You wouldn’t build a house without an architect – so why build a CRM without a data person?

I’ve lost count of the number of times I’ve had to unravel a CRM that has been set up by someone in fundraising who’s not a data person. It’s never because fundraisers aren’t smart, dedicated, or resourceful. They are. But there are differences in what we know, and when those differences aren’t respected, it costs charities money, time, and goodwill.

Fundraising Data Specialists and Fundraisers have different skills. There’s overlap, yes – but each brings knowledge and experience the other doesn’t have. Both are vital to the sector’s wellbeing. Trying to do it all yourself is risky, and often far more expensive in the long run than asking for help up front.

To build a CRM or to build relationships it takes different skillsets 

Fundraisers are brilliant at inspiring people to give, telling powerful stories, and building relationships. Data people are brilliant at designing systems that support that work, keep the wheels turning, and make sure the right supporter gets the right message at the right time. We make sure your data doesn’t become a barrier to the great work you do.

Yes, there’s a crossover. I can run a decent individual giving programme if I need to. But would I write a trust application or manage a community fundraising programme? Absolutely not. I’d be terrible (I’m wincing just thinking about it).

A fundraiser might know their way around a database and will definitely know how it needs to support their fundraising ambitions, but to build a CRM – from scratch, mapping processes, working out data flows, and understanding system dependencies, … that takes specialist skills. It’s the difference between putting up a shelf and designing a house.

Why this matters

When a CRM is set up badly, it isn’t just annoying -it’s damaging. Information can’t be trusted and evidenced-based decision making goes out the window. Staff will invariably end up wasting hours trying to make sense of the chaos. At best, it’s a drain. At worst, it undermines fundraising itself.

And while Data Specialists have many talents – drinking tea, understanding a plethora of weird stuff, and whipping up spreadsheets -one thing we can’t do is pull costs out of thin air. Asking us to quote for a CRM implementation without project details is like asking someone to add up their shopping without showing them what’s in the basket. We need scope, requirements, and clarity, otherwise the number is meaningless. It also becomes really easy to build a business case based on a DIY approach which will be cheaper. Of course it will be cheaper, neither cost is based on known facts.

A better way forward

It’s easy to see why fundraisers sometimes feel they can manage data projects themselves -after all, there’s some overlap in skills. But just as fundraisers would rightly point out that their craft is a hard-won mix of knowledge, experience and practice, the same is true for data work.

Instead of trying to do it all yourself, bring data people into the conversation early. If you’re thinking about a new CRM, invite them to help shape the brief. If you’re writing a funding application, be honest about what you need and ask for their input on costs.

This isn’t about fundraisers “giving up control” or data people “taking over.” It’s about recognising the value each side brings and working together for the benefit of the organisation -and ultimately, the people we serve.

Respect the differences, reap the rewards

When fundraisers and data specialists collaborate, amazing things happen:

• Donors feel valued and communicated with in the right way.
• Campaigns run more smoothly because the data behind them is solid.
• Reporting is accurate, so boards and funders can trust the numbers.
• Staff spend less time firefighting and more time fundraising.

Fundraisers raise money and awareness. Data people make the boring bits work. Together, we make charities stronger, more resilient, and better equipped to do what they were set up to do: change lives.

So next time you’re planning a new system, a pioneering data project, or even just thinking about cleaning up the messy data you have to get it working better – don’t leave your data colleagues out. Respect the differences. Use the right skills at the right time. That’s how charities save money, increase income and create the strongest possible foundations for inspirational fundraising.