Fundraising can be challenging, even on the best of days. However, using donor software can greatly enhance your fundraising strategy by centrally storing your data and making it more manageable. Instead of juggling various spreadsheets and documents, a donor management system centralizes your data, allowing easy access for your team. Additionally, it provides a stronger understanding of your donors by allowing you to gather key details about those who support your organization. This helps you identify your organization’s strongest supporters, enabling you to cultivate them and build stronger relationships. Finally, it ensures that your data is secure. Since data is one of your most important assets, using donor software can help protect against data loss, which is a risk when data is stored on an individual’s personal device.
Even with all these benefits, some organizations, unfortunately, struggle to realize the full potential of their system. Sometimes, the struggle is so great that they stop using it altogether, and this can happen for various reasons. In this article, we will explore five reasons why organizations are not reaping the full benefits of their donor software.
1. Not enough research before buying.
With a number of donor software options available, from simple applications to customizable solutions, there are many factors to consider when choosing a software for your organization. Without adequate research, you risk selecting a system that does not suit your team. Before purchasing, start by clearly identifying your organization’s requirements. Are you simply looking to consolidate multiple spreadsheets and documents into one central location? Or, do you need a solution that handles various integrations? Once you have determined what is most important, you can use different sources such as online forums and groups for charities and nonprofits, online reviews, and recommendations from peers. By conducting thorough research, you can avoid choosing a product that does not meet your organization’s needs.
2. Requires extensive training.
No matter how great a product is, a steep learning curve can deter your team from using it. Many staff and volunteers in the sector have full schedules and cannot afford to put aside daily tasks to learn a new system. If the software is too complex, it may be ignored altogether. To prevent this, if your organization needs a more complex solution, make sure there are enough training or support materials available from the software provider, such as help guides, tutorials, videos, or training sessions. This will ensure a smoother onboarding process, allowing your team to get up and running quickly and easily adapt to the new technology.
3. Limited staff capacity.
It is no secret that many organizations operate with small, often understaffed teams, and strive to make the most of their resources. In these situations, individuals often have to juggle multiple responsibilities. Taking on additional roles, such as data management, can be overwhelming. To address this, consider assigning roles within the application. For example, one team member might have full access to the entire application, while others may have limited access to specific areas, such as running reports or data entry. This not only helps keep data secure by restricting access, but also distributes the workload more evenly, preventing the burden from falling on a single person.
4. Team members resistant to change.
Many people naturally gravitate towards their comfort zones, and even if their current situation is not ideal, they may resist change. This often happens when organizations purchase a new system without first discussing it with everyone involved. As a result, the team may be resistant to using the new software, leading to low adoption rates. Before purchasing a new system, it is important to discuss its benefits with your team. For example, if your organization has data scattered across multiple locations, centralizing it can save significant time. Or, with the right software, you may be able to generate high-level fundraising dashboards or reports. By highlighting the advantages and securing team buy-in beforehand, you’ll increase the likelihood of successful adoption.
5. Cost of the software.
Another reason organizations may not use their donor software is the cost. The cost of donor software varies widely, and some may find it very expensive. This initial expense can discourage organizations from using it effectively, especially when free alternatives are available. However, it is important to consider not just the cost, but the value the software provides. For example, if donor software saves you time on data entry—time that can be redirected to developing better fundraising strategies or enhancing donor stewardship—the long-term benefits may outweigh the initial costs. As an organization, it is important to evaluate both the cost and the value the software brings to your team.
Even with all the benefits of donor software, organizations may struggle to fully use their systems. By researching before purchasing, ensuring there is adequate training or support materials, distributing the workload, securing buy-in from the team, and focusing on the value rather than the cost can significantly enhance your team’s ability to use your donor software. If, after assessing your situation, you find that your current system does not meet your needs, you can explore solutions that better align with your requirements and goals. Taking these steps can lead to a more efficient and productive use of donor software, ultimately supporting your organization’s mission more effectively.
As someone who loves numbers, video games and fantasy fiction Rochelle can be found playing video games or watching an action or fantasy fiction movie with her family. As the Co-founder of Story Point Consulting, she helps people working or volunteering at small charities and nonprofits find the right donors, effectively communicate with supporters, and strengthen relationships with them. If you are a small Canadian organization looking for practical solutions to help you with your fundraising, sign up for our newsletter.
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