12 Steps to Find the Perfect Fundraising Software
Finding a new fundraising CRM software is a lot like falling in love—it takes time, effort, and a bit of soul-searching. A well-chosen system can be your perfect match, helping your organization achieve fundraising goals and grow for years to come. But rushing into commitment with the wrong one? That can lead to heartbreak. Follow these 12 steps to ensure you fall in love with your future CRM.
Step 1: Recognize the Value of the Process
Just like in relationships, choosing a new CRM is an investment—of time, money, and energy. Quality software is seldom inexpensive. It will take careful planning and budgeting to ensure a successful implementation. While vendors can be great partners, they won’t know your organization’s needs as well as you do. Take ownership of this process and lead with confidence.
Step 2: Assemble Your Team
Implementing a new fundraising system will impact nearly every member of your organization, so it’s useful to bring in a variety of perspectives as you plan. Gather key stakeholders from marketing, finance, membership, IT, research, fundraising, etc. But beware of too many voices—keep your core team limited to four to six people for a balanced approach.
Step 3: Understand What You're Looking For
Before you commit, reflect on what you need from your CRM. What are your strategic goals? How will this system help you achieve them? While you may understand a lot about your organization’s software needs, it’s important to remember that you don’t know what you don’t know. Be sure to talk to your colleagues to align wants and necessities. Keeping that communication open throughout the process will make all the difference in the long run.
Step 4: Define Your Must-haves
Define your requirements and write them down in a checklist. A requirement is a very specific description of functionality you need, organized into categories and subcategories that align with your organization and its structure. Involving different departments can reveal vital components needed from your future CRM. For example, marketing may want to focus on a CRM with segmentation and acquisition features whereas major giving officers will want portfolio management support. Your requirements checklist will be the ruler used to measure the system’s likelihood for success. Be precise so vendors can easily answer with a clear “yes” or “no.” Every relationship requires compromise so decide what to prioritize—cost, functionality, or vendor reputation—when choosing which CRM to pursue.
Step 5: Craft a Love Letter (aka the RFP)
Your Request for Proposal (RFP) should be as clear and straightforward as possible. It should tell vendors who you are, what you need, and how they can win your heart. Include information about your organization and its mission, the strategic drivers for the selection, your must-haves checklist, a technical overview of the system, details on implementation services, cost, and references.
Step 6: Do Your Research
Don’t go for quantity over quality when it comes to dating CRMs. Research vendors carefully before sending your RFP. Determine your turn-offs or “deal-killer” requirements. Ask your peers, read reviews, and consider bringing in a consultant to help you find the best options.
Step 7: Create a Vendor Scorecard
You wouldn’t choose a life partner without knowing what qualities matter most—apply the same logic to your CRM selection. Before you read a single proposal, take the time to create a vendor scorecard that aligns with your requirements and priorities. With the scorecard, you will be able to create a quantified, data-driven evaluation of each proposal.
Step 8: Score the Proposals
Now it’s time to put your CRM suitors to the test. As you review proposals, take notes on why each vendor does (or does not) meet your needs. Avoid making decisions based on gut feelings—stick to the facts and your scorecard.
Step 9: Go on a Few Demo Dates
Going through a demo can reveal a lot! Set up vendor demonstrations to see how their CRM actually works. Come prepared with a script and key questions to make sure they show, not just tell, how their system will support your needs. Don’t be afraid to ask them to show you certain features, request clarification, or follow up on unanswered questions.
Step 10: Check References
Before saying “I do,” talk to other organizations that have used the CRM. Ask candid questions about their experience, what they love, and what they don’t love. Although the vendors will supply you with a list of references, you should try to find one or two additional organizations if you can.
Step 11: Celebrate!
You’ve found “The One”—your perfect CRM! Take a moment to celebrate your hard work and share the good news with your team. Keep the excitement alive by building enthusiasm around the implementation process.
Step 12: Keep the Relationship Strong
Great relationships require ongoing effort. Stay fair, respectful, and focused throughout implementation, and maintain open communication to ensure long-term success.
Bonus tip: Should you bring in a matchmaker consultant? Sometimes, finding love requires a little help. If you don’t have the time, expertise, or resources to navigate the CRM selection process or implementation alone, consider hiring a consultant to guide you.
Conclusion
By following these steps, you’ll be well on your way to finding a CRM that’s not just a good fit but a true asset for your fundraising efforts and organization’s future. Happy CRM hunting—and may you find a system that makes your heart (and fundraising) soar!
If you want help or just want to discuss your data or CRM search, let us know. Contact the leader of our nonprofit technology service, Jerusha Schmalzel at [email protected].
