Marc A. Pitman's Blog, page 2

The Secret to Major Gift Success – Stop talking so much

Fundraising expert Chany Reon Ockert recently shared an amazing post on LinkedIn that will help you grow your major gift fundraising.

You see, when I got started in major gift fundraising, I thought I needed a pitch.

I needed a presentation that would be so great, the donor would immediately pull out their checkbook to joyfully make a gift!

And based on the years of sales training I’d had, I tried to have all the answers to any possible objection.

The result? I did a lot of talking.

Talking is what I thought major gift fundraising was!

In the LinkedIn post, fundraising strategist Amanda Smith shares that a development director more than tripled major gift fundraising results with only one change.

The change? Amanda writes that instead of pitching her organization’s needs, she began with:

“Before we talk about our work, I’d love to understand what matters most to you about our mission.”

Listening was the secret!

Listening – seems scary but makes the work easier

In my experience, it’s listening that makes major gift fundraising so hard. Listening is vulnerable. When we talk, we feel we’re in control. When we listen, we feel out of control. At the whim of the other person.

The good news? We’re not out of control. We’re treating the other person with respect.

Asking questions actually helps us steer the conversation. In fact, one of the best trainings I’ve ever seen is Andrea Kihlstedt’s “The Asking Conversation.”

In the training, she shows that 4-5 questions can move the conversation forward. And shows that most of the time, we are actually listening to the donor. Not talking.

Listening actually gives you the courage to make the ask. As you hear how they connect with your work, you’ll feel your confidence growing. And you’ll be able to ask them in a way that matters to them.

Take a breath. Listen.

As you go through your upcoming major gift asks, take a breath. And ask a question that allows you to actually hear the donor.

No promise that this will triple your fundraising. But I can promise that this will help your donor retention. Because they will see that you are interested in them in addition to their wallet. Truly interested in them.

This will make your nonprofit stand out in the crowd of nonprofits approaching them.

What questions will you ask your donor? Let us know in the comments!

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Major Gift Fundraisers: Your Boss Doesn’t Understand What You Do

As a major gifts officer, you face a unique challenge: your boss likely doesn’t understand what you actually do all day. This disconnect creates frustration on both sides and can undermine your effectiveness. Let me break down why this happens and what you can do about it.

Nonprofit Leaders Don’t Learn Fundraising

Most nonprofit leaders don’t understand fundraising. Despite all the research and training about nonprofit fundraising, most nonprofit leaders tend to see fundraising as something “anybody” can do. And they think of it as transactional, like invoicing donors or billing them.

They completely miss that successful fundraising is a relationship-based process that involves:

Researching potential donorsBuilding meaningful relationshipsFinding value alignmentAnd making clear asks that are never 100% guaranteed to be a “yes.”

What makes this situation worse is that we major gift fundraisers often just say “trust me, this is part of the process.”  We know the process works. But to your boss, it sounds like you’re resisting being accountable.

You might not like it, but it’s your responsibility to educate your boss and board on what fundraising actually entails.

Telling Your Story Effectively

As a major gift officer, you need to demonstrate that there is a structured process behind your work. One effective approach is using a dashboard system like the Veritus Group’s dashboard, as described in the book It’s Not (Just) About the Money.

The basis? A spreadsheet. Each row is a qualified donor and includes:

Target ask amounts for each prospectWhen you plan on making the askAnd then a 12-month touchpoint strategy for each relationship

Yes, I know you have a donor database. But a simple spreadsheet makes it easy to show your bossWhatever system you choose, the key is making your work visible and understandable.

Now your one-on-one’s move from “What are you doing?” to your being able to share month by month what is happening with each of your assigned relationships.

Understanding Your Boss’ Perspective

Executive directors arguably have one of the hardest jobs on the planet. Every day, they are pulled in so many separate directions:

Answering questions from multiple direct reportsManaging relationships & expectations of board membersPutting out operational firesMeeting community needs

They typically feel in the dark about how funding actually happens. Similarly, board members rarely understand nonprofit fundraising mechanics and assume fundraising is like an ATM – you just need to push a button and money appears.

It’s Worth The Work

As a major gift officer, you know fundraising ultimately comes down to human relationships – building them, nurturing them, and making clear asks. It also involves engaging volunteers strategically to strengthen the organization.

Without the context of how fundraising works, these activities might seem like you’re:

Trying to get others to do your jobMaking excuses for lack of resultsAvoiding accountability

But sharing the story of fundraising, and learning to share it in a way your boss understands, will make your work much less stressful. And will give your boss the confidence of knowing you have a plan.

While I firmly believe all nonprofit leaders should be seeking fundraising training, the odds are your boss isn’t going to become a fundraising expert. By telling your story in a way your boss and your board understand, you’ll reduce some of the stress you and your boss feel around fundraising. And you’ll be making your nonprofit even stronger.

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3 Ways to Inspire Quicker Responses to Fundraising Appeals

In many cases, fundraising campaigns feel like a race against time, whether you’re raising money for a disaster response project or just working toward a goal that will help you improve your regular programming. 

When faced with a ticking clock, the speed with which your donors respond to your fundraising appeals makes all the difference. So, how can you ensure that your asks stand out to supporters and inspire them to act, right then and there? 

The answer lies in learning to craft better fundraising appeals, whether you’re sending them out via email, an SMS marketing tool, social media, or even direct mail. Let’s look at three strategies you can apply to your approach today!

1. Create a Sense of Urgency  

Even if a fundraising need feels urgent to your team and beneficiaries, it may not feel urgent to your community of supporters. Most of the time, this is due to your donors not having a clear understanding of just how important your fundraising push is. 

To infuse urgency into your fundraising appeals, apply these tips: 

Set a clear deadline. A specific date or time can give donors a reason to act now instead of putting it off. Don’t bury your deadline in your message, either—mention it right away and ensure it’s prominently displayed on all of your campaign marketing materials. Use language that encourages action. Examples include phrases like “Act now,” “Don’t wait,” “Limited time,” and “Last chance.” This type of language is excellent for the beginning of a fundraising appeal (such as an email subject line) and final calls to action. Share your progress and how far you have to go. Tell your supporters how far you’ve come with your campaign to prove that you’ve made a dent in your goal. Then, let them know how much further you have to go—this will show them they can be part of closing the gap. For example, you might say, “So far, we’ve raised $3500. We only need $500 more to reach today’s goal!” Leverage social proof. Social proof creates a sense of momentum and demonstrates that other people have been inspired to give to your campaign. Try something like, “Over 500 people have already donated this morning—add your gift to become a changemaker like them!”Offer last-minute incentives. Sometimes, offering donors a little something in return can be enough to motivate them to hurry and give. Consider offering things like gift-matching opportunities or even merchandise branded to your organization, like candles, water bottles, or t-shirts. 2. Personalize the Message 

Say you receive two birthday cards in the mail. One is from your dentist, and one is from your best friend. The card from the dentist is brief and generic, and you can tell that the dental practice didn’t spend much time writing the message (which also contains a thinly veiled reminder about scheduling your next appointment). On the other hand, the card from your best friend is full of warmth, well wishes, and references to some of your favorite memories together. 

Which card are you most likely to keep? It’s a no-brainer—the one from your friend! And the dentist’s card likely goes straight into the recycling. 

Don’t make the same mistake as our example dentist! Your donors want messages that feel personal and special, even when they know you’re in a hurry to reach a campaign goal. Personal touches make them feel valued, connected to your cause, and motivated to act. 

Here are a few ways to tailor your fundraising appeals to individual donors: 

Use the donor’s name. Always address your donor by their preferred name in the greeting of your message and somewhere in the appeal’s content, too. Something like “Dear Angela” will always be more eye-catching and personal than “Dear Donor.” Refer to past donations or engagement. Before they give again, donors want to know that you’ve appreciated their past contributions and involvement. Ensure you acknowledge everything they’ve done for you so far and explain how their continued support can help you do more. You can even highlight specific impact metrics. For example, you might send a quick text message appeal that reads, “Last year, your generous gift of $40 helped us provide meals to five families in need. With your continued support, we can continue to fight hunger in Chicago.”   Highlight the donor’s interests. Every donor has a specific reason for supporting your organization. Point to those interests and values to inspire further giving. For example, you might write, “We know how much you care about helping at-risk youth succeed in STEM classes. With a donation to our tutoring program, you can help more students thrive.” Tailor ask amounts based on giving history. It’s a balancing act—you want to encourage donors to give more than they usually do, but you also want your ask to feel realistic. Customize your donation appeals by playing off of your donors’ giving patterns. For instance, if they usually give $25, it’s probably better to ask for $40 than $250. You can even ask for smaller increases. Here’s an example: “Chelsea, we know you’ve been a loyal monthly donor. Could you increase your monthly support by just $5 to help us do more for homeless pets?” 3. Offer Quick and Easy Donation Methods 

Finally, one of the best things you can do to get supporters pulling out their wallets during a big fundraising push is to make donating fast and simple. Streamlining the experience makes it more likely that donors will act now rather than putting off their giving. 

How efficient your donation process is comes down to the methods you offer. Try out these methods to make things go smoother for those who care about your cause: 

Text-to-Give: With this donation method, you need a nonprofit-specific texting tool that provides your organization with its own fundraising short code or phone number. Supporters text a keyword to that number to receive a link to your online donation page. From there, they can complete their gift from their phones. Streamlined Donation Form: Create a straightforward online donation form that is quick to complete. It shouldn’t require donors to provide an excessive amount of information—instead, ensure that donors can quickly input their contact information and payment details. You can even go a step further by providing suggested donation amounts (e.g., $25, $50, $100). Note that streamlining your donation form is a best practice that can help with any other giving method, too!  QR Code Donations: Put a QR code on your printed or digital campaign marketing materials that links directly to your donation page when scanned. This will help donors avoid typing long URLs into their smartphones.Social Media Donation Buttons: Some social media platforms, like Facebook and Instagram, have donation tools built into them. This allows your followers to donate directly through these platforms without leaving the site. By leveraging these tools, you ensure that donors don’t have to spend time navigating to another site to give. 

In addition, make sure you’re prepared to receive a variety of payment types. You may want to specify that you accept credit cards, debit cards, cash, check, ACH, and digital wallet payments so that every donor can use the option that works best for them. 

In fundraising, every second—and every dollar!—counts, especially if you’re fundraising for an emergency situation. To inspire your donors to respond quickly, use the strategies above and track response rates to gauge what works best.  

About the AuthorChristina Marmor, Vice President of Marketing at Mogli

Christina is a tenacious marketing leader who combines grace, grit, and creative joy to drive innovation, evolve mindsets, and accelerate transformation. She is obsessed with personalizing experiences to drive connection and engagement. Christina is a life-long figure skater. When not championing Mogli, you’ll most likely find her on a lacrosse field cheering on her son or at the ice rink supporting her daughter’s figure skating journey.

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You don’t have to do this alone

This is a confusing time. With all the pressures and uncertainty, it’s tempting to isolate.

This is a reminder to resist that urge. We are stronger together.

You don’t have to do this alone.

Off the top of my head, here are some ways you can connect with others:

Talk to your peers – Pick up the phone. Or go out to coffee. Typically, people in nonprofits don’t understand each other’s jobs. So Executive Directors getting together have more in common than they expect. As do fundraisers. Not having to explain your work can be remarkably refreshing.Join your local AFP (Association of Fundraising Professionals) Chapter – Each chapter has different events, some trainings, some social gatherings. The monthly lunches have a training agenda, which is great if you are new. You get to learn and meet people without needing to do a lot of small talk.Join the Nonprofit Academy – $19/month and you get monthly call with peers – bring your questions, share your  – plus you get access to trainings on fundraising and leadership with more than 170 CFRE continuing education credits.Sign up for Tactical Thursdays – Every Thursday a new, practical, tactical topic. Host Josh Alcorn does a great job of facilitating interaction.

It doesn’t cost any money to reach out to a peer.

You’ll be pleasantly surprised how good it can feel to make a connection, rather than doing it alone.

And how much is reduces fear.

The situation is still stressful. But it’s better going through this together.

What ways are you finding to connect with others? Let us know in the comments.

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Basics of Nonprofit Accounting: 4 Documents to Know

Whether you’re analyzing donor engagement, fundraising success, or service delivery, effective data collection allows your organization to make more informed decisions so you can capitalize on your strengths and avoid repeating past mistakes. It also helps your nonprofit be more transparent with various stakeholders—supporters, funders, and even the government.

Tracking financial data is similarly vital. While many nonprofit accounting activities revolve around compliance, they also help your organization evaluate its spending and revenue generation to make the most of its resources and demonstrate financial responsibility to its supporters.

If you’re just getting started with nonprofit accounting, one of the most straightforward entry points is to learn about some of the key documents involved in this process. Let’s walk through four types that you’ll see frequently together.

1. Chart of Accounts

Your chart of accounts (COA) is essentially a directory of your nonprofit’s financial records. It lists all of your ledgers and accounts in a table format and assigns numbers to each one so they’re easier to find, review, and report on.

Here is a quick breakdown of the general categories you’ll likely see on your nonprofit’s COA:

Assets (account numbers beginning with 1000): Everything your nonprofit owns, such as cash, property, equipment, and accounts receivable.Liabilities (account numbers beginning with 2000): Everything your nonprofit owes, including debt, deferred revenue, and accounts payable.Net Assets (account numbers beginning with 3000): What your nonprofit is worth, calculated by subtracting your total liabilities from your total assets.Revenue (account numbers beginning with 4000-6000): All of the funding your nonprofit brings in through individual donations, corporate philanthropy, earned income, investment returns, and grants.Expenses (account numbers beginning with 7000-9000): All of the resources your nonprofit spends on its mission-related programs and projects, administrative needs like staff compensation and facility costs, and upfront expenditures associated with fundraising campaigns.

These sections and account numbers are based on the Unified Chart of Accounts (UCOA), a model COA that aligns with nonprofit reporting standards. However, most small to mid-sized organizations find that the UCOA is too complex for their needs, so they end up using its general structure as a foundation and just including the accounts they regularly use on their COA.

2. Budgets

If you’ve organized a budget for your household before, you know that the goal of creating this document is to provide direction for your spending and income generation. Nonprofit budgeting serves a similar overarching purpose, but it sets a direction for your whole organization, so it’s an involved process that many people at your nonprofit (finance team, fundraising staff, board members, executive leadership, etc.) should have input on.

Your nonprofit might have to create several different types of budgets depending on its activities. According to Jitasa, the most common ones include:

Operating budget: This is probably what comes to mind when you hear the term “nonprofit budget”—the master financial plan that projects all of your organization’s revenue and expenses for a given fiscal year.Fundraising campaign budget: These documents track the upfront costs of revenue-generating initiatives, especially highly involved ones like events or 24-hour giving days, to help you determine your return on investment (ROI) for the campaign.Capital budget: These budgets outline the expenses associated with multi-year projects like capital campaigns and explain how you’ll cover those costs over their full duration.Program budget: Since launching a new mission-related program typically requires many one-time investments, creating a separate budget for it to start can help you differentiate these from recurring expenses and ensure you can fund it long-term.Grant proposal budget: Most grantmakers will ask for a budget as a section of a grant application to demonstrate that your organization will use the funding wisely if you win it.

To be as useful as possible to your nonprofit, all of these budgets should include defined activities, realistic metrics, and specific timelines for spending and revenue generation. Additionally, make sure any niche type of budget you create aligns with your operating budget.

3. Financial Statements

Financial statements are among the most helpful reports for all nonprofit professionals. Each of these statements organizes and summarizes your organization’s accounting data in a different, actionable way to inform your operations.

The four core nonprofit financial statements are the:

nonprofit accounting documents_supplementary [alt text: A mind map of the four core nonprofit financial statements and the data each one reports, which are explained below.]

Statement of activities. As the nonprofit equivalent of a for-profit income statement, this document details your organization’s revenue, expenses, and change in net assets for a given year to lay the foundation for future budgeting decisions.Statement of financial position. Also known as a balance sheet, this statement outlines your nonprofit’s assets, liabilities, and net assets to provide a snapshot of your financial health and potential for growth.Statement of cash flows. This report tracks how cash moves in and out of your nonprofit through operating, investing, and financing activities. It’s typically compiled monthly rather than annually like the other statements to help keep your spending and fundraising on track with your budget throughout the year.Statement of functional expenses. This is the one financial statement unique to nonprofits because it shows how your organization’s spending furthers its mission by breaking down program, administrative, and fundraising costs in detail.

In addition to using these documents for internal decision-making, they also help with external transparency by providing financial information for your annual report. Loop recommends including high-level data in the report itself—using charts and graphs to make it more digestible—and attaching full versions of your financial statements as appendices in case some readers want to dig deeper.

4. Tax Forms

If your nonprofit has valid 501(c)(3) status, it’s exempt from paying federal income tax, as well as many state taxes. But just because your organization is tax-exempt doesn’t mean you can completely write off tax season! You still need to file a few forms each year to comply with IRS and local nonprofit requirements, including:

Form 990 . This is the federal tax return for exempt organizations, which your financial statements will help you complete. There are four versions of the form—990-N for small nonprofits, 990-EZ for mid-sized organizations, the full 990 for large nonprofits, and 990-PF for private foundations—so make sure to file the right one for your organization.State-specific forms. Certain states have extra tax forms that nonprofits have to fill out to remain exempt from state taxes—Form 199 in California and Form CHAR500 in New York are the best-known ones. Other states ask for a copy of Form 990 or other annual forms not related to taxes to maintain nonprofit status, so it’s important to stay up-to-date on the requirements for your state.Employer forms. Your organization is also required to provide its team members with individual tax forms to help them file their returns. Every employee on your payroll should receive a W-2, and any contractors you work with will get a 1099.

Be mindful of the deadlines for each of these forms, since submitting late can incur fines or even risk your 501(c)(3) status if it happens repeatedly. Form 990 is due on the 15th day of the fifth month after your nonprofit’s fiscal year ends (May 15 if your fiscal year follows the calendar year), W-2s and 1099s need to be distributed by January 31, and each state sets its own deadlines for additional forms.

If you need help creating or interpreting any of these documents, don’t hesitate to contact an accountant who specializes in nonprofit work. They’ll be able to use their experience and expertise to ensure your organization’s financial planning, recordkeeping, and reporting not only comply with regulations but also contribute to its long-term health and sustainability.

About the AuthorJon Osterburg

Since joining Jitasa in 2010, Jon Osterburg has helped hundreds of nonprofits around the world effectively manage their finances through tailored, outsourced bookkeeping and accounting services. He currently serves as Jitasa’s Chief Operating Officer, is a member of two nonprofit boards, and has earned a certificate for Executive Education from the Yale School of Management.

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There’s nothing kind about not asking

I just sent this to those subscribed to my “Ask Without Fear!” email newsletter. It got a great response. I hope it helps you as we face these challenging times.

So much about fundraising is counter-intuitive. 

In times like these – well, we’ve never seen one person evaporate $10 trillion in wealth – but from our experience fundraising in the past recessions – the dot com bust of the late ’90s, the fallout of the 2008, even the lockdowns – donors like to donate.

Don’t make this seemingly kind decision

When communities and countries experience financial hardship, many nonprofit leaders say, “The times are hard. We need to be kind to our donors. We can’t ask them for money right now.”

Which is precisely the wrong thing to do.

As I like to say in my Ask Without Fear! trainings, “How dare you make up your donor’s mind for them!”

You may intend to be kind. But the donors just hear silence. So they give to other causes, possibly thinking your nonprofit is all set.

The kind thing to do is to ask

A few years ago, I got to interview a couple whose wealth was gutted by the Bernie Madoff scandal. In the course of the conversation, they told me how grateful they were for one nonprofit leader and his continuing to ask them for money. You see, they love giving. Really love it. But every single nonprofit they’d supported dropped them like a hot potato. They all went totally silent. Not communicating with the couple at all. 
Except  this one nonprofit leader. He still reached out. And he even still asked. With compassion and with understanding that they may not be able to give anything. This couple said that his asking filled a part of them. The silence – probably well intended silence – from the other nonprofits left them feeling isolated and like pariahs. The normalcy of communication, including solicitation, was healing to their battered souls. It helped them get through a dark time.  Ask with empathy  So please resist the urge to not ask thinking it’s some sort of kindness. Instead of trying empathy by being silent, try asking with empathy. Acknowledge that giving may not be possible now. But ask.  Generous people like to give. Even if they have to give a bit less during different seasons.   To your fundraising success, Marc

I hope this helps you too. Please keep asking for you cause.

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Beware the “Too Good to Be True” Fundraising Promise

Have you heard the saying, “If you’re not paying for the product, then you are the product”? This wisdom applies perfectly to fundraising services that sound too good to be true.

Yes, billions of dollars flow through philanthropy every year. Hundreds of billions, in fact. But that money isn’t sitting in a holding account, waiting to be released like water from a dam. It’s in the hands of donors and foundations who need to be cultivated, engaged, and asked properly. You can’t just send an invoice and expect people to pay.

So when a service or platform tells you it’s “super easy” to raise money with their product—and you don’t even have to pay—it’s time to ask questions. What’s their revenue model? Do they charge donors by disguising fees as “topping up” donations? Or do they barrage your supporters with slash-and-burn fundraising that might deliver short-term gifts but destroys long-term relationships?

Be Wary When Hiring Too

This same caution applies when hiring fundraisers who claim extraordinary success in previous positions. They may indeed have impressive numbers, but dig deeper. How does their previous organization feel about their efforts now?

Some nonprofits struggle with operational cash flow because a former fundraising staffer secured lots of restricted, multi-year pledges. The money sounds great until that person leaves and the organization can’t pay operational bills despite donors faithfully fulfilling their pledges.

Put Yourself in Their Shoes

P.Y.I.T.S. (Put Yourself In Their Shoes) is a principle I often share with clients. How would you feel being bombarded with aggressive fundraising tactics? Or discovering that the platform you donated through took a substantial cut without clear disclosure?

Many nonprofits genuinely struggle with asking for money effectively. Working with experienced fundraising professionals can produce tremendous results. But be wary of those promising the moon without explaining the journey.

Real fundraising takes consistent, intentional work—sometimes boringly so. Because long-term fundraising success isn’t about quick wins; it’s about building sustainable relationships with donors who believe in your mission as much as you do.

And relationships worth investing in always take time.

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5 Ways to Level Up Your Nonprofit’s Volunteer Program

As a nonprofit professional, you understand the challenges of managing a robust volunteer program. From hurdles like volunteer recruitment and burnout to all too common mistakes like disorganized training, it’s not easy to run an effective program, even if you have the best intentions. A strong management strategy can combat these issues and make your volunteer program a more positive and productive experience.

In this guide to improving your nonprofit’s volunteer program, we’ll discuss five strategies for managing your volunteers and helping them thrive in their roles. We’ll cover everything from showing appreciation to finding the best software partner or consultant. 

1. Invest in volunteer management software.

Investing in volunteer management software can help you build loyalty and long-term relationships with volunteers. For example, volunteer management software can aid in:

Closing communication gapsBreaking down data silosStandardizing trainingProviding a central hub for volunteers’ data like their contact information, skills, and availability 

Look for software that allows your organization to integrate multiple applications into one system, so you can easily connect your volunteer management and communication tools. For nonprofits using these tools, research native apps to find a volunteer management solution that will integrate with your current software. 

To improve your volunteer program’s use of technology, consider taking training courses. These professional programs can help you better understand top volunteer management tools and how they can be used to recruit, motivate, and appreciate your volunteers. 

2. Offer positive, engaging experiences.

Just as engaging fundraising ideas drive donations, engaging volunteer experiences drive long-term support. However, you don’t necessarily have to turn each step of the process into an exciting event. For example, giving volunteers the skills they need to excel in the responsibilities they signed up for can cultivate high volunteer engagement in and of itself. 

To make the volunteer experience more engaging, employ the following strategies:

Train your volunteers. Set your volunteers up for success by training them in the skills they need to complete their assigned tasks. Not only does this cut down on miscommunications and mistakes, but it also makes volunteers feel like they’ve gained something valuable by working with your nonprofit. When a volunteer finishes training for a specific role, note it in your CRM to improve volunteer scheduling later. Clearly designate their responsibilities. Outline the tasks you want your volunteers to complete so there is no confusion about what they should help out with.Ask for (and listen to) their feedback. Check in with your volunteers regularly to gauge how they feel about the program. Implement an anonymous survey system to ensure you receive honest answers, or have volunteer managers ask volunteers for feedback directly to give them the space to expand on their answers and respond to follow-up questions. Be sure to acknowledge any feedback you receive and identify recurring trends to inform positive changes to your volunteer program.

An engaging experience will motivate volunteers to continue working with your nonprofit, particularly if they feel that communication with your organization is a two-way street. 

Your volunteer management tools can be essential here. Fíonta’s guide to Blackbaud Raiser’s Edge emphasizes the role a customizable, secure software system can play in managing day-to-day nonprofit operations. For a volunteer program, this might mean tracking individual volunteers’ journeys to pair them with optimal opportunities and ensure they always get the assistance they need to succeed. 

3. Leverage volunteer grants.

Volunteer grants can benefit any organization with a reliable volunteer program. Double the Donation defines volunteer grants as “corporate giving programs that encourage volunteerism in communities where employees live and work.” In other words, volunteer grant programs encourage eligible community members to support local nonprofits, knowing that their work will be accompanied by a monetary contribution from their employer.

Volunteer grant programs benefit your nonprofit by:

Increasing funding. Employers with a volunteer grant program will donate to the nonprofits where their employees volunteer. This means nonprofits can earn funding from the work that their volunteers may have planned to do anyway. Encouraging volunteerism. A volunteer grant gives employees an incentive to volunteer with local nonprofits. Because these grants give the nonprofit additional funding based on the time the employee spends volunteering, they may feel more compelled to volunteer to boost their contribution to the cause.

Additionally, many corporations with volunteer grant programs also have volunteer time off (VTO) programs. VTO are paid time off hours specifically earmarked for volunteering. This allows employees to volunteer during their normal work hours without sacrificing a paycheck, leading to more volunteers for nonprofits like yours. 

However, many potential and active volunteers don’t take advantage of these programs because they’re not aware of them. A strong volunteer management system can help your organization identify these opportunities by centralizing donor data (such as employer information) and opening channels for communication. That way, you can more easily ask donors to check their volunteer grant and VTO eligibility.

4. Schedule social events.

One popular reason for volunteering is to meet new people with similar interests. Setting up social events that allow volunteers to get to know one another can help facilitate these relationships.

While nonprofits can host social events like holiday parties or dinners at local restaurants, your organization can also encourage new friendships during the volunteering process. For example, schedule a group of volunteers to work on a campaign at the same time so they have the opportunity to chat together.

Encouraging your volunteers to socialize can:

Strengthen community ties.Help them meet new people with common interests.Get them excited about volunteering because they will look forward to meeting up with new friends.

If your organization understands its volunteers’ interests and personalities well, it may be able to form groups or pairs of volunteers who are likely to hit it off. Another strategy for facilitating relationships between volunteers is to group them based on demographic factors like age. For example, younger supporters may enjoy working with others, and they will likely have more in common with volunteers in their age group.

If your nonprofit has a large volunteer program but struggles to build a strong community, volunteer management software can help. Software that can host volunteer profiles, help manage events, and record volunteer engagement can provide your nonprofit with accurate volunteer data that will inform how you facilitate volunteer socialization opportunities. To build a strong network of volunteers, your organization may need to consider switching to a CRM with the functionality you need.

5. Show your appreciation.

Stewarding relationships with volunteers is just as important as stewarding your donors. While donors help you stay up and running with financial contributions, your volunteers give their time and energy to furthering your mission. 

Showing your volunteers you value them can go a long way toward building deep, personal relationships that encourage years of dedicated support. A few ways to show your appreciation for their hard work include:

Saying thank you. Express gratitude to your volunteers through thank-you letters or emails. To make these messages more personal, consider calling volunteers on the phone and thanking them in person each day after they finish their shifts. Be conscious of communication preferences, as well. For instance, younger volunteers might be happy with a message via Facebook, whereas older supporters appreciate a letter in the mail.Recognizing volunteers publicly. Honor your top volunteers at your next fundraising event or highlight them on your organization’s social media account. The best way to track their hard work is through volunteer management software that can record their hours worked, note their responsibilities, and track other preferences that may be useful for determining how you’ll recognize them.Participating in volunteer holidays. Holidays such as National Volunteer Week and International Volunteer Day are dedicated to recognizing volunteers’ hard work. Plan a fun weekend event with games and snacks for your volunteers and their families to honor their contributions.

Showing your volunteers that you appreciate them is key to cultivating a personalized connection with your organization. Connect your CRM, your messaging tools, and volunteer software to track every part of volunteers’ experiences with your nonprofit. This ensures you can send proper volunteer thank-you letters to recognize milestones, reference specific details to add a personal touch, and never miss an important date, like a birthday or volunteer anniversary. 

While it can be difficult to juggle tasks related to your volunteer program with other responsibilities, maintaining a robust volunteer program is crucial. Without a crew of dedicated volunteers, your intense year-end fundraiser or elaborate capital campaign wouldn’t be possible. Choosing volunteer management software that helps you organize data and streamline the volunteer process can help you create a strong program your supporters will want to return to year after year.

About the Author

Karin Tracy

Karin Tracy, VP of Marketing at Fíonta, is a seasoned designer and marketer with a passion for serving nonprofit organizations and being a small part of bettering the world. She is a certified Pardot Consultant and Marketing Cloud Email Specialist, a fan of automation and reporting, a lover of animals, and devourer of popcorn.

At Fíonta, Karin drives marketing efforts for all internal and external projects. Her direct service work is focused primarily on marketing strategy and automation for Fíonta’s MCAE (Pardot) clients.

The post 5 Ways to Level Up Your Nonprofit’s Volunteer Program appeared first on FundraisingCoach.com.

4 Common Event Planning Challenges + How to Solve Them

Planning events is essential for nonprofits, whether you’re raising funds, building awareness, or forging new community connections. However, many organizations face common challenges that complicate the planning process. From tight budgets to limited staffing, these hurdles can make even the simplest event feel overwhelming.

Despite these challenges, successful event planning is achievable with the right strategies and resources. By understanding the most common obstacles and how to overcome them, your nonprofit can host events that not only meet your goals but also inspire and engage your community.

Let’s explore four common event planning challenges faced by nonprofits and discuss practical solutions for planning and executing your next event with confidence.

1. Budget Constraints

Tight finances can make it difficult to secure venues, hire vendors, and provide high-quality experiences for attendees. Often, nonprofits are forced to cut corners or rely heavily on donations, which can add uncertainty to the planning process.

Solution: Creative Budgeting and Fundraising

To overcome budget constraints, think strategically about where and how to allocate your resources. Here are some actionable approaches:

Prioritize Spending: Identify your non-negotiable event elements, such as venue accessibility or technology to engage virtual attendees. Focus your budget on these priorities while finding cost-effective alternatives for less critical aspects.Leverage Sponsorships and Partnerships: Reach out to local businesses or organizations for sponsorship opportunities. In-kind donations, such as catering or printing services, can significantly reduce costs while building community relationships.Utilize Budgeting Tools: Consider using budgeting templates or software designed for nonprofits. These tools can help you track expenses, identify cost-saving opportunities, and stay within budget.Host Fundraising Campaigns: Use the event itself as a fundraising opportunity by offering tiered ticket pricing and incorporating a donation appeal. Crowdfunding platforms can also help you raise funds in advance.

With a clear strategy and creative solutions, your nonprofit can host successful events that make a big impact—without breaking the bank.

2. Limited Staffing and Volunteer Burnout

Nonprofits often operate with small teams and depend heavily on volunteers to bring their events to life. While volunteers are invaluable, relying too much on them can lead to burnout, reduced productivity, and even event-day mishaps. Balancing workloads and maintaining morale are critical to ensuring a smooth planning and execution process.

Solution: Effective Delegation and Volunteer Management

Managing a small team and volunteers effectively can transform a stressful planning process into a well-organized effort. Here’s how:

Assign Clear Roles and Responsibilities: Break down the event into tasks and assign a specific role to each team member or volunteer. Doing so ensures accountability and prevents overlapping duties, which can lead to confusion.Set Realistic Expectations: Communicate clear timelines and goals so your team knows what’s achievable within your available resources. Avoid overloading any one person with too many responsibilities.Recognize and Appreciate Volunteers: Acknowledge your volunteers’ contributions through thank-you notes, recognition during the event, or small tokens of appreciation. This boosts morale and encourages long-term commitment. Leverage Volunteer Management Tools : Use software to organize volunteer schedules, track progress, and communicate effectively. These tools save time and reduce administrative headaches.Plan for Breaks and Support: Ensure your team has adequate time to rest, eat, and recharge during the event. A refreshed team performs better and creates a more positive atmosphere.

By fostering a culture of clear communication and appreciation, your nonprofit can build a motivated, engaged team that is ready to bring your event vision to life.

3. Attracting Attendees

Even the best-planned event can fall short if attendance numbers don’t meet expectations. Nonprofits often struggle to capture their target audience’s attention and create promotional materials that resonate, especially when competing with other organizations.

Solution: Strategic Marketing and Outreach

Drawing attendees to your event requires a thoughtful and targeted marketing approach. Consider these strategies:

Leverage Digital Channels: Promote the event using email marketing, social media platforms, and your nonprofit’s website. Create a series of posts and updates to maintain visibility in the weeks leading up to the event.Create Compelling Messaging: Focus on the value your event provides to attendees. Highlight key benefits like engaging speakers or the impact attendance will have on your mission.Partner with Like-Minded Organizations: Collaborate with other nonprofits, local businesses, or community groups to cross-promote your event. Doing so expands your reach to new audiences.Offer Incentives: Encourage early sign-ups with discounted pricing, exclusive perks, or giveaways. Group discounts can also inspire more people to attend.Utilize Targeted Advertising : If your budget allows, use social media ads or local event calendars to reach specific demographics. Paid campaigns can ensure your event reaches the right audience at the right time.

By prioritizing outreach and crafting a strong promotional strategy, your nonprofit can generate excitement and fill seats, ensuring your event reaches its full potential.

4. Venue and Logistics Issues

Securing the right venue and managing event logistics can be daunting for nonprofits. From finding an affordable location to ensuring accessibility for attendees, logistical challenges can thwart an otherwise well-planned event. Technical difficulties or last-minute changes can add further complications.

Solution: Proactive Planning and Contingency Strategies

Addressing logistical hurdles requires careful planning and preparation. Here are effective ways to manage venue and logistics issues:

Book Early and Negotiate Costs: Secure your venue as early as possible to lock in availability and negotiate better rates. Your nonprofit may qualify for discounts or special rates at specific venues.Prioritize Accessibility: Choose a venue that accommodates all attendees. Consider factors like parking, public transportation access, and onsite amenities.Develop a Detailed Event Plan: Outline all logistical needs, from seating arrangements to audiovisual equipment. Share this plan with vendors and your team to ensure alignment.Test Technology in Advance: Schedule a walkthrough of the venue to test microphones, projectors, Wi-Fi, and other technical equipment. Prepare backups to account for potential failures.Create a Contingency Plan: Prepare for unexpected issues, such as bad weather or last-minute cancellations. Identify alternative options for critical elements like venues, catering, or transportation. Use Event Management Software : Streamline the planning process with tools that help you track logistics, manage budgets, and communicate with vendors and team members.

By taking a proactive approach to venue selection and logistics, your nonprofit can minimize disruptions and create a seamless experience for your attendees and event team.

Nonprofit event planning comes with its fair share of challenges. However, with thoughtful strategies, you can turn these obstacles into opportunities for growth and creativity. Each challenge gives you the chance to strengthen your planning process, build stronger connections, and create more memorable experiences for your audience.

No matter the size of your team or budget, successful events are within reach when you approach planning with a clear vision and a focus on proactive solutions.

About the AuthorDaria Knupp

Daria Knupp, CEM, is the Senior Content Marketing Manager at A2Z Events by Personify. She has spent most of her career in the association world handling content creation and digital marketing and recently decided to apply her expertise to the events industry.

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The Role of Impact Data in Nonprofit Fundraising Appeals

Did you know that total giving declined by 2.1% when adjusted for inflation in 2023? To win over new donors and retain current supporters, nonprofits must fully engage their stakeholders and prove why their causes are worth supporting.

Small tweaks to your fundraising appeal can make a big difference in persuading people to give. One adjustment you can make is incorporating impact data that shows the effect of donors’ contributions.

In this guide, we’ll explore exactly what impact data is, why it’s crucial to highlight it, and how you can add it to your appeal. Let’s get started!

What is impact data?

As UpMetrics’ impact measurement guide explains, “Impact refers to the tangible changes or results that your organization generates for its community as outlined by its mission, vision, and goals.” Therefore, impact data is any information that demonstrates how effective your organization is in creating programs, initiatives, and interventions that help you achieve these results.

You may be used to collecting and leveraging data relating to your regular activities, like events, volunteer outings, and services. However, impact data goes beyond just tracking these activities to evaluate the positive outcomes of your work on your beneficiaries.

For example, the impact data you collect may demonstrate your effect on:

IndividualsSocietal systemsThe environmentEconomic developmentPublic health and well-beingEducationCultural and artistic expressionHuman rights and social justiceTechnology and innovation

To prove your impact in a holistic way, use a combination of quantitative and qualitative impact data. While quantitative data has numbers attached to it, qualitative data focuses on nonnumerical, descriptive information. For example, a quantitative data point would be the number of beneficiaries you helped through a specific program. In contrast, qualitative data might be something like an interview with a major donor about their experience with your nonprofit.

Why is it important to include impact data in nonprofit fundraising appeals?

Impact data can help your team make well-informed decisions about the future direction of your services, but it can also be eye-opening for your external stakeholders, like donors, sponsors, and grantors, to review as well. By reporting impact data in your fundraising appeals, you can:

Show donors the difference they can make. Studies show that 67% of people want to know all the details of how nonprofits use their donations to ensure that they don’t go to waste. While you might not be able to map where each individual donor’s contributions went, you can use impact data to demonstrate the difference they’ve made (and can continue to make) on your beneficiaries. Use donor-focused language like “you” and “your” as opposed to “we” and “us” to center their effect on your cause.Build credibility. Any nonprofit can say they touch people’s lives and drive real impact. When you actually incorporate impact data into your fundraising appeals, you back up these claims with real facts and figures, allowing you to build trust with current and potential donors.Induce urgency. Let’s say you’re running a text-to-give campaign to fund your disaster relief efforts. You can use impact data about how you’ve successfully helped natural disaster victims in the past to demonstrate the importance of gathering funds as quickly as possible to support even more people in need.Emotionally charge your appeal. By combining impact data with storytelling elements, you can develop a heartwarming appeal that elicits supporters’ emotions and inspires them to give back.

When you incorporate impact data into your fundraising appeals, you create a more compelling argument for why people should contribute to your cause and, as a result, can boost your campaign revenue.

How can you incorporate impact data into your fundraising appeals?

Build your appeal around your impact data for the best results. Consider these tips to effectively weave in this information:

Create a narrative. Make your impact data come to life through storytelling. Start by identifying the main character of your story—in this case, one of your beneficiaries or stakeholders. Then, determine the setting, plot, conflict, and resolution to show the effect your nonprofit had on this individual. Lastly, back up your story with relevant metrics. For example, you may tell the story of how a long-term donor became a legacy giver and include a statistic about how many people your organization has helped due to previous legacy gifts.Use visuals. If you’re creating an email, direct mail, or text-to-give appeal, leverage visuals that emphasize your impact. These may be charts or graphs that provide a visual representation of your impact data or photos and videos that show your work in action. Either way, these visuals can help contextualize your data and make your appeal more engaging.Showcase testimonials. Don’t forget about qualitative impact data! Testimonials show prospective donors why your organization is worth supporting in current stakeholders’ own words. Reach out to donors, sponsors, beneficiaries, or staff members who may be willing to provide a quote about their relationship with your nonprofit and its impact on their lives.Attach impact to different donation amounts. Based on your impact data, demonstrate what different donation amounts will allow your organization to achieve. For example, Bloomerang’s donation page guide explains that the Nashville Food Project’s donation form takes this approach by pulling data from their impact report and connecting it to real outcomes. This way, you show donors the exact impact they can make and inspire them to get involved.

Lastly, end your fundraising appeal with a compelling call to action (CTA). Leverage your impact data to make a compelling case for why donors should contribute, and tie that to action with a CTA like “Donate now to make your mark on our program!” or “Contribute today to change the life of a child in need.”

After they’ve contributed, remember to follow up with donors to show them how their specific donations made an impact. Send them regular updates and your nonprofit’s annual report to keep them in the loop about your work.

About the AuthorCharles Sword

Charles Sword is the Chief Revenue Officer at UpMetrics, a leading impact measurement and management software company that’s revolutionizing the way mission-driven organizations harness data to drive positive social outcomes. With a wealth of experience in business development and strategic planning, Charles is responsible for all aspects of market development for the company and is passionate about helping the world’s leading foundations, nonprofits and impact investors to drive accelerated social and environmental change.

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