Data Do's and Don'ts

“We’ve made a little list…” and they’ll all of them be missed- if not included.

               - With apologies to Gilbert and Sullivan.

  

Okay, a serious subject: data base management.

Every nonprofit needs a good data base for several reasons:

•         To tell your story and good news to people who care. 
•         To expand your audience to those who should care.
•         To direct the dreaded “ask” when necessary. 

How do you develop such a list and keep it current and growing?

FIRST, find someone with great attention to detail, strong computer skills and a commitment to your mission. If this is a paid position pay them well. If a volunteer, get them coffee or anything else to show your gratitude (a few little tokens of appreciation won’t hurt either.)

Now, some hints from the battlefield:

•     We have found that an excel spreadsheet works well for this.
•     Make columns for all contact info, source of name and sometimes giving history.Don’t worry about blanks; fill in as info becomes available.
•     MAKE SURE YOU SPELL NAMES CORRECTLY!!!!!!! I throw out anything when my name is spelled Bonnie. In fact, I have been known to leave events for which I have registered when my name tag is misspelled.

Have a strategy for collecting names:

a.    Update and refine your own list first. Cull for known opt outs and those who are no longer around- for whatever reasons!

b.    Look at your lapsed givers list and add them.

c.    Check programs from events given by similar organizations. Add major givers, I leave the definition of “major “up to you.

d.    Heads of foundations, corporate giving officers, elected officials (state and local) etc.

e.    Local news outlets- magazines, newspaper, radio and TV reporters whose beats cover your mission.

f.     Look at the names of Board members for similar organizations and add them.

g.    Don’t buy a list; it is very seldom useful if you are local, small or midsized.

h.    Every quarter, or more frequently, ask your Board to bring 5 names to the next meeting.

i.      Collect business cards shamelessly. Board members and staff need to do this.

Well this should get you thinking. A good data base is invaluable and should be a priority. When you have a message to deliver who will hear it? The development of your audience is up to you.

MARKET HINT

Root vegetables are plentiful in the markets now and make a fabulous substitute for either roasted or mashed potatoes.  Try using any combination of the following: parsnips, turnips, rutabaga, carrots, kohlrabi, celery root or sweet potatoes.  

To roast:  Preheat oven to 450 degrees.  Peel and cube vegetables to bite-sized pieces.  Toss with some good olive oil and season with salt and pepper.  Roast for about 20 minutes until golden and caramelized, checking and stirring every 5 minutes or so.

To mash:  Steam cubed vegetables in a small amount of water until tender (about 10-15 minutes.)  Saute minced shallots and or sliced garlic until golden.  Add a couple tblsp. of half and half or cream and mash.  Season with salt and pepper and herbs if you wish.