Are you overdue for a data clean-up? Take some time to tackle your constituent lists. We know this can be a super boring task, but come appeal time, you’ll be so glad you did it. You can also check out our other blog post on How to Use Data to Segment Your Email List. We’ll walk you through some tips and tricks to get you started and help you clean up your constituent lists.

1) Update Constituent Data

Get started by adding, editing, and deleting constituent information based on your recent mailing appeal. Update all of the address change requests or bounced email addresses over the last couple of months.

Double check for misspelled or incorrect names and addresses and get them updated on both your mailing and emailing lists.

2) Manage Duplicate Records 

Depending on your type of CRM, the process for managing your duplicate records differs. It is important for your team to determine what fields are important and what constitutes a duplicate. Whatever your process is, ensure you are taking the time to review and rectify the duplicates in a timely manner.

No one wants to receive multiple mailings because they have duplicate records.

3) Organize Your Lists

Now that all your constituent data is updated, start organizing your lists based on behavior. Segment your mailing lists by current donors, monthly donors, first-time donors, long-term donors, lapsed donors, other supporters (e.g. people who subscribe to your email list but aren’t donors), event attendees, volunteers, etc.

Organizing your lists like this allows you to communicate with your constituents in a personal manner based on their interests and behavior.

4) Identify Holes In Your Donor Profiles

Take a look at your profiles to determine what is missing and reach out to your constituents accordingly. This could include email addresses, zip codes, etc.

Segment your email bounce list and create a direct mail appeal to get the correct email address. You can even segment further by dividing that same list up between behavior (donor, event attendee, etc.) and reach out to this group differently depending on their prior engagement.

This is a great opportunity for your relationship managers to connect with some potential higher donors.

5) Quality Over Quantity

It may feel great to have a high number of records, but what if they are not actually engaged with your organization? Reach out to the lapsed donors and people who have not opened your emails one last time. Give them a chance to re-engage, and let them know you miss them and want them back. If you don’t hear anything, let them go.

6) Ensure Healthy Data Year-Round

To maximize the data in your database, it’s important that all of your information is relevant, accurate, and organized. Keeping your data healthy can ensure that anyone who needs to can access your database and use the information you have. Here are some quick tips:

• Invest in a good database
• Limit the number of record-keeping sources
• Standardize data entry procedures
• Include the important fields you need to complete a constituent profile
• Schedule periodic reviews of data
• Once a year, include “Address Correction Requested” in your newsletter
• Designate a data manager to take ownership of data hygiene at your organization

7) Ask For Help

If you’re lacking a good database to begin with – let us help you figure out the best one for your needs that will meet your organization’s requirements.

Decluttering your constituent database will take some time, but just like your freshly cleaned home, you’ll be so glad you did at the end of the day. Can we help to clean up constituent lists for you? Contact us and let one of our Senior Fundraising Consultants help you develop a strategy to best maximize your database!