Why development operations matter, even when you’re just starting out

As a smaller or emerging non-profit, the idea of development operations probably sounds like something for the future, but this behind-the-scenes infrastructure can make the difference between mediocracy and success. It matters, even if you’re alone or just starting out.

👉 Here’s a simple checklist I use to educate Executive Directors, trainee staff, and interns on establishing donor operations from the start :

• Donor tracking system. A funding pipeline to track all funding opportunities is essential. A basic spreadsheet usually works.

• Shared library with essential organizational documents, such as your organizational registration documents, updated donor list, annual org budget, latest 990 (if you are in the US), and audit and annual reports. Eventually this can expand to include engagement emails, donor profiles, concept notes, proposals, donor reports, etc.

• Subscribe to donor research tools like Candid or Funds for NGOs (one should do). Clarify who will do the donor research, and while you are at, articulate other development roles too! It’s never too early to define fundraising and grant management roles and responsibilities, especially in a growing (changing) organisation.

• Gift acknowledgment process creates a system acknowledging all donors, whether it’s a handwritten note, email, or call – this step is always essential as gratitude builds trust.

• A structured internal document that helps your team decide whether to pursue a specific funding opportunity (often called a Go/No Go Decision memo) will protect your time, ensure a prospect aligns with your mission (and ethical standards) and improve proposal quality.

• IMPORTANT! As soon as possible, fundraising and donor relationship software is needed to manage donor relationships, track fundraising efforts, and optimize funding campaigns. Boomerang and Raiser’s Edge are both good options.

You don’t need a full-time team to start building development operations. You just need structure, consistency, and a little support.

💬 I would love to hear your thoughts on development operations