This Valentine’s Day it's time to swap out the candy hearts...

If your donor database is more “it’s complicated” than “true love,” you’re not alone.  

Many organizations struggle with poorly configured systems that prevent them from accessing the valuable insights hidden within. 

But here’s the good news: you can improve your relationship with your data. With a little attention and the right strategy, you can ensure your database is serving you in the best way possible.  

Here are five ways to get back on track and build a stronger connection with your fundraising data. 

#1: Invest in Some Quality Time with Your Data  

When was the last time you really took a close look at your donor database? If you're unsure about how many donor records are in your system or the quality of the data, it’s time to take a deep dive. 

Donor databases often contain duplicate records and inconsistent coding that can make it difficult to get accurate reports. Organizations have more than just donor records in the system – volunteers, clients, foundations, other constituents – and their system isn’t coded in a way that makes it easy to distinguish donors from other constituents.  

Set aside some time to clean up your data. Start with a big merge/purge of duplicates. Then, make sure your donor groups and constituent codes are properly organized – that’s how you’ll separate donors from volunteers, clients, and other supporters. This kind of attention to detail can help ensure your data is trustworthy and useful for analysis. 

#2: Configure Your Database for Maximum Impact 

Your database can generate reports, but are they really giving you the insights you need to power your fundraising? If not, the issue could be with your database’s configuration, and it may be time to reconfigure your ‘relationship’ for greater impact. 

Your database may need a bit of TLC to make sure it’s capturing the right info, like appeal types and designations. Was the entry in response to a direct mail campaign? A special event? A face-to-face ask? Is the gift unrestricted or designated to a specific program? Without this, you’re missing out on the real power of your data. By setting up the right coding structure, your database will be ready to spit out the valuable reports you need to prove your fundraising efforts are working. 

If you still aren’t getting the right reports, dive into your report criteria – are you using the right operators (AND vs OR)? Can you customize columns and sort the data correctly? A little extra attention here goes a long way in ensuring you can generate meaningful, actionable insights. 

#3: Facilitate a little heart-to-heart between your database and your finance system 

Do your fundraising numbers ever seem a little… off? Perhaps your system says you’ve raised a certain amount, but your finance team reports a different figure. This means it’s time for a heart-to-heart between your fundraising and finance teams. 

Avoid those mixed signals by creating a solid reconciliation process between your donor database and your finance system. This ensures that what your system reports matches what’s reflected in your finance records (and ultimately the bank statement) each month. It might take a while to get it right, but with both teams working together, you’ll find common ground and ensure your numbers add up. 

#4: Track Appeals, Campaigns and Funds – Show your data some love 

Do you know which campaign was your best performer last year? If you struggle to tell from looking at your data how much was raised from a specific appeal or event, it’s time to rethink your configuration. 

By setting up your database to track appeals, campaigns, and funds, you’ll have a much clearer view of which efforts are driving the most revenue. No more scrambling through spreadsheets – you'll gain valuable insights to optimize future campaigns. By using the proper coding structure, you can clearly track where your dollars are coming from and how they align with your fundraising strategy. 

#5: Align Your Database with Your Fundraising Plan and Budget 

Here’s a secret: your database, your fundraising plan, and your budget should all be in sync. If the information in your database has little or no relationship with your fundraising plan or budget... well, that sounds like a whole lot of heartache. 

Strengthening the connection between your fundraising plan, your database, your budget and finance system involves developing systems, processes and protocols that allow for a smooth flow of data across all platforms. The right training and system of checks and balances will ensure that every entry is accurate and aligned with the overall plan. It’s a lot of work, but the payoff is worth it when your data can give you a clear, comprehensive view of your fundraising efforts. 

Fall back in love with your data 

Sure, it may not send you a dozen roses, but your data can offer insights that will help your organization thrive. By investing time and effort into organizing, configuring, and maintaining your database, you’ll develop a lasting relationship with your most valuable asset – your data.  

So, let's raise a glass to your fundraising data this Valentine’s Day. Here's to love – the kind that keeps your fundraising program strong, effective, and, yes, even a little romantic. 

Ready to make your database swoon? Let’s chat and create a Data Growth Gameplan that ensures your fundraising data is working out for you (not the other way around). Click here to book a free 30-minute call today!