Be careful using Canva – nonprofit graphics are starting to all look the same!

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I had never used Canva before August 2022. I’m not much of a graphic designer and would never be hired for such, but since I work mostly for nonprofits, I also usually don’t have a budget for a professional graphic designer, so I have to make due on my own. But my primary employer these days has an account with Canva and I’ve been able to use it.

Canva is really amazing and I use it often. BUT, I am also noticing something: a lot of graphics on social media produced by nonprofits and independent bloggers is starting to look the same. The drawn human images on Canva look very similar in style. And I live in a small community and I’ve seen one particular Canva design used by three different nonprofits for their galas – same image and colors.

Here are some tips for making your products produced via Canva unique:

  • Never use a template without a LOT of alteration. Add or change the graphics, change colors, change fonts, etc. Otherwise you risk having an image that looks almost exactly like someone else’s.
  • Never use photos from Canva. Use your own photos. Make sure your volunteers and staff have all signed photo releases, and use photos of them. Same for clients: make sure you have photo releases and, of course, that using their photos publicly is allowed.
  • Alter any ready-made images in your own designs. Flip some horizontally. Change the clothes colors for what the people in the drawings are wearing, for instance. Change skin tones. Change hair colors. If you can’t do this in Canva, use whatever graphic design software that came free on your computer to do it.
  • Follow nonprofits in your area on social media and read their posts regularly. This can help you avoid using similar designs.
  • Canva images tend to not be as diverse as you might need. It can be hard to find a family image with diverse members, for instance, or a family that might better represent a Latino family, a black family, a family where the mother is wearing a hijab or chunni, a family where the men are wearing a dastaar, etc. Or to find a classroom drawing with a diversity among students. I sometimes search for images representing a cultural group specifically so I can make sure my imagery of a family scene, a crowd scene, a classroom, etc. better reflects the community served by the local nonprofit I work for.
  • Standards in graphic design still apply when using Canva: you need to have excellent color contrast for text versus the text background, you need to have an overarching word, phrase or image, one that is bigger than everything else so that it draws in the viewer, you need to think about how you want someone’s eye to move across the graphic, the image should be easily and immediately understood, you need to make sure the graphic has all of the information needed or will be accompanied by the text of all that is needed, etc.

I’m not at all saying don’t use Canva. But don’t get complacent and confuse ease of use with good practice.

July 21, 2025 Edit: From Chealsee KalivasChealsee Kalivas on LinkedIn:

Hot take that I will stand by until the end of my career:

If your job listing has Canva as the only, or one of two, design software requirements, you do not want a true professional. You want free, fast, and cheap. And you know what you get when you order free, fast, and cheap? Sub par quality work.

And stop with the requirements of 2-5+ years experience for Canva. As a technically trained designer, I learned Canva in about 30 minutes. It is a great tool, but should NOT be the only design software you list.

Canva is an entry level software. Stop saying they need 5+ years.

Respectfully,
Professional Designers

If you have benefited from this blog or other parts of my web site and would like to support the time that went into researching information, developing material, preparing articles, updating pages, etc. (I receive no funding for this work), here is how you can help. 

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Quick tip for your nonprofit if it uses Google Workspaces (formerly Google Drive)

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At the small Habitat for Humanity affiliate where I work, someone long before me set up a Google account at the organization just for photos – photos@OURNAME…. It was SUCH a smart thing to do and I wish I could thank the person! It makes it so easy to tell employees, board members, volunteers and ReStore customers where to send the photos they take, and it’s easy to save those photos from the gmail account to the Google photos space.

That same person also set up a Google account just for volunteer management – volunteers@…. and we use the email not only to give out to anyone that wants to volunteer, but also, we can use (and share) the associated Google calendar to show all staff when there are volunteer events.

Now if I could just get all staff to log into YouTube and subscribe to our agency YouTube channel and “like” each of our videos, so we could increase the number of people who saw them!

If you have benefited from this blog or other parts of my web site and would like to support the time that went into researching information, developing material, preparing articles, updating pages, etc. (I receive no funding for this work), here is how you can help.

Nonprofits: be honest with yourself, your staff & the public about how the November 2024 elections may affect you

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a primitive figure, like a petroglyph, shots through a megaphone

Most nonprofits are terrified of being perceived as political. It’s not just a fear that they will violate the strict IRS rules regarding political activities by 501 (c) (3) nonprofit organizations; it’s also a fear that they will anger donors and other supporters with a statement that might in any way be perceived as political, and therefore lose funding and volunteers.

Nonprofits in the USA are prohibited from endorsing a political candidate, but not from encouraging their staff, volunteers, clients and supporters to vote. Nonprofits can also say if proposed legislation or a proposed policy has the potential to change how they do their work or affect their clients, adversely or positively.

Whether you choose to engage in those kinds of communications or dialogues or not, there is one thing all nonprofits need to be honest and open about: how the November 2024 elections may affect your work.

Do you know where the candidates for state and national offices that represent your area stand with regards to your cause? If an office holder that’s been friendly to your organization is voted out, will you already have a relationship with the new office holder or will you be introducing yourself for the first time when you add that person to your press release mailing list?

If a candidate has said he or she will work to eliminate funding that your organization has received and hopes to receive again, you need to let your staff know so they know the financial viability of the organization and can make plans for their own future accordingly. You need to have a list of funding you have received that is directly or indirectly tied to federal programs and consider what to do if that funding ends. And you might need to be working overtime NOW to increase your number of major donors (corporations, foundations, wealthy individuals) and individual donors to make up for potential financial shortfalls when budget cuts come if new representatives will be working to eliminate your government funding.

You also need to consider if budget cuts will increase demands on your services, and plan for that accordingly.

Elections matter. Cuts and proposed cuts under the Trump administration to the budgets of USDA, USAID, education, energy and environment had consequences for nonprofits and those they serve. AmeriCorps, VISTA, other CNCS programs were on the chopping block in 2017 and again in 2018 and 2019, and though those programs were ultimately saved in the past, I don’t think they will be again if those folks are elected again. All these budget and program cuts will be happening again – but in far greater percentages – in a second Trump administration. Expect far greater numbers of people in need of assistance at organizations that are helping with food and shelter. Expect government scrutiny and probable hostility to nonprofits serving women seeking abortion services, nonprofits serving LBGTQ people, and refugees, asylum seekers and immigrants. Some staff may need to move on as soon as the results of the election are known, to avoid challenges to their own livelihoods and families, and to protect the safety of some family members.

Be realistic: do you have at least the start of a plan of what you are going to do if the election goes either way? The future of your nonprofit, and the cause you are addressing with your clients, depend on it.

Also see:

National Service Has Presidential Support Again! (2021)

Bill before US Congress: Pandemic Response & Opportunity Through National Service (2020)

Trump is trying to eliminate national service – again

Trump’s War on Volunteerism

Trump wants to eliminate national service

Governor Bevin & Donald Trump Are Wrong on Community Service Requirements

Volunteering to help national public lands cleanup after shutdown

How Will Trump Presidency Affect Humanitarian Aid & Development?

Charity isn’t enough

Volunteering is no substitute for government programs

The endangered women left behind in Afghanistan

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This is an account written by an Afghan colleague, with grammar and spelling corrected by me. She was able to flee Afghanistan and now lives in an English-speaking country as a legal refugee. This account is regarding what life is like for her sister back in Kabul, Afghanistan:

When I lived in Afghanistan, I lived with my adult, unmarried sister and my widowed mother, without a male family member, in Kabul. My nieces also frequently stayed with us and I, an unmarried woman, was the head of the household. My brothers lived with their families in Kabul, but across the city from us, and we did not rely on them for shopping or for money. Because of my job, the job of my sister, and a small inheritance from my father, we could all live together, even sometimes travel together, in relative peace and prosperity.

I worked for the Afghan government, as did my sister. We are both university educated. She and I could go to and from work on our own, but when we left the house for appointments, shopping and other tasks, or to walk in a nearby park or to visit relatives, we were accompanied by each other or my mother. This was accepted by society in Kabul before the Taliban.

In the chaos of the Taliban takeover, I was able to flee Afghanistan along with my nieces and my mother. We were able to flee to a country where I had studied many years ago, and we now have asylum here. My nieces, then all under 18, now live in safety. But I had to leave my sister behind, as the government of the country where I live now was unsure if they could count her as my immediate family, and she insisted we go without her and not delay.

After we fled Afghanistan, my sister immediately lost her job, as all women working for the government did, per the orders of the Taliban. She immediately lost her right to go to appointments or shopping for food alone or even with just another female family member – it had to be with a male family member. And she was immediately living by herself. Her male relatives, my brothers, do not live immediately close to her. I am sorry to say our brothers are not helpful to her as they should be, for many reasons: one brother is busy trying to provide for his family, to feed his young sons and ensure their safety. Another brother is dealing with a great deal of drama with a former wife and former in-laws, who are threatening his well-being. Both of my brothers are reluctant to accompany my sister in public, both because they do not see it as a priority and because she has a speech impediment, and in my culture, people with disabilities are not treated well on the streets, with many people openly mocking such people, and my brothers do not know how to deal with such disrespect and mocking (my mother was treated with great respect and no one would mock my sister when she was present).

My sister is an educated, professional woman. She graduated from Kabul University with a Bachelor of Science and she loved her job with the Afghan Ministry she was a part of, working in a small department where she felt her work was very important – I cannot say much about her work for fear she could be identified. She never had health problems, other than her speech impediment, in all of our years together. All of that has changed now.

Her work and life puts her in danger with the Taliban: she is unmarried, she lives alone, she is university educated, she worked for the government, she worked for a program funded by foreign governments that Taliban sees as the enemy, and she has studied and worked alongside men that are not her family members. She sometimes even worked directly with foreigners who represented the US and Canadian funders of her work.

I try to talk to her every day on WhatsApp. I am in great fear for her. I am afraid I will die before I ever see her again.

My sister is now solely reliant on just a few trusted people bringing her food, and doing it in a way that neighbors never see her. She cannot go to doctor’s appointments. She will go days with no interaction with any other human being. The Taliban are targeting Shia Muslims and people of Tajik ethnicity with oppression and physical violence – this is what my family is. My sister’s neighbors support the Taliban and are of a different ethnicity than us, and while they know there is someone in the apartment where my sister is, they are not entirely sure which family members are still there. She lives in constant fear of her neighbors. We believe that if they knew she was there, alone, they would inform on her, to garner favor from the Taliban, and the Taliban would take over the apartment and turn my sister out to beg on the streets, or perhaps decide she has broken their law and punish her physically and put her in prison. She is now, in many ways, in a prison, as she cannot leave her home or even be seen by neighbors. The isolation, lack of human interaction, stress, lack of physical exercise, lack of exposure to the outdoors and lack of regular nutrition are causing her to experience intense headaches. She has recently informed me that she has fainted at least twice and is unsure how long she was unconscious.

And I know she’s not the only one. I know there are more women in her situation – and much worse.

I have filed all of the paperwork with the government where I live for my sister to join me, my mother and my sisters here. I have gone to public meetings with national officials to try to meet them in-person and petition them to help bring my sister here. It’s been almost three years since we fled. I wonder if she will die before her case is even decided, and I fear what a rejection will drive her to do.

It is impossible to find comfort in this land of safety when I know what my sister experiences in Afghanistan. And I know that even in this dire state, she is in a more advantageous position than so many other women, than most women, in the country, at least for now.

I am now at loss of what to do, other than pray.

And I am at a loss of how to help my friend.

Web Sites Still Matter

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For the last decade – maybe the last 15 years – the web site home pages of nonprofits, corporations, even news outlets, were rarely the focus of most people’s regular attention; these organizations’ outlets relied on social media to distribute their information. Users read the information they wanted because they subscribed or followed or “liked” the entities or messaging they wanted to stay up-to-date about, and got more recommendations through algorithmically personalized recommendations. As The New Yorker put it:

News articles circulated as individual URLs, floating in the ether of social-media feeds, divorced from their original publishers. With rare exceptions, home pages were reduced to the role of brand billboards; you might check them out in passing, but they weren’t where the action lay.

But Twitter, now X, has imploded and is bleeding users. Facebook is overrun with ads and push marketing, burying the pages and accounts a user wants to see under a mountain of paid messaging. Social media infrastructure is crumbling, having become both ineffective for publishers and alienating for users. Social networks are overwhelmed by misinformation and content generated by artificial intelligence. 

Again, back to The New Yorker article:

Surrounded by dreck, the digital citizen is discovering that the best way to find what she used to get from social platforms is to type a URL into a browser bar and visit an individual site. Many of those sites, meanwhile, have worked hard to make themselves feel a bit more like social media, with constant updates, grabby visual stimuli, and a sense of social interaction. 

Things aren’t all good for the World Wide Web, as this article from The Atlantic notes:

Large language models, or LLMs, are trained on massive troves of material—nearly the entire internet in some cases. They digest these data into an immeasurably complex network of probabilities, which enables them to synthesize seemingly new and intelligently created material; to write code, summarize documents, and answer direct questions in ways that can appear human…. Just as there is an entire industry of scammy SEO-optimized websites trying to entice search engines to recommend them so you click on them, there will be a similar industry of AI-written, LLMO-optimized sites. And as audiences dwindle, those sites will drive good writing out of the market.

Another article in The Atlantic says that domain names (but not web sites) are no longer essential.

I believe that web sites still matter. I believe domain names still matter, because so many people, and so many organizations, and so many cities and regions, have these same name, so search engine results aren’t always all you need.

Back in 2012, I wrote a blog called Why Your Organization Probably Doesn’t Need A Facebook Page. I added in 2017 that I still believe 90% of what was proposed in that blog, and reading it now, I still believe that. That doesn’t mean you should NOT have a Facebook page, but you should think very seriously what you want it to do. For the Habitat for Humanity ReStore I support, Facebook outreach has been fundamental to sales; take it away, and I think sales would drop at least 25%, maybe more. But I also work for a nonprofit that is much larger, that is focused on technology and nonprofits, and if their Facebook page disappeared tomorrow, no one would notice.

Your organization, your program, your city – it needs a permanent home on the web, a place that all your other online activities point back to, the place that’s there when the latest social media trendy platform fades. When I join an organization, it’s so easy to become well-versed in what that organization does if they have a web site: I not only read that, I go back on archive.org and read past versions of their web sites. I find out if the ReStore is traditionally closed on a particular holiday. I find photos from past events featuring a former board member who I have learned has died and I need to create a tribute. I double -heck the dates of an event I will attend. A web site is also for your employees and volunteers, not just potential new supporters.

I have an entire section on my web site about nonprofit web sites: what should be on a nonprofit’s web site and how that web site should be designed and managed. I started it back in the 1990s and have updated it regularly. There was a time in the early part of this century when I thought maybe it was time to take the section down, that web sites weren’t needed anymore. I’m so glad I didn’t – the material is needed as much now as it has ever been.

Also see:

If you have benefited from this blog, my other blogs, or other parts of my web site and would like to support the time that went into researching information, developing material, preparing articles, updating pages, etc. (I receive no funding for this work), here is how you can help. 

Cartoonish images that show people helping people, and the images are on cartoon images of a computer and tablet

A new online community: Tech4Causes

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Since the early 1990s, I have been researching and discussing how information communications technologies (ICTs) help nonprofits and cause-based initiatives do their work. I was intensely involved the early days of the USENET group soc.org.nonprofit and I had one of the first web sites focused on the subject (and my web site still has a section focused on this topic).

Online communities that have focused on this and related subject have come and gone over the years, and one that I’ve used for years has recently started to sunset. As that last online community winds down, I no longer have an outlet for my “ICT for good” discussions.

So I decided to start a group on Reddit (such groups are called subreddits) called Tech4Causes so that others interested in this subject can participate. I debated a lot about the name, and decided that one would be best (and also because Tech4Good was already taken as a subreddit, and focused on something else).

The Tech4Causes subreddit is a place to discuss examples resources and ideas for applying apps and online tools to activities supporting causes that help humans and the environment. It’s a place to discuss hackathons / hacks4good, apps4good, community tech centers, ICT4D, ethics regarding such, etc. It’s a place to discuss how a nonprofit, NGO or community program YOU work or volunteer with leveraging ICT to do its work.

Tech4Causes is to discuss specific scenarios, like how Information ICTs can help and have helped prevent or mitigate problems arising from disasters – fire, earthquake, floods, storms or other severe weather, catastrophic power or structural failures, or violent conflict. Or how can or has ICT improved food stability in a community, or helped domestic violence victims, or facilitated pet adoptions and reduced shelter populations, or helped seniors be more mentally active, or helped young people participate in community arts projects?

It’s also to discuss how ICTs have helped support and engage volunteers supporting a cause and what policies a nonprofit, NGO or government community project needs to leverage ICTs as a part of its program or administration. I’d like for people to also talk about what ethical issues might need to be addressed in using tech for good. Examples of artificial intelligence being a force for good and a negative influence on the work of nonprofits, NGOs, community projects and community, arts, environmental or other causes are welcomed.

I’m the founder of the group and, right now, the sole moderator, but I’d like to have a lot more moderators as the months past. I have no desire to make this all mine; I would like to have shared ownership of the group with others. I’ll be identifying new moderators based on who consistently posts quality content.

cover of Virtual Volunteering book with hands raising up various Internet connected devices

The most in-depth exploration I’ve ever done regarding “Tech4Good” is The Last Virtual Volunteering Guidebook, which I co-wrote with Susan Ellis. It has the most comprehensive and detailed guidance regarding using the Internet to engage and support volunteers (and some sci fi references, per the authors both being geek girls). It’s for organizations that want to get started with virtual volunteering or to expand a program they already have, as well as those researching virtual volunteering. The Last Virtual Volunteering Guidebook is based on many years of experience, from a variety of organizations. It’s like having me do an in-depth analysis of your program, or me helping you set up your own program, but without having to pay my hourly rate as a consultant. It’s also better than any AI. It’s available both as a traditional print publication and as a digital book.

Also see

Reddit4Good: subreddits focused on some aspect of volunteerism, community service or philanthropy

The Nonprofit & NGO Guide to Using Reddit

Your nonprofit or government program should check out Reddit

Why aren’t you reaching out to young people via Reddit?

Reddit controversy is a lesson in working with volunteers

Social media is losing its influence for nonprofits – what to do?

Should you leave Twitter & Facebook for the fediverse?

a hand is receiving money

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UNV 2023 Annual report

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Highlights from the United Nations Volunteers 2023 annual report:

United Nations Volunteers mobilized a record-breaking number of 12,840 UN Volunteers, marking a four percent increase from 2022.

Of the total number of UN Volunteers, 11,339 or 88 per cent were from the Global South. Of these, 8,027 served as national UN Volunteers in their countries of origin, while 3,350 served as international UN Volunteers in other countries of the Global South. This demonstrated the commitment of UN partners and UNV to engaging local volunteer talent in peace and development worldwide, as well as to South-South cooperation.

In 2023, the average age of a UN Volunteer was 35, and the overall age range was from 18 to 78 years. There were 167 UN Volunteers aged 60 and above. There were 2,012 UN Youth Volunteers between 18 and 26 years of age.

The largest number of UN Volunteers served in sub-Saharan Africa (5,299). Latin America and the Caribbean had the next-largest contingent (2,762), followed by Asia and the Pacific (1,931), the Arab States region (1,649), and Europe and the Commonwealth of Independent States (1,224).

UNV achieved gender balance in the international professional category, while men were underrepresented in the national officer and general staff categories. Exceeding the target, 73 per cent of the UNV staff came from the Global South.

The proportion of women UN Volunteers increased to 57 per cent (2 per cent growth from 2022). Notably, in 2023, 49.8 per cent of UN Volunteers on the African continent were women, whereas this was 48 per cent in 2022.

SPOTLIGHT ON ONLINE VOLUNTEERING

The Office of the United Nations High Commissioner for Refugees (UNHCR) relied on the talents of 100 Online Volunteers in Niger to run social media campaigns in French and English to raise awareness regarding the rights of refugees, most of whom are from <span>Burkina Faso, Mali and Nigeria. UNFPA marshalled 586 Online Volunteers to highlight women’s reproductive rights in Guinea and Niger and another 552 in Niger to combat fake news against the backdrop of political instability. Niger was also where 125 Online Volunteers assisted WHO in raising awareness of breast cancer and 105 Online Volunteers teamed with UN Women in championing women’s rights. Responding to the floods in Libya and the earthquake in Morocco, 95 Online Volunteers designed social media posts, mapped volunteering initiatives and managed information flows. As well, 18 Online Volunteers supported all UN entities in responding to the crisis in the State of Palestine and neighbouring countries – Egypt, Jordan and Lebanon. The assignments focused on media monitoring, need-based analyses, response mapping and translation.

To raise awareness about the 54 Faces of Africa Campaign and the Youth Connekt Summit in Nairobi in 2023, UNDP called upon 102 Online Volunteers. Another 77 analysed development plans and budget priorities for the UNDP Ethiopia Country Office. Online Volunteers with the United Nations Environment Programme (UNEP) contributed to research on climate, nature and pollution, while for the Government of Zambia, they created content for the Africa Music, Art and Cultural Exhibition 2023.

The talents of 257 Online Volunteers were applied in support of UNDP’s work on youth empowerment in the Asia-Pacific region, while with UNFPA, 151 UN Volunteers supported the #EveryGirlCounts digital campaign. Additionally, 134 Online Volunteers supported Thailand’s Social Development Ministry by contributing to International Volunteer Day activities and creating social media content. As well, 56 Online Volunteers assisted the United Nations Institute for Training and Research (UNITAR) in an AI-generated platform on gender equality. UNV in China and UNDP launched #HerDigitalFuture with the support of 185 Online Volunteers to highlight opportunities and potential educational pathways in science, technology, engineering and math (STEM) for teenage girls.

In Latin America and the Caribbean, 647 Online Volunteers served with the World Food Programme (WFP) in Peru to provide information to refugees and migrants, with a primary focus on those from Venezuela. In Bolivia, another 72 served in Online Volunteering assignments that helped inform people about accessing public information.

Emergency response in Ukraine was supported by 392 Online Volunteers who mapped, translated and provided important research to UN entities. Another 30 supported the UNDP Accelerator Lab initiative creating chatbots for public information. The Gender Equality and Women Empowerment programme was assisted by 60 Online Volunteers with UN Women in Kazakhstan, Moldova, Tajikistan and Uzbekistan, with assignments ranging from research to data management, women entrepreneurship, peace and security. A vital role was played by 17 Online Volunteers, who contributed to the Türkiye earthquake response through psychosocial support, translation and social media content.

Here’s the full report.

https://www.unv.org/Annual-report/Annual-Report-2023

Arts Organizations Have Always Been Masters of Customer Relations & Data Management

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Earlier this month, I talked about how working at nonprofits that produced live theater taught me oh-so-much about effective management and internal communications and continuous improvement. In this blog, I’m going to focus on what that experience taught me about managing and leveraging customer data.

Back in the 1980s, professional nonprofit theaters had already mastered customer data management: such was fundamental to their cultivating recognition and value in their communities, support that translated regularly into donations. And regular donations mean an organization is sustainable – it means it’s not completely reliant on an angel donor, which is fine until that angel donor dies or gets bought out by a company with no interest being an angel donor.

Most of these nonprofits used a program called ArtSoft to manage data regarding their audience, both program attendees and donors. ArtSoft dominated the market for managing customer and donor data at nonprofits that were focused on live performance. Back then, it felt like every theater, every dance company, every performing arts center used it. It’s sad that it doesn’t have even a Wikipedia entry – it deserves such.

But it wasn’t the software that mattered: it was the human protocols and processes in place to ensure audience member information was regularly gathered and updated. At any theater I worked in the 80s or 90s, there were protocols in place so that every single ticket buyer, every season ticket buyer, every special event attendee, every class participant, every donor and every volunteer went immediately into the master database system, ArtSoft or not, at the moment they paid money or signed up for any activities. And each person – each entry – was tracked regarding their relationship with the organization and their activities from then on.

The goal of this data tracking? To communicate with the people in the database such that:

  • season ticket buyers came back year after year,
  • single ticket buyers either became season ticket buyers or kept coming back as single ticket buyers
  • that people that purchased tickets to events or classes were encouraged to buy tickets to stage shows
  • that everyone was encouraged to donate financially, annually, to the organization
  • that volunteers were encouraged to do any of the above, and that any of these audiences were encouraged to volunteer

35 years ago, these arts organizations were already experienced in target marketing in a way that I feel like so many nonprofits now, particularly those started by corporate folks, are still learning.

Those arts organizations had a relationship with every person in that database, everyone of a few thousand people. The organizations could target market to single ticket buyers based on the kinds of shows they liked in the past. We could target market events based on ages. We could engage in highly-targeted correspondence and phone calls that built relationships such that individual donors came back year after year after year. At one theater, we decided to stop trying to convert single ticket buyers to season ticket holders because, reviewing our data, we felt like we had “enough” of the latter, and wanted to still have an avenue to cultivate new customers. These arts organizations were regularly engaged in highly successful, annual crowdfunding – but they didn’t call it that.

These organizations were successful because of the relationship they built and sustained with individual donors, and it was individual donors, not large grants, that provided MOST of their funding.

That was all before “big data.” Those relationships happened because every person that touched that database understood that the people in it were humans, many of whom had emotional moments when they came to performances. They weren’t just a record number – they were real people, and they felt an emotional connection to the theater.

Not because of the software we used, but because of the protocols that were in place, everything about every program participant ended up almost immediately in our master database. How did we do that?! This way: at nonprofit theaters, absolutely everyone in every audience and every program came through the box office staff or the fundraising staff. That’s easier for nonprofits built around attendance to one primary series of events than an organization that has a range of programs each managed by different people. In addition, there was one person whose primary responsibility was to oversee all of the correspondence to everyone in that database, with the goal of either encouraging participation (including buying tickets) or donating money, and that messaging followed a strategy – it wasn’t haphazard.

Absolutely, individual staff sometimes exported certain data and worked with that data on their own. A staff member might have his own volunteer management database with very specific information to track about volunteers, information that should be kept confidential for the rest of the staff. Another staff member might have a database of media contacts with information separate from the main database. But the main database was the MAIN database, a precious asset as important as anything that went on the stage.

One of the many things I learned in working with these databases: you didn’t delete anyone from them. Duplicates, yes, but if someone called and requested to not be on the database anymore, or died, the recorded got marked as such, but not entirely removed, at least not for a certain number of years. Why? Because the data from the precious engagement was still needed for at least five years on, or because of the very real possibility that someone would re-input that person if they weren’t there already, not knowing the person had requested to be removed or had died.

It’s just yet another example of how arts organizations are often so far ahead of supposedly more tech-savvy nonprofits. And how there are lessons from 35 years are still oh-so-relevant.

This experience was the basis of one of the first web pages I created for my new web site back in the 1990s, about how to manage customer databases. And I can still see the influence in these pages on my site:

Keeping Volunteer Information Up-to-Date.

Advice on Choosing Volunteer Management Software.

Basic Customer Database Principles (an updated version of that first advice page on my web site).

Customer Database Regular Maintenance .

Has working in arts-related organizations affected how you work in other environments? Please share how below in the comments.

If you have benefited from this blog, my other blogs, or other parts of my web site and would like to support the time that went into researching information, developing material, preparing articles, updating pages, etc. (I receive no funding for this work), here is how you can help. 

what theatre taught me about management & internal communications

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Working at nonprofits in the 1980s and 1990s, nonprofits that produced live theatre, deeply affected me in terms of how I work in management, communications, customer service, team support and client data management in organizations that have nothing to do with the arts. The things accomplished in producing live theater that I had the privilege of being a part of – with few or no computers, and no Internet – seems astounding now. Back then, it was just business as usual.

How theatres approach project management offer great lessons for any nonprofit and their staff.

I started writing a blog about this long ago, but realized it’s really two blogs. This is part one of two on the subject of how working in nonprofit live theater back in the 1980s still affects how I work to this day, and how your nonprofit or company that is NOT focused on the arts can learn from such:

  • Everyone at the organization, whether full-time employee or short-time contractor or volunteer, whether on stage or back stage or up in the administrative offices, was committed to the success of the stage production and would do just about anything within their role to make sure it was a success. The executive director, the marketing director, the actors, the designers, the stagehands, the box office manager, the volunteer ushers, the intermission bartenders – EVERYONE wanted the production to be successful and cared deeply about it happening as close to the vision as possible. Everyone had each other’s backs – yes, I have jumped behind the bar to clean glasses when I realized intermission staff was overwhelmed, and I was the marketing manager.
  • Deadlines are absolute when producing stage productions at a theater that sells season tickets. Dress rehearsal happened on the date on which it was announced to happen. Opening night happened on the date on which it was announced to happen. Delays were oh-so-rare and, on the rare occassion they happened, deeply shameful. To miss that date gave the impression that the team was a poor planner and, perhaps, lacking in basic competence. It’s because of my background in theater management that I have laughed at web designers or tech developers who feel deadlines should be fluid or that say that what is being asked for is impossible or too much. They wouldn’t last a day in most professional nonprofit theater companies I’ve worked in, where a deadline is real, it’s non-negotiable. In my 15 years in live theater, we made every opening night. There might not be working light cues, there might have been an understudy in a role, but the audience saw a show the night we said there would be a show to see.
  • Meeting all the deadlines associated with dress rehearsal and opening night – for the play program to be printed, the volunteers recruited and scheduled, the press contacted and their seats booked, the costumes and props and sets fully constructed and operational, etc. – required frequent, continuous communication among various staff and departments, with all staff feeling empowered to communicate with absolutely anyone across hierarchies and departments. We didn’t have email – we still visited each other’s offices and still put things on paper. And at the weekly staff meeting, we were focused on exactly what needed to be done and WHO would be responsible. The house manager would a short report after EVERY performance noting ANY issues AT ALL, from a cell phone going off during the second act to late patrons not being seated until the first scene change. The stage manager wrote a short report EVERY performance noting ANY issues AT ALL during the performance. A senior staff member read that report EVERY morning and was not surprised when a patron called with a complaint about something they were angry about, or when an item showed up in the press noting a mistake in a performance, because they already knew about it. No one claimed they didn’t have time to write those reports or read them. I have stared dumbfounded at senior managers at non-arts-related nonprofits who want to focus on how they first heard about a program problem – the messenger – rather than the problem itself.
  • Hierarchies existed, but not when it came to communications about the quality of the “final product.” If the marketing assistant attended a rehearsal and sat in a seat and realized the staging would keep certain audience members from seeing a critical moment, that marketing assistant woud be welcomed to tell either the stage manager or even the director, directly – that assistant didn’t to have to go to the marketing director, who would then go to the executive director, who would then go to the artistic director, who will then go to the stage director.
  • Absolutely, we were happy with full houses and sold-out shows, but we were just as thrilled looking out and seeing a half-filled but completely diverse audience, with people of ethnicities or ages we didn’t usually have in those seats. We also were thrilled when we put on a show that was challenging in terms of its theme or how it was presented, and it connected with the audience, even if we weren’t playing to full houses. I’ve never been able to relate to corporate folks that want nonprofits to focus exclusively on numbers instead of other factors, like the diversity of the audience and feedback from that audience, when judging marketing success.
  • EVERYONE took part in celebrating the success: on opening night, the box office assistant manager was as delighted as the show’s director that the play – the project – was off and running successfully, and they were side-by-side celebrating at some point.

I miss that environment so, so much. I’ve kept those lessons in my work, much to the frustration of some managers. I still think it’s a great way to operate.

Next week, I’ll share blog number two on how working in nonprofit theater taught me so much about customer relations and data management.

If you feel that your work or volunteering at any arts-related nonprofit has positively affected your work at other nonprofits, or even in the corporate sector, please comment below!

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graphic representing volunteers at work

Mandatory community service can be amazing for the “voluntolds”

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One of the things I have really disliked in working with people who manage volunteers is those that turn their noses up at people who have to do mandatory community service. “They aren’t volunteers, they are volunTOLDS”, they smirk. They will go so far as not inviting people doing community service to volunteer recognition events, not inviting them to follow them on social media, even not giving them the t-shirts, pins and other swag they give to “real” volunteers.

People volunteer at nonprofits for a variety of reasons and MOST of those reasons are NOT selfless: people volunteer to explore careers, to meet people, to have experience to add to their résumé, to meet a class requirement, because their religion tells them to, because they are skeptical about something and want to see first hand what the work is about, and a whole host of reasons that aren’t at all “selfless.”

I am an advocate for treating community service folks as VOLUNTEERS, just like everyone else. I have the same high bar of participation for them as I do any volunteer: they have to fill out the same paperwork, they have to go through the same screening and orientation, they have to adhere to the same policies, etc. Not all of them make the cut – just like other people who want to volunteer. But if they do, then I treat them just like all the other volunteers. And the result is that EVERY person who has done mandated community service with me has volunteered for MORE hours than the court or their class required.

This brings me to a recent experience: a friend who works at a nonprofit has a son who did something reckless and stupid and illegal, and ended up having to do mandated community service as a part of his sentence. She was at all of his various meetings with law enforcement and other officials in the restorative justice process, along with the friends who had been with him, and she talked about how he and his friends stared down at the ground, looked as humiliated as all the officials wanted them to, mumbled through answers, etc. She organized the community service hours he and his friends had to do at the nonprofit where she works – they worked alongside teens from a church to clean out the yard of an elderly, disabled homeowner. It was an all-day, very physically strenuous task. Had you been there, as I was, you could not have told which teens were from the church and which were the ones mandated by a court to be there. Days afterward, the teens had their follow-up meeting with officials, and did their usual mumbling and shame-staring, until… it was time to talk about the community service experience.

My friend said that the teens lit up, shoulders and heads straight, talking all at once about what they had done, seeing how much this homeowner had needed helped, how after a few hours they could see that they were changing her life for the better. One of them said, “I think I want to do this as my job – I want to help people like this!” They wanted to know if this was “real” volunteering and if they should put it on job applications.

Community service doesn’t always result in something like this. Volunteering doesn’t always result in something like this. But when it does – wow.

Also see:

If you have benefited from this blog or other parts of my web site and would like to support the time that went into researching information, developing material, preparing articles, updating pages, etc. (I receive no funding for this work), here is how you can help.