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Top 5 Reasons to Optimize Your Donor Database

Top 5 Reasons to Optimize Your Donor Database

The adage “a place for everything and everything in its place” may be centuries old, but it still rings as true today as it did back then. Keeping things tidy both physically and digitally helps a business run more smoothly. Although, these days, we don’t use a kitschy turn of phrase when referring to a well-organized business, we simply say that a business or digital entity is “optimized,” and it’s something your organization should aspire to achieve.


An optimized donor database operates simply and efficiently to capitalize on fundraising potential.  It gives you a big picture look about your organization’s donors on one page: their giving history, event attendance, relationships, and more. Using an optimized donor database can improve donor retention, increase prospect conversions, increase productivity, save money, and simplify onboarding.


Improve donor retention


Optimized donor databases have almost everything you need to know about your donors. Using donor profiles, an optimized donor database has data on a constituent’s giving capacity, issues they care about, their history with the organization, and more. This helps organizations understand an individual’s interests and behaviors, such as which events they might enjoy the most. It’s also easier to earn loyalty. Organizations can easily receive alerts from an optimized database about donors’ birthdays and send them a birthday card. Simple, personalized outreach like this goes a long way.


Increase prospect conversions


As an organization grows, it can become difficult to personalize outreach. With so much data to keep up with, cutting corners with communications might seem to be the best route—that is, until the results don’t meet expectations. An optimized donor database effectively converts prospects to donors because the information it holds allows organizations to present their missions as relevant to their prospects’ interests. For example, it can identify challenges or opportunities based on other organizations the prospects support—volunteers of a local food pantry may be interested in donating to an urban farm project.


Increase productivity


Productivity is a major key to success and a major result of using an optimized donor database. A study by PricewaterhouseCoopers found that the average employee spends 400 hours per year searching for lost documents. An optimized donor database has all donor information in one place, bypassing wasted time shuffling through files and logging in and out of multiple software. It also allows users to group donors by behavior, interests, age, etc. which can improve marketing efforts. For example, seeing donor activity and communication history allows organizations to avoid repeating themselves or making embarrassing telemarketing calls that end with “I already got a call from you this morning!”


Save money


An optimized donor database prevents nonprofits from expending extra energy and resources. When the data show donors’ tastes and behaviors, money is used on items and services that actually work. For example, if Donor Group A prefers donating online, an organization won’t waste money sending them donation envelopes in the mail.


Simplify staff training


With an optimized donor database, training only involves only one software. There’s no need for week-long tutorials for five different platforms. Nonprofit employees usually have multiple responsibilities. With one, easy-to-use software for donor management, they can start making an impact sooner. 


An optimized donor database allows nonprofits to work with all vital information about their constituents in one interface. This strengthens donor relationships, catalyzes prospect conversions, saves time and money, and simplifies onboarding. It also improves fundraising because it performs seamlessly with other components, such as campaign management.


Learn more about integrated donor management software.