CRM Optimization (Segmentation Framework)

We’re seeking a Taproot volunteer to help us strengthen our CRM so that it becomes a reliable, easy-to-use system for fundraising and volunteer engagement. The volunteer will assess our current database, clean up duplicates and inconsistent records, and recommend a sustainable data structure—including standardized fields, naming conventions, and processes for ongoing maintenance. A key deliverable will be a segmentation framework (e.g., donor lifecycle, giving frequency, volunteer interests, engagement level) that supports targeted communications, accurate reporting, and better relationship management.

The volunteer will help implement the new structure in our CRM (tags/fields, automations as appropriate, and saved segments/lists), test it with real outreach scenarios, and refine it based on staff feedback. The engagement will conclude with clear documentation, templates, and a short staff training so our team can confidently maintain data quality and use the CRM for consistent reporting and effective campaigns long after the assignment ends.

This project will strengthen our ability to build and sustain relationships with the people who make our work possible—donors, volunteers, and other supporters—by organizing our CRM data so we can communicate with them more effectively. With improved data structure, cleaning, and segmentation, we’ll be able to target outreach based on interests and engagement, personalize fundraising and volunteer messages, and track what’s working through clearer reporting. Ultimately, that means stronger retention, more consistent support, and more reliable volunteer participation, directly increasing our capacity to deliver on our mission.

We’ve already secured internal buy-in from our leadership and the staff who use the CRM day-to-day, and we’ve designated a primary point person who will meet consistently with the volunteer, coordinate access, and keep decisions moving so the work doesn’t stall. In preparation, we’ve pulled together our current CRM exports/reports, existing data fields and tags, sample donor/volunteer communications, and the reporting and segmentation needs we want the system to support, so the volunteer can quickly assess what’s working and what isn’t. We’re ready to implement recommendations as we go—updating fields/tags, cleaning records, and testing segments in real outreach—rather than waiting until the end, and we’ll institutionalize the changes through documented standards, simple maintenance workflows, and a short staff training so the improved structure and segmentation are consistently used for fundraising and volunteer engagement after the project concludes.