Training & Resources for Fundraisers and Development Staff

Senior fundraisers build a multi-year strategy by starting with concrete program goals (e.g., expand services, add staff, launch new sites) and calculate what it will cost to deliver them. From there, they set revenue targets by stream, such as major gifts, grants, events, and earned revenue, and map out how each will grow over time. They review current donor pipelines to see if goals are realistic, identify gaps, and adjust staffing or systems as needed. The focus is on building a plan that is achievable, measurable, and tied directly to program delivery.

Managing a donor portfolio means focusing on a smaller group of donors you can realistically build relationships with, rather than trying to manage too many. Prioritize donors based on who is most likely to give in the near future, not just who has the highest capacity. Set clear goals for each donor, such as scheduling a meeting or submitting a proposal, and track interactions to ensure consistent follow-up. Regularly review your portfolio and remove unresponsive donors so you can focus your time where it will have the most impact.

Development leaders should work closely with program staff to clearly communicate the organization’s impact. Partner with marketing and communications staff to ensure consistent messaging across all donor communications. Do not get rid of your communications staff just because of ChatGPT; you will regret this move later. AI tools can support drafting and efficiency, but they cannot replace the institutional knowledge, judgment, and relationship-building that staff bring to your messaging strategy. Your communications team understands your community, your voice, and the nuances of your impact in ways that automated tools simply cannot replicate. Investing in staff capacity alongside tools will produce stronger, more credible donor engagement over time. Regular cross-team meetings help align priorities and timelines. When teams are aligned, donors receive clear, consistent information, which builds trust and supports stronger results.

Fundraisers should track data that informs decisions, not just report results. This includes donor retention, lifetime value, and how quickly donors move from first contact to giving. It is also important to track how donors move from smaller to larger gifts. These metrics help fundraisers focus their time and resources more effectively. Focus on donor affinity and gifts over a donor’s lifetime to strengthen strategy and donor relationships.

AI and automation help fundraisers work more efficiently by identifying potential donors, analyzing giving patterns, and managing routine tasks like follow-ups. These tools can also support more personalized outreach. However, it is important to maintain authentic relationships. Technology should support fundraising strategy, not replace meaningful engagement with donors. Major donors expect the personalized touch that comes with donor cultivation and stewardship.

Scaling requires clear systems that support growth while maintaining strong relationships. This includes grouping donors by giving history and gift amount and creating a pathway for mid-level donors to move into major gifts. Consistent communication helps keep donors engaged over time. When working in teams, roles should be clearly defined so ownership of donor relationships is clear. Major donors expect cultivation and stewardship, especially if they have a history of donating to other organizations.

When fundraising growth stalls, review data to identify challenges such as low retention or a weak donor pipeline. There is a tension between cultivating new donors and building your donor pipeline to move mid-level donors into major donors. It takes significantly more work to acquire a new donor than to cultivate an existing donor with a giving history or an affinity to your organization. Assess whether the organization relies too heavily on one funding source.

Improving retention starts with building relationships, not just making asks. Stay in regular contact with donors and clearly show how their contributions make an impact. Regular contact throughout the year could mean sending an annual report, invitation to a facility tour, participation in a program, networking event, donor salon, one-on-one coffee meeting or invitation to the annual gala. Offer ways for donors to stay engaged through updates or events. Ensure communication is consistent across the organization. Long-term engagement is built through trust, relevance, and ongoing connection.