1. Staff keep shadow spreadsheets
Offline lists often mean the CRM does not answer a real operational need, is too difficult to use, or is not trusted. Inventory the spreadsheets before removing them; each one contains a requirement.
2. Segments require heroic manual review
If every mailing or campaign begins with hours of exclusions and corrections, the organization needs clearer coding rules, ownership, and saved query logic—not only a one-time cleanup.
3. The same household receives conflicting communication
Duplicate people, weak household rules, and inconsistent contact preferences create visible donor experience problems. Prioritize issues with relationship and compliance impact.
4. Reports disagree
Conflicting totals often come from different date logic, fund or appeal mappings, pledge treatment, soft-credit rules, or fiscal calendars. Document definitions before rebuilding reports.
5. No one owns ongoing quality
Clean data decays without a maintenance process. Establish responsibility, exception reports, review cadence, decision rights, and training as part of the improvement.
This article provides general educational information and is not legal, privacy, accounting, or fundraising compliance advice.