Lists

Jeannine Lozier:
List pulling always seems to be a challenge at our organization.  We always seem to be reviewing all lists (direct mail, invitations, etc...), we are always adding names to the list (because they didn't fit the pull criteria), or taking names away from the list (that did fit the criteria but for some reason at this time we don't wish to mail).  I'm just curious if anyone has any tips, suggestions for how your organization has managed 'clean up' your DB to avoid all this constant reviewing. <?xml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office" />
Thanks 

 

If you contact me off-line.  I will try to offer some suggestions.

My e-mail is cindy.march@liu.edu

Jeannine Lozier:
List pulling always seems to be a challenge at our organization.  We always seem to be reviewing all lists (direct mail, invitations, etc...), we are always adding names to the list (because they didn't fit the pull criteria), or taking names away from the list (that did fit the criteria but for some reason at this time we don't wish to mail).  I'm just curious if anyone has any tips, suggestions for how your organization has managed 'clean up' your DB to avoid all this constant reviewing. <?xml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office" />
Thanks 

 

It sounds like you might have just about everyone reviewing the list and adding/removing names at will, with no specific reasons. Unfortunately the only way to fix that is to stop having everyone review the mailing list.  [8-|] 

I would insist that staff give a very specific reason why they are adding/removing names ("...because I don't want them to get the mailing" isn't a valid reason).  That will make them think twice if the person really needs to be added/removed.  It will also give you additional criteria to either add to your queries, or to create new codes.

Hopefully you are using the Query List functionality in RE (and not Excel!) to manage the add/remove process. 

Try to get your leadership's support on this process and explain to them how much time is being wasted.

Jeannine Lozier:
List pulling always seems to be a challenge at our organization.  We always seem to be reviewing all lists (direct mail, invitations, etc...), we are always adding names to the list (because they didn't fit the pull criteria), or taking names away from the list (that did fit the criteria but for some reason at this time we don't wish to mail).  I'm just curious if anyone has any tips, suggestions for how your organization has managed 'clean up' your DB to avoid all this constant reviewing. <?xml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office" />
Thanks 

 

If you have routine people who keep getting missed - consider a vip code that maybe will keep them on all lists. Or find where people continually forget to mention ("oh ya, of course all board members should get this") and be sure to routinely ask EVERY time someone requests a mailing list.

Auditing - I did a session on this at BBCON a few years ago and you really need to continually audit your database. We have some queries we run daily, some we run weekly and some we run monthly. Without knowing what areas are causing your pain, I can't suggest what and how to audit but if you share more then I would be happy to help.

Remember that the newer versions of RE have Query lists. They allow for a quick review of who is in your query and a simple way to add/remove names. Just remember that you will not export directly from Query list. You will just use it to define WHO gets the mailing. You will then take that query to Mail (or worse case export) and prepare the (hopefully) final mailing list from there.

Jeannine Lozier:
Thanks so much for the great response. I think part of the issue may be coding...we do not have system. We rely more on activity typically based on 3 years rolling and current prospects. I'm wondering if those of you responded who be willingly to share your coding system. Do you use Const. Code or rely more on attributes? And would you also be willing to share your audits related to coding? I currently do audits for data entry issues (gender/title/salutations/Dupes/ address consistency etc...) and gift entry/details audits on weekly and monthly basis. Thanks again for all the feedback. Jeannine

Still not clear enough question. Coding What?

Constituent codes and attributes are different. Cons codes are best used when considered the basic pie chart of who your donors are. how many pie slices do you want. I recommend 5-6 but definitely fewer than 10. How you define these groups is up to you. Any other codes go into a more appropriate place - sometimes attributes, sometimes someplace else. What codes do you think you need? 

Coding who is a current donor - not done at all. I use gift data to query on current donors ONLY. If you are changing consituent codes from prospect to donor to major donor or the like, stop. You will never be able to keep these 100% accurate. If you have criteria for who fits in what group based on giving history, assigned solicitor, etc, then use those criteria only. Do not use those criteria to code the record. Your code will be out of date the instant gift entry is done the next day.