you have to work with.

The misfortune for many organizations is they have not managed their donor information with an eye on the present nor the future.  Spreadsheets used to record events, no profile data on high value donors, information kept in notes are a few examples of information found in a less than useful form.

What makes data mine-able?

Think of a bank. You are creating a bank account of information about how your donors have invested in your charity. Determining first and last gift, as well as accumulated donations, requires accuracy. One of the biggest perils is duplicate donor records where multiple entries for a given donor makes this information unattainable. Imagine contact with the donor only to have them point out inaccuracies. It’s not only a personal embarrassment but it exposes poor methods inherent in how the charity manages its business.

Complete information is essential. Surprising as it may be, poor data management is more prevalent than one would think. A basic tenet of successful fund raising is knowing what and how a donor has interacted with a charity. This only occurs through good recording methods and definitely not through staff memory.

A well run charity wants to know what donations have been gifted; which events donors have attended; if they have volunteered; did they spent money on auction items at an event; whether they donated an auction item; have they been an event sponsor; or a participant in a walk or a run.  The answer to all of these questions should and needs to reside in the donor database making data mine-able.

All members of the fund development team should participate so that transactions are recorded accurately and in a timely manner. Gift information, when well recorded provides further depth about a donor’s interest in a charity. For example, recording a donation as a “designated” gift, does not provide the same impact as using a fund account that establishes a specific interest. Knowing that a donor supports a particular program, service, facility or equipment purchase enables the fund development department to engage the donor with further support or interaction with the charity.  These activities build commitment and commitment is what we are looking for.

The Other Information that makes data mine-able will address donor characteristics. For example, type of business, special interests, family and friend relationships. These are just a few ideas that would benefit the charity. The possibilities are endless but they must be relevant to the charity. How this is collected can be part of an annual review of major donors. We have prepared forms that help to establish the basic information that is required when entering donors. Using a template to help fill in information is helpful.

Something as simple as a correctly formed address, phone number (s) and email give access to donors based on special criteria that a charity has captured. When we discuss capture for essential pieces of information we are not suggesting notes as a primary method. Notes are useful as a secondary resource but they DO NOT provide accurate access. Spelling errors, typing errors, different methods of saying basically the same thing are a real waste of time and make data unsearchable and results unreliable.

A system can be developed that is in the best interest of the charity.  This system supports data capture and management where staff members become accountable for the completeness and quality of what they record.

Staff, who are non-compliant, are a risk to an organization and marginalize one the charity’s most valuable assets.  Training is a further issue. Would you give a multi-million dollar asset to someone who thought they could figure things out or someone completely untrained or would you prefer competence as the preferred option? It’s always interesting to find out that training has been all but eliminated from an annual budget. By guess and by golly, does not make for a successful outcome! Boards and senior management need to support training and skill sharing, if a charity staff are to work effectively.

If you choose to have mine-able data, it will be up to you and your organization. Poor donor data management provides low quality data and yeilds poor or mediocre results. It erodes staff time and diminishes morale as the same problems crop up again and again.  Hands-off managers, procrastinators, and those who are too busy, should never be given the responsibility for managing a charity’s financial future.

If you want mine-able data start by looking at how you are managing what you learn about your donors and how you record their interactions with your charity. It’s the responsibility of the charity and its staff to manage; the database used is just the tool!

If you would like sample profile forms, please email your request to ease@batschgroup.com.