October 2025

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User Adoption is the Most Overlooked Step in a Successful CRM Migration

User Adoption

When nonprofits take on a CRM migration, the spotlight usually falls on the technology. Leaders obsess over which platform to select, what data to migrate, and how to integrate the new system with existing tools. Budgets balloon on licenses, consultants, and data mapping. Yet, after months of work and significant financial outlay, many organisations still find themselves with a shiny new CRM that staff either don’t use—or use badly.

Why? Because the single most important step is often overlooked: user adoption.

Why User Adoption Gets Ignored

User adoption isn’t glamorous. It doesn’t come with a slick demo or a line item in the RFP. Boards and executives want to see features, integrations, and reporting dashboards. But without people using the CRM properly and consistently, the system is worthless.

Too often, leaders assume that once the CRM is launched, staff will simply log in and figure it out. That’s not how behaviour change works. A CRM is only as powerful as the people entering, maintaining, and leveraging the data inside it.

What Poor Adoption Looks Like

You can tell adoption is lagging when:

  • Teams keep parallel spreadsheets instead of trusting the CRM.
  • Reports are incomplete because key data never made it in.
  • Fundraisers complain the system “doesn’t work” when really, they never received proper training.
  • Leadership loses confidence in the data—and in the investment itself.

These are the warning signs of a migration project that succeeded technically but failed culturally.

Building Adoption Into the Project Plan

The smartest organisations bake user adoption into their CRM migration from the very beginning. This means:

  • Stakeholder Involvement Early: Bring staff into requirements gathering and decision-making. If they feel ownership, they’re far more likely to adopt.
  • Role-Based Training: Generic “how to use the system” training won’t cut it. Tailor sessions to what each role actually needs to do in the CRM.
  • Change Champions: Identify super-users in each team to model good practice, answer day-to-day questions, and keep enthusiasm alive.
  • Clear Policies and Governance: Adoption isn’t just training. It’s rules. Everyone needs to know what’s expected when it comes to data entry, coding, and record management.
  • Ongoing Support: Launch day isn’t the finish line. It’s the starting point for reinforcement, refreshers, and accountability.

The Bottom Line on User Adoption

Your CRM migration isn’t a technology project—it’s a people project. Ignore user adoption and you’ll end up with an expensive piece of software that gathers dust. Prioritise it, and you’ll unlock the real value of your CRM: accurate data, consistent usage, and confident decision-making that drives fundraising forward.

The tech matters, but your people matter more. If you’re planning a migration, ask yourself this: what’s our adoption plan? If you don’t have one, you don’t yet have a migration strategy.

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Data Governance Isn’t Optional

Data Governance

Why Your CRM Is Only as Strong as Your Rules

Nonprofits often treat their CRM (Constituent Relationship Management) system as the silver bullet that will transform their fundraising, marketing, and supporter engagement. But here’s the blunt truth: your CRM is only as good as the rules that govern it. Without clear, enforced data governance, your system is nothing more than a messy database with expensive licensing fees.

Why Data Governance Matters

Data governance is the framework of policies, standards, and rules that dictate how data is entered, managed, and used. It ensures data is accurate, consistent, and secure across the entire organisation. Without governance, staff will invent their own shortcuts, naming conventions, and workarounds. The result? Duplicate records, unreliable reports, and a system nobody trusts.

Your CRM doesn’t fail because of technology; it fails because of human behavior left unchecked.

The Risks of “Optional” Governance

Too many nonprofits believe they can skip formal governance and “figure it out as they go.” This is a dangerous mindset. Here’s what happens:

  • Bad data multiplies – Incorrect addresses, incomplete records, or inconsistent coding create hours of cleanup work later.
  • Reports lose credibility – Executives stop trusting the numbers, and strategic decisions get made based on guesswork.
  • Fundraising suffers – Poor segmentation and faulty donor histories mean missed opportunities and damaged relationships.
  • Staff morale tanks – When users can’t rely on the system, frustration grows, and adoption plummets.

Without governance, your CRM becomes a liability instead of an asset.

Strong Rules = Strong CRM

Governance doesn’t have to be complicated, but it does have to be deliberate. Strong data governance rests on three pillars:

  1. Clear Standards
    Define how data should be entered. That includes everything from address formatting to campaign naming conventions. If 10 people can interpret a field 10 different ways, you don’t have governance.
  2. Enforced Accountability
    Someone must own data quality, and everyone must follow the rules. This isn’t optional. Your governance framework should include training, monitoring, and consequences for noncompliance
  3. Regular Oversight
    Governance isn’t “set and forget.” Establish a data governance committee or working group that meets regularly to review rules, address issues, and adjust policies as your organi=sation evolves.

The Payoff

When governance is strong, your CRM becomes a strategic asset:

  • Reports and dashboards are trusted sources of truth.
  • Campaigns are properly segmented, leading to stronger fundraising results.
  • Staff use the CRM confidently, knowing data is consistent and reliable.
  • Leadership makes decisions based on facts, not hunches.

Bottom Line

Migrating to a CRM without implementing data governance is like buying a car and refusing to change the oil—you’re headed for a breakdown. The technology is only as strong as the discipline behind it. Data governance isn’t optional. It’s the only way to make your CRM worth the investment.

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CRM Migration: 5 Lessons Nonprofits Keep Ignoring

CRM Migration

Every nonprofit dreams of a seamless CRM migration: smooth timelines, clean data, happy users, and immediate ROI. Reality? Too often it’s missed deadlines, frustrated staff, broken integrations, and “temporary” workarounds that live on for years.

The truth is, nonprofits keep repeating the same mistakes. Here are five hard-won lessons that many organizations ignore—at their peril.

1. Underestimating the Data Cleanup is Job #1 for a CRM Migration

Most nonprofits wait until the migration process is underway before addressing the mountain of messy data: duplicates, inconsistent codes, outdated records, and fields that no one has touched in years. By then, it’s too late.

Lesson ignored: Data cleanup isn’t a migration task—it’s a pre-migration project. You need to invest months (not weeks) in data preparation before you even think about mapping or migrating.

2. Believing Technology Alone Will Solve Problems

Too many organizations think a shiny new CRM will fix broken processes, siloed teams, or poor fundraising strategy. It won’t. A CRM only magnifies what already exists—good or bad.

Lesson ignored: Fix your processes and align your teams before flipping the switch. Migration is the worst time to patch over years of internal dysfunction.

3. Neglecting Change Management and Training

Nonprofit staff often get tossed into new systems with little explanation beyond a one-hour webinar. No wonder adoption suffers. People fall back to Excel, or worse, keep shadow databases.

Lesson ignored: Change management is non-negotiable. Involve staff early, communicate why the migration is happening, and provide proper training and support. Otherwise, your “new system” is just expensive shelfware.

4. Skipping UAT (User Acceptance Testing) or Rushing It

Executives want to cut corners on testing because it delays the go-live date. But every skipped test scenario turns into a support ticket—or worse, a loss of donor trust—once the system is live.

Lesson ignored: UAT is your insurance policy. Test every gift entry scenario, every donor journey, and every integration. If it feels tedious, you’re probably doing it right.

5. Forgetting About Post-Go-Live Support

Many nonprofits treat go-live as the finish line. In reality, it’s the starting point. Staff need hand-holding, issues need resolving, and enhancements need planning. Without this, momentum dies fast.

Lesson ignored: Budget for at least 6–12 months of hyper-care. Dedicated support after launch is the difference between thriving in the new CRM and sliding back into chaos.

Nonprofits can’t afford to keep repeating these same errors. A CRM migration is one of the biggest investments your organization will ever make—time, money, and morale are all on the line. Ignore these lessons, and you’ll join the long list of nonprofits that emerge from migration with nothing more than a new system and the same old problems.

Face reality early, plan properly, and treat the migration as both a technical and organisational transformation. That’s how you make the leap worth it.

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Does Your Nonprofit Really Need a Strategic Plan?

Strategic Plan

The short answer? Yes. But let’s unpack why your organisation needs a strategic plan. Too many nonprofits still treat strategic planning as a nice-to-have document that sits on a shelf, rather than the vital roadmap it should be.

Why Some Nonprofits Skip Strategic Planning

It’s tempting to think your nonprofit can “get by” without a formal plan. After all, you’re busy serving clients, chasing funding, and keeping the lights on. Some boards even argue, “We already know what we’re doing—why waste time writing it down?” Others worry the plan will be obsolete the moment it’s finished.

The reality is, skipping strategy is like sailing without a compass. You might move, but not necessarily in the right direction—or at the right speed.

What a Strategic Plan Really Does

A strong nonprofit strategic plan isn’t just a document. It’s a discipline. Done right, it:

  • Clarifies priorities: Everyone, including board, staff, and volunteers, knows what matters most.
  • Aligns resources: Limited dollars, people, and time get directed where they’ll make the biggest difference.
  • Drives accountability: Success stops being fuzzy. You know what you set out to achieve, and you can measure progress.
  • Strengthens fundraising: Donors, foundations, and government funders want to back organizations with a clear roadmap. A strategic plan shows you’ve thought beyond survival.
  • Prepares for change: The nonprofit sector shifts fast—funding models evolve, community needs grow, new competitors emerge. A plan gives you a framework to adapt.

The Cost of Not Planning

Nonprofits without a plan often end up chasing funding opportunities that don’t align with mission, burning out staff with shifting priorities, and confusing donors with mixed messaging. Over time, it erodes credibility and effectiveness.

But Plans Shouldn’t Be Carved in Stone

A plan is not a straightjacket. It’s a living tool. The best nonprofits review progress quarterly, update annually, and keep strategy conversations alive at the board and staff level. If your plan doesn’t breathe, it’s useless.

The Bottom Line

Does your nonprofit need a strategic plan? Absolutely. Without one, you’re gambling with your mission, your people, and your donors’ trust. The trick is to keep it practical, adaptable, and at the centre of decision-making.

Your community deserves more than “winging it.” They deserve an organization with the foresight and discipline to deliver lasting impact.

FundraisingForce works with dozens of organisations per year to create their three-year strategy. Contact us today.

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Why Thanking Donors Properly Is the Best Investment

Fundraisers often chase the next big idea—new tech, a clever campaign, or the latest trend in donor acquisition. But the smartest, most cost-effective investment you can make isn’t shiny or complicated. It’s something far simpler: thanking your donors properly.

Too many charities treat donor acknowledgments as a box-ticking exercise—a receipt with a “thanks” stapled on. But when done right, donor recognition is a powerhouse that drives retention, loyalty, and lifetime giving. Let’s break down why this is the single best fundraising investment you can make.

1. Retention Beats Acquisition Every Time

We all know it costs significantly more to acquire a new donor than to retain an existing one. A heartfelt, timely thank-you increases the likelihood that a donor will give again—and give more. In fact, research shows donors who feel genuinely appreciated are far more likely to become repeat givers, and eventually, major givers or bequest donors.

2. Donors Aren’t ATMs—They’re Partners

A thank-you acknowledges the humanity of your donor. It shifts the relationship from transactional (“you gave, here’s your receipt”) to relational (“we value you as part of our mission”). That small but powerful change builds trust, and trust is the currency that sustains long-term fundraising.

3. Gratitude Sparks Word of Mouth

People talk about how they are treated. A donor who receives a thoughtful thank-you note, a quick phone call, or even a short video message feels noticed. And noticed people share stories. This kind of organic, peer-to-peer advocacy can be more powerful than any paid advertising.

4. Thanking Creates Space for Storytelling

A proper thank-you isn’t just “thanks.” It’s a chance to connect the donor directly to impact:

  • “Because of your gift, three families slept safely last night.”
  • “You’ve given researchers the next crucial step toward a cure.”
    When donors see themselves as part of the solution, they deepen their commitment to your cause.

5. It’s the Cheapest Investment with the Highest ROI

Compared to expensive appeals, events, or campaigns, thanking donors is inexpensive. A phone call costs time, not thousands. A handwritten note requires thought, not a massive budget. Yet the return—repeat donations, upgrades, and legacies—is enormous.

Fundraising isn’t just about asking. It’s about honoring. Every donation, no matter the size, is an act of trust. When you thank donors properly, you’re not just being polite—you’re building the foundation for future giving.

So before you invest in another acquisition drive or digital gadget, ask yourself: Have we invested enough in gratitude? Because in fundraising, thanking donors isn’t just good manners—it’s the best business decision you’ll ever make.

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The Hidden Cost of Neglecting Donor Stewardship

In fundraising, acquisition often gets the glory. Teams celebrate new donors secured through campaigns, events, and appeals. But what’s less glamorous—and far more costly to ignore—is what happens after a gift is made. Neglecting donor stewardship is one of the most expensive mistakes a nonprofit can make, yet it remains a recurring blind spot for many organisations.

Donor Retention vs. Acquisition: The Numbers Don’t Lie

Research consistently shows that it costs significantly more to acquire a new donor than to retain an existing one. In fact, studies suggest it can be 5–7 times more expensive. Despite this, the average first-year donor retention rate hovers around 20–30%. That means for every 10 people who give, only two or three will likely give again if left unsupported or unacknowledged.

Failing to invest in stewardship is essentially pouring money into acquisition efforts, only to let those hard-earned donors slip out the back door.

The Emotional Cost: Eroding Trust and Connection

Donors don’t give simply to check a box—they give because they believe in your cause and want to feel connected to the impact. When they receive silence after their gift—or a perfunctory receipt at best—they feel like a transaction, not a partner.

This lack of recognition chips away at trust and goodwill. Worse still, donors talk. Word-of-mouth, online reviews, and social media amplify both positive and negative experiences. Neglecting stewardship can quietly damage your organisation’s reputation.

The Financial Cost: Lifetime Value Plummets

A donor who gives once is valuable. A donor who gives for five, ten, or twenty years is invaluable. Long-term donors not only provide consistent support, but many evolve into major donors or leave transformational bequests.

Neglecting stewardship shortens this journey. Without consistent relationship-building, your organisation forfeits the opportunity to maximise lifetime value. Over time, that means millions in lost revenue potential.

The Organisational Cost: Burnout and Inefficiency

High donor attrition puts pressure on fundraising staff to constantly chase new prospects. Instead of nurturing and deepening relationships, staff are stuck on the acquisition treadmill—producing more appeals, more events, more campaigns. This pace is unsustainable. It leads to burnout, turnover, and inefficiencies that further weaken your fundraising outcomes.

What Effective Stewardship Looks Like

Donor stewardship doesn’t have to be complicated, but it does need to be intentional. Key practices include:

  • Prompt, personalised thank-yous that go beyond receipts.
  • Regular impact updates showing donors how their gift is making a difference.
  • Opportunities for engagement, whether through volunteerism, surveys, or events.
  • Tailored recognition based on giving level, frequency, and donor preferences.

At its heart, stewardship is about showing respect and gratitude, and reinforcing the partnership between donor and cause.

The Takeaway

Neglecting donor stewardship is not a cost-saving measure—it’s a cost generator. Every neglected thank-you, every missed update, and every donor who quietly fades away adds up to lost revenue, diminished trust, and unnecessary pressure on staff.

If your organisation is serious about sustainable fundraising, stewardship isn’t optional—it’s mission-critical. The hidden cost of neglecting it is simply too high.

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Top 5 Activities Every Charity Should Do Before 31 December

The end of the calendar year isn’t just about holiday appeals and donor thank-you cards. For most charities, December 31 is both a fundraising deadline and a line in the sand for reporting, compliance, and planning. Here are the top five activities your organisation must complete before year-end to ensure you start the new year strong.

1. Launch and Close Out Your Year-End Fundraising Campaign

December is the most generous month of the year, and for many charities, up to 30% of annual giving comes in during the last quarter. Ensure your campaign is:

  • Active across channels (email, social, direct mail, website, SMS).
  • Clear in its ask and urgent in its timing (“give before midnight on 31 December”).
  • Supported with matched gifts or tax-effective giving reminders where applicable.

Failing to push hard in December is leaving money on the table.

2. Thank Donors—Personally and Promptly

A rushed “thank you” in January doesn’t cut it. Before year-end:

  • Send personalised acknowledgements to all 2025 donors.
  • Call top supporters to express appreciation—no ask, just gratitude.
  • Share impact stories that show exactly how their support has mattered this year.

This simple step builds trust and loyalty that will pay dividends in 2026.

3. Finalise and Reconcile Your Data and Records

Your CRM and finance teams should be in lockstep by 31 December. That means:

  • Reconciling fundraising income with finance records.
  • Ensuring gift coding (campaigns, funds, appeals) is accurate.
  • Tidying donor data—deduplication, updated addresses, and email checks.

Clean, reconciled data now means smoother audits and stronger reporting next year.

4. Conduct a Compliance and Governance Check

Before the clock strikes midnight, make sure you’ve ticked the boxes:

  • Licenses and fundraising registrations are current.
  • Annual returns and filings are submitted on time.
  • Board meeting minutes and resolutions are up to date.

Strong governance isn’t a “nice to have”—it protects your organisation’s reputation and credibility.

5. Plan for 2026—Not on 1 January, But Now

Waiting until after the holidays to plan is a mistake. Use December to:

  • Lock in your 2026 fundraising calendar and campaign themes.
  • Set preliminary budgets and KPIs.
  • Confirm board and staff commitments for Q1 initiatives.

By 1 January, your team should be executing, not scrambling to plan.

Charities that treat 31 December as just another date risk missing major opportunities. By focusing on fundraising, stewardship, data, compliance, and forward planning, your organisation can close the year with confidence and hit the ground running in 2026.