Establishing a Work Flow for your FundRaiser Database
Most folks want guidelines that will help them get their work accomplished with a minimum of drudgery, mistakes, backtracking, etc., and an established work flow will help with that. Entering gifts and name data after a fundraising event is mostly what is done within donor management software, and should be a regularly scheduled task. The frequency of the task, whether daily or weekly, will depend on the volume of gifts, of course, but it should be a part of the office routine. If written down as a task outline, it will help when the person who normally does the data entry is out sick, or is promoted to another position, or is otherwise taken out of the data entry picture. The person who takes over will appreciate having those steps in logical order, with hints, tips, and tricks in their appropriate places along the way.
Prepare your Thank You Letters first (1)
Having the steps laid out in a logical order is important, and the first thing that will need to be in place, even before any gift entry occurs, is a thank you letter template. You may need several templates available, if you have different sources of giving, or different events happening during the same time period, but the main point is that you must have your letter templates in place BEFORE you begin the gift entry process. Remember that you will be associating a letter template with each gift as you enter them, so, rather than having to go back and change a lot of gifts later, just have the letter template(s) ready to go.
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