planning

Does Your Nonprofit Need to Do a Little Spring Cleaning?

Ann Green appeal letters, Communications, database, direct mail, email, planning, thank you letters, writing , , , , , , ,

It’s spring in the Northern Hemisphere, and it’s about time after a frigid winter here in the Boston area, although I can’t say it’s been that warm right now. 

A lot of people use this time of the year to do some spring cleaning. I envy the people who do that because I’m usually not one of them. 

I know I should do more. As much as I dislike cleaning and organizing, I’m happy once it gets done. Often getting started is the hardest part.

Your nonprofit organization may be putting off some version of your own spring cleaning and decluttering. It’s important to make some time to tackle these so-called cumbersome tasks. Just think how happy you’ll be when you’re done. You’ll also make some much-needed improvements to your infrastructure and donor communication.

Here are a few suggestions to help you get started.

Clean up your mailing lists and CRM/database

Has it been a while since you updated your mailing lists? Did you have an influx of address changes, returned mail, and bounced emails after you sent your year-end appeal? This is a good time to clean up and update both your direct mail and email mailing lists.

Don’t wait until right before your next mailing or campaign to clean up your donor data. If it’s been a while since you’ve done this, then you need to do what’s known as data hygiene.

Even though it’s tedious, have someone who’s familiar with your donors (your development director?) go through your mailing lists and CRM/database to see if you need to make any additions, changes, and deletions.

Be meticulous. No donor wants to see her name misspelled, be addressed as Mrs. when she prefers Ms., or receive three mailings because you have duplicate records.

Your CRM/donor database is an essential tool, and it needs to be up-to-date and filled with accurate information about your donors.

Run your donor list through the National Change of Address database. It may cost some money to do this, but it’s worth it if you come out with squeaky-clean data. Do it at least once a year.

Also, if you haven’t already done this, segment your donors into different groups – new donors, returning donors, monthly donors, etc. You may need to make some changes. For example, if a single gift donor starts giving monthly.

You might also want to move some lapsed donors who haven’t donated for several years into an inactive file. Don’t do this until you’ve sent targeted, personalized appeals asking them to donate again. And if you’ve never gotten in touch with any lapsed donors from 2024, you could reach out to them now.

Do the same thing with your email list. It doesn’t make sense to send emails to people who don’t respond to them. Give these people a chance to re-engage, and if they’re not even opening your emails, move them to an inactive file. Don’t worry if people unsubscribe. You’re better off with an email list of engaged subscribers.

Also, if you find you keep saying, “Our database doesn’t let us do that.”, maybe it’s time for an upgrade.

While you’re at it, you could give your donation page a spring cleaning.

Freshen up your messages

Spring is a time to open up the windows and let some fresh air replace the stale air that’s been accumulating in your house over the last several months.

You know what else might be stale – your messages. Take some time to freshen them up, if you haven’t done that for a while. Ideally, you should do this at least once a year. I mentioned this in a recent post, emphasizing that your donor communication needs to be clear, conversational, and specific. Stay away from generic language and jargon. 

There’s a good chance your thank you letters need a refresh. Your thank you letters need to actually thank your donors, not brag about your organization. Also, make sure your automatically generated thank you emails and landing pages don’t look like boring receipts. Create separate templates for new donors, current donors, and monthly donors. 

Thank you messages are one of the most important components of donor communication. Make yours sparkle.

Weed and grow 

People who have gardens spend a lot of time getting rid of weeds to ensure a beautiful garden. I’m not a gardener. I live in a townhouse and don’t have a yard, but even I know I need to cut off the dead leaves on my houseplants to help them grow.

What are your weeds? Perhaps it’s events or grants. These can take a lot of time and don’t always bring in that much money. Plus, if you’ve relied on federal funding here in the U.S., you’ll need to branch out and look into other revenue sources.

A better option is to grow your individual giving program. Start with monthly giving. You can think of this as a houseplant approach, relatively easy to take on and maintain. Then move on to mid-level, major, and legacy giving. These will take more time, just like a seedling that with care and attention will grow into a tree.

As you work on your weeding, this article on simplicity might be helpful. It suggests you do an audit of various aspects of your life and ask –  Is it necessary and is it creating energy? If you answer Yes to both, keep it. If you answer No to both, remove it. If you answer Yes to one, think about it. 

For your nonprofit, the energy question can be turned around and you can ask if something is depleting your energy. You could also ask, is it producing results?

It can be hard to let go. Maybe you’ve held a particular event for years. But like weeds in a garden, it might be prohibiting your growth. Let go of this event (or whatever doesn’t serve you) and find ways to raise money that will help you grow.

Don’t wait too long

I know you’re busy, but you need to take on these initiatives sooner rather than later. Just like the clutter and dust in your home, along with the weeds in your garden, they won’t disappear on their own. The longer you ignore it, the worse it gets. 

Get started on these spring cleaning projects as soon as you can. You’ll be happy once they’re done. Your donors will be happy if they don’t get duplicate mailings and a fundraising letter laced with jargon, but do receive a personalized appeal and a stellar thank you letter. Your organization will also benefit by taking on initiatives and making investments that will help you grow.

Photo by Ryan Harvey

Is Your Donor Engagement Actually Engaging?

Ann Green appeal letters, Communications, donor engagement, donor relations, donor-centered, planning, thank you letters, writing , , , , , , ,

You may think you’re practicing donor engagement by sending thank you letters and newsletters, but is the content actually engaging? It’s often formulaic and just downright dull.

Many nonprofits send all their donors the same appeal and thank you letters. In these letters, they never thank a donor for their past support or acknowledge they’re a monthly donor.

If that’s not bad enough, many of these letters use vague and impersonal language and even worse, jargon.

It sounds obvious, but your donor engagement should be engaging. If it’s not, it’s time to move away from generic and impersonal communication. Your donors deserve better. Here are a few suggestions to help you improve your donor communication to make it more engaging.

Segment your donors

Your donors aren’t the same, so they shouldn’t all get the same letter or other types of communication. Segment your donors into different groups as much as you can. At the very least, create different letters for new donors, repeat donors, and monthly donors. You can also personalize letters to lapsed donors, event attendees, volunteers, etc.

I emphasize segmenting your donors a lot in my posts because it’s so important. Both because it allows you to send your messages to the right audience and you can personalize those messages. Donors like it if you recognize their past giving or anything that shows them this is more than a generic, one-size-fits-all message. 

Also, please stop sending Dear Friend letters. You’re not being a good friend if you don’t even use your donors’ names.

I know this will take more time, but it’s worth the investment. So is a good CRM/database to help you with this. Your donors will feel appreciated and are more likely to give again, possibly at a higher level.

Use language your donors will understand

If you use vague, generic language and jargon, you’re going to instantly bore and/or confuse your donors. Most of your donors don’t have a medical or social services background. They don’t use terms like food insecurity, at-risk populations, and underserved communities – and neither should you. Stay away from insider language. 

Connect with your donors by using language they’ll understand. Instead of writing about food insecurity, give an example of a single mother choosing between buying groceries and paying the heating bill.

What do you mean by at-risk or underserved? Are high school students less likely to graduate on time? Do residents of a certain community not have good health care nearby? Is housing too expensive? Get specific, but at the same time, keep it simple. Also, terms like at-risk and underserved undermine your clients/community. Remember, these are human beings you’re writing about.

A great way to break free from generic language and jargon is to tell stories. Most people respond better to a human-interest story than a bunch of boring statistics.

Make time for improvement

You may be between fundraising campaigns right now and have a little more time (or maybe not). If so, work on segmenting the donors in your database, if you haven’t already done that. Segment your donors on an ongoing basis. For example, some of your single-gift donors may have upgraded to monthly. If you can do this after every campaign, you should have fairly up-to-date information on your donors.

In addition, dust off those templates and freshen up your appeal letters and thank you letters. Situations in the U.S. and throughout the world keep changing and your communication needs to be relevant. How is what’s going on now affecting your clients/community? Create letter templates for different donor groups and replace your vague, generic language with something clear, conversational, and specific.

You can also use this time to add new stories to your story bank or start putting one together, if you don’t already have one.

Have someone outside of your organization, a friend or family member, look at your messages. Something that’s clear to you may confuse others.

Create communication that shows your donors how much you appreciate them by recognizing who they are and giving them engaging content they can relate to.

Why It’s Important to Pay Attention to Your Donor Retention Right Now

Ann Green Communications, database, donor engagement, donor relations, donor retention, gratitude, planning , , , , , ,

Donor retention is a perennial problem for nonprofit organizations. Many organizations spend a lot of time and energy on acquiring donors, concentrating more on volume, and don’t seem concerned that they’re churning through different donors year after year.

Another perennial problem is uncertainty and disruption in our world. Right now we’re dealing with cuts in federal funding, tariffs, a plunging stock market, etc, which are creating constant chaos for us. Both your nonprofit and your donors may be feeling financially strained.

Acquiring new donors is more expensive than keeping the ones you already have, so it’s important for you to keep track of your retention rate. You don’t want to lose your donors right now. Granted some may not be able to give at the moment, but just as we saw during the pandemic, many will step up and continue to support you.

There are also reasons donors don’t give again that aren’t financial. Many of these you can control. Maybe you’re losing donors because you’re either not communicating enough or communicating poorly. Fortunately, this is something you can fix, but you need to give it your full attention.

Pay attention to your donor relationships

One of the most important components of fundraising is building relationships with your donors. 

Donor relations should be easier than raising money and it can be fun, too. Make it a priority, as well as something you do throughout the year.

Follow the ask, thank, report, repeat formula and give more attention to thanking and reporting. Your donors are not ATMs. They were drawn to your organization because they felt a connection to your work. They want to feel appreciated and hear how they’re helping you make a difference for your clients/community.

If you don’t pay attention to building relationships, your donors are less likely to give again.

Pay attention to your first-time donors

The retention rate for first-time donors is around 20%. Obviously, we can do better.

If you can get your first-time donors to give again, it’s much more likely they’ll keep giving. That second donation is known as the golden donation. This is why it’s important to engage with your new donors and I hope you’ve done that with your most recent new year-end donors. 

Create a welcome plan that includes a series of messages for new donors. Recruit board members to make thank you phone calls. This is a proven strategy that results in donors giving again.

Let these donors know how much you appreciate this new relationship. If you don’t, it’s likely to be a short relationship. 

But don’t stop there, you also want to acknowledge your longer-term donors and make them feel special.

Pay attention to your lapsed donors

A lapsed donor is someone who hasn’t donated for at least a year. Make a plan to reach out to some of these donors and invite them to give again. Also, ask why they haven’t given. Maybe they forgot. Maybe they can’t afford to give right now. Maybe they were never thanked.

If a donor can’t afford to give right now, stay engaged with them. Hopefully, they’ll give again in the future. Also, some donors may choose to cut back on their giving. Don’t let them choose between an organization that does a great job of thanking them and sending engaging updates and the one that just sends a bunch of boring, generic appeals.

Donor engagement is so important. According to fundraising expert Penelope Burk, 93% of donors are more likely to give again when they feel appreciated and the organization lets them know the impact of their gifts.

Pay attention to growing your monthly giving program

I’m a big fan of monthly giving. Monthly donors have a much higher retention rate – around 90%. Getting more monthly donors is one way to raise your overall retention rate. It’s a great option for donors who are feeling financially strained, because it allows them to spread out their gifts over the year. Monthly donors are also more likely to give an additional donation.

Reach out to your single gift donors who have given at least twice and ask them to join your family of monthly donors. You can also invite donors to give monthly in your welcome package.

Pay attention to your donor communication 

Do you barrage donors with appeals and then go silent for a while? 

Ideally, you want to reach out somewhere between once a week and once a month. And not just with appeals. You need to thank donors and share updates. Remember the ask, thank, report, repeat formula. This is crucial for good donor retention. 

Try to reach out by mail at least a few times a year. It’s more personal and your donors are more likely to see your messages. It doesn’t have to be anything elaborate. A handwritten thank you card or a postcard infographic can be a quick, but effective, way to engage. 

Put together a communications calendar to help you with this. 

You also want to focus on quality. Just because you send thank you letters and newsletters, doesn’t mean you’re actually engaging with your donors. Write a heartfelt, personal thank you and create a newsletter and other updates with content they’ll be interested in.

I know a lot is going on right now, but your donors want to hear about your success and challenges.

Pay attention to your donor data

Something else that will help you with donor retention is to invest in a good CRM/database. This will let you segment donors and personalize their communication. Then you can send targeted communication to new donors, long-time donors, lapsed donors, potential donors, etc. Invest in the best database you can afford. It should pay off.

You may think that paying attention to your donor retention sounds like a lot of work. Well, so is finding new donors. In this current climate of uncertainty, it’s important to pay attention to your donor retention so you don’t lose the donors you already have.

5 Best Practices for Nonprofit Employee Onboarding

Ann Green Communications, new staff, planning, staff retention , , ,

Your nonprofit needs a skilled, dedicated team to advance its mission. Use these onboarding best practices to set your new hires up for lasting success.

By Debbie Willis

Every new employee brings passion, talent, and a fresh perspective to your nonprofit. However, recruiting and retaining these essential team members is not always easy. In fact, 60% of nonprofit leaders report experiencing staff-related concerns—whether that’s a lack of staff capacity or losing staff because they cannot provide competitive pay and benefits.

Your nonprofit’s new hires and long-time employees are all dedicated to making the world a better place, but they need an environment that allows them to flourish. So, how do you foster this kind of environment?

Building the foundation your employees need to thrive begins with onboarding. Just as you start the year strong with clear goals and plans, help new hires step into their roles with clear expectations, training, and support.

Let’s walk through five best practices to boost morale, productivity, and retention through your employee onboarding process.

1. Use a learning management system.

It’s easy to assume that only corporations and large nonprofits operating in multiple locations need a learning management system (LMS) to help train and onboard employees. However, even small nonprofits—especially those with hybrid or remote employees—can benefit from investing in an LMS.

With a dedicated learning platform, you can create structured onboarding pathways, provide more convenient access to resources (sometimes even in multiple languages), and engage new hires in an online learning community. According to TopClass’s LMS for nonprofits guide, your platform should come with these essential features:

Alt Text: The top features nonprofits need in an LMS, as explained in more detail below

  • Branded Learning Dashboard: Each new hire can monitor their individual onboarding progress and view achievements on a personalized dashboard branded to your nonprofit.
  • Various Types of Content: To design a more engaging onboarding experience, you can incorporate various types of content, from interactive videos to timed assessments.
  • Collaborative Learning: Turn onboarding from a solo journey into a social experience through discussion forums, leaderboards, and cohort-based learning sessions.
  • Secure Payment Processing: Beyond onboarding, your nonprofit can offer learning programs to individuals and partner organizations for a fee. Many LMS platforms facilitate this by allowing you to sell courses, create coupons, and set up discounts.
  • Assessment Tools: Throughout onboarding, add mini-assessments with true-false, multiple-choice, and free-form questions to ensure your new employees are well-prepared and identify any knowledge gaps to address.
  • Integrations: Your LMS should integrate with popular tools, including HR systems and CRMs like Salesforce, to help you create a seamless onboarding process for the entire team.
  • Advanced Reporting: Track employee onboarding progress, assessment results, and certification completion to provide each new hire with the appropriate support, recognition, and follow-up.

Plus, you can use your nonprofit’s LMS to streamline many other processes and activities, including upskilling employees, onboarding volunteers, and educating board members.

2. Create a clear, detailed onboarding checklist.

You need to get your new employees up and running promptly so they can start contributing to your mission-centric initiatives. To minimize confusion and help new hires prepare for what’s ahead, provide them with a step-by-step onboarding checklist to follow. Whether this is a simple Google Doc or an automated path in your LMS, your checklist should cover basic activities and tasks such as:

  • Learn about the nonprofit’s mission, values, programs, and leadership.
  • Review workplace policies, including communication and paid time off (PTO).
  • Attend a virtual or in-person tour of the facility.
  • Set up an email, software access, and a workstation.
  • Complete compliance and technology training.
  • Share feedback in an onboarding survey.

Remember, the purpose of onboarding is to help employees feel comfortable and confident in joining your nonprofit’s team. Rather than generally familiarizing new hires with your organization, encourage them to start engaging deeply with your mission. Take opportunities to share real stories about your impact and provide access to nonprofit webinars and other resources that they can use to immerse themselves in your work.

3. Assign a mentor or buddy to new hires.

Life at a nonprofit can be very fast-paced. Create a mentorship or buddy program to help your new hires find a sense of belonging and avoid feeling overwhelmed when they start. By pairing each new employee with a more experienced team member, you provide them with individualized encouragement and support through onboarding and beyond.

When pairing mentors or buddies with new hires:

  • Be thoughtful about each match. Survey new employees about their learning preferences, communication styles, career goals, and interests. Use these insights to assign a mentor or buddy who will provide the most relevant support for each new hire—for example, you might pair a new social media manager with the digital marketing manager to learn more about brand voice and storytelling techniques.
  • Schedule regular check-ins. Provide formal and informal opportunities for new hires to connect with their mentor or buddy. You might use your LMS to arrange structured check-ins with relevant discussion prompts. At the same time, encourage pairings to meet for casual coffee chats to delve into specific questions the new employee may have about workplace expectations or guidelines, such as your fiscal policies.
  • Offer recognition and incentives. Inspire new hire mentors and buddies to put in their best effort by giving them a shout out in newsletters or “Mentor of the Month” programs. You can even award their time and dedication with a small gift card, a branded t-shirt, or additional PTO.

Incorporate questions related to your mentorship or buddy program into your onboarding survey to collect feedback and learn how to improve your pairings going forward.

4. Focus on building social connections.

During onboarding, your nonprofit should focus beyond simply getting employees up to speed in their roles. Go deeper to help new hires find a sense of camaraderie and closeness in their new workplace. After all, recent Gallup research indicates that employees with a best friend at work are much more productive and less likely to leave their organization.

Of course, nurturing these friendships requires more than simply telling your employees to bond. Building relationships with donors is a year-round effort, and the same goes for your employees. Start early by incorporating some of these social ideas into your onboarding process:

  • Invite new hires to share interesting facts about themselves on internal communication channels.
  • Assign rotating lunch or coffee pairings with a new team member each week.
  • Break the ice with a team storytelling session in which everyone shares why they’re passionate about your cause.
  • Set up a virtual or in-person scavenger hunt for items related to your nonprofit’s work.

By adding more opportunities for new hires to laugh and learn during onboarding, you can make them feel welcome both in their roles and in your organization’s community as a whole.

5. Check in and provide feedback frequently.

Develop trust and engagement early by regularly checking in with new employees and providing feedback on their progress. For example, during the first week of onboarding, managers could meet with new hires for 15 minutes every day to answer questions. Then, these check-ins can turn into weekly one-on-one meetings to discuss expectations, performance, and challenges.

Establish a culture of gratitude at your nonprofit by frequently expressing appreciation to donors and employees—including new hires. Consider these thoughtful ideas for making your new employees feel valued:

  • Spotlight them in email newsletters and social media posts, along with their skills and hobbies.
  • Gift them branded apparel, notebooks, water bottles, etc.
  • Celebrate onboarding completion with a certificate or badge.

Additionally, empower your nonprofit’s team to spread positivity and appreciation through peer-to-peer recognition. For example, eCardWidget recommends designing employee recognition eCards that team members can personalize and send to their peers for a job well done or other career milestones.

Improving your onboarding process, whether through implementing an LMS or launching a mentorship program, will create lasting benefits throughout each new employee’s experience at your nonprofit. 

Start small, focusing on the main improvement areas you identify from onboarding survey responses, and be transparent about the changes you make along the way. Before long, you’ll have an onboarding process that fuels engagement, connection, and loyalty.

Debbie Willis is the VP of Global Marketing at ASI, with over 20 years of marketing experience in the association and non-profit technology space. Passionate about all things MarTech, Debbie has led countless website, SEO, content, email, paid ad, and social media marketing strategies and campaigns. Debbie loves creating meaningful content to engage and empower association and non-profit audiences.

Debbie received a Bachelor of Business Administration in Marketing Information Systems from James Madison University and a Master of Business Administration in Marketing from George Washington University. Debbie is a member of Sigma Sigma Sigma sorority and American Society of Association Executives, and dabbles in photography.

How to Create an Engaging Nonprofit Impact Report

Ann Green Communications, donor engagement, donor relations, gratitude, impact report, photos, planning, stories, writing , , , , , , ,

Is your nonprofit still producing one of those multi-page “annual reports”?  If so, why? Anything that’s more than four pages is too long. Besides that, they’re often boring, they focus too much on the organization and not on the donors, they require a lot of time and effort from staff, and there’s no guarantee donors will even look at them.

Now you have a dilemma. Organizations need to share accomplishments and show gratitude to their donors, but is the “annual report” the best way to do that? 

First, let’s stop calling it an annual report and call it an impact or gratitude report instead. Plus, sharing accomplishments and showing gratitude is something you can do more than once a year (more on that below). In this post, I’ll use the term impact report (but don’t forget about gratitude). I’ve also seen organizations use the term Donor Impact Report, which I like.

However, renaming it is just the first step. If you’re still creating one of those long, boring booklets, you’re not making much of an improvement.

It’s possible to make this a better experience for both donors and nonprofit organizations. Here’s how.

You don’t have to do an “annual report”

Nonprofit organizations aren’t required to do an annual report. This doesn’t let you off the hook for sharing accomplishments with your donors. You could send short impact reports a couple of times a year. This makes a lot of sense if taking on a big report sounds too overwhelming. Shorter, more frequent updates are better for your donors, too.

If you decide to do a report once a year, I encourage you to move away from the traditional multi-page one. Aim for something no longer than four pages. Bigger isn’t always better.

Your impact report is for your donors

Keep your donors in mind when you create your impact report and include information you know will interest them. Also, donors have a lot going on, so that’s another reason not to create a huge report they may or may not read. 

You might want to consider different types of impact reports for different donor groups. You could send an oversized postcard with photos and infographics or a one-to-two-page report to most of your donors. Your grant and corporate funders might want more detail, but not 20 pages. See if you can impress them with no more than four pages.

Keep in mind that the human attention span is about eight seconds. Granted, most of us can stay focused longer than that, but your impact report is competing with other pieces of mail and whatever else is going on in your donors’ lives, and right now there’s a lot. 

Imagine your donor receiving a traditional long report and thinking it might be interesting but she doesn’t have time to read it right now, so it sits in a pile for two months and then gets recycled, unread. But if you send a postcard or a short report, your donors can get a quick glimpse of how they’re helping you make a difference.

Pour on the gratitude

Donors want to feel good about giving to your nonprofit. Make sure your impact report is focused on thanking donors. You could go one step further and call it a gratitude report. If you decide to do three or four short reports a year (highly recommended), make at least one of them an all-out gratitude report.

Use phrases like Thanks to you or Because of you to show appreciation to your donors for their role in helping you make a difference. 

Tell a story

Donors want to hear about the people they’re helping. You can tell a story with words, a photo, or a video. 

For example – Mara, a single mother with three kids, has been struggling to make ends meet over the last few years. It’s been hard to find steady work and she’s having trouble affording groceries. She also wonders if she’ll have enough money to pay rent and utilities each month. 

Mara had never gone to a food pantry before and felt ashamed to have to do that. But when she reached out to the Westside Community Food Pantry, she was treated with respect and dignity. Now, thanks to donors like you, she’s able to bring home healthy food for her family.

An engaging story is one of the most important elements of your impact report.

How are you making a difference?

The theme of many reports is look how great we are. They’re organization-centered instead of being donor-centered and community-centered.

They also include a bunch of statistics, such as the number of clients served. You need to share specific accomplishments that show how you’re making a difference.

Focus on the why and not the what. Numbers don’t mean a lot without a story or example. For instance, Thanks to donors like you, we were able to serve more students in our tutoring program. X number of students are now getting better grades and can graduate from high school on time.

Make it visual

Remember, your donors have a lot going on and won’t have much time to read your report. Engage them with some great photos, which can tell a story in an instant. Choose photos of people participating in an activity, such as volunteers working at a food pantry or a one-to-one tutoring session. Be sure to get permission if you want to use pictures of clients.

Use colorful charts or infographics to highlight your financials. This is a great way to keep it simple and easy to understand. Include some quotes and short testimonials to help break up the text.

Be sure your report is easy to read (and scan). Use at least a 12-point font and black type on a white background. A colored background may be pretty, but it makes it hard to read. You can, however, add some color with photos, headings, charts, and infographics.

Write as if you’re having a conversation with a friend

Be careful about using jargon. Most of your donors don’t use words like underserved or at-risk, and neither should you. Use everyday language such as – Because of you, we found affordable housing for over 100 homeless families. Housing prices continue to skyrocket and a shelter or motel is no place to raise a family. Now, these families have a place to call home.

Write in the second person and use a warm, friendly tone. Use you much more than we.

Skip the donor list (and the letter from your executive director)

Think twice about including a donor list in your impact report. It takes up a lot of space and there are better ways to show appreciation. If you feel you must have a donor list, you could put one on your website or just include major funders. Including a QR code or link directing people to your website for more detailed information is a good way to ensure a shorter report.

Also, do you need a letter from the executive director as part of your report? These tend to be very organization-centered. If you must have one, make sure it focuses on thanking your donors. You could also include it as a cover letter if you’re mailing your report in an envelope.

Send it by mail

Be sure to send your impact report by mail. It’s more personal and donors are more likely to see it. Don’t let costs deter you from sending something by mail. Remember, you have the option of sending short impact reports.

You could also send an electronic version a few weeks later as a follow-up.

Planning is crucial

I know putting together a yearly impact report can be time-consuming. One way to make it easier is to set aside a time each month to make a list of accomplishments. This way you’re not going crazy at the end of the year trying to come up with a list. You can just turn to the list you’ve been working on throughout the year.

You also want to create a story and photo bank and you can draw from those when you put together your impact report.

Creating a shorter report or an infographic postcard will also help make this easier for you. Once again, you have the option of not doing a yearly impact report and sending periodic short updates instead.

Whatever you decide, put together an impact report that’s a better experience for everyone. 

5 Revenue Streams to Strengthen Nonprofit Sustainability

Ann Green corporate giving, events, fundraising, grants, mobile giving, monthly donors, planning , , , , , ,

Diverse revenue streams provide a sustainable financial foundation for nonprofits. Explore revenue streams your nonprofit should pursue in this guide.

It’s important for you to diversify your revenue sources. This is especially important now because of the current chaos of eliminating (and then not eliminating, at least for now) federal grant funding. We also saw disruption five years ago when the COVID-19 pandemic started.

This guest post by John Killoran covers a variety of revenue sources to help you diversify your funding. I’d like to emphasize the importance of recurring/monthly giving. This is a great way for nonprofits of all sizes to bring in a steady stream of revenue.

By John Killoran

Leaders across the nonprofit sector face a common challenge: striving to serve a growing community of beneficiaries with constrained budgets. The good news? Revenue diversification unlocks financial sustainability for nonprofits, providing a powerful alternative to relying on limited funding for your mission.

With various funding sources, your organization can develop dependable revenue flows that not only sustain your organization’s day-to-day operations but also enable it to grow. In this guide, we’ll explore five revenue streams your nonprofit can access to strengthen its financial sustainability.

1. Mobile Giving Campaigns

The future of fundraising is mobile, with a growing number of donors using their smartphones to find new nonprofits, complete transactions, and tell their friends about their experiences. That’s what makes mobile giving campaigns so successful—these fundraisers make contributing convenient for donors.

According to Snowball Fundraising’s mobile giving guide, there are five steps nonprofits should follow to start a mobile giving campaign:

[Alt text: The steps to start a mobile giving campaign, which are explained in the following text.]

  1. Evaluate your mobile fundraising logistics. Begin by defining the basics of your fundraiser, such as which staff members will oversee the campaign and how you’ll promote it to donors.
  2. Choose mobile giving channels. Determine which mobile giving strategies resonate most with your supporters, such as a mobile-responsive donation page on your website or a text-to-give campaign.
  3. Select a mobile giving provider. Connect with relevant software providers to streamline your mobile giving strategy. For example, you’ll need to partner with a text-to-donate provider before launching a text campaign to receive a shortcode and accept donations.
  4. Incorporate mobile giving into your fundraising plan. Plan how you’ll integrate mobile giving campaigns into your existing fundraising initiatives, such as by adding a QR code to your flyers so direct mail donors can easily donate online.
  5. Track and adjust your strategies. Monitor key performance indicators (KPIs) as donors interact with your mobile giving campaigns to determine the most effective strategies.

Since mobile giving is self-sustaining—meaning donors can contribute to these campaigns with little intervention from your nonprofit—these campaigns allow you to collect revenue in the “background” of your other initiatives. In other words, you can focus on your mission while revenue pours in from your mobile donation page or text-to-give campaign!

2. Fundraising Events

While your nonprofit can host countless types of profitable fundraising events, focus on the ideas that are most likely to appeal to your target audience. Create an event calendar to plan the timing of each fundraiser, including time before and after for event planning and follow-up.

Follow these best practices to maximize your event revenue:

  • Invest in event-specific technology. Tools with capabilities specific to the type of event you’re hosting are purpose-built to maximize your event’s success. For example, event registration software can help with ticketing for an auction. However, your nonprofit will unlock other functionalities by choosing auction software, such as an item inventory, mobile bidding, and other auction-specific tasks.
  • Offer tiered ticket pricing. Create flexible ticketing options that cater to a range of budgets so your event remains accessible to a broad audience. Encourage greater contributions by offering perks to higher-priced tickets, such as exclusive access or premium seating.
  • Plan events in various formats. Donors prefer different event formats for various reasons. Perhaps the majority of your donors are local, but others want to participate from another geographical location. Some of your supporters are excited for an outing, while others don’t want to leave their house. Plan a mix of in-person, virtual, and hybrid events to maximize event participation.

The best part? Fundraising events pair perfectly with more passive forms of fundraising, such as your mobile giving campaigns. Promote your text-to-give shortcode at an auction or feature QR codes on event posters that link to your mobile donation page for increased donations.

3. Recurring Donations

While securing new donors is crucial, most nonprofit leaders know that acquisition is more costly (and less reliable) than retention. In fact, research from the Fundraising Effectiveness Project shows that only 23% of first-time donors ever make another gift, while 58% of repeat donors stick around for another year.

Successfully encouraging your existing supporters to give again, especially on a recurring basis, creates a stable financial foundation of predictable revenue. The most effective way to secure continued support is through a formal monthly giving program, which includes:

  • Defining tiers and benefits. Attach benefits to specific giving levels to incentivize repeated donations. For example, donors giving $10 each month could receive quarterly impact updates, while those giving $50 monthly are invited to exclusive events.
  • Emphasizing the impact of small, regular contributions. Use real-world impact to demonstrate the value of monthly donations. For example, $10 monthly might feed a family for a week, while $50 monthly funds one day of emergency shelter for a family in crisis.
  • Automating communications to retain recurring donors. Send regular messages to thank donors for their repeated support, acknowledge their commitment, and celebrate milestones regarding their involvement.

In addition to the steps outlined above, remember to highlight the convenience of recurring gifts. Once donors join your monthly giving program, the process will run automatically, eliminating the need to donate manually. They can even opt-in to recurring donations through your text-to-give campaign for an easier sign-up process!

4. Corporate Contributions

While it’s tempting to think of individual donors as your nonprofit’s target audience, revenue can come from other sources, too. Companies and businesses often contribute to nonprofits as part of corporate social responsibility (CSR), or a company’s efforts toward improving society.

According to Double the Donation’s CSR guide, there are five main facets of CSR:

  • Philanthropic, which involves a company directly supporting a nonprofit through charitable contributions, such as matching gifts
  • Volunteerism, in which a company encourages employees to engage with nonprofits by offering grants or paid time off
  • Environmental, in which a company adjusts its values and practices to be more environmentally conscious
  • Ethical, which involves companies looking after the welfare of their employees
  • Economic, through which companies invest in their communities

Collaborating with businesses can unlock new revenue and boost visibility since your nonprofit will gain the attention of a company’s employees and customers. To get started, identify companies with values that align with your mission and pitch mutually beneficial opportunities for them to support your cause. For example, request the company sponsor a fundraising event and offer to promote their brand at the fundraiser in exchange for their support.

5. Grants

Grants provide substantial funding for both general operations and specific projects. When your nonprofit secures a grant to cover an essential cost, you’ll have more room in your budget for other financial needs, like funding your programs and services.

Start by researching foundations or programs that align with your mission. You can also search according to your nonprofit’s needs. For example, search for marketing grants if you spend too much on marketing. Follow the grantor’s instructions for applying while highlighting your nonprofit’s unique need for funding.

For support with the application process and grant usage (if awarded), enlist the help of a professional grant agency. Their expertise is especially useful for grants with extensive eligibility and usage requirements. For example, a grant agency might be helpful when applying for the Google Ad Grant, especially if your nonprofit has never participated in the program or created a Google Ad.

Each revenue diversification strategy mentioned in this article offers unique benefits. Implementing numerous ideas provides multiple revenue streams and allows your nonprofit to tap into more benefits than possible with just one or two fundraising ideas. Plus, promoting these giving opportunities via multiple channels ensures you reach the largest audience possible with fundraisers that appeal to them. 

John Killoran is an inventor, entrepreneur, and the Chairman of Clover Leaf Solutions, a national lab services company. He currently leads Clover Leaf’s investment in Snowball Fundraising, an online fundraising platform for nonprofit organizations. 

Snowball was one of John’s first public innovations; it’s a fundraising platform that offers text-to-give, online giving, events, and peer-to-peer fundraising tools for nonprofits. By making giving simple, Snowball increases the donations that these organizations can raise online. The Snowball effect is real! John founded Snowball in 2011. Now, it serves over 7,000 nonprofits and is the #1 nonprofit fundraising platform.

Create an Attitude of Gratitude at Your Nonprofit

Ann Green Communications, direct mail, donor engagement, donor relations, donor-centered, gratitude, planning, thank you letters, writing , , , , , , ,

We all like to feel appreciated and that includes your donors. Thanking your donors should be a priority for your nonprofit organization. Is that the case? Unfortunately, the answer is usually no.

Thanking your donors is not just something you do after you receive a donation and then do nothing for a while. You need to show gratitude all year round and with Valentine’s Day coming up, that’s a great opportunity to thank your donors and show them how much you appreciate their support.

Maybe you would rather not go the Valentine’s Day route, which may seem superficial considering everything that’s going on in the world. The U.S. is not a calm place to be right now. But Valentine’s Day doesn’t have to be just for couples and we could all use a lot of joy and kindness. 

Whatever you decide, you should still do something to show appreciation this month (and every month). The holidays are over and February can be a dreary month if you live in the Northern Hemisphere. Many of us are dealing with frigid temperatures and what’s going on when places like Houston and New Orleans are getting measurable snow?

This is also a good opportunity to keep in touch with the people who gave to your year-end appeal, especially first-time donors. If you haven’t shown any appreciation since your year-end appeal, don’t wait much longer.

Your donors have the option to give to countless nonprofit organizations, but they chose yours. I like this quote from Mark Phillips –“They are not your donors; you are one of their charities.” Don’t they deserve to feel appreciated?

Here are a few ways you can thank your donors now and throughout the year.

Create a thank you photo

Make your donor’s day with a great photo like this one.

You can send thank you photos via email and social media, use one to create a card, and include one on your thank you landing page.

Make a video

Videos are a great way to connect with your donors. They’re simple, yet effective, so don’t worry if you weren’t a film major. It’s not hard to create a video.

One idea for your video is to show a bunch of people saying thank you. You’ll want your video to be short, donor-centered, and show your organization’s work up close and personal. You can also create personalized videos, which are always a nice gesture.

Your thank you landing page is the perfect place to put a video. This is your first opportunity to say thank you and most landing pages are just boring receipts (and receipts are unacceptable when it comes to showing gratitude). You can also put your thank you video on your website and share it by email and social media.

Send a card

A handwritten thank you card will also brighten your donor’s day. If you don’t have the budget (Although you should have a decent mail/print budget. More on that below.) to send cards to everyone, send them to your most valuable donors. These may not be the ones who give you the most money. Do you have donors who have supported your organization for more than three years? How about more than five years? These are your valuable donors. Don’t take them for granted.

That said, I do think you should make every effort to send a card to ALL your donors at least once a year. You can spread it out so you mail a certain number of cards each month, ensuring all your donors get one sometime during the year. You could also opt for a thank you postcard.

Many organizations don’t send thank you cards, so you’ll stand out if you do.

Share an update 

In addition to saying thank you, share a brief update on your success and challenges. Emphasize how you couldn’t have helped someone without your donor’s support. For example – Thanks to you, Steven won’t go to bed hungry tonight. His family has been struggling to make ends meet right now.

Phrases like Thanks to you or Because of you should dominate your newsletters, impact reports, and other updates.

How you can do better

Make this the year you do a better job of thanking your donors. Remember, it should be a priority.

Thank your donors as soon as you can and send a thank you note/letter or make a phone call. Electronic thank yous aren’t good enough.

Be personal and conversational when you thank your donors. Don’t use jargon or other language they won’t understand. Write from the heart, but be sincere. Give specific examples of how your donors are helping you make a difference.

Also, make sure your thank you note/letter puts gratitude front and center. You don’t need to explain what your organization does, brag, or ask for another donation. You have plenty of opportunities to ask for donations, and if you do a good job of thanking your donors you can raise more money. Plain and simple, the purpose of a thank you letter is to thank your donors.

I’m a big fan of communicating by mail, even if it’s only a few times a year. It’s much more personal. Yet, many nonprofits are skittish about spending too much on mailing costs.

If your budget doesn’t allow you to mail handwritten cards, is there a way you can change that? You may be able to get a print shop to donate cards. You could also look for additional sources of unrestricted funding to cover cards and postage. Think of these as essential expenses for your essential donors.

Maybe you need a change of culture – a culture of gratitude. This comes from the top, but you also need to get your board, all staff, and volunteers invested and involved in thanking your donors. 

Ideally, thanking your donors should be something you enjoy. If you think of it as a chore, it will show. If you can visualize your donors choosing to give you a gift, that can help put you in gratitude mode.

You can’t say thank you enough. Make a commitment to thank your donors at least once a month. Create a thank you plan to help you with this. Planning ahead and creating systems makes a difference.

Keep thinking of ways to let your donors know how much you appreciate them. You don’t even need to wait for a holiday or special occasion. Just thank your donors because they’re amazing and you wouldn’t be able to make a difference without them. Don’t they deserve that?

Read on for more information about how you can create an attitude of gratitude and make your donors feel appreciated.

#21daysofthankology

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Donor Recognition: When & How to Acknowledge Supporters

Go All In on Monthly Giving

Ann Green donation page, donor engagement, donor retention, fundraising, gratitude, monthly donors, planning , , , , ,

Monthly giving is one of the few types of fundraising that does well. If your organization doesn’t have a monthly/recurring giving program or it’s fairly small, why is that?

Whether you’re a big or a smaller organization or your fundraising went well last year or it didn’t, monthly giving makes so much sense (or cents).

In this post, I’ll tell you why monthly giving is important for your nonprofit, how to start or grow your program, and how to nurture it going forward. 

In short, you need to go all in on monthly giving.

Monthly giving helps you raise more money

Monthly or recurring donations can help donors spread out their gifts and it’s easier on their bank accounts. They might be apprehensive about giving a one-time gift of $50 or $100. But if you offer them the option of giving $5 or $10 a month, that may sound more reasonable. 

It can also give you a consistent stream of revenue throughout the year instead of at certain times, such as when you do individual appeals and events and when grants come in.

Monthly gifts are smaller, but you can raise a lot of money with lots of small donations. Political candidates do it all the time. Also, monthly gifts aren’t as small as you think. The average is around $25 a month.

It can also be a more feasible way to get larger gifts. A gift of $100 a month may be more appealing to a donor than giving a large sum all at once. Even if they start with a smaller donation, monthly donors are more likely to become mid-level, major, and legacy donors.

It raises your retention rate, too

The retention rate for monthly donors is around 90%. That’s significantly higher than other retention rates. 

One reason is that monthly gifts are ongoing. But your donors have agreed to that, so this shows they’re committed to your organization. 

Monthly donors are long-term donors and long-term donors should always be one of your priorities.

How to get started

If you don’t already have a monthly giving program, make this the year you start one. Remember, it will help you raise more money and shouldn’t be too hard to set up.

A good way to start is to invite your current donors to become monthly donors. Your best bet for monthly donors are people who’ve given at least twice. These are donors who have shown a commitment to you.

That doesn’t mean you can’t ask first-time donors. This could be a good way to connect with donors from your most recent campaign. And if you haven’t officially welcomed your new year-end donors, do that now. Create a series of welcome messages and conclude it by inviting people to become monthly donors.

You could create testimonials from current monthly donors to entice future monthly donors.

If you’re having trouble getting donors to commit to monthly giving, maybe you need to do a better job of thanking and updating them.

Make monthly giving your go-to option

Put monthly giving front and center in all your campaigns. It should be an easy option on your donation page. Include it on your pledge form and make it a prominent part of your appeal letter.

I can speak from personal experience that once I started giving monthly, that’s the way I wanted to give to all organizations. Your donors would probably agree. Each year I’m happy to see that more organizations are going all in on monthly giving.

Organizations that don’t offer a monthly giving option are making a mistake. Some have a minimum donation, which I would also not recommend, if possible. If you do have a minimum, make it $5 a month instead of $10. 

If your reason for having a minimum donation amount is to save money on your expenses, is that happening if your minimum deters someone from giving at all? You often have to invest a little to raise more money. And you should raise more money with a monthly giving program.

Make your monthly donors feel special

You need to do a good job of thanking your monthly donors. Start by segmenting your monthly donors into new monthly donors, current monthly donors, and current donors who become monthly donors.

This way you can personalize their thank you letters to make them feel special. Be sure to mail a thank you letter, or even better, send a handwritten note. An email acknowledgment is not enough.

Many organizations send a monthly acknowledgment email or letter, and most are just okay. Some are basically only receipts, and as I’ve mentioned many times in the past, your thank yous need to be more than a receipt. Yes, it’s helpful to know the organization received your donation, but you’re not practicing good donor stewardship if that’s all you do.

You could spruce up these monthly acknowledgments, both by making them sound like they were written by a human and not a robot or AI, and by providing some engaging updates.

You can include a list of your monthly donors in a newsletter, impact report, or on your website. Donor lists are just one of many ways to show appreciation and not the only one, so do much more than just that. Of course, honor any donor’s wish to remain anonymous.

One thing you should do is send your donors an annual summary of their monthly gifts. This is extremely helpful for people who itemize tax deductions. Make this letter more than just a receipt and use this opportunity to connect with your donors. Pour on the appreciation and let them know how their monthly donations are helping you make a difference. If you send one by mail, go one step further with a Thank You teaser on the outer envelope.

Reach out at least once a month

Your monthly donors made a commitment to you by giving every month. Make the same commitment to them by reaching out at least once a month.

You could create a special newsletter for monthly donors or include a cover letter referencing monthly donors. If that’s too much, you could give a shout out to your monthly donors and include information on how to become a monthly donor in your newsletter.

A thank you video is a great way to connect. Consider personalizing it, if you can. You could also provide other video content, such as a virtual tour, for your monthly donors.

Thank yous, newsletters, and updates are not a one-and-done situation. Keep it up throughout the year. Many nonprofits start out communicating regularly with their monthly donors and then disappear after a couple of months. Always make a point to stay in touch with your donors.

Create a special section in your communications calendar specifically for monthly donors to help you with this.

Go the extra mile for your monthly donors

I highly recommend a contact person for your monthly donors in case they need to update their credit card information or make a change to their gift, hopefully an upgrade. Include this information in their welcome letter or email. If you send a monthly acknowledgment email, be sure to include a link where your donor can make changes. 

If you change your payment processor, make it easy for donors to transfer their information. For one organization I give to, all I had to do was click on a link they provided and presto…..

Another way to help your monthly donors is to let them know when their credit cards are about to expire. Don’t rely on your donors to remember this, because most likely they won’t. You also don’t want to miss out on any revenue. Remember, small donations add up.

If your payment processor doesn’t automatically update credit cards, set up a system where you can flag cards that will expire in the next month or two. Then send these donors a friendly reminder email/letter or give them a call. 

When my monthly giving credit card expired a few years ago, only a couple of nonprofits contacted me before the expiration date. Of course, a few slipped through the cracks and I didn’t hear from these organizations until after the donations didn’t go through. There were also a few instances when I checked my credit card statement and realized the donations weren’t getting charged. Remember to take the lead on this and pay attention, or once again, you’ll miss out on receiving this important revenue.

You could encourage donors to give via an electronic funds transfer from their bank account instead. Then neither you nor your donors need to worry about expiring credit cards.

Once a monthly donor, always a monthly donor

Once someone becomes a monthly donor, you must always recognize them as such. You most certainly should send fundraising appeals to monthly donors, but not the same ones you send to other donors.

You can ask your monthly donors for an additional gift during one of your fundraising campaigns, but you MUST recognize they’re monthly donors. For example – We really appreciate your gift of $10 a month. Could you help us out a little more right now with an additional gift? People in our community are having a hard time paying their heating bills.

You can also ask your monthly donors to upgrade their gifts after a year or so. Be as specific as possible – We’re so happy you’re part of our family of monthly donors and are grateful for your gift of $5.00 a month. Many families are having trouble making ends meet and we’re serving more people at the Eastside Community Food Pantry right now. Could you help us out a little more with a gift of $7.00 or even $10.00 a month?

If you send the usual generic appeal, imagine your donor saying – “I already give you $10 a month and you don’t seem to know that.”

But if you let those committed monthly donors know you think they’re special, they’ll be more likely to upgrade or give an additional gift. Many monthly donors have stepped up and given additional donations over the last few years. That’s what you want. And, if they do give an additional donation, be sure to thank them for that. Here’s the opening from a great thank you card I received – “How generous of you to make a gift that goes above and beyond your monthly donations.“

Be sure to invest in this proven way to raise more money, boost donor retention rates, and provide an easier giving option for your donors. 

Need more inspiration, get some ideas here.

How to Make 2025 a Successful Year for Your Nonprofit

Ann Green Communications, donor engagement, donor relations, donor retention, donor-centered, gratitude, monthly donors, planning , , , , , ,

Happy New Year! It’s hard to believe it’s already 2025. I hope 2024 was a successful year for your nonprofit organization. If it wasn’t, you can work to make 2025 a better year. And if you were successful, you want that to continue.

Many individuals make New Year’s resolutions and set goals. Your nonprofit should do the same. As with personal resolutions, you want your goals to be realistic and attainable. If you’re a small organization, you may not have much luck pulling off a huge gala.

Here are a few ways to help you ensure a more successful year.

Have a plan in place

You must have fundraising and communications/marketing plans. If you haven’t put together these plans yet, do that now! Go one step further and create a fundraising calendar, as well. 

Your plans need to be specific, too. I know you want to raise more money and hopefully improve your donor engagement, but how will you do that?

You know from past experience that you may need to make changes to your plans. In 2020, organizations that were able to make changes to a plan already in place were most successful.

Take a look back at 2024 to see what worked and what didn’t in your fundraising and communications/marketing. Incorporate what you’ve learned into your 2025 plans. 

Be sure your fundraising plan includes a diverse stream of revenue. Individual giving has proven to be successful. A lot of small donations can add up! Start or grow your monthly giving program (more on that below). Also, look into mid-level, major, and legacy giving. 

You can apply for grants and hold events, but those sometimes require more effort than it’s worth. Invest in strategies that make sense for your organization.

Revisit your fundraising and communications/marketing plans regularly and make changes as needed. Do this at least every two to three months.

Make sure that donor relations and donor retention are part of your fundraising plan. Those are key to your success.

Pay attention to your donor retention

Donor retention continues to be a problem when it should be a priority. You’ll have more success if you work to keep the donors you already have instead of focusing on getting new ones.

First, if you don’t already know it, figure out your retention rate. Do this after every fundraising campaign.

If it’s low, you can fix it, usually with better communication. It’s easier and less expensive to keep your current donors than to find new ones so once again, make donor retention a priority.

That said, you may have some new donors who saw a need and felt a connection to your cause. Don’t let these donors slip away either. 

Your goal should be to have donors who support you for a long time.

Go all in on monthly giving

I’m a huge fan of monthly giving and think every nonprofit needs to go all in on it.

Why? First, the retention rate for monthly donors is around 90%. These donors are committed to your nonprofit. 

Organizations that have monthly giving programs receive a steady stream of revenue throughout the year. Donors who opt for monthly giving find it’s easier on their finances. Even gifts of $5.00 or $10.00 a month can make a difference for your organization. Dedicated monthly donors also step up and give additional donations.

It’s doable for organizations of all sizes, especially small ones. Work on starting or growing your monthly giving program so you can have a bunch of highly committed donors. A good way to start is to invite your current donors to become monthly donors.

Monthly donors are also potential mid-level, major, and legacy donors. Remember the importance of individual giving.

Do a better job of communicating with your donors 

There are many ways to do a better job of communicating with your donors. Start by making this the year you say goodbye to boring, generic communication. Stop using jargon, such as at-risk and underserved. Tell more stories and go easy on the statistics. It makes a difference if you can put things in human terms so you can do a better job of connecting with your donors.

Better communication also means more frequent communication. Donors want to feel appreciated and know how they are helping you make a difference. Be sure to implement the ask, thank, report, repeat formula. 

You want to segment and personalize your communication, too. Address your donors by name (not Dear Friend) and recognize their past giving or if they’re a monthly donor.

Better, more frequent communication will help you raise more money. Having a communications calendar will help you with this. 

Work on building relationships

You may think the most important component of fundraising is raising money. While that’s important, so is building relationships with your donors. 

It’s hard to raise money year after year if you don’t build a good relationship with your donors. Every single interaction with your donors needs to focus on building relationships. That includes fundraising appeals. It’s possible to raise money and build relationships at the same time. 

Stop thinking of the donations you receive as a transaction and instead think of them as the start or continuation of a relationship. 

Good relationships with your donors will help you with retention.

Create an attitude of gratitude

A big part of building relationships is showing gratitude to your donors. Many nonprofits do a poor job of this. 

You need to start by sending a heartfelt thank you immediately after you receive a donation and then find ways to thank your donors throughout the year. Put together a thank you plan to help you with this.

Start the New Year off by making fundraising and communications/marketing plans, if you haven’t already done so. Prioritize donor retention, monthly giving, showing gratitude, and building relationships with your donors. This will help bring you more success in 2025.

Improve Your Donor Engagement by Creating a Communications Calendar

Ann Green Communications, donor engagement, donor relations, gratitude, planning , , , ,

I always like to emphasize the importance of keeping in touch with your donors throughout the year. I hope that’s a priority for you, too.

Your donors want to hear from you and don’t just want to be blasted with fundraising appeals. The good news is that better donor communication (thank yous and updates) can help you raise more money. This is especially important if you’ve fallen behind in your revenue goals. Remember the ask, thank, report, repeat formula.

Ideally, you should communicate with your donors at least once or twice a month throughout the year. I know that might sound impossible, but it will be much easier if you put together a communications calendar (also known as an editorial calendar).

I like the term communications calendar because it emphasizes the importance of communicating with your donors and other supporters all year round.

Some of you may already have a communications calendar, which is great. Now is a good time to update yours for 2025, if you haven’t already done that. For the rest of you, here are some suggestions to help you get started. Even though it will take a little time to put together, it will be worth it in the end because you’ll be able to do a better job of communicating with your donors.

This is not just a job for your marketing department. All departments need to work together. Figure out what information you need to share and when you need to share it. You want a consistent stream of information – not three email messages in one day and nothing for three weeks.

As you put together your communications calendar, think about how you will use different channels and which audience(s) should receive your messages. You may only send direct mail a few times a year (and I hope you do use direct mail), but send an e-newsletter once a month and communicate by social media several times a week. You’ll often use several different channels when you send a fundraising appeal or promote an event.

Start big by looking at the entire year and then break it down by months and weeks. You’ll keep adding to your communications calendar throughout the year.

Your communications calendar is a fluid document and these past few years are a good example of how our world is constantly changing. It’s important to keep things current.

Here are some categories you can use in your communications calendar. Some items will be time-sensitive and others won’t be.

Updates

Your donors want to hear how they’re helping you make a difference. Your print and e-newsletters should be included in your communications calendar. If you don’t do a newsletter, make a plan to share updates another way – maybe by postcard, email, and/or social media. Sometimes short updates are more effective.

Current events/News stories

At the beginning of 2020, most of us couldn’t predict the year we were about to have. There’s still a lot going on and here in the U.S., be prepared for uncertainty.

Many donors will expect you to address current situations. Keep them apprised of how all this is affecting your clients/community. Sometimes staying silent isn’t the best option.

Legislation

Advocacy alerts are a wonderful way to engage with your supporters. Be on the lookout for any federal or state legislation that’s relevant to your organization. Encourage people to contact their legislators about an issue or a bill. Then report back to them with any updates and thank them for getting involved.

Time of year

Is there something going on during a particular month that’s pertinent to your organization? Perhaps it’s homelessness or mental health awareness month.

Thanksgiving, the holidays, and winter can be a difficult time for some people. How can you weave that into an engaging story to share with your supporters? This may be another hard winter for many people.

Keep in mind your organization’s anniversary doesn’t mean much to your donors unless you can tie that in with how they’re helping you make a difference. You could, however, reach out to your donors on the anniversary of their giving.

Fundraising and recruitment

Be sure to add your fundraising campaigns to your communications calendar. You’ll want to have a separate fundraising calendar, too. Of course, your campaigns are important, but you also want to show gratitude and send updates during this time without inundating your donors with too many messages. Planning ahead will help you strike this balance.

If your organization has specific times it needs to recruit volunteers, add that to your calendar, as well. 

Thank your donors

Make this a priority! Find different ways to let your donors know how much you appreciate them. You can combine a thank you with an update. Do this at least once a month. Create a separate set of thank yous for your monthly donors, too.

You could even go one step further and create a separate thank you calendar.

Events

Perhaps your organization holds events. Besides your events, are there other events in your community that would be of interest to your supporters? If so, you could share that on social media.

Ongoing content

If you’re making a difference, you have stories to tell. Share a story at least once a month. Client stories (either in the first or third person) are best. Your stories need to be relevant to the ever-evolving current situations, so you may need to create some new ones.

You could also profile a board member, volunteer, donor, or staff member. Be sure to highlight what drew them to your organization.

Put together a story bank to help you with this.

Don’t stop communicating with your donors

As you hear about other relevant information, add it to your calendar, so you can stay connected with your donors/supporters throughout the year.

Here is some more information to help you create a communications/editorial calendar.

Editorial and Content Calendars

Use This 2025 Nonprofit Calendar to Plan Your Content Strategy

Get your nonprofit organized with an editorial calendar