It takes a lot of work and research to decide on the right
database for your organization, especially now that companies offer Constituent
Relationship Management (CRM) systems that can integrate fundraising, online
donation and store activities, communications, volunteers, program management,
and more. As hard as it is to wade
through database options, the real work is truly making good use of them. Once you take the plunge, it is vital to keep in mind that you not only are moving data from your
old system, you are figuring out how to use the CRM capabilities to create new administrative
and potentially programmatic SYSTEMS and functionality. The power of good
CRMs is that they can simplify time-consuming activities while providing easy
and accessible analysis and reporting…putting your staff in the position to
make data-supported decisions and to focus on relationship-building.
The easiest mistake to make is not giving yourself dedicated time and planning
to set up and integrate your new tool. Before you can migrate data and
take advantage of the software, you need to know WHAT and HOW you want the data
to be organized in the new CRM to best take advantage of its capabilities. That
means you have to understand the CRM well enough to CHANGE the ways you currently
do things so that your systems complement
your tool…and so your tool promotes
the type of culture and constituent relationships you value.
Who is going to
manage the database? Some questions to consider:
- How much time is set aside
in their normal work schedule?
Expect 25% required for at least 1-2 months. They may not do
everything themselves, but they’ll need time to facilitate the process.
- What tech support comes
with your package? What will you have to pay extra for?
- What database are you
using now? How easy is it to export your records?
- How many records do you
have? What will be the scale of transfer?
Does the CRM subscription allow for growth within your current plan
or should you be expecting an increasing fee soon?
- How much do you trust the
accuracy of existing data? Will this process also require data clean-up?
Will it require an organized outreach campaign to gather updated
information?
- Is your data organized in
a way that will allow easy import into your new CRM, or will it require
extra work to prepare?
- What does your CRM do
built-in, what will you need to customize, and what will you need to
hand-enter in an on-going way?
- If your CRM supports online transactions, what data and reports will your bookkeeper need?
Stages your database
lead will need to facilitate:
- Existing data clean up and organization.
- Planning/strategy sessions with key staff to integrate CRM systems with your desired practices. Requires some familiarity with CRM potential so you are not limited by current admin/fundraising/program systems. You’ll want someone who can facilitate this process – it will require some back and forth as you discover what is possible and set it up in the CRM system. Should include customizing CRM to meet your desired practices.
- Final data organization and import. Accuracy review.
- Creating protocols/procedures and training for use (vital to keep your data accurate and CRM tools effective).
- Training and problem-solving with specific staff/groups to fine-tune CRM systems. You want to make sure the tools works how you need it to, and that key staff are building the skills to be the “expert” for their part in it.
- Take the time to determine what reports are needed for each person. Set them up for easy access and use. This is a key function of good CRMs that requires focus and time to create.
- Database manager – keep abreast of improvements/updates, trainings, and stay available for problem solving. On-going data maintenance (duplicate checks, etc.).
- Build a network of support while protecting people’s personal information- set permission levels of data access and train volunteers for some data entry support. A bonus of cloud systems is the option for remote volunteer work.
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