Ops Insights #014 Automate One Process Today
July 14, 2023 | Read Time: 3 minutes | Written by Jenny Kleintop
It is such an exciting time to be in philanthropy.
We have access to more and better data than ever before.
We have fundamentally shifted our prospecting efforts from transactional movement to emotional movement.
And we have finally started to catch up to the for-profit world with the innovative tools and technologies we use today.
With these increased demands comes increased resources gift wrapped with a bow, right? Meaning that you have been given more time, more resources, and more budget to embrace the shifting landscape, right? Or, rather, you continue to be asked to do more with less?
Doing more with less means we need to help you work smarter and work double duty without actually working double duty. This means we need to get you tools, techniques, and processes that are working in the background for you while you work on other things.
For example:
Push notifications sent to you so you can take the last step to engage with your prospects.
Data mining automatically happens in the background to surface personalized messaging for you to use in outreach efforts.
Alerts for social media announcements on your donors so you do not miss an opportunity to connect with them.
Auto-generated analytics and insights to highlight opportunities and gaps for you to address.
Prepping, cleansing, and mapping the data imports so it auto-runs to save you hours of manual work.
Better streamlined processes so you can get your online gifts into your CRM/database quicker and with less risk for errors.
Auto-generated thank you notes, videos, and communications that do not look auto-generated, so your stewardship efforts help with retaining your donors.
All this running in the background using what is available to us today. Plus, you do not need to sacrifice the meaningful personalized touch to make room for automation
Automate
You need automation.
1. If you have not started, take the first step, and start somewhere. It is similar to when you decide to get in shape, and you decide to start by running a 5k (okay maybe that was just me…it was thanksgiving, and I was grateful when the run ended).
You can start with the thank you process — you would not exist without your donors so go show them some love.
Hint: If your thank you letters start with thank you, have more than two "we" words, or on a letter size paper… it's time to revamp those.
2. Already started? Then it’s time to take the next step.
For two weeks write down everything you do.
If technology is your thing, use it - add everything to your calendar or a OneNote or Google doc, anything. If you are a pen/paper, go that route.
Even better, get your entire team on board or colleagues to go through this together.
3. At the end of the two weeks, assess.
What repetitive tasks are you performing?
What manual work are you doing over and over?
What request did you fulfill that can be set up as a self-service request?
4. Now think outside of the box. This is where it helps to be going through this with a team or colleagues. Sometimes it is easier to give others advice than it is to give ourselves advice (as others are not knee deep in it like you are).
5. Write down at least one task, process, or initiative you will automate, streamline, or teach someone else how to do within the next two months. Add action items and deadlines next to it.
6. Finally, print out the plan and hang it next to your computer. And print a copy and give it to one person who will check in with you and remind you to keep going.
You’ve got this. Take one step today and remember you are never alone. If you get stuck all you do is raise your hand and ask.
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