The fundraising team is supposed to raise money. Yet, in order to do so, there should be a budget for them to start working. Once the fundraising team has been formed, make sure that they have a space where to work in the organisation. If you work for a small NGO, it would be best to add a space to the main office so that the new members of staff do not feel excluded from main office dynamics.
The fundraising team will need-
- Standard office equipment (computer, printer, fax, telephone)
- A budget for telephone calls, postage and travels
- Previous advertising material and document templates
- Salary
There should be a document countersigned by all the members of the fundraising team in which their responsibilities are clarified, what is expected from them explained and also disciplinary measures presented. For instance, there should be a document explaining that the office equipments should be used only for work-related matters. Personal calls could still be made, but they should be paid for (the document should clarify how). In the case of members of the fundraising team travelling to attend a conference or a meeting, there should be a clear procedure to ensure that their expenses are paid for and how. For instance, you could state that only travels to attend events authorised by the line manager (or another member of the managerial team) will be reimbursed. You should specify that members of staff shall travel using public transport and opting for the cheapest fare. You should clarify that expenses will be reimbursed only upon presentation of evidence and bills and up to a certain amount. This will ensure that fundraisers know the procedure and act accordingly.
Disciplinary measures shall be also explained. Make a list of actions or behaviors that are not acceptable and will be punished. For instance, racism, hates speech, inappropriate usage of office equipment, unauthorized transactions, inappropriate usage of the name of the NGO etc. Clarify what will happen if the relationship of trust with the employee is breached. List the consequences that the employee will face including penal consequences. This is not an easy topic to engage with and it is sometimes difficult to introduce to a new member of staff. Nevertheless, it is crucial that new employees and volunteers are made aware of the consequences of their actions in order to maintain a serene working environment.
It is also important to discuss with the new fundraiser how the organisation will decide of the fundraising team’s budget in the future. For instance, you could think about a rewarding system. For every successful proposal, a percentage of the raised money will go to the fundraising team. This fund could go towards the organisation of special events to thank the volunteers, it could be spent to organize events to thank the community for their support and it could be also used to launch new fundraising events in the community with the intent of raising more money for the implementation of current activities.
