Recently, we were talking to a client about how to help their fundraisers stay on track. They know the general idea and direction they should be heading, but when it comes to the day-to-day question of “Where should I be spending my time?” there’s often confusion or a lack of focus.

And we get it! Once you’ve learned a system and structure for effectively managing your caseload, the next step is to put it into practice, but that’s often easier said than done. Discipline and focus are muscles you must work regularly and practice frequently in order to stay on track with the various tasks that need to be accomplished as you build transformational relationships with your donors.

That’s why we wanted to share this easy to use, printable checklist you can follow for what to do when and how frequently to do it! Download the file here.

Caseload Management Checklist. Daily tasks: 1. Check gift report and thank donors appropriately. 2. Identify donor touch points that need to be completed or worked on. 3. Complete planned stewardship outreach. 4. Ensure completed donor activities and outreach have been updated in the CRM. Weekly Tasks: 1. Review DEP - what are your plan priorities? 2. Prep solicitation letters or proposals as needed. 3. Complete touch points for donors who are behind. 4. Review schedule for upcoming meetings + prep. 5. Prep outstanding stewardship outreach, additional touch points or communication, as needed. Monthly Tasks: 1. Check with donors who made a gift in the LFY in the next 1-3 months and prep. 2. Assess additional help or supply needs for the coming months. 3. Review FY variance report or column on the DEP + make plans. 4. Review all goals and make sure you have a proactive ask plan. Quarterly Tasks: 1. Review next quarter's touch points and plan for adjustments. 2. Review next quarter's goals and plan for adjustments. Twice a Year Tasks: 1. Caseload clean-up and refresh. 2. Clean sweep of data for unassigned donors. Copyright Veritus Group.

We hope this is a useful tool to help you keep your priority tasks top of mind each day.


The Veritus Team