Learn simple steps you can take to manage your nonprofit’s data no matter where you are in your data health journey.

Most (93%) organizations say their fundraising teams understand how to use data for decision-making and are familiar with CRM systems, as reported in the 2025 CCS Philanthropy Pulse report. However, many still struggle with data accuracy and completeness. Over half (54%) of organizations identify incomplete or inaccurate data as a major obstacle to maximizing donor information. Similarly, 55% find it difficult to decide which analyses to run or lack the necessary training to do so. In this article, we explore nonprofit data management through actionable steps to improve your data quality by focusing on consistency, accuracy, and implementation. You’ll explore real-life examples of common data hygiene challenges, giving you practical insights to help bring your data to its healthiest, most reliable state.

Why Nonprofit Data Management Matters

For nonprofits, data is one of the most valuable assets. Strong data health—defined by accuracy, completeness, and consistency—ensures that information is a reliable driver of decision-making and operational efficiency. Well-maintained data saves time, reduces errors, and strengthens donor relationships. Clean and well-communicated fundraising data can also inspire meaningful action towards your mission.

Conversely, poor data health leads to inefficiencies, weakens engagement, and increases the risk of costly mistakes. By improving data quality, nonprofits can streamline operations, eliminate redundancies, and enable their teams to focus on what truly matters—their mission.

Questions to Ask About Your Data

Common Challenges Observed in Nonprofit Data Management

We often hear nonprofits share that their data feels chaotic or inconsistent. Data in CRMs can be messy for many reasons: lack of clear standards, incomplete fields, or outdated information. Here are a few common issues:

Addressing these challenges requires clear policies, constant training, and regular audits to catch errors before they become problems.

What Characterizes Healthy Nonprofit Data Management?

Healthy data is a reliable foundation for decision-making, ensuring efficiency and stronger donor relationships.

Healthy Data Is:

Notice how those characteristics are present in the below example of a healthy dataset:

Click on the three ellipses and then the desktop symbol to expand the table.

Steps to Get There:

Your development or advancement office may find it useful to implement a project management or Gantt chart, like the one below, to ensure clear coordination among key stakeholders. This includes the data manager, director of development, CRM administrator, development coordinator, development manager, executive director, and any external data consultants.

Click on the three ellipses and then the desktop symbol to expand the table.

Immediate Nonprofit Data Management Steps You Can Take

No matter where you are in your data health journey, there are actionable steps to strengthen and refine your approach.

Here are three common stages and the strategies to move forward:

By identifying your current stage and taking targeted steps, you can build a data system that supports efficiency, accuracy, and stronger donor relationships.

More Insights

Article

Nonprofit Data Analytics: The Hidden Power of Your CRM Database

April 30, 2025

Unlock the potential of your organization’s CRM and data management techniques to secrure long-term fundraising success.

Article

Elevate Your Major Gifts Fundraising Training with These Three Tactics

March 14, 2025

Strengthen major gifts fundraising training at your organization through capacity-building, sustainable learning practices.

Privacy Overview

This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.

3rd Party Cookies

This website uses Google Analytics to collect anonymous information such as the number of visitors to the site, and the most popular pages. Keeping this cookie enabled helps us to improve our website.