In the ever-changing world of nonprofit marketing, transitions are a given—and with them comes a unique set of marketing-only pain points. From juggling vendor contacts (wait, who did the last annual report print?) to struggling to access that one social media account your former colleague set up, there’s no shortage of moments that make you want to throw your computer out the window. These lovely marketing pain points can cause unnecessary added stress – but the good news? You can plan ahead and avoid these headaches.
To help you and your future self navigate these shifts with ease, we’ve compiled a checklist of tips that will save you time and keep your organization (and team) running smoothly. The goal is never having to dig through folders labeled ‘FinalFinal_Version2’ or chase down that elusive login information again.
Use General Email Addresses
Opt for general email addresses (like info@ or support@) for inquiries where it makes sense. This ensures multiple people can access the inbox and means continuity if team members leave. No more scrambling to try to get access to that former colleague’s inbox.
Keep Your Websites Contact Form Accessible
Set up your website’s contact forms to either send submissions to a general email address (like info@ or support@) or have them go to multiple people. This way, inquiries won’t be missed if someone is out of the office or leaves the organization. It also allows your team to follow up quickly—avoiding those “Did anyone respond to that donation inquiry from two weeks ago?” situations!
Establish a Consistent File Management System
Use a shared collaborative platform that everyone on the team can access and contribute to. All documents, templates, files, and resources should live in one central place. Create a clear naming convention and filing system that the whole team agrees on and follows (e.g., “CampaignName_Year_Version”).It’s a must to make sure everyone sticks to this system through consistent reminders in order to maintain organization and prevent confusion down the line when searching for important materials.
Centralize Password Management
Use a password manager to store and share login information securely. Wherever possible and appropriate, assign multiple admins to each account so you’re not locked out when someone leaves the team. This is like making sure there’s a spare key for every door in your digital house.
Maintain a Vendor Contact Database
Create a shared spreadsheet, folder, or CRM to track preferred vendor details, contracts, and past projects. Assign a team member to update it regularly, so you never lose touch with that really great printing vendor and can easily re-order those awesome event banners.
Build and Maintain a Media Kit and Media List
And another marketing pain point? Missing out on media opportunities because you’re scrambling for the right materials, rewriting basic boilerplate language, or trying to find the one responsive reporter. Get ahead of this by building a media kit that includes your latest press releases, boilerplate language, high-resolution images, and organization overviews.Combine this with a regularly updated media list that tracks your favorite reporters, journalists, and outlets. This way, you’ll always be ready when an opportunity arises—without hunting for contact information or digging through outdated materials. Try your best to keep the list fresh and stay connected with your key media partners.
Maintain Your Memberships
Keep a log of all organizational memberships, like the Chamber of Commerce or other professional organizations. Track renewal dates, benefits, and key contacts. This makes sure you’re maximizing the value of these memberships for networking and exposure.
Automate Repetitive Tasks
Look into and use automation tools to schedule your marketing content. You can schedule things like social media posts and email newsletters, ahead of time. This reduces manual work and helps maintain steady outreach, even when your team is stretched thin. Automation also alleviates common marketing pain points by ensuring your communication stays on track, no matter how busy things get. And it’s one less thing to worry about if resources are cut or key team members leave.
By putting these tips into practice, you’ll tackle common marketing pain points and keep your nonprofit nimble when changes happen—whether it’s a shift in staff or resources. Staying organized and prepared will help you avoid last-minute scrambles and keep things trucking along.
Looking for more practical tips to help you keep your head on straight? Check out our other articles on How to Make Time to Think, Plan, and Be Strategic and 10 Easy Ways to Lower Your Stress Levels.
