Don’t Write Us a Check
Over the last 16 months, along with the CAMP Rehoboth staff, I’ve been flexing some learning muscles that had probably atrophied.
In the modern office, software runs the show. And, as with many non-profits, CAMP has over the years implemented different software for tasks “as needed.” The need arises for a mailing list program? Add one. Need to sign up for events? Add another! Managing accounting? Another! The webstore? Another! Volunteers? Another! Each one carrying a customer list and transaction data.
What might have seemed like a simple task of transferring data from the legacy database to a new one was made a wee more complicated when all the data needed to flow together. I’ve been happy to help an organization I love doing something that I also love: setting up processes to take advantage of data.
In order to accomplish the transfer of data, we’ve also had to phase out three or four other software platforms, integrate the new one (which is really three or four different systems), figure out new processes and reports, implement those said items, fix whatever didn’t quite transfer properly, import records from other systems, and oh, did I mention? learn it all as we progressed. Oh, the things we didn’t know! All this time later, we have finally finished phase one: the data is transferred, tidied, and the new giving platform is online. Kudos to the staff who didn’t really sign on for this extra-curricular exercise on top of their jobs.
As is the case with so many things in life, we’ve learned a lot of lessons. I’m going to share three.
One: Don’t write the organizations that you love a check. If they have set up a way for you to give that uses a processing system for credit cards, it is very likely that this is a more efficient way for the organization to receive your generous gift. And while it is true that this will generate more merchant and platform fees, if the process is set up wisely, it will reduce personnel time on this task and free them for other ones. In fact, it saves the organization a lot of money in the long run. Currently, cash or checks require photocopying, scanning, depositing, manual data entry, manual letter processing, and manual accounting reconciliation. If you use a credit card, the money is collected, deposited, accounted for, and added to your record in the system without staff time. The “thank you” part can come from the heart. Save your checks and cash for small retail businesses who will likely benefit more.
Two: Use one email address consistently. Just like an organization, your personal IT evolves constantly. If possible, try to use the same email for your gifts and purchases. For your nonprofit partners, this can be immensely helpful since the email serves as a unique ID and many of the software programs’ records match to that. Using different emails may spawn duplicate records. Also, on your personal side, you can consolidate all of your emails to be received at one address, by forwarding them all to one inbox in most cases.
Three: If you are part of a partnership, consider designating one person as the CGO—Chief Giving Officer. Like many people, my spouse and I maintain separate finances, even after 40 years. Which seems darn silly when I write that. But we do. We also established some roles that help us manage this. Almost all of the charitable gifts come through one person. We think it is simpler for us. But it is also simpler for nonprofit partners. Working with software platforms that do a variably decent job at “householding” (the term for linking two records), having one person be the “lead” also helps reduce duplicate records.
The new system for CAMP Rehoboth includes a “front door” portal whereby each individual establishes an account to manage recurring payments and make purchases. Without getting into the weeds on this, two individuals coming in the “front door” aren’t always seen by the system as a couple. Having one person as the lead helps us with this system confusion.
Oh! Bonus lesson! Go ahead and use your preferred name. If the name on your credit card is Michael James Ratner, but everyone calls you “Jimmy,” you should be able to set up your online profile using your preferred name. Most nonprofit transaction software uses address and CVV to prevent fraud and won’t look at the exact name match. Also, another personal tip, for most credit cards, you can request to have a new card issued with your preferred name once you have established an account.
Lastly, tell us how we are doing! Kudos or critique. We’ve worked hard to put people together correctly into “households.” We’ve worked hard to get the right preferred name. We’ve worked hard to order couples in an order they prefer. However, if you prefer to have separate records, or if your name is wrong, or if you operate under a business name, it is something we want to know.
While it is true that I hear Alan Sherman’s song “Automation” rattling in my head all of the time—“I thought automation was keen, till you were replaced by a ten-ton machine”—I don’t think that we are going to be replaced by machines any time soon. I think the work of CAMP Rehoboth is so important that anything we can do to improve the efficiency of the small staff and their happiness should be assisted. ▼
Sondra N. Arkin is a long-time friend and supporter of CAMP Rehoboth, and its Creator Extraordinaire of Processes. IRL, she’s an artist—info about her upcoming show at the American University Museum is here: thehumanflood.com.