Data health woes.

Duplicates.

Outdated constituent information.

Just when you thought Halloween was the only time you got SPOOKED, you take a look at the data in your CRM system and realize you might be living in a data nightmare!

Here are a few thoughts on some of the common data nightmares- and how to take the next steps to address them:

  • Become the Data Health Doctor!
    • I recommend using the query functions (thank heavens for BLANK operators and keyword placeholders!) in your CRM solution to regularly run some “data health” queries- and you might even consider scheduling them to run on a scheduled job or queue if that option is available.
    • Want to get started? Here are a few examples of the types of queries I recommend using:
      • Constituents missing key pieces of information (no/incomplete address information, no addressee/salutation, marked as deceased but still receiving mail by error)
      • Donors who were never thanked (YIKES!) or who are missing key coding on their record that is relevant to your reporting and analysis
      • Out of date information
        • Constituents assigned to a past gift officer/solicitor who has left the organization (for manual or bulk reassignment to a new gift officer or solicitor)
        • Constituents with old and replaced codes on their record and they are NOT getting pulled into the right mailings, reports, etc. (consider using the query to globally add/edit/delete so the new and consistently used code is on their record)
        • Dups. Let’s face it- Everyone has them.
          • Take advantage of running duplicate checks on your data regularly to keep them at bay. All too often we see folks pass over the duplicates or actually spend more time working around them then taking care of them once and for all.
          • How to shift the focus? I have seen organizations implement fun duplicate “recognition” systems (spotted in the wild: A Duplicate Wall of Honor) to recognize those who take the time to clean them up/bring them forward for cleaning- and I have even heard of Duplicate Detection “parties” being thrown to do a mass cleaning on the database. As a data geek, that sounds like one invite I would not RSVP “no” to!
          • And lastly, that Out of Date Donor Information? Turns out it is more than just a nag- it could be costing you a lot of dough- both directly and indirectly. Check out this article from NTEN on The Cost of Out of Date Donor Information for more details about some possible ways to explain and prove the case for why your organization might need to get their data cleanliness plan in order.

 

Would love to hear from YOU about your data cleanliness tips! Give me a shout out in the comments.

ABOUT THE AUTHOR

Tiffany Crumpton is the Director of Solution Management and Business Strategy at Blackbaud. In her previous role, she led the CRM marketing team for Blackbaud’s Enterprise solutions. She also managed Blackbaud’s Enterprise Solutions Engineer group and worked as a senior consultant and software instructor product lead, traveling across the globe working with customers to identify their business processes and needs to successfully implement Blackbaud products. Tiffany loves talking about all things CRM and how nonprofit organizations utilize these principles to analyze, identify, engage, and ultimately delight their constituents. Tiffany recently spent several years on the fundraising board of a local nonprofit and now serves as the chairperson of a community project group that exists to combat hunger and homelessness in the local community. In her free time, she enjoys gardening and watching college football. Connect with Tiffany on Twitter at @tiffanycrumpton.

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