How to Choose the Systems to Fix First

Issue #007

This week’s strategic brief (5-minute read)

Heads up: There’s a free kit at the end of this issue to help you apply today’s framework. Don’t miss it!

Years ago, after a major campaign, I missed a major gift renewal because a donor’s pledge fell through the cracks.

The thank-you letter went out late. No follow-up call was made. And when I finally reached out, the donor had already committed elsewhere. Not because they didn’t care—because they assumed we didn’t.

You can’t fix everything at once. And with tight budgets and time, every system upgrade needs to count.

Where do you start?

Here’s the framework I use to pick upgrades that drive results.

The ROI Framework

Before investing, I run three checks:

1. Revenue Impact Score​
How much revenue does this system affect?

• High: Pipeline, donor workflows, gift platforms
• Medium: Reports, team tools, event systems
• Low: Messaging, docs, scheduling

2. Time Recovery Multiplier​
How many hours does this broken system waste?

Example: Manual reports = 6 hrs/week
(6 × $85/hour total comp × 52 = $26,520/year)

3. Growth Potential Score​
Will fixing this system help us grow faster? Growth results I look for:

• Unlocked: 2x volume with same staff
• Enabled: 1.5x volume with same staff
• Neutral: Same capacity, more efficient

Real Results from Our $20M Operation

Our recent system investments:

Digital Sales Room

• Cost: $11,750 total
• Revenue Impact: High - streamlines prospect cultivation
• Time Saved: 8 hrs/week = $35,360/year
• Growth: High
• ROI Calculation: $35,360 ÷ $11,750 investment = 301% first year return

LinkedIn Sales Navigator

• Cost: $9,000/year
• Revenue Impact: High - identifies high-value prospects
• Time Saved: 6 hrs/week = $26,520/year
• Growth: High
• ROI: 295%

Systems Spotlight: The Investment Decision Tree

Ask:

Does it handle donor relationships? ​ HIGH priority

Does it free up time for revenue work? ​ MEDIUM priority

Does it remove growth bottlenecks? ​ FUTURE priority

Don't get me wrong. By FUTURE, I mean as soon as your budget will allow. By focusing first on donors and contributions, you'll likely create the space needed to fund the improvements.

4-Step Plan to Pick Smart Fixes

Step 1: Score each system
Use the 3-part ROI Framework.

Step 2: Count real costs
Include missed gifts, staff burnout, and slow strategy.

Step 3: Make your case
Outline cost, benefit, timeline, and metrics.

Step 4: Go in phases
Start with the highest ROI. Let wins fund the rest.

Your Quick Self-Check

1. Strategic: I use ROI for all decisions
2. Planned: I have a budget and roadmap
3. Reactive: I fix when things break
4. Hoping: I know we need to act, but haven’t
5. Surviving: I’m patching as I go

If you scored yourself at 3 or below, you’re likely losing money.

Free Download: System Upgrade Decision Kit

I created a decision kit to help you score and prioritize your system upgrades. Plus, there's a bonus: how I present requests to my CFO.

Download the PDF: Chief Fundraiser's System Upgrade Decision Kit​

If you find it helpful, I’d love to hear from you. What was most useful? What would you add or change?

Coming Next Week

Next Sunday: How to address the real challenges holding back growth. I'll tackle the most common issues you've shared with me.

Reader Challenge

Pick one system and do the math:

• What does the broken system cost each year?
• What’s the cost to fix it?
• How fast would it pay for itself?

If payback is under 18 months, it’s a smart move.

Your Turn

What fix keeps getting pushed to "later" even though it makes sense now?

We often delay upgrades that would benefit us the most.

Reply and share the one you’re stuck on. I’ll help you build the ROI case in a future issue.

Until next week,
Christine

P.S. The best system upgrades don’t just fix problems. They give you time back for the leadership work only you can do.

I’m Christine Bork, Chief Development Officer at the American Academy of Pediatrics. I write Chief Fundraiser Weekly to help other fundraising leaders escape the chaos of daily tasks and build high-performing, strategy-first operations.

If you found this helpful, forward it to a peer—it might be the boost they need this week.