Keep a CRM database

Fundraising Database: Retaining Valuable Knowledge in Community Groups

One of the biggest challenges for community groups like schools and clubs is managing information - one of the most ptrecious resources available. With high volunteer turnover, critical knowledge and intellectual property often get lost, leading to inefficiencies and repeated efforts.  

Think about it: how often has your group reinvented the wheel because past efforts weren't correctly recorded?

The Power of a Strategic Approach

Let’s take a local football club seeking sponsorship as an example. Typically, a volunteer might start from scratch - brainstorming businesses to approach, asking around for past experiences, and knocking on doors without clear direction. 

Now, imagine instead that they had access to a complete record of all past sponsorship efforts:

• Which businesses were approached?
• Who was the contact person?
• What was their response?
• Did they contribute in the past, and if so, how much?

With this information at their fingertips, volunteers could focus their efforts on fostering ongoing relationships rather than blindly chasing leads. A personalised approach - like addressing a business owner by name and referencing past support - can dramatically increase success rates.

Easy Ways to Store and Manage Information

Google Spreadsheets - a simple, collaborative way to track contacts, notes and interactions. Multiple users can update in real-time.

CRM Systems - A more advanced option for managing supporters, sponsors and donors. 

CRMs allow:

• Easy access for multiple users
• A searchable history of interactions
• Automated email tracking (simply blind copy the CRM email, and it logs the conversation automatically)

By leveraging even basic technology, your group can preserve knowledge, streamline efforts and strengthen relationships - saving time and making fundraising more effective!

CRM database review:

• Capsule CRM

We have previously used Capsule CRM here at the Fundraising HQ. It was simple to use and a great way to share information and set reminders. The free version allows for only 2 users and 250 contacts, though, after which it is $28 per user per month. It might be enough for some community groups, though.

• Hubspot CRM

We now use Hubspot, a well recognised inbound marketing firm, who have introduced an ‘always free’ CRM as an entry point to entice you to try their core services. There are more advanced features available in premium editions that you will pay for, but probably not necessary, as the free version gives up to 1,000 contacts and no limits on contact data. It is easy to use, and some features include:

• Contact and task management
• Email tracking and engagement notifications
• Record and track conversations with call logging
• Email templates and scheduling
• Document sharing
• Meeting schedule
• Live chat

Zoho CRM

We haven’t used Zoho CRM but they have been around for quite a while. Their 'freemium' package gives access to basic features but only allows for three users. 

Within your volunteer team there's likely someone with experience using a CRM system who can recommend and help set one up - it's easier than you might think! Taking time to implement even porters. Taking the time to implement even a simple system can be a game-changer for building and maintaining strong relationships with supporters.

At the end of the day, well-kept records are one of the most valuable assets you can leave for your organisation. They ensure conntinuity, prevent wasted effort and empaoer future volunteers to hit the ground running instead of starting from scratch.

By putting the right tools in place today, your group can stop 'reniventing the wheel' and start making real, lasting progress!