Nonprofit Productivity: Time Management Tips for Fundraisers

Start-of-Year Advice to Stay Organized and ProductivE

As a fundraiser, I have never felt like there was enough time to get everything done. I’d often start the day with the best of intentions, focused on raising money and cultivating donor relationships—the "main thing" in our work. But then, other tasks would creep in: emails, scheduling, reports, and urgent but less critical projects. Over time, I learned to shift my approach, adopting strategies that helped me stay focused on what truly matters while keeping everything else under control. Here’s what I discovered that transformed my productivity and mindset.

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Leveraging Virtual Tools for Engagement

One of the biggest lessons from recent years is how much technology can simplify donor engagement while saving time. Here are my go-to virtual tools and strategies:

Zoom for Donor Meetings

• Use Zoom (or a similar videoconferencing software) for efficient 1:1 major donor conversations. A video call can create a personal connection without the time and cost of travel. Many donors appreciate this since it is saving the organization money.
• Coordinate small group meetings with donors and organizational leaders, like the president or executive director. These virtual roundtables help build relationships while respecting everyone's schedules.

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Blast Emails That Feel Personal

• Take advantage of bulk email that looks more like a simple Outlook or Gmail email to set up discovery visits or follow-ups. Crafting messages that feel personalized (even in bulk) increases your response rates and saves you hours compared to calling donors individually.

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Streamlining Scheduling and Maximizing Time

How you manage your time is just as important as the tasks you take on. These strategies ensure you’re working smarter, not harder:

Using Calendly
Scheduling donor meetings, team check-ins, and even personal appointments can feel like a never-ending game of email tag. Calendly simplifies this by letting others choose from available slots, cutting down on back-and-forth messages.

Batching Tasks for Focused Work
Consider structuring your weeks with intentional batching. For instance, dedicate one week to donor visits and another to follow-ups, scheduling, and desk work. This reduces context-switching and keeps you focused. I was fond of doing a prep week, a travel week, and a follow up week and found that to be a sustainable rhythm.
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Annual Fundraising Calendar Planning
Start each year with a comprehensive fundraising calendar. Align your campaigns and activities with your organization’s priorities before the year even starts. This proactive approach minimizes last-minute stress and keeps your efforts coordinated.

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Leveraging Content Creation and Marketing Tools

Effective content creation can amplify your message and enhance donor engagement without eating up too much time.

Celebrating Minor Holidays and Awareness Dates
Special dates, like National Make a Difference Day or National Scholarship Month, can make your fundraising messages more engaging and timely. Collaborate with teams like admissions (in education) or communications & marketing to increase visibility. You can find a complete list of special holidays here. Go through it once and make notes of all the days you want to acknowledge. Be sure to include organization specific days too, like birthdays of founders or important annual milestones (education example: Commencement).

Blogging and Thought Leadership
Writing blog posts about topics like endowments, tribute gifts, donor advised funds, IRA Rollovers, or institutional priorities is a powerful way to educate donors and position yourself as a trusted resource. These pieces can also inspire giving.
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Producing Video Content with Descript
Descript is a software system that makes video editing accessible, even for beginners. It makes a transcript of your video that you can then edit much like cutting and pasting in word processing software. Use it to create short, engaging videos that update donors on progress, thank them for their support, or share impactful stories. Or you can record longer mission-focused messages, post the longer videos on your Youtube or website and Descript can pull out the best shorter quotes to share on other social media platforms. (Full transparency: This is an affiliate link, but I personally use and love this software, so I’m happy to recommend it!)

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Enhancing Team Productivity with Project Management Software

Collaboration tools keep your team organized, accountable, and aligned with goals.

Database Optimization as a Project Management Tool
Your CRM isn’t just for donor records—it’s a powerful tool for managing workflows. Set up pipelines to track tasks, assign follow-ups, and ensure no donor falls through the cracks.
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Using Project Management Software
Platforms like Smartsheet (my personal favorite), Trello, or Asana help teams collaborate seamlessly. Assign tasks, monitor progress, and keep everyone informed. These tools ensure nothing gets lost in a sea of emails.

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The Bottom LinE

Fundraisers wear many hats, and it’s easy to feel overwhelmed. By leveraging the right tools, setting clear boundaries, and staying intentional with your time, you can keep your focus on what matters most: building relationships and raising funds to advance your mission.

As you start this year, I encourage you to reflect on your workflow and identify one or two strategies from this list to implement. You’ll be amazed at how much more productive—and less stressed—you feel when you work smarter, not harder.

What time management tips have worked for you in fundraising? Share your thoughts in the comments—I’d love to hear from you!

​Cheers!

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