Preparing for your annual performance review is a critical process that can shape your career trajectory, especially in the nonprofit sector as a fundraiser. It involves setting clear goals, documenting your achievements, advocating for yourself, identifying growth opportunities, and maintaining open lines of communication with your supervisor. During this episode of Fundraisers Friday, cohosts Julia Patrick and Tony Beall offer guidance on how to approach this important conversation.

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Start Early: The Importance of Goal Setting

Tony starts with emphasizing the necessity of setting clear goals and objectives well before the review process begins. Without a defined set of expectations, it’s challenging to have a meaningful discussion about performance. Whether you’re working in a small nonprofit or a larger organization, having these goals in place is crucial. If your organization doesn't already have a structured review process, Tony advises taking the initiative to propose one.

Documenting Achievements: Keep Track of Your Successes

Throughout the year, it's essential to document your accomplishments and any challenges you've faced. This practice not only helps in preparing for your review but also ensures that you can accurately reflect on your performance. Tony suggests maintaining a folder—whether digital or physical—where you collect evidence of your achievements, such as meeting fundraising goals or overcoming donor obstacles. This can provide concrete examples of your contributions.

Self-Advocacy: Be Prepared to Highlight Your Value

One of the big tips from the discussion is the importance of self-advocacy during the review process. Julia and Tony both stress that you should not be afraid to "get your own flowers"—in other words, to recognize and promote your successes. This includes preparing a self-assessment that not only lists your achievements but also explains the strategies and efforts that led to those successes. This approach can help counter any perceptions that your success was merely due to luck.

Addressing Challenges and Seeking Development Opportunities

Another important aspect of the review process is identifying areas where you can improve and seeking out professional development opportunities. Tony encourages us to be proactive in suggesting solutions and asking for the resources we need to grow. This could include training programs, mentorship, or other forms of professional development that will help you excel in your role and contribute even more effectively to your nonprofit.

Handling Feedback: Preparing for Criticism

Receiving feedback can be daunting, and Tony offers that the best review processes are those where there are no surprises. By having ongoing conversations with your supervisor (s) throughout the year, you can ensure that you’re on the same page regarding your performance. This regular communication reduces the likelihood of unexpected feedback during your annual review and helps you approach the process with confidence.

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A Case for Support is a vital tool for any nonprofit organization striving to clearly convey its mission and impact to donors and stakeholders. Investing time and effort into developing a thoughtful, well-structured Case for Support is a strategic move that pays dividends in the long run. It simplifies communication, strengthens donor relationships, and ultimately propels your organization’s mission forward. In this learning episode, nonprofit experts Julia Patrick and Sherry Quam Taylor, along with communications strategist Erin Straza, discussed the significance of creating a compelling Case for Support and the transformative role it can play.

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A Case for Support is more than just a document; it is a powerful narrative that tells the story of your nonprofit in a way that resonates deeply with donors. As Erin Straza so beautifully put it, "Your case for support is a narrative. It is telling your nonprofit's story for the donor, explaining why your work is essential and how their partnership makes a difference." This narrative acts as a foundation, from which all other communications and fundraising materials are built, ensuring a unified message that echoes across various platforms.

A well-crafted Case for Support typically comprises 4 essential sections:

Crisis or Problem Statement: This section paints a picture of the challenges your organization is dedicated to addressing. It outlines the urgency and relevance of these issues, grounding them in credible data and compelling stories. Erin highlights this section, noting that while some nonprofits worry about focusing too much on the negative, it is crucial to help donors understand the pressing nature of the problems at hand. Without this, donors may not fully grasp the necessity of their support.

Solution and Approach: This part showcases your organization’s unique approach to solving the problems. It details the programs and strategies you’ve developed, demonstrating your expertise and your passion and commitment. Here, the story shifts from problem to solution, providing a sense of hope and direction that can inspire donors to become part of the change.

Impact Evidence: Nothing speaks louder than results. This section connects the dots between donor contributions and real-world outcomes, illustrating how their support directly fuels positive change. By weaving in success stories and measurable impact, you help donors see the difference they are making, reinforcing their trust and engagement. As Erin wisely noted, "Providing donors that sense that when they give, something changes, helps them feel that their gift is not just needed, but that it is truly making a difference."

Call to Action and Funding Needs: Finally, the Case for Support culminates in a clear and compelling call to action. This section lays out exactly how donors can contribute and what their funds will achieve. It’s where all the elements come together, encouraging immediate action and illustrating the potential for even greater impact through continued support.

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This conversation gives a critical call to action for nonprofits to be vigilant and proactive in safeguarding their operations and donor relationships in the digital age.

Host Julia Patrick engages with Jennifer Blasy from Your Part-Time Controller (YPTC.com) to explore the dangerous fraud risks associated with digital giving apps in the nonprofit sector. As nonprofits increasingly turn to digital platforms to facilitate donations, the conversation outlines the critical robust internal controls needed to mitigate fraud risks.

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Jennifer Blasy, who brings a wealth of experience as a forensic accountant and a consultant for numerous nonprofits, describes the vulnerabilities these organizations face as they adopt new digital fundraising tools. She points out that while digital giving apps offer convenience, they also open the door to potential fraud if not properly managed. "We want to encourage digital giving," Jennifer notes, "but it's crucial to tap the brakes and ensure that we are thoughtful about how we're accepting money and protecting both the organization and its donors."

One of the big challenges discussed is the use of cash apps for donations, particularly at off-site events or through personal devices. Jennifer highlights the value of using organizational accounts for such transactions to maintain the validity of tax deductions and avoid mismanagement. She explains, "You may have multiple different people using these apps if they're off-site, and you want to ensure they are using company devices, not their own personal devices, to prevent any mishandling of funds."

The two also dig into the alarming practice of fraudsters using nonprofit websites to test stolen credit cards. Nonprofits are often targeted because credit card companies are less likely to flag donations as fraudulent, giving scammers more time to exploit the stolen information. Jennifer offers, "Nonprofits can be on the hook for returning the gifts and transaction processing fees, which can be a significant financial burden, especially if thousands of transactions are involved."

As the discussion concludes, Jennifer shares a poignant reminder: "The best advice we can give is to make yourself a hard target. If things take a little longer or seem more complicated, most fraudsters are going to abandon you and move on to someone a lot easier."

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Innovative approaches to strategic planning in the nonprofit sector using artificial intelligence (AI). The discussion, with guest Mike Burns, co-founder and CEO of StratSimple, introduces StratSimple as a tool designed to simplify strategic planning through the use of AI, with the goal to make strategic planning more accessible and less intimidating for nonprofits. Mike starts with "about half of nonprofits don't have any strategic plan at all," a statistic that amplifies the need for simpler, more efficient planning processes.

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The informative discussion begins with assessing the impact of the COVID-19 pandemic, which led many organizations to abandon or reconsider traditional long-term strategic plans, with Mike commenting that "a three to five-year planning cycle just doesn't work nowadays," as he advocates instead for a more dynamic, one-year planning approach with a long-term vision.

A big part of the discussion is the use of AI in strategic planning. Mike explains, "We use AI in a couple of major places. We use it to do our actual interviews and for coaching to set goals." However, he describes that while AI can automate many aspects of planning, the human element remains crucial, particularly in areas like facilitation and negotiation.

Mike, and host Julia Patrick, also talk about the concept of Objectives and Key Results (OKRs), a goal-setting framework that shifts focus from activities to outcomes. Mike describes OKRs as "a complete cultural game changer," noting how they empower teams by allowing them to figure out how to achieve the desired results rather than simply following a predefined checklist.

This is a very informative session on the importance of strategic planning in driving nonprofit success. Mike ends with encouraging organizations to embrace new methods that are more adaptable to the fast-paced changes in today’s environment, aptly putting it, "Strategy is about saying no to the right things so that you're focused on the few."

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Exploring the strategic benefits of utilizing temporary staff in nonprofit organizations, with Dana Scurlock, the Director of Recruitment for Staffing Boutique. By considering temporary staffing, nonprofits can better manage their workload, prevent burnout, and ultimately enhance their mission-driven impact and as holiday seasons approach, nonprofits face a challenging period that demands increased workload, when events, fundraising, and fiscal responsibilities peak simultaneously.

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Dana highlights the cyclical nature of nonprofit operations, where the end of the fiscal year and the busy event season collide, creating a "perfect storm" of demands. She states, "It’s really in this quarter where both of those things are happening at once," emphasizing how the intense workload can overwhelm nonprofit teams, leading to burnout and reduced efficiency.

Session host, Julia Patrick, and Dana discuss the advantages of bringing in temporary staff to alleviate this pressure, especially when nonprofits struggle to manage both internal and external events. Dana points out, "Hiring a temp is super useful because some of those things you can offload to this person," illustrating how temporary staff can seamlessly support ongoing operations without the long-term commitment of full-time hires.

Dana also shares insights into how temporary staffing can serve as a proactive strategy rather than a crisis response, urging nonprofits to plan ahead. "I would love to think that you can [plan ahead]," she says, pushing for a more structured approach to staffing during peak seasons.

This engaging conversation outlines the importance of flexible staffing solutions in sustaining nonprofit operations during the busiest times of the year.

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A comprehensive overview of nonprofit donor portfolio management, exploring the need for tailored approaches, technological investment, succession planning, and transparent reporting to ensure successful fundraising efforts.

With co-hosts Julia Patrick and Tony Beall, the discussion begins with a fundamental question: what is a donor portfolio? Tony explains that a donor portfolio is essentially a collection of data on donors, including communication history, gift history, personal details, and more. This data helps nonprofit organizations segment their donors, tailoring their approaches based on donor levels, relationships, and other factors.

Tony emphasizes the importance of tailoring portfolios based on donor gift levels, noting that higher-level donors often require more time and personalized attention. Julia highlights the human aspect of donor management, sharing an example where a development officer insisted on managing certain donors due to shared cultural ties.

The conversation shifts over to the role of technology in donor portfolio management. Tony points out that investing in technology is crucial for nonprofits, enabling them to efficiently manage donor data, track interactions, and segment their donors. He describes that while small organizations might rely on spreadsheets, investing in comprehensive donor management systems can greatly enhance their operations.

Succession planning is another critical aspect of donor portfolio management discussed. Given the high turnover rate in fundraising positions, Tony stresses the importance of maintaining detailed records and historical data, ensuring continuity and a smooth transition when new team members take over, and most importantly, preserving the organization's relationships with its donors.

Finally, the hosts touch on the importance and sometimes internal dynamics of reporting in donor portfolio management. Tony advocates for transparency and regular reporting, viewing it as a team-building exercise rather than a punitive measure. He suggests that sharing individual goals and progress can foster a supportive environment where team members help each other succeed.

This is a great session to help sharpen your nonprofit’s fundraising tools.

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Understanding the intricacies of grant prospecting for nonprofits with a peek into the challenges and strategies surrounding the grant-seeking process. Featuring special guest Rachel Fidler Cannella from Instrumentl.com

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Rachel begins by providing insights into how Instrumentl's platform simplifies grant management. She highlights the platform's ability to consolidate various aspects of the grant process, from prospecting to tracking funders, which is particularly beneficial for small nonprofit teams where one person often wears many hats. "Instrumentl is an all-in-one grants platform management system," she explains, noting its efficiency and collaborative tools that help nonprofits manage their grant-seeking efforts more effectively.

A big part of this informative discussion is the misconception that grant writing is a simple task. Rachel describes the need for a deliberate approach, saying how many organizations fail to consider whether they are truly a good fit for a grant before applying. She explains: “On average, 75% of grant writers spend 10 hours or more on a single application.” This statistic highlights the significant time investment required, making it essential for organizations to carefully evaluate each opportunity to ensure it is worth the effort.

The conversation also touches on the latest changes in grant writing, with a focus on the integration of new technologies, including AI. Rachel discusses how AI tools, such as Instrumentl’s grant rating feature, are helping grant writers streamline their work, allowing them to reuse and adapt content more efficiently. This innovation, she suggests, could significantly reduce the time spent on each application, ultimately allowing organizations to apply for more grants without increasing their workload.

Show host Julia Patrick, and Rachel, conclude with a chat about the critical role that grant writers play in the nonprofit sector. Despite the often isolating nature of the work, they are instrumental in securing the funds that keep nonprofit organizations operational. As Rachel aptly puts it, “Grant writers are the backbone of so many organizations,” a sentiment that resonates with anyone familiar with the demanding and vital role these professionals play.

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New research about the world of donor-advised funds (DAFs) and their significant impact on nonprofit fundraising. Mitch Stein, head of strategy at Chariot, brings a wealth of knowledge to the table, sharing eye-popping insights from a recent report that explores DAFs' growing influence in the philanthropic landscape.

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Mitch begins by simplifying what a DAF is, likening it to a 401K or HSA, but for charitable giving. He explains how a DAF allows donors to contribute assets, receive an immediate tax deduction, and then allocate those funds to charities over time. The key innovation from Chariot, the "DAF Pay" tool, integrates DAFs directly into standard fundraising processes, making it easier for donors to give immediately without the hassle of logging into separate portals. As Stein emphasizes, "It’s about meeting donors at the moment they’re inspired to give."

The conversation describes the rapid growth of DAFs, which have seen a near tenfold increase in accounts and assets over the past decade. Mitch cites that this growth is not limited to the ultra-wealthy, as more everyday donors, including younger demographics, are utilizing DAFs. He dispels the myth that DAFs are only for the wealthy, pointing out that "The minimum gift size has come down to $50," showing how this tool is being used by a broader audience.

Mitch continues this informative conversation, discussing the implications of this growth for nonprofits, particularly in light of their report findings. The report reveals that nonprofits have seen a median increase of 214% in DAF revenue over the past five years, compared to just 1% in non-DAF giving. Mitch conveys the strategic importance of DAFs, stating, "For every single organization that participated, they’re seeing higher growth in DAF revenue than non-DAF revenue."

Mitch also talks about concerns about potential regulatory changes, acknowledging that while the IRS and Congress are paying attention to DAFs, any significant changes are unlikely in the near future. He reassures that DAFs are here to stay, stressing their role as a "key vehicle of support that’s proven to really increase giving for individuals."

This very informative episode concludes with a discussion on the upcoming "DAF Day of Giving" on October 10th, a new initiative aimed at encouraging collective giving through DAFs. All nonprofits can participate, as the day is a "shared event, similar to Giving Tuesday," and is designed to be accessible to organizations of all sizes.

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Our national co-hosts and amazing guests discuss management, money and missions of nonprofits!
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