Organizing and Record Keeping
There are popular software programs specifically designed to help you track fundraising, but you can use any organizational software or simply keep records in a notebook or ledger. There are two primary areas you will want to keep track of. First, make sure you have accurate information on everyone who is involved in working on the fundraising campaign. You need to have an idea of what everyone is doing and have accurate contact information readily available.
As of 2004, there were more than 1 million 501(c)(3) organizations, according to The NonProfit Times. Many people expect the number of new fundraising groups to continue to rise. That means there is a lot of competition out there for donations!
The other key records are those of sponsors and donors. You want to know who donated money, how much they donated, and when. You then want to be able to send thank-you letters and follow up with these donors in the future. Make sure you have adequate contact information. You need to build your valuable database of people and businesses you can tap into in the future. If you can set up your records so they can be accessed from a number of different fields, you will be able to look up donors by location, past donations, and other characteristics.
By keeping accurate records of all procedures and money transactions, you can also update your sponsors and donors on the success of the program. Major sponsors should receive updates on how much money is coming in and what the money is being used for. This keeps them in the loop and serves as good public relations for your organization.
