Keeping Good Records

Finding volunteers, fundraisers or donors is tough and once you do find them you want to make sure they continue their support.  Keeping a good database is the best way to achieve this, and here Foresee Communications gives you tips on how to get started.  

When conducting any kind of fundraising activity on a long-term basis, the value in keeping good records should not be underestimated and can only make the on-going fundraising efforts easier.  Records should be entered into a computer-based database which is used specifically to assist in fundraising.  

Why create a database?

Some of the reasons why a database is useful include:

• As committee members come and go, information remains available to all
• As time goes on and the database builds, past customers, users, families, supporters, alumni will already be recorded for future capital campaigns
• Keeping a record of occupations within your networks, people who can contribute their skills
• Recording useful information on participants, e.g. Mrs A good at door-to-door; Family B good business networks; Mr C doesn’t follow up - recording successful events as well as activities which didn’t work so well
• Having a record of funding trust applications, including successes, rejections; also helps in completing the follow-up paperwork necessary
• Knowing who your business supporters are
• Knowing who your donors are
• Being able to say thank you (see below)
• Having contact details at hand of high-profile or influential community members who you know will support you with references or endorsements when you need them
• Building a file of prospects for planned and future activities  

How do we set up a database?

Investing in an expensive database-type software programme is not necessary.  Microsoft Access, or even Excel, is sufficient.  However, you should find someone in your networks who has good experience using either of those programmes who can get it properly set up to achieve what you want.  Remember, these programmes are only as useful as the accuracy of the information that is put into them!  

Who would be on the database?

The best place to start is to add those with whom you already have a relationship, then expand from there.  Explore the list here, and customise it to your situation.

• Your committee members
• Local body councillors/leaders
• Member/player families
• Religious congregations
• Friends
• Service clubs
• Neighbours                                                          
• Professional associations
• Trustees and staff                                                
• Your past supporters
• Past members and families                                   
• Members’ extended families
• Other local families                                              
• People with wealth
• Business owners                                                  
• Celebrities
• Suppliers                                                                

Thanking your supporters

A vital activity in any fundraising project, no matter how large or small, is to record the names and addresses of every person who supports your club/organisation.  THIS IS A MUST!!  It is crucial that you then contact these people to thank them for their support.  The effects of this task cannot be underestimated.  They are then far more likely to support you again next time around.  Make no effort to thank them or show your appreciation, then chances are they won’t want to know you next time.   

A good database is very helpful in achieving this task successfully, with all supporters entered in along with the details of the support they provided.  The thanking process should also be entered in so you know that has been done before you contact them again next time.  

Obviously any newsletter your organisation produces is appropriate to use as a forum for thanking supporters, but think about making it a little more special.   At the very least send them a personal letter, reiterating what support they provided for which project, and that you will keep them up to date as the project progresses.  Include some photos of the people benefiting from their contribution (or do this at a later stage if not appropriate initially).   

If you regard the support you received as significant, think about making a visit with some fresh baking, movie voucher, offer a couple of hours of free labour, a pot plant or flowers (could be from someone’s garden), invite several to a committee meeting and supply refreshments, invite them to a school assembly and do a presentation about the project and the support received.  

A letter to the editor of your community newspaper also provides public recognition of support received for a particular project.  

Foresee Communications are fundraising and sponsorship specialists, providing fundraising and sponsorship resources, training and advice to communities and businesses since 1993.  For more information go to www.foresee.co.nz .