Let’s Talk About That CRM Software You’re “Making Work”
If your nonprofit CRM software has ever felt a little held together with duct tape, you’re not alone.
I’ve worked with hundreds of nonprofits, and here's what I see time and again:
They picked a decent CRM software. They might’ve even had help setting it up.
But somewhere along the way, the structure got murky. The documentation never happened.
And now… that CRM software is “technically” working—but no one’s quite sure how.
Sound familiar?
What Most Nonprofits Are Missing
Sometimes it’s not the CRM software that’s broken.
It’s the lack of structure, process, and—drumroll—SOPs (standard operating procedures).
When those aren’t in place, here’s what happens:
➡️Only one person knows how data is entered or reports are pulled.
➡️New staff members are left guessing—or making it up as they go.
➡️Reports don’t match because filters are inconsistent or the gift structure doesn’t support your reporting needs.
➡️You keep asking, “Wait, how did we do this last time?”
The Fix: Align It. Document It. Strengthen It.
Even if your nonprofit’s CRM software has been in place for years, it’s never too late to realign it with how your team actually works—and how you want it to work.
Start here:
1. Audit Your Setup
Review:
The codes that segment your constituents
Gift structure
System settings
Key CRM software functions
Are they consistent?
Are they helping—or holding you back?
2. Document the Basics
Start small.
Nail down the core processes:
How are new constituents added?
How are gifts coded?
What’s the acknowledgment flow?
3. Loop In Your Team
If only one person knows how it’s done, that’s a single point of failure.
Share the knowledge.
Write it down.
Build a system your whole team can confidently use.
