At the heart of any successful fundraising program is a strong operations team. Operations drive growth, ensure donor engagement, and maximize impact. This team holds the institutional knowledge and systems that empower fundraisers to build and sustain meaningful donor relationships.
Yet, operations are often overlooked—siloed from strategy and treated as service providers rather than essential partners. For a development program to truly thrive, operations must be fully integrated into the fundraising team.
Here are my top ten essentials for a high-functioning development operation:
- CRM Selection and Management
A CRM is more than a database—it’s the backbone of your fundraising infrastructure. Be intentional about selecting the right platform that fits your organization’s long-term needs. Price matters, but functionality, scalability, and team alignment matter more. - Data Analysis and Reporting
Once your CRM is in place, use it proactively. Develop reports that support strategic decision-making, gift tracking, and pipeline management. Data should empower, not overwhelm. - Prospect Research
Take the lead in developing prospect research tools and processes. Research is critical for donor engagement and helps ensure cultivation efforts are thoughtful and targeted. - Donor Strategy Collaboration
Since operations often generate and analyze donor intelligence, it’s only natural to play an active role in shaping cultivation and solicitation strategies. - Fundraising Tools
The market is full of fundraising tech, but not all tools are created equal. Evaluate carefully. Talk to vendors, and prioritize those that help you identify and secure new prospects, particularly institutional funders. - Gift Processing
Develop a streamlined, accurate, and timely process for logging and acknowledging gifts. Efficiency here sets the tone for donor trust and stewardship. - Stewardship Systems
Be proactive in designing creative, consistent, and meaningful acknowledgment processes in partnership with the development team. - Gift Acceptance Policies
Participate in drafting and maintaining a clear gift acceptance policy to help guide your organization through complex giving scenarios. - DevOps Best Practices
Create and maintain standard operating procedures (SOPs) to bring clarity and consistency to your team’s work and internal collaborations. - Compliance Oversight
Ensure your organization is compliant with all state and federal regulations, including charitable solicitation laws. Staying ahead of legal requirements is essential for risk mitigation and public trust.
Development operations are not the back office—they are the backbone. At Philanthropy Squared, I help organizations build smart, scalable operations that unlock fundraising potential. Let’s talk about how we can strengthen yours.
