Many small teams asked really great questions during our donor data webinar for small nonprofits. These questions reflect real challenges that many organizations face when trying to make sense of their data, connect with supporters, or simply figure out where to start. We have pulled together a few of the most common questions we did not get a chance to answer during the webinar to help small teams begin making sense of their own data. The key to getting started is taking simple steps and using your existing data to uncover opportunities.

1. What is the best way to compile donor data from different sources?

Many teams use a mix of spreadsheets and donation platforms, which means donor data is often stored in more than one place. You can begin by manually combining the data into one spreadsheet to get a clearer picture of how donors support your work. This also helps you keep all of your historical data in one place.

Start by identifying common fields in all of your spreadsheets, such as donor ID, donor name, gift amount, gift date, and any other details that are easy to include and do not create extra work for your team. Once you have those fields, you can begin consolidating the data.

If you have a large amount of historical data and it would take too much time to consolidate manually, you might consider using a donor software. Many tools allow you to import your data, which means uploading a file into the software so it can read and organize the information for you, simplifying the process and bringing everything together in one place. And even if you are not ready for software, you can still take small steps. For example, you might create a master spreadsheet with your key fields and use colour coding or tags to track where each record came from. Over time, this can help you spot patterns, analyze your data, and help you make more informed decisions.

2. What can you do if data on lapsed donors is not available?

Some teams get their data from external platforms, which provide information about your donors’ current gifts, and in some cases, send a file each month with the latest donations. This information is very helpful as it includes key details like gift amount, gift date, and possibly the specific fund a donor gave to, along with other useful fields. However, this alone may not include lapsed donor information.

To spot donors who gave in previous years but not recently, you will need to consolidate your data into one spreadsheet. Even a short list can help you begin to reconnect with those who once supported your organization. Once your data is consolidated, you can sort by donor ID or donor name to group all gifts from each donor. Then sort the gift dates by the most recent to identify donors who have not given in the last 24 months, or whatever your organization defines as a lapsed donor. From there, you can decide whether it makes sense to reconnect with that donor through a short update, or simply keep them on your radar for future campaigns. It depends on what feels manageable for your team and what fits your current priorities.

3. What methods were used to create the donor tables, graphs, and summaries in the webinar?

When you are working with spreadsheets, there are many ways to create tables, graphs, and summaries that help you spot patterns in your donor data. One option is to use formulas. There are many formulas available, and they allow you to customize exactly what you are looking for. If you are using formulas, it is best to keep them simple, especially when multiple people are working in the same spreadsheet. This helps safeguard formulas from accidental changes that could impact the entire worksheet or other tabs in the workbook.

Another option is to use pivot tables. Pivot tables let you summarize your data without using any formulas. They allow you to view the data in a way that makes sense for your team. For example, you can look at donations by month or quarter, see who your top donors are, or compare campaign results.

If you are less comfortable with formulas or pivot tables, you can still use sorting and filtering tools. These can help you look for patterns in a way that feels more manageable. All of these methods can work well, but they do rely on someone who has some familiarity with spreadsheets and the time to keep them updated.

4. How do you get donor information that’s missing or outdated?

If you are working with older records or partial information, it is okay to start small and begin with what you already have. If you are missing contact details or notice that some information is out of date, you can flag those donors in your spreadsheet by highlighting them. For example, you can check past communications like thank-you emails, as sometimes the missing details are already in your inbox. You could also include a small request in your next newsletter or other regular donor communications, making it easy for supporters to respond and update their own information.

One thing to keep in mind is making sure your supporters still want to hear from you. This does not have to be complicated, you can include a simple opt-in link, or even a reply to your email that can serve as a soft confirmation.

5. Do you have any ideas on the best ways to personalize communications with donors?

Personalizing donor communications does not have to be difficult. Even small gestures, such as using a donor’s name or referencing their past support and the impact of that support, can make a big difference. If you are working from a spreadsheet, you can use mail merge tools to automate adding names, gift amounts, or initiatives that a donor has supported. This can help you save time while still making each message feel more personal.

The goal of personalization is to build long-term relationships with those who support you. A short, simple email can often feel more personal than a long, polished one. And if you are not sure where to start, think about what you would say to a donor in person, and build from there. That will help your message sound natural and sincere.

These questions reflect the kinds of challenges small teams face every day, bringing donor data together, spotting gaps, reconnecting with lapsed supporters, and finding ways to personalize outreach. Whether you are organizing your spreadsheets or tracking donor updates manually, the goal is the same: to understand your data well enough to build stronger relationships. You do not need perfect records or advanced tools to begin. Just a clear starting point, a few manageable steps, and a commitment to learning as you go.

As someone who loves numbers, video games and fantasy fiction Rochelle can be found playing video games or watching an action or fantasy fiction movie with her family. As the Co-founder of Story Point Consulting, she helps people working or volunteering at small charities and nonprofits find the right donors, effectively communicate with supporters, and strengthen relationships with them. If you are a small or new Canadian organization seeking a practical solution to support your donor management strategy, explore how Chronicle can help.

The views expressed in this article are the author’s alone and do not necessarily represent those of CharityVillage.com or any other individual or entity with whom the authors or website may be affiliated. CharityVillage.com is not liable for any content that may be considered offensive, inappropriate, defamatory, or inaccurate or in breach of third-party rights of privacy, copyright, or trademark.