The last quarter of the year is crunch-time for everyone in fundraising. Donors are being bombarded with messages of gratitude and generosity from every organization out there, and your team is working extra hours to connect with donors and close gifts before December 31.
But let’s be honest: it can feel overwhelming. If a fundraiser spent just 30 minutes per donor each month, they’d barely make it through their caseload. And at year-end, with so many competing priorities and distractions, and without a plan, it’s almost impossible to make it.
So, as a leader, what can you do to help your team thrive in this season instead of burning out?
Here are a few key priorities.
First, remember that your frontline fundraisers are carrying an enormous load right now. As one of our clients recently said, “Our fundraisers make the work look easy. And so our leaders think fundraising is easy.” But it’s not easy—it’s relational, emotional, and deeply demanding work.
Show empathy for that reality. Notice and celebrate the effort your team is putting in. Encourage them to take time off when they need to recharge. Remind them that their health and energy matter as much as their year-end numbers. If you help your team feel seen and supported, they’ll be in a much better place to serve donors with authenticity.
At year-end, the temptation is to push volume: more mailings, more asks, more meetings. But what will really move the needle is focusing on your team’s top-tier donors and ensuring they have the time and support to make those personal, meaningful connections.
That might mean freeing them from unnecessary meetings (ask yourself: Can this wait until January? Could it be covered in a short email instead?) or cutting down on internal busywork so they can be out in front of donors.
The point? Optimize for donor relationships, not office presence.
If your team doesn’t have administrative support, find it. Those hours spent folding letters, stamping envelopes, and stuffing packets are hours not spent building donor relationships. Tap into your admin staff, seasonal interns, or even volunteers who want to help.
I’ve seen organizations enlist volunteers just to address and stamp envelopes—and donors love hearing that their community is pitching in to make philanthropy happen. This builds a true culture of philanthropy across the organization.
And while you’re at it, ensure your fundraisers have the data, technology, impact reports, and donor offers they need to succeed. Too often, lack of systems or support slows down high-value work at the exact moment it matters most.
One of the best ways to ease the weight of year-end is to foster collaboration across your organization. When teams are in harmony rather than in silos, fundraisers get the backup they need, and everyone feels part of the mission.
Encourage departments to pitch in where possible. For example, if your finance team is preparing budgets and closing the books, make sure they’re also helping streamline donor gift processing so nothing gets delayed. When everyone works together, fundraisers are free to focus on donors—and donors feel that sense of organizational alignment.
There’s no getting around it. Q4 is busy, messy, and demanding. But as a leader, you set the tone.
Encourage your team. Protect their time. Remove barriers. Break down silos. And above all, remind them that relationships with donors—not reports, not meetings, not checklists—are the true priority of year-end fundraising.
If you can help your team focus on what matters most, you’ll raise more money and you’ll build a stronger, more energized culture of philanthropy going into the new year.
Want a step-by-step framework for prioritizing your fall and year-end fundraising? Download our free white paper: Planning Guide for Fall & Year-End Fundraising