Tech Talk: Database decisions

Is the following something you might say? We’re a small organization who needs to keep better track of its many contacts. Our volunteers, partners, donors, other contacts…We need to file the information in a central place so we can find contact information, types of contacts, run email and mailing lists, etc. Just keep track of what is really going on!

Almost every small organization is looking for an inexpensive way to manage contact data. You’ll need to think through how important this system will be to your organization. Typically spend 0.25 to 0.5 percent of your annual budget on a data management system. There will likely be additional costs for customization, training, updates, and maintenance. Don’t assume that the cheapest are the best for you. Contact data is the soul of most organizations.

How you plan to use the data. The more clearly you can define how you plan to use contact data, the more likely you are to choose a good database for you. Who are you going to track in the database: Donors, volunteers, board members, community partners, vendors, media, and business supporters? Any others?

What do you need to track about each of these constituents? How will you interact with them? What reports and outputs are needed: the information for summaries, mailings, and other lists? If you have plans for growth, consider investing in a more sophisticated database so that you won’t have to go through the process again soon. How will it integrate with other sources, such as other databases, email tools, or information gathered online?

Do you have simple needs that won’t likely expand over a reasonable time? You might be able to use tools you already have in but a new way. Spreadsheets: Shared Excel files might work fine for simple needs. If the spreadsheet needs to be shared or used by people while on the road or at home, consider using a Google Spreadsheet. Contact Management Software: Do you already have a tool that stores contact information, such as Outlook? If so, can it be shared within your office? Database Software: If you have very simple needs and a staff member who is proficient in Access or FileMaker Pro, creating a small and basic database might be a reasonable solution. Inexpensive Packaged Tools

There are many inexpensive packaged tools available to track nonprofit constituents. If you’re looking for more options you can Google Robert Weiner’s list of Inexpensive Donor Databases.

Can’t forget the tech humor story. Especially after discussing database decisions!

Tech Support: "Are you reading an error message to me?"
Customer: "No, I\'m reading an error message to you."

If you a particular tech question, just send it to David Fowler at executivedirector@computerbanc.info .