You don't need to scramble for your fundraising stories (there's a better way)

Do you only search for stories when it's time to write an appeal or a newsletter?

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Do you think of fundraising story collecting as something to do when it's time to write an appeal or a newsletter? If so, I hope you'll change your thinking.

I hope by the time you finish reading this, you'll:

1. see human beings as story-collecting creatures
2. understand the value of creating a story-collecting system
3. help others in your organization do the same
4. pile "story gold" — and "take it to the bank"!
    

You don't need to scramble for your fundraising stories (there's a better way)

Which kind of story collector are you?

A.)  You scramble to find stories whenever a deadline approaches.

B.)  You have a system that feeds you stories year-round.

We highly recommend B. Here’s why:

First, a story system = less stress. No more last-minute begging for details or hunting down quotes. Instead, you’ll have a “story vault” ready to crack open anytime. Imagine the peace of mind!

Second, a story system = more money. Better stories mean deeper donor connections. And stories aren’t just for appeals. They can supercharge your newsletters, annual reports, social media, volunteer pitches... Stories are your Swiss Army knife for impact.
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“But wait — what if my team resists?”
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Fair question! If your colleagues groan at “one more task,” reframe the ask. Start small: “This isn’t extra work — it’s saving work. Imagine never having to scramble for newsletter content again!” Tie it to their goals. Program staff? Stories showcase their impact. Finance team? Stories = funded budgets. Everyone wins.

Okay, but how?​ Here are 4 ways to help you convey the importance of story collecting to your colleagues.

1. Explain the WHY (and keep explaining it)

​People won’t prioritize stories unless they get it. Share the “why” early, often, and passionately:

• Good stories = more funding = more impact (a rising tide that lifts all boats).
• Good stories = happier donors = stable jobs (yes, including theirs).
• Good stories = recognition (for your team, their work, and the people you serve).

Make it about their wins, not just yours.
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2. Make it super easy​

Automate, automate, automate:

• Slack channel magic: Create a #StoryGold channel where staff can drop snippets on-the-go.
• CRM integration: Add a “Share a Story” button to your team’s workflow software, if possible.
• Google Form + calendar reminders: Send a monthly or quarterly template asking for key details (names, quotes, “aha!” moments, before-and-after story arcs, sensory details). Rotate subject lines to keep it fresh: e.g., “Got 2 minutes to boost our mission?”

Pro tip: Include an example of the kind of story notes you're looking for. (AI can help you draft a representative example if you don't have one. Just be sure to label it as such.)
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3. Show gratitude​

No one owes you stories. So consider:

• Public shoutouts: “Maria’s story about the tutoring program just landed a $5k gift!”
• Coffee karma: Surprise your most consistent story-sharer with a latte.
• ​Pickleball, fajitas, and margaritas: Plan something special for your frontline staff. Listen. Their anecdotes = donor gold.
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4. Give feedback that fuels momentum​

Don’t just say “thanks” — explain why their story rocked:

• “The dialogue you included made the donor cry (in a good way!).”
• “That ‘before-and-after’ contrast? so good. We’re using it in the annual report.”

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Stories aren’t merely fundraising tools, they’re the currency of connection. By building a system to collect them year-round, you’ll save time, reduce stress, and bring to life moments so vivid they almost write your donor comms for you. But the real magic? This isn’t just your system. It’s your program team’s legacy, your volunteer manager’s pride, and your donor’s window into the impact they make.

So, what’s your next move? Keep scrambling for stories when deadlines hit? Or invest in a system that turns your entire organization into story collectors — and your donors into lifelong fans?

Start small: Set up that Slack channel today. Forward this to one colleague with “What do you think?” Or buy someone on your team a coffee and ask, “What’s the most amazing thing you’ve seen this week?”

The best stories aren’t found in the chaos of crunch time.

They’re cobbled together in the calm before the storm.

Let's make that calm last as long as possible! ❤️