10 Questions Every VP Should Be Asking Their Operations Teams

Advancement operations are the backbone of successful fundraising and philanthropy programs. As a VP in philanthropy and advancement, your strategic goals depend heavily on the effectiveness, efficiency, and insights delivered by your operations teams. 

Yet, too often, critical operational questions remain unasked, leading to missed opportunities and hidden inefficiencies. 

Here are 10 essential questions you should regularly ask your advancement operations team to ensure alignment, clarity, and maximum impact: 

1. Are our data systems effectively integrated, and where are our greatest friction points?

Identifying integration issues helps reduce inefficiencies and ensures accurate, timely data across the organization. 

Fund Management Follow ups: 

• What campus systems are we connected with to collect fund information? 

2. What key metrics are we currently tracking, and how closely do they align with our strategic goals?

Aligning metrics with strategy ensures operational efforts directly contribute to organizational outcomes. 

3. How accurate and timely is our donor data, and what is our process for maintaining data integrity?

Reliable donor data is foundational for effective engagement and informed decision-making. 

Fund Management Follow up: 

• Count and percentage of funds with zero expenses last fiscal year? 
• Count and percentage of funds with excess accumulations last fiscal year? 

4. Where do manual processes still exist, and what opportunities do we have for increased automation?

Automation increases productivity, reduces errors, and allows staff to focus on higher-value activities. 

5. How are we leveraging technology to personalize donor engagement and stewardship at scale?

Personalized engagement deepens relationships and drives increased donor retention and giving. 

6. What insights have emerged from our donor reporting that could inform future fundraising strategy?

Insights from donor reports enable proactive strategy adjustments, enhancing campaign effectiveness. 

Donor Reporting Follow ups: 

• What is our process for sending impact reports?  
• Do our reports include narratives from students, faculty, and staff?   

7. How well-equipped are we to track and report on donor impact transparently and compellingly?

Transparent impact reporting strengthens trust, demonstrates accountability, and encourages continued support. 

Donor Reporting Follow ups: 

• How many donors or households are we reporting to? 
• How many funds are we reporting on? 
• What is our percentage of total on both of those? 

8. What operational bottlenecks are currently impacting team productivity, and what support is needed to resolve them?

Addressing bottlenecks quickly can greatly enhance team morale and overall productivity. 

9. How frequently do we evaluate the effectiveness of our current tools and systems, and what improvements are recommended?

Regular evaluations ensure the organization remains agile and responsive to changing needs. 

10. What training or resources do you need to optimize operational effectiveness and support our frontline fundraising team?

Investing in professional development and resources equips teams to maximize their contributions and effectiveness. 

By regularly engaging your ops team with these questions, you position your organization for smarter decisions, deeper insights, and a more impactful advancement strategy.

How FundMiner Can Help

FundMiner empowers advancement teams to stay ahead of trends with:

• Centralized data for clear insights.
• Impactful donor reporting to build trust.
• Seamless tech integration for efficiency.
• AI-driven insights for smarter decisions.
• Automated workflows to save time.

Let us help you turn these trends into opportunities. Contact FundMiner today to learn how we can support your advancement goals!