A Shortcut to Choosing the Right Nonprofit CRM: Streamline Your Search

Is the idea of a new nonprofit CRM overwhelming? The larger your nonprofit, the more data to migrate and the more teams to train on the latest technology. And it’s a big decision: contracts are signed, and your nonprofit’s three-year success hinges on whether you made the right decision. 

There’s no perfect solution. We often joke about the old adage, “Nobody gets fired for buying IBM,” because we talk to many nonprofits who quickly chose a large conglomerate or the oldest CRM provider in the industry, assuming the name alone will validate the decision. If things go south, no one will be blamed. 

Many times, nothing goes south.  

(Sometimes, we talk to people because things went very far south, and they’re interested in what CharityEngine offers.)  

Choosing a system simply because of name recognition isn’t always the right way to go! There’s a more strategic way to approach the process. 

If you’re in the beginning stages of thinking about new technology, this guide will offer a shortcut framework to streamline your CRM search and make an informed decision that will move your organization forward. 

The True Cost of Waiting on New Technology 

Sticking with an outdated or inadequate CRM system can have significant and often hidden costs. These include: 

• Lost Donor Engagement: Inefficient data management can result in missed opportunities for personalized communication, potentially leading to donor disconnect and, ultimately, attrition. 
• Missed Revenue Opportunities: Manual data entry and limited reporting capabilities slow you down and prevent you from identifying and capitalizing on high-value giving prospects. 
• Operational Inefficiencies: Staff time is wasted on repetitive tasks and importing/exporting data from siloed systems, decreasing productivity and diverting resources from work that will further your mission. 
• Diminished Staff Morale: Frustration with outdated technology can lead to annoyed team members, decreased job satisfaction, and increased turnover. 

By the time you think you need to upgrade your system, you’ve probably already started to be impacted by your current system. It’s time to move on! Here’s a 4-step framework that can help ignite your search. 

The Shortcut Framework: Simplifying the CRM Selection Process 

Some of the most popular content we’ve ever published is about selecting a new nonprofit CRM, a guide that includes free worksheets to help you figure out the best system for your nonprofit. 

But if you don’t have time for extensive analysis and comparison, try this four-step framework to make a decision quickly. 

1. Define Your Must-Haves

Think about your nonprofit’s primary fundraising avenues and the biggest pain points of your current system. 

• Start at the end. What are the top three goals a nonprofit CRM can support? Perhaps it’s consistent, automated donor outreach. Perhaps it’s a fundraising goal. Perhaps it’s cutting internal costs. 
• Involve key players. Gather input from your staff, board members, volunteers, and even key donors on their needs and pain points. 
• Prioritize essential features. For instance, if your nonprofit heavily relies on event fundraising, prioritize features such as event management tools and automated registration processes. If your efforts center around advocacy, finding technology that offers features like zip-to-district matching would be a win. Then zoom out a little and consider: 
• Unified Donor Data: A single source of truth for all donor information, including contact details, giving history, and engagement preferences. 
• Automation: Streamline processes like data entry, email campaigns, and recurring gifts. 
• Scalability: A system that can grow with your organization as your donor base and fundraising needs expand. 
• Robust Reporting: Powerful analytics to track key metrics, measure campaign effectiveness, and identify trends. 

This must-have list enables you to quickly choose or discount contending systems. It’s a big time-saver. 

2. After Features, Focus on Outcomes

While knowing critical features is the first step, it’s advisable to zoom out and focus on the most desired outcomes to help your organization reach its goals. 

Knowing the most important outcomes will help you align the technology. Here’s a hint: take a list of solid options and check out the home page of each website. Sometimes, look at their tagline: if you want a genuinely all-in-one system, you might like CharityEngine, but if you focus on responsive fundraising, you might want to check out Virtuous. 

Don't get bogged down in technical jargon when you're considering desired outcomes. Instead, evaluate vendors based on how their solutions will help you achieve specific outcomes, such as:  

• Increased donor retention: Implement personalized communication strategies to nurture long-term relationships. This increases donor loyalty.
• Higher annual giving: Identify and cultivate major donors through targeted outreach and stewardship. 
• Improved fundraising efficiency: Streamline processes and allow staff time for more impactful work. You'll have a happier team!

Can one system do all of these things? Yes! When you find one that checks the boxes, keep digging. Ultimately, you’ll want a sandbox where you can experience the UX for yourself.

3. Use a Nonprofit RFP

A solid way to narrow down your choices is to prepare a nonprofit RFP. A Request for Proposal ensures that the respondents know precisely what you’re looking for and will only respond if they can deliver. 

There are ten steps we recommend. If you’ve followed along with our advice, you’re ahead of the list! 

• Understand your objectives. 
• Define your needs. 
• List your must-have features. 
• Consider what customization you need. 
• Choose your RFP recipients wisely. Don’t only pick the IBMs of the group! 
• Include questions not immediately top-of-mind, like: 
• Data security and privacy: How does the vendor protect sensitive donor information? 
• Implementation and support: What level of training and ongoing support is provided? 
• Pricing and contract terms: What are the costs of the software, implementation, and ongoing maintenance? 
• Consider the cost of the CRM (and ask about other costs, too!) but also consider the return on investment.  
• Request a demo or trial period from shortlisted vendors to test the system's usability and ensure it meets your organization's needs before committing. 
• Always end with your planned deployment and rollout schedule. If you need a new system live quickly, that should be known from the start. 

Your RFP will contain the heart of what you need, and you’ll be able to compare responses to each question quickly.

4. Lean on Trusted Partners

Your partnerships can begin with nonprofit CRM consultants who will manage the RFP process for you. Partnerships can include teach-savvy board members or even a CRM selection committee comprised of staff, board members, and even a donor. 

Don’t settle for a purely transactional relationship with your nonprofit CRM vendor. The best will become your partner, understanding your goals and committing to your success. 

Whether you’re looking for partners to help you choose a CRM or you’re hoping for ongoing support after you implement it, keep your expectations high. The right partners are out there.  

Case Study: A Nonprofit That Made the Leap 

Here’s an example of a nonprofit that benefitted from a partnership with CharityEngine. 

Tupelo Children’s Mansion had long relied on direct mail for fundraising efforts. They knew they had to embrace broader outreach and cut the costs incurred by direct mail. The problem, the Director of Administration told us, was that Blackbaud, their current CRM, had limitations that made multichannel campaigns cumbersome. 

Intrigued by CharityEngine’s all-in-one (both fundraising tools and data) offering, Tupelo made the switch and used the platform to launch an inaugural SMS campaign that would support a Fun Run Fundraiser.  

Tupelo combined SMS outreach with email and social campaigns and raised more than $75,000. Then, they confidently used CharityEngine’s tools and guidance to create a comprehensive GivingTuesday initiative, which quickly raised $12,000. 

Simply by switching to a platform that could capitalize on what this nonprofit wanted, they’ve been smashing fundraising goals and have done away with their expensive direct mail appeal. 

An Investment in Success 

Investing in the right CRM system is an investment in your nonprofit's future success. By streamlining your search and focusing on outcomes, you can select a solution that will empower your organization to achieve its mission and make a greater impact on the world. 

If you’re curious about CharityEngine, you can always explore our offerings to see if we’re a good fit. We have a feeling you’ll be impressed!