Helen Brown Group

  • Home
  • Our Services
    Overview
    • A la carte research
    • Customized News Alerts
    • Data Insight
    • Dedicated Consulting
    • Research department audits and training
    • Wealth Screening Assistance
  • Resource Library
    • Learning Media Library
    • Wealth Lists
    • Prospect Research Links
    • Prospect Research for Fundraisers
  • About
    • What We Believe
    • Helen Brown
    • Meet the Team
    • HBG Privacy Policy
  • Blog
    • Archive
  • Contact

June 4, 2015 By Helen Brown Leave a Comment

Five critical actions to make your fundraising database work better for you

HBG Researcher Heather Hoke shares some great words of advice on making the most of our organizations’ most valuable assets in this week’s feature article.
Success Starts Here Freeway Style Desert Landscape
“Don’t gather data first and think about how to use it later!”

I was talking on the phone in April with Tommy Tavenner, Data Strategy Lead at the National Wildlife Federation, to get his perspective on data integrity when he said that. After I hung up the phone and for a few days later, his words kept resonating in my mind.

I have found myself sometimes overwhelmed with information and asking myself “What is important here?” “What amongst all of this information will advance our fundraising?” and “Just what is meaningful data?” But when Tommy said that, it really snapped together – how important it is to have an organizational conversation about our data and what we need to do with it to achieve our goals.

Your fundraising database is probably your development office’s most valuable non-human asset. Data quality drives our ability to interact meaningfully with donors and prospects. It also helps us understand who they are. A database that contains useful and robust information is crucial for successful fundraising!

Getting the most from your database requires a commitment to data collection, data quality and data management. The summer months can be a great time to organize your database to make sure your data is as accurate and useful as possible. It’s especially critical when you start thinking about a future data analytics and/or prospect identification project.

What are the top things to do to organize your donor database?

1.)  Determine your business needs. Do you want to use your database for reporting, to create donor profiles, segment donors, for a future campaign, prospect management, for a donor screening or data analytics? Senior development staff, fundraisers, development research, database/IT staff should all be involved here to map out what your needs are.

2.) Identify the problem areas in your database. The most common issues are duplicate records and incorrect data such as misspelled names and outdated addresses. Your first focus should be on establishing a database with accurate donor names and addresses. Besides doing a National Change of Address update, consider using tools to aid in capturing data consistently, such as making specific field entry required, and auto-formatting for emails and phone numbers. Tip from Tommy: SmartyStreets  can convert addresses into the proper USPS-preferred format.

3.) Prioritize data that informs fundraising. Not every piece of information is critical to keep in a database. Ask yourself: “how can this piece of data inform fundraising?” Data that takes priority includes information that helps fundraisers make decisions and take action with a donor. This includes phone numbers, email, the history of communications with the donor, gift information (including past giving, what they gave to, when they gave), and demographic information. To help you prioritize your data, remember you can’t communicate with a donor if you don’t know who they are and where they are.

4.) Determine where you are going to put information in your database. Organize around how the data is going to be used. Working toward the goal you determined in #1, determine where to enter information into your database to be able to retrieve it in a way that is useful to you.

Let’s say your goal is to create a donor profile from the database. Rather than entering paragraphs of text into a notes field, you can take pieces of information such as business affiliations and put each of them into fields that you can retrieve with a query. Sometimes working within the limitations of a database and its reporting capabilities can actually help you be more creative or succinct.

5.) Standardize and document your processes for data. Even if your database contains thousands of records, it is not too late to start a standardized data entry system. Establish consistent definitions for data entry, then create a process document. Update the document as processes are changed and be sure to share it with all staff that enter donor information.

How does the data you collect meet your business needs? Taking the time to organize your database is certainly an investment worth making to optimize your fundraising efforts!

Thanks, Heather, and a big thank you to Tommy Tavenner for sharing his words of wisdom. Tommy will be speaking at the Data Analytics Symposium at the APRA conference this summer in beautiful New Orleans!

Filed Under: Campaign Success, Research Department Success, Strategic planning Tagged With: data collection, data integrity, data management, data quality, Tommy Tavenner

  • Get the Intelligent Edge

    Our weekly update provides insight and commentary on breaking philanthropy news and the latest innovations in fundraising intelligence.

  • HBG Privacy Policy

    By sharing your information you give us permission to send you our newsletter. You may unsubscribe at any time.

New Articles

  • Opportunity of a lifetime
  • Can your prospects be found at a luxury private community?
  • December edition – Who’s Doing Well Now?
  • Art Imitates Life
  • Shining light on new prospective donors

Keep Updated

  • Facebook
  • LinkedIn
  • RSS
  • Twitter

Get the Essential Handbook

Get Your Copy

Learn More

Categories

  • Campaign Success
  • Career development
  • Due Diligence
  • Effective searching
  • Fundraising Analytics
  • Fundraising Ethics
  • HBG Book Club
  • International prospect research
  • Most popular
  • News
  • Non-profit trends
  • Podcast
  • Prospect Development 101
  • Prospect identification
  • Ratings
  • Relationship management
  • Research Department Success
  • Researching Companies
  • Researching Individuals
  • Social Media
  • Strategic planning
  • Trust & Foundation Research
  • Uncategorized
  • Wealth screenings

ABOUT HBG

The Helen Brown Group was formed in 2002 with a goal to be different.

Allow me to explain my personal philosophy to you.

  • Learn More About HBG

Latest Intelligent Edge Articles

  • Opportunity of a lifetime
  • Can your prospects be found at a luxury private community?
  • December edition – Who’s Doing Well Now?
  • Art Imitates Life
  • Shining light on new prospective donors

Privacy Quick Links

  • Privacy Policy
  • Privacy Tools

Copyright © 2021 The Helen Brown Group LLC.

David’s career in prospect research began in 2009, as a graduate research assistant at the Shippensburg University Foundation. In 2011, He became a development researcher for the University of Virginia. In 2015, David became assistant director of prospect research at the University of Baltimore, serving for 3 years. Recently, he was the director of development for Trees Forever. David Joined the Helen Brown Group as a research assistant in January 2020. He earned a B.A. in Theater at Indiana University of Pennsylvania and a M.A. in Applied History at Shippensburg University. David is a member of APRA and APRA Great Plains.

Kenny has worked in development since 1999 and has been involved in prospect research since 2002.

Prior to joining The Helen Brown Group, he was the director of donor and prospect research at the United Way of Massachusetts Bay. Kenny is a member of APRA and NEDRA.

Tara first began her career in development in 2002 supporting the Major Gifts department at Simmons College, and ultimately went on to serve as Assistant Director of Prospect Research. Since that time, she has also worked as a Senior Research Analyst at MIT, as Associate Director of Prospect Management and Research at the Harvard Graduate School of Education, and as Director of Development Research at Combined Jewish Philanthropies (CJP).

Tara originally joined the Helen Brown Group team in 2007 and served as a Research Associate and ShareTraining coordinator until 2008 – she rejoined the company as a Senior Researcher in 2013 and was promoted to her current role in 2018.

She has been an active volunteer with NEDRA for many years and served on the board of directors from 2010-2016. During her time on the NEDRA board, she served in many different roles, including terms as Vice President, Secretary, Chair of the Website and Technology Committee, Chair of the Volunteer Committee, and as Chair and Editor of NEDRA News. She is currently a member of the NEDRA Bootcamp faculty. In addition, Tara has also been involved as a volunteer with Apra, serving stints on the Membership Committee, Chapters Committee, and Bylaws Task Force.

Angie began her career in development in 1999 at Virginia Tech in Corporate and Foundation Relations and later in prospect research at the University of Connecticut Foundation.

A graduate of the University of Tennessee at Martin, her experience includes grants management at the University of South Carolina, program evaluation for South Carolina Research Authority and human resources analysis for Nissan North America.

She returned to development in 2007 and worked in various prospect research positions at Vanderbilt University, including Associate Director. She was named Director for Vanderbilt University Medical Center’s research office in 2015, and joined The Helen Brown Group in 2016.

jdsahjhDJDJHJSH

Josh began his career in development as the Phonathon Coordinator at Keene State College. He then worked at non-profit consulting firm Schultz & Williams in Philadelphia.

He started his research career at the University of Pennsylvania as a Research Assistant in 2005. He then moved over to the Wharton School of Business, where he became the Associate Director, Research and Prospect Management. Josh joined the Helen Brown Group in 2016.

Josh is also a Colorado licensed Realtor and graduate of Lehigh University.

In March 2017, Kristina joined the Helen Brown Group as a Research Associate. Before joining HBG, she was the Research Manager at Pratt Institute in Brooklyn and an Associate Manager of Prospect Research at City Harvest, a food rescue organization. Kristina started her non-profit career as a legal assistant at the Metropolitan Museum of Art in 2004.  She is a member of Apra and Apra Greater New York. She was Apra Greater New York’s Director of Programming from June 2014 to May 2016. Kristina graduated from The University of Chicago and the Bard Graduate Center.

Grace began her career in development in 2001 as Executive Assistant to the Chief Development Officer with Brigham and Women’s Hospital (BWH), a Harvard Medical School-affiliated academic medical center.

In 2003, she became a prospect researcher for the BWH principal and major gifts team and spent the next 11 years in various research positions with BWH, culminating as Assistant Director of Prospect Research. She has been affiliated with The Helen Brown Group since January 2014.

Heather began her career in 2002 as a prospect research coordinator for the Rocky Mountain Elk Foundation and then moved to Carroll College in 2004.

In 2005, Heather began working on her own as a freelancer and eventually started her own consulting firm, Willis Research Services, in 2007. She joined The Helen Brown Group in 2012.

Heather is a member of the Association of Professional Researchers for Advancement and the Montana Nonprofit Association.

Jennifer began her career in development at her alma mater, Wheaton College, where she was an administrative assistant for the major gifts department.

She joined The Helen Brown Group in March 2008. She earned a master’s degree in library science from the Southern Connecticut State University in May 2009. Jennifer is a member of APRA and NEDRA.

Rick has been a member of the Helen Brown Group team since 2005. Prior to joining HBG, Rick was director of research at St. Paul’s School in Concord, New Hampshire. Rick has worked in development since 1996, both in prospect research and major gifts fund raising. His experience includes the University of Vermont, Phillips Exeter Academy and St. Paul’s School.

Rick is past president of NEDRA and is a member of and frequent volunteer for APRA.

Josh began his career in development as the Phonathon Coordinator at Keene State College. He then worked at non-profit consulting firm Schultz & Williams in Philadelphia.

He started his research career at the University of Pennsylvania as a Research Assistant in 2005. He then moved over to the Wharton School of Business, where he became the Associate Director, Research and Prospect Management. Josh joined the Helen Brown Group in 2016.

Josh is also a Colorado licensed Realtor and graduate of Lehigh University.

Mandi has worked in prospect research and management since 2006. She began her development career as a research analyst in development research at City of Hope, an NCI-designated comprehensive cancer center in Los Angeles. From there, she became the manager of prospect development at Huntington Memorial Hospital, a community hospital in Pasadena, CA. Most recently, she was the associate director of prospect research and management at Occidental College, a private liberal arts college in LA.

Mandi has a BA degree in print journalism from Southern Methodist University and a master’s degree of library and information science from UCLA.

She joined the Helen Brown Group in May 2019.

Kelly began her career in development in 2008 as an administrative assistant in Major Gifts at Wheaton College.

In 2010, she became a research analyst at Dana-Farber Cancer Institute in the Division of Development & Jimmy Fund as part of the prospect identification team. Kelly joined The Helen Brown Group in 2013.

She is a member of APRA and NEDRA.

Jayme began her career in development in 2008 at the Rutgers University Foundation, where she spent the next seven years, first in prospect management and then prospect research. She spent several years at Monmouth University as their senior prospect research analyst, working with the fundraising staff, university president, and top leadership. She has worked as both a volunteer and consultant for non-profits in the areas of research and writing.

She earned a bachelor of arts degree from Drew University and a master of communication and information sciences from Rutgers University. She is a member of APRA.

Jayme joined The Helen Brown Group in April 2019.

Julie has managed finances for The Helen Brown Group since its founding.

In her spare time, she is an editor for the PBS series Masterpiece at WGBH. Julie was nominated twice for an Emmy award for her work on the PBS show Zoom.

Heather began her career in development in 2001 as a prospect researcher for National Wildlife Federation (NWF). She was with NWF for more than thirteen years, including nearly five years as director of research and analytics. Heather is a former secretary of the board of directors of APRA-Metro DC.

She joined The Helen Brown Group in October 2014.

David began his career in development at The Gunnery school in northwest Connecticut in 2011, where he worked in database management and prospect research. Subsequently, he joined the College of Saint Rose as a development research analyst before leading Albany Medical Center Foundation’s prospect research efforts as Associate Director of Prospect Research. He has a Bachelor’s Degree in Sociology from Siena College and is a member of APRA and CASE.

Michele began her career in development in 2012 when she joined the UC Berkeley corporate and foundation relations team as a development analyst. She spent a year and a half at Cal before returning to UC Davis as a prospect analyst. She was with the prospect management and relations team at UC Davis for almost three years prior to joining the research and relationship management team at George Washington University as a Senior Prospect Analyst in 2016.

Michele received her BA in creative writing from Florida State University and her MA in higher education leadership from CSU Sacramento. She currently resides in Northern Virginia, is a member of Apra International, and serves as the social media chair for Apra Metro DC. Michele joined The Helen Brown Group in July 2018.

Angie has worked in development since 2002, partnering with a wide range of nonprofit institutions. She began her professional career at Vanderbilt University in research and prospect development.

She has also worked with a number of community nonprofits in front-line fundraising, grant-writing, and event management. Angie holds an MPA in Nonprofit Management from the Indiana University Lilly Family School of Philanthropy and a BS in Journalism from Middle Tennessee State University. She resides in Nashville, Tennessee, and is a member of AFP Nashville and APRA MidSouth, where she has been active on the executive team.

She joined The Helen Brown Group in October 2015.

Maureen has been a part of the non-profit world since 1991. She started out in annual giving at Harvard Law School and continued her career as director of annual/special gifts at UC Santa Cruz.

In 1999 she made the switch from front-line fundraising to serve as director of prospect research/management at Bentley University and in 2001 began her role as administrator for the North American Foundation for the University of Manchester. She became part of the HBG team in September of 2011.

Helen has been a development professional since 1987. Her previous experience includes The University of North Carolina at Chapel Hill, the Albert Einstein Institution, Boston College, the Harvard School of Public Health and Northeastern University.

Currently she works with a variety of clients to establish, benchmark and re-align research departments; identify major gift prospects; and train researchers and other fundraisers through on-site and web-based training services.Helen is a former member of the board of the Association of Professional Researchers for Advancement (APRA) and is past president of the New England Development Research Association (NEDRA). In 2006 she received the NEDRA Ann Castle Award for service to the prospect research community.

Helen is Special Advisor on Fundraising to the North American Foundation for the University of Manchester and is a member of the board of directors of Factary Ltd. (Bristol, UK). She is a member of NEDRA, APRA, the Association of Independent Information Professionals (AIIP), Women In Development, the Association of Fundraising Professionals (AFP) and Researchers in Fundraising (UK).

Helen is a frequent speaker and has led seminars for a number of professional associations, including Action Planning, AFP, APRA, the Council for Advancement and Support of Education (CASE), NEDRA, RIF, the Planned Giving Council of Central Massachusetts, the Georgia Center on Nonprofits, the International Fundraising Congress and Resource Alliance.

Helen is also co-author (with Jen Filla) of the book, Prospect Research for Fundraisers (Wiley & Sons, 2013).

We use cookies to ensure that we give you the best experience on our website. If you continue to use this site we will assume that you are happy with it.OkPrivacy policy