It’s a bit like knowing our house is party or guest ready – we don’t necessarily go out and buy the new tablecloth, the good tableware, the fresh linen or the karaoke machine every time we have a party. We have these things in our cupboards and drawers and we pull out what we need for each occasion – the good towels for the in-laws visit and the karaoke machine for the kids party, but maybe not vice versa. Similarly, different information or evidence is required for funding applications. Having it ready and to hand makes sense.
From managing donor information to coordinating logistics, an efficient back office lays the groundwork for successful fundraising campaigns. So having it all ready and to hand and incorporating a process for updating and maintaining the records, just makes sense.
Much of this involves collecting and collating information that is dispersed throughout the organisation (some of which only lives in people’s heads) and putting it all in a central place. This can be time-consuming. However, it is a reasonably straightforward maintenance job once you have done it (as long as you keep updating it as you go).
Below are some examples of files, records and checklists you should keep which, in the long run, will ensure you are well prepared for fundraising success.
1. Organisation Information File
The basic facts about your organisation, its aims and its history. Often this is forgotten. Your governing document, website and promotional information are your sources here.
2. Credibility Fact File
Some basic information about the successes and achievements of the organisation – something like your five greatest successes in the last five years. Include lists of patrons and financial sponsors (whose support provides an endorsement) and details of any recent press and media coverage.
3. Stories File
A place where you keep endorsements, stories, and quotations. This might include clippings from newspaper articles or research reports highlighting the problem or need; statistics and trends which demonstrate the full extent of the problem and how the situation might be/is changing; evaluation reports which reflect the excellent work being done by the organisation; case studies and photographs that put a human face on your work; in fact, anything that might be useful in reinforcing your case for support. Every organisation should have one!
4. Fundraising Plan
To help you plan your fundraising needs well in advance. A basic level plan includes how much you need to raise, how you will do it, who is responsible/accountable for it and what measures will indicate success along the way.
5. Project Details
The basic facts about your project;
- The objective (main aim) of the project
- Description of the project/purpose of the application (no more than 20 words)
- The need for the project – 3 key facts
- Evidence that users believe that there is a need
- Partner organisations (how and why are they involved)
- Why it is so important to undertake the project at present time (3 key points)
- How and when the objective will be achieved (specific, measurable outputs and outcomes)
6. Finance and Legal Details
Keep them in one ‘go to’ place: Charity, VAT and Company Registration Numbers, your latest set of Accounts, Due Diligence reports and Insurance Documents.
Collate policies such as Data Protection and Privacy, Safeguarding, and so on, as we often need to present these to funders to demonstrate that we are robust in and attentive to these matters.
7. Compliance and Reporting Documents
Keep each of your funders’ compliance and reporting guidelines and requirements in a central location and readily available. Refer to these regularly throughout the planning and delivery of the project – not just at the end of a project when it comes to reporting time.
8. Little Black Book of Contacts
Mobilise the support of those you are connected to. Within your organisation, your staff, trustees, volunteers and associates will no doubt have contacts who might be helpful to you in your fundraising efforts. Keep an ‘address book’ of these including names, roles, organisations they are connected to, contact details and social media links. You never know when you might need them. You can even keep the details of when they have previously supported and in what respect, financial amount or otherwise. GDPR check: Make sure they have given permission to be contacted.
9. Progress Tracker
Whether this is a spreadsheet, an online donation platform or a CRM (Customer Relationship Management) system you will need some way to track your progress. This will help you see what is working and what is not, so that you can adjust your strategies accordingly.
A CRM system can track donations and donor information by automating tasks such as sending receipts, thank-you notes, and reminders, and generating reports and insights on your fundraising performance. It can also segment your donors based on their characteristics and behaviour, and create personalised, targeted campaigns for different groups.
Online donation platforms are websites or apps that enable donors to make donations using various methods, such as credit cards, PayPal or mobile wallets and track details of frequency, volume, demographics and amounts. Such platforms help streamline your donation process, reduce costs, and make things easier for the donor.
Notwithstanding the useful work involved, envisage the above as an investment of your precious time that will provide a strong and increasing scale of return.
Author – Cathy Shimmin
Senior Training Consultant at Directory of Social Change.
Cathy is the Senior Training Consultant at Directory of Social Change. She is also a qualified Performance Coach who has worked with many fundraisers over many years.