Relationships, and the ability to build strong ones, are at the heart of good fundraising. I explored the art and science of relationship building in an earlier post, and here I’d like to dive deeper into one of my favorite topics in this area: consistency.
Consistency is not only maintaining a good cadence of communication with donors to establish a solid rapport, but also the internal work of putting good structures in place. At its core, consistency is using regular habits to guide your work that will in turn lead to good time management. For me, it means implementing systems to make sure that there is ample time for high-value activities and big-picture planning, but also that smaller day-to-day activities in service of larger goals are not neglected. What works best will be different for each fundraiser, but I have found that a few key activities go a long way to put a solid framework in place.
Avoid multitasking: I think that this one is very challenging, but research has shown that the “switching” that happens during multitasking takes a toll on productivity and leads to a greater risk of errors. Try to intentionally focus on one task at a time. Developing this consistent habit will improve your attention span and focus, which will in turn enrich your ability to build relationships and be present. I love to use the Pomodoro Technique: 25 minutes of focused work followed by a 5 minute break. In that time, I focus on chunks of activities: for example, sending out all thank you notes or setting up appointments all at once.
Automate key dates: Ensure that you have calendar reminders set up for birthdays and other key dates like graduations, anniversaries, or whatever dates are important to those in your donor community. Depending on your CRM, this could be automated for you. Even so, be sure to double check these dates for your key donors and prospects.
Take care of the most difficult tasks first: Setting up appointments with donors and prospects is a tedious task. I used to consistently avoid this task but then I found that handling it first thing in the morning helped me to plow through and then move on. Determine what tasks are most difficult for you to complete. It could be setting appointments, conducting meeting follow up, or logging contact reports. Then, block the first 25 minutes on your calendar in the morning to take care of these tasks.
Handle simple tasks quickly: This applies not just for relationship-oriented work, but for everything that crosses your desk. We’re all inundated with small tasks that have the potential to take up too much brain space. Some of these activities are crucial, while some are less so, but if they can be taken care of quickly, get them done and out of your mind. Set up a regular, consistent time on your calendar to clear out these tasks. Dealing with them efficiently will leave you more time for the deep work of relationship building.