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Most businesses turn to software automation with the goal of increasing profits. These profit driven systems doesn’t easily translate to not for profit organisations and donor database requirements. If you want to locate the best to support your charity venture from a collection of solutions aimed squarely at commerce you need to do your research in advance.
If only I could simply point out the best software package for your donor database. But each not for profit organisation is distinctive, with it’s own unique set of challenges and specific set of requirements. Instead we’ll explain some of the key factors you should consider before going to market in search of possible donor database software.
Get started by plotting out your quantitative reporting needs. These are the aspects of your program that can be reduced to a number. Examples might be meals distributed to community members or number of people participating in a program or even the number of volunteers available. This extends to demographic data like age group of recipients. So impact or other aspects of your program that can be reduced to a number and reported on using your donor database or CRM software.
While recording your quantitative data requirements you should also examine how you collect and collate your data. Which parts are time consuming? Repetitive? Or require a lot of admin? These are indicators of something that could be systemised using a donor database. Giving you the opportunity to move staff (or volunteers) out of administrative tasks and onto activities that generate a greater impact. Meaning you can do more with your resources.
The next step is to consider the qualitative data you need and how it is being managed currently. Qualitative data is more anecdotal . So it is informative regarding the quality of your program rather than quantity. An example might be a letter to thank an organisation for the impact a program made on them as a child and how it has changed their life as an adult. You could also say qualitative data covers how a program makes people think or feel. This can be very difficult to reduce to a number but very persuasive when captured.
Qualitative data can be very difficult to capture and store. In addition it is often most effective when linked to quantitative data so having a donor database that can link the two together is advantageous for many organisations. Some other questions you should ask yourself include: How are you collecting this information? Where are you storing these quality statements? And are they secure?
Now this is where it can get very tricky but it is probably the most important step. Work out your key requirements and the areas you could reasonably do without in a donor database. Because most business software is designed for profit driven companies you will find it very difficult (if not impossible) to find an off the shelf solution suited to your organisation. Whatever donor database you select, you will need to spend some money on customisation. The more things you add to a software package the more you pay. So deciding in advance what your key requirements are will help keep costs as low as possible. Make a list of the features that would be ‘nice to have’ but aren’t essential. But your primarily focus will be these requirements you simply cannot do without.
It isn’t easy finding donor database software in an industry tailored to profit. But by being prepared you stand the best chance of finding an acceptable solution without blowing your budget.
Don’t make software mistakes. To learn more go to donor database software help.
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