Easy vs hard?

When you have several things on your to-do list, you can probably tell that some of them will be harder than others.

You might want to take on the easy ones first and get them out of the way. But then again, maybe you should bite the bullet and do the hard ones first.

If I may, let me suggest that “easy versus hard” is not the most important question here. The more useful question is this:

Which of these tasks will get me the most value in return for what it costs?

Value could mean a number of things:

• Benefits to health and sanity.

• Financial profit.

• Increased Goodwill.

• Avoiding a significant loss.

• Making the other tasks on my list easier (that’s a big one you might have missed!)

Cost takes on different forms, too:

• Time and money.

• Physical effort.

• The mental stress of doing things I dislike (another one that’s often overlooked).

• Calling in favors.

Here's the thing:

Focusing on “hard versus easy” means you're starting with the cost.

You'll get much better results if you start with the value, and then compare that to the cost.

Heck with a little practice, you'll probably be able to cross some things off your list entirely — because they're just not worth doing.

All the best,
A.

Rookie mistakes

Sometimes the most frustrating things turn out to be what the pros call "rookie mistakes."

Of course, even the pros make them from time to time.

Then they learn from it, laught at themselves a little, and move forward. it doesn't need to be embarassing; it just needs to be addressed.

The folks at CivAcademy have put together a great little video on their most frequently encountered CiviCRM rookie mistakes.

Maybe you've made some of these. I know I have, and many of my clients have. So we’re all in good company here.

I encourage you to give it a look when you've got 5 minutes to invest in mastering your CRM:

Top 10 Most Common Mistakes Users Make in CiviCRM

(And if you’ve made some rookie mistakes that you think should make the list, I’d love to hear about them!)

All the best,
Allen

P.S. Mistake #1 was my suggestion for the list. That one seems to bite everybody, sooner or later.

Spare keys

Would you let me make 100 spare keys to your house and scatter them around your neighborhood?
How about 10?
Or maybe just 2?

Of course yo u wouldn’t.

Because the only people who should have a key to your house are the people who are supposed to be inside. Any extra keys should not be left "lying around" for "just anybody" to find and use.

Sure, anybody who found a key wouldn't necessarily know what it's for — but that's small comfort when it comes to the security of your home.

Compare this to administrative login accounts for your website.

Do you still have active admin accounts for your site, for folks that no longer work for you?

Or for staff members who don't actually need full admin access (you know, the ability to literally change, export, or destroy all of your content and data)?

Those admin logins are the keys to your organization's online home.

I hope you're not letting them "just lie around" for "just anybody" to find and misuse.

(Fortunately, unlike physical house keys, you don't need to go looking for them. Just turn those accounts off!)

All the best,
A.

Texas is not Minnesota

Of course my local road department could get one of these to plow the snow:

It’s a TowPlow! It plows two lanes at once! OMGGGG!

I mean, Minnesota has them! Why not my little Texas town?!

Well…

Mainly because: Texas is not Minnesota.

And by the way, Minnesota DoT says they paid over $260,000 for each of them, and they conducted a massive study to evaluate the cost/benefit implications, years before actually deploying them on the roads.

Here's the thing:

Just because your neighbor, or your competitor, or your previous organization had one, doesn't mean it's the right thing for you.

Texas doesn't have Minnesota winters. And you, of course, don't have somebody else's problems.

The right solution for you is the one that fits your problems, your goals, and your resources.

It’s fine to learn from someone else’s experience with any given solution. But it’s important to consider how your situation differs from theirs.

All the best,
A.

Snowplows?

Something else on the topic of being ready for anything.

My little North Texas town got about seven inches of snow one day of last week.

My county road crew, as far as I know, does not own a single snow plow. So the roads never got plowed.

So, do we say that they were not ready to handle the snow?

I don't think so.

In this part of the world, it's exceedingly rare to get that much snow in one day.

Yes, it did slow people down for a while. But, as usually happens, the roads cleared themselves with the help of a little sunshine just a day or two after.

If we say the local public services were “ready,” what we really mean is that they were:

• Ready to haul out the salt trucks and gravel spreaders.

• Ready to handle the occasional complaint, which is sure to come from a few people.

• Ready to accommodate the two or three days of delay in their public works projects.

• Ready to drive out and help the occasional person who gets stuck in the snow.

Of course they could use their limited budget to purchase a handful of snow plows. And to store them. And maintain them. And run them over all the roads so quickly that they’re all plowed before the snow melts on its own.

And one day, if public sentiment insists upon it, they may decide to do that. (I think it would be crazy, but local politics can be weird.)

But in the meantime, they're doing something that I think is rather prudent:

• They're calculating the likelihood that the snowplows would even be useful.

• They're calculating the cost, both of plowing the roads, and of not plowing them.

• Thus, they're calculating the total risk by considering the likelihood of an event, combined with the severity of that event.

• Finally, they're making a reasonable and informed decision as to the most effective way to handle that risk.

Snowplows? Probably not worth it.

Extra manpower and an occasional disgruntled voter? Probably worth it.

You are — I hope — doing some of the same in your own work.

Building an ironclad system that smoothly handles every possible contingency is very, very expensive.

And considering that “every possible contingency” is literally an infinite range, it's both very expensive and literally mpossible.

Instead of that impossible expense, you can protect both your sanity and your operations by gauging the risk (the likelihood of a particular negative event multiplied by the negative impact of that event) and letting that inform the appropriate cost (in missed opportunity, funds, human resources, good will, and delay) for a solution that will handle it.

If the total risk (likelihood X negative impact) is high, it’s probably worth a more elaborate solution. But if it’s low, a simpler approach may be better.

All the best,
A.

Ready for anything

Life is full of surprises, so it's important to be ready for anything.

A word like “anything,” though, is incredibly broad. And there are any number of ways to “be ready.”

Some things are certain.

Your upcoming annual fundraising kick-off? That's sure to happen, and you can even predict the date. Being ready probably includes includes a good number of things that you can prepare in advance.

Some things are fairly likely, but unpredictable.

A staff member has to be out sick for a week? Being ready means having some contingency plans to deal with the extra workload, and probably cross-training other staff members so they know how to fill in the gaps.

Other things are conceivable, but so unlikely that they don’t merit a specific contingency plan.

The venue for your annual gala burns to the ground the night before the big event? Being ready means simply being mentally prepared to deal with any hardship. It means continually remembering that some things are out of your control, and that striving forward in any situation is within your control.

Why does this matter?

Because efficient management of your people and your systems requires that you budget appropriately (not recklessly) for both the known and the unknown.

Because maintenance of your own sanity requires you to acknowledge that some things cannot be anticipated.

And because continued success in the face of uncertainty requires that you prepare your mind — and the minds of your staff members — to move forward regardless of what challenges may arise.

Sure, it’s pretty hard to make a detailed plan for a surprise catastrophe.

But with a little practice, even that is something you can be ready to handle, one way or another.

All the best,
A.

Identifying a goal

Friend of the list Rose Lanigan wrote in with a great response (shared with permission) about setting goals and taking care of aspirations:

Hi Allen,

Happy New Year! Hope you had a nice break and enjoyed the holiday 😊

This email is very interesting – I wanted to reply to your earlier email about setting goals but I’m coming up empty so far.

However, I’m halfway through a Masters degree at Loughborough University (in Data Science if you’re curious), and reading this email today makes me reflect on one of the reasons I enjoy it so much – in the same way, you benefit from [your tournament] videos, I’m finding the challenge of the assignments and the feedback I get really satisfying. Even if I never earned a penny (dime?!)) more if and when I complete this Masters degree, it’s not time wasted because it’s stretching my skills and abilities and I’m learning so much.

I’m currently thinking I want to follow up with a PhD for similar reasons – to continue to reach and stretch what I’m able to do and what I can contribute with these newly acquired skills. Maybe this is my new year’s resolution – complete the Masters to the best of my ability and to move onto a PhD!

Hope your 2025 is a year of learning, loving and growing 😊

Best wishes,
Rose

Yes!

Rose makes a few great points here:

• When put on the spot, many of us will struggle to identify a specific goal we’re striving for; we seem to “come up empty” for a response.

• But on reflection, and on looking at how we’re actually spending our time, we might notice that we’re actually striving to achieve something in particular, or that we enjoy making progress in certain areas.

• A sense of fulfillment is a perfectly legitimate reason to pursue a goal — it’s not as easy to quantify as a dolalrs-and-cents bottom line, but it’s very real, and it is measurable. (I mean, we can see that some things are really satisfying and other things are less so. That’s a measurement.)

• Identifying what we actually care about, however we get to that conclusion, is a great mechanism for identifying goals worth pursuing.

Best of luck to you, Rose, in your pursuits! Fight that fight!

And for the rest of us, whether it’s an advanced degree or whatever moves you, here’s hoping you can identify it and then remember to find the strength to go after it.

All the best,
A.

Automate all the things?

Something we all love about the potential of a good CRM is that it can automate or streamline the tasks that we might otherwise have to undertake manually.

Who doesn’t want that?

But while it's tempting to look for an elegant automated solution for every task that could be automated, it's not always worthwhile.

Case 1: Responsive tech support

I bought a customizable keyboard last week, and was excited to configure it just as I needed.

But no matter how I tried, I couldn't get my keyboard configurations to save properly.

The "help" link in the configurator tool was quite prominent, so I chatted with tech support, and within minutes they helped me get it done.

Turns out I had mistakenly used the configurator for a different keyboard model, and once they pointed me to the right steps, I was good to go.

What if ... they improved their tool so it would detect my mistake and then point me in the right direction? Then I wouldn't need to ask for help, and they'd reduce their tech support staffing requirements.

But then again, maybe ... they've already thought of that, and decided that it was more efficient to stick in a big "help" button and make sure they actually help people via tech support?

As a customer, it makes little difference to me. I got what I wanted, quickly. And they got a happy customer, which is presumably what they wanted.

Assuming my mistake is not very common, there's not much of a business case for developing features that would automatically detect and resolve it.

Case 2: Small-scale reporting

I spoke with a client this week who has some fairly unique reporting needs to segment her end-of-year fundraising contacts into two separate groups. The data she needs is clearly in the CRM, but there's no easy way to get it with CiviCRM's current features for searches and reports.

We puzzled through a variety of solutions for a while, and then I asked, "Wait, how many contacts are we talking about here?" Turns out there are just around 80 contacts.

With that, she realized she could do this -- without too much anguish -- by manually examining those contacts.

What if ... we developed a custom reporting solution, or other more complex features, to make this possible with the push of a few buttons? I probably could have talked her into that, and I probably would have had fun building it.

But then again, maybe ... there's not a sound business case for that level of custom development for a fairly unique need that's not expected to come up again any time soon.

Here’s the thing:

Just because you could automate something, doesn’t mean you should. You certainly don’t have to.

What you have to do is get your data into a useful form, while expending an appropriate level of time and money to do it.

And sometimes, the appropriate thing is to do it by hand.

All the best,
A.

Win, lose, learn

Want to start getting better results in your work? Try frequently measuring your progress, setting small goals, and analyzing your processes.

If I were a young athlete competing at the Olympic games, it's a safe bet that my entire focus would be the outcome of that one event. After all, an Olympic gold medal is probably the single greatest achievement of any athlete's career.

As it happens, I am neither terribly young nor an Olympic contender. But I do train in a competitive sport, and I participate in several tournaments each year.

And while there's no denying that it feels nice to walk away with a medal, here's something I've noticed:

When I compete in a local tournament, I'm not as interested in the medals as I am in the video of my matches.

That's because, unlike the friendly sparring I get in training several times a week, I know that at a tournament:

• My opponent is roughly my age, weight, and skill level; and

• My opponent will not go easy on me, ever.

So even though the medal is of no particular value, the matches themselves are an actual test of my progress in the sport.

Reviewing the videos helps me to see:

• Have I improved in the specific skills I'm trying to perfect?

• Did I anticipate the challenges that would come to me and respond appropriately?

• Did I miss opportunities that could have made a difference?

• Was my game plan sound, or should I rethink my approach?

• Did I execute my techniques properly? And if not, where could I improve them?

That learning gives me a win that goes far beyond a tournament ranking — it’s a durable process for continually improving my game.

When asked, I will encourage people new to the sport to compete as frequently as possible, for just these reasons.

And for those same reasons, I encourage my nonprofit coaching clients to do the same:

As frequently as you can, set goals that are challenging for you.

Enjoy the wins (you will). Mourn the losses (you will).

But more importantly, review the tape. If you win, why did you win? And how could you have won better? If you lose, why did you lose? And where could you improve?

Here’s the thing:

Most of us are not going to be Olympic-level athletes. But our work, if it's effective, wil make a difference in the lives of the people that we care about.

The beauty of frequently setting challenging goals for ourselves is that it's a win-win:

If you reach the goal, then of course that's fantastic.

And if you don't, win anyway! It’s a matter of measuring your results and carefully reviewing your processes for continual improvement.

All the best,
A.

The reserve

Would you plan to start a trip across the desert without a spare tire?

Of course not.

Forget about the desert, most of us, wisely, would hesitate to drive around town without a spare.

Likewise:

• Any sailing ship will carry with it, on any journey, a generalized supply of repair materials and tools.

• Any army, since ancient times, will commit only a portion of its forces to the main battle and hold back a reserve force to be used later.

Why do we operate like this?

Obviously you may drive from home to work without getting a flat.
And a ship may sail across the ocean without incident.
And an army may simply conquer its enemy outright.

But we know it doesn't always happen like that.
Surprises will arise.
Even our best plans often face unexpected challenges.

It's worth keeping this in mind with any new project you might undertake in your work.

• Key staff members can get sick or otherwise be absent.

• Requirements that seemed clear in the beginning can change as the project develops.

• Launch dates can be delayed due to technical surprises or the challenge of getting all of the stakeholders fully on board.

Of course, there may come a time when you need to make a long drive on your last spare tire.

But as a general rule, that's not a recipe for long-term success.

Always, if possible, keep something in reserve.

So you can have it ready when the unexpected happens.

All the best,
A.

Happy new year?

I'm not big on new year's resolutions. Any day of the year is a fine time to decide what you want and start working to achieve it.

But hanging up that new calendar is as good an excuse as any to reflect, assess, and redetermine.

So I'm curious to hear from you:

• How are you better off in your work than you were this time last year?

• What are you aiming to achieve for your work in 2025?

• What plans do you have to make that happen?

Please take 30 seconds to hit reply and let me know.

If you're not sure about any of those things, I'd love to hear that too. (And if you want I'll offer whatever insights I can to help you!)

All the best,
A.

“I didn’t edit that”

I don’t know how that could have been changed. I didn’t edit that at all. So weird!

— from a client who was struggling with problems stemming from a required custom field in CiviCRM (edited for brevity)

Every now and then, I’ll hear this kind of thing from a client: some configuration changed, and nobody knows why. It’s pretty surprising, to say the least.

So what’s going on here? Who’s changing the settings? And how can we limit this kind of “mystery configuration change?”

I should mention that, when addressing this kind of mystery, I’ve never seen any evidence that some bug in CivCRM (or related software) is actually changing the settings on its own. That would be a serious concern, and it’s tempting to lay the blame there. But I’ve seen no evidence pointing that way.

Instead, this can usually be attributed to a simple explanation:

• Simple human error: someone checked a box without realizing it.

• Multiple admins: some other staff member with administrative privileges made this change intentionally, not realizing that it could cause problems.

Usually it’s enough to simply correct the configuration.

But there are ways to limit the chance of this happening, and the most straightforward is this:

Be strict about who gets administrative access:

• Define (and document) a reasonable collection of user roles, each with appropriate permisisons, and assign the appropriate role to each user.

• Ensure each user is fully trained on, and responsible for, the features that they have access to.

• Naturally, this means only a very few users (probably just one or two) will have full administrative access to your site configurations and data.

And, if “mystery configuration changes” are happening on your site, there’s also a way to identify “who made what change”:

Enable CiviCRM’s “Logging” feature (at Administer > System Settings > Misc (Undelete, PDFs, Limits, Logging, etc.) ):

This will allow someone with the right skills (probably a developer, because CiviCRM doesn’t make these logs available in its administrative interface) to examine the logged data and identify who made the change, and when they made it.

Keep in mind, that logging can slow down a site that sees a lot of CRM data changes, so you may not want to enable it withat careful consideration.

But if “mystery changes” of any kind — whether it’s constituent data or system configs — this kind of logging can help you get to the bottom of it. (I’ve used it several times this year to help my clients understand “who’s changing what.”)

All the best,
A.

You can but you shouldn’t: required Custom Fields

Here’s a pro tip for working with custom fields in CiviCRM:

When CiviCRM asks you if you want to make a custom field “required,” just say no.

You could say yes, but if you value your sanity, you should simply never do this.

Doing so can create some surprising troubles. Not that it will completely break your CRM, but it can cause unexpected errors in unexpected places.

Today i solved such a problem for a client who was in a fair bit of pain over it (and under significant time pressure, too).

For them, the problem showed up as a validation error on a contribution page. No matter what they tried, the contribution form would fail with a cryptic error message, "Payment Processor Error message :DB Error: unknown error".

The problem? A required field on the Individual contact record — a field that was not even available in the form being submitted. (Think about it: if the field isn’t in the form, how could it have a value? And if it’s required to have a value, how could the form be submitted successfully?)

They’re trying to get this launched as part of a scheduled campaign, and as holiday schedules play havoc with everyone’s availability, they were worried this was going to delay things. Not good.

I sorted them out, and they’re happy. But I think a few of them gained several gray hairs over it.

“But Allen, what if I need to require the field in a form?”

That’s completely reasonable, and doesn’t make a problem. If you’re using Profiles, it’s fine to mark the field “required” in the profile. Same goes for FormBuilder: require away!

But setting the custom field itself to required, that’s just thumbing your nose at the gods of chaos.

And they will find you, believe me.

All the best,
A.

♬“It’s the most stressful time of the year” ♬

When I was a kid, Christmas really was the most wonderful time of the year.

Then I grew up, and now I know why it was so wonderful for us kids — because the adults in our lives were stressing-the-heck-out trying to make it so.

You’re probably feeling it too.

Family obligations. Gift shopping. Social events. Scrambling to get all your business done before you’ll be out for a few days. Accommodating schedule changes from your colleagues. Plus the substantial end-of-year work that’s standard procedure for most community-driven organizations.

In the midst of all that, I hope you’re making time to think about the two major classifications of every task you might undertake:

Obligations and aspirations

• Obligations are those things we feel we must do, or risk disappointing people who matter to us.

• Aspirations are those things we want to achieve, even though nobody’s expecting it.

We probably all know they’re both valuable and important.

We’re just not usually very good at thinking about them at the same time.

Ironically, most of us spend lots of time in December thinking about obligations, and as soon as New Year’s day is in sight, we start thinking about our aspirations.

In case you haven’t noticed, stressing out for a month over our obligations is not exactly the best warm-up for taking care of our aspirations.

Here’s the thing:

When’s the best time to think about our obligations? Every day.

And the best time to think about our aspirations? You guessed it: every day.

Sure, you “have to” take care of your obligations. But if you don’t also take care of your aspirations, who will?

All the best,
A.

Dealing with bot spam

When I was a kid, our church had a little box for suggestions and prayer requests.

My father was a pulpit minister for a while, so I learned that such a box will sometimes contain other interesting things, too. Like gum wrappers. Or the occasional dirty limerick from an especially daring kid. (It wasn’t me, I swear, Dad!)

Your website's contact and donation forms probably have a similar problem. If they don’t now, they probably will eventually.

You can't just close them up, but it's a headache to deal with spam submissions.

And sometimes it's more than a minor annoyance. When you've got hundreds of spam contacts showing up in your CRM every day, or card-testing scammers submitting stolen credit card numbers, it can have a serious impact on your operations.

So what to do?

First, recognize that this is an ongoing campaign against malicious activity.

There is no one-button fix. Every step you take to make it harder for the bad actors can also make it harder for your legitimate users. That's a cost all by itself, besides whatever time and effort you put into this.

So you'll want to have some kind of baseline measurement first, to evaluate the impact of whatever actions you do take.

But here are some things you can do to tighten up your fortress against the invaders.

Contribution "card testing" scammers, and other spam via CiviCRM forms:

Credit card thieves can (and do) purchase lists of stolen credit card details on the dark web, and then automate the testing of those details on some online payment form somewhere.

If they pick your contribution page, you could be in for some trouble with your payment processor (imagine: Stripe suspends your account until you find a way to block the scammers.)

Or, if you're really getting hammered, the volume of traffic can make your site unusable.

To protect against this kind of abuse, you can install and configure the CiviCRM "Form Protection" extension and Google's reCAPTCHA tool. This will provide a rather high barrier against bot-driven form submissions. (See this civicrm.org blog post for more details on this topic.)

"Contact Us" form spam:

For any number of wild and varied reasons, bad actors will implement automated scripts that submit bogus data through general-purpose forms like your "Contact Us" or "Subscribe to Our Mailings" forms.

If these forms are built in CiviCRM, the Form Protection extension (see above) can help.

But if they're built in your CMS (Drupal Webforms, WordPress Gravity Forms, etc.), or if you want something besides Google reCAPTCHA, you've got more options, in the form of outside (usually paid) services that scan all form submisisons and reject the ones that fail the "smells like spam" test.

The two most popular services are Akismet and CleanTalk, and both of them:

• Have plugins/modules for both Drupal and WordPress

• Work without CAPTCHAs, puzzles, or other "stupid human tricks" hoops for the user to jump through.

• Are pretty darned inexpensive.

• Have a good reputation for blocking bots without blocking humans.

Here's the thing:

A little bot-driven spam now and then is likely an acceptable "cost of doing business" if you want to keep your "contact us" and donation forms open to the public.

But if (and when) it gets bad enough that it's hurting your organization, you do have options.

All the best,
A.

“This form spam is killing us”

Here’s a question (paraphrased, emphasis mine) that came in over the weekend:

Hi Allen,

Yesterday I found that we’re getting hundreds of bogus contact records added to our CRM each month.

I'm just sick about this because we’ve aready worked so hard to clean up records that we already had.

I figure these are coming in through one of our many public forms, but how in the world are we going to find these all and clean them up — and more importantly, what steps can we take to block whatever it is that’s submitting them?

- N.

That’s a great question, which I’ll answer with a question:

Have you ever tried to lose weight?

I have.

The first time was really frustrating. I figured it was a simple matter of cutting calories, so I worked really hard to trim my diet. Really hard. And it sucked.

And I quit it.

It was just too difficult. I was cutting the calories hard, without event knowing how much I needed to cut, or what it would get me.

The second time was a lot easier.

Acting on some good advice, I just spent the first two weeks eating what I normally would, but tracking everything (Yes, everything. Hershey's Kiss from the bottomless bowl in the office? That goes on the tracker.)

During that time, I also measured my weight on a regular basis.

After those two weeks, I had a clear understanding of my baseline weight and caloric intake.

And, armed with that information, I could make intelligent decisions about my diet (and exercise) — and then observe the impact of any changes, against that baseline.

Having that baseline made the whole thing a lot easier.

At least, a whole lot easier than just diving in head-first with radical changes.

So what does this have to do with form spam in your CRM?

The question at the top of this email warrants, among other things. a similar baseline-measurement approach.

You know the spam is coming in.
You've seen it.
But where is it coming from?
And how much is coming in?
And among the dozens of ways you might try to solve this problem, which method, if any, will actually have any impact? And how will you know?

If it's just a small, annoying problem, then sure, you can just try a few easy changes here and there and hope that something works.

But if it's a big enough problem to keep you up at night — if it makes you “just sick about this” — then it's worth approaching it a little more methodically.

In this case, I took a look at the CRM and found a few patterns that will allow us to pretty easily make a report that will point out the contact records that most likely are spam entries.

Once we save that report, we can run it any time and see how many have come in over the past day, or week, or month.

Of course that will make them easier to clean out.

But more importantly:

It will give us a baseline measurement, against which we can evaluate whatever fixes we decide to undertake.

If our fixes are effective, then that report should pretty quickly show a dramatic decrease.

If so, we can forget about this problem for a while and move on to other things.

And if not, we can decide to invest (time, money, effort, risk) in a more involved solution.

I'll talk more tomorrow about some ways to actually fight the good fight against the spammers.

But for now, here’s the thing:

When you’re looking to make a significant change,
whether that's reducing spam entries,
or increasing your memberships,
or making it easier for people to contribute to your campaigns
— anything that needs more than just a one-click fix —
it's worth taking baseline measurements first
and standardizing those measurements
so that you can compare them
over time
and have confidence
that your improvements are actually delivering the results that you need.

All the best,
A.

Doing more with less

Even the most well-funded organization has to face the reality of limited resources.

For small organizations, that reality is even more critical.

And though it's tempting to try to build solutions that will be “perfect forever,” the trick to doing more with less is understanding that “perfect forever” is not actually a requirement.

My friend Wendy is not a professional seamstress, but she volunteered to create costumes for her church’s upcoming Christmas musical.

Her big challenge: a breakaway tuxedo for an on-stage quick change.

It's the kind of thing that has to work right, every time. And she heard all kinds of advice about how to make it foolproof.

But she was smart.

Her time is limited, and this is not the only thing she has to do.

So she started with a design that she thought was good enough, even though it might not have been completely foolproof. (You know, she used double-stick tape in some places instead of hand-stitching.)

The result?

Her “good enough” design was actually good enough!

As a bonus, her team did another smart thing: at rehearsals last night, they tested the live quick-change more than they would actually use the costume. There are 4 performances; they live-tested this thing 9 times. It’s definitely good enough.

Wendy could have spent twice as much time and effort on that costume. And the practical value of that increased effort would have been exactly zero percent.

Here’s the thing:

When you’ve got a new workflow, new feature set, or new campaign coming up, it’s wise to reason out all of the possible challenges.

But there’s a point at which increased investment (time, effort, expense, stress, delay) will have limited real-world value to your people and your mission.

Doing more with less requires a willingness to recognize when your solution is “probably good enough,” to implement some reasonable testing, and then to move forward.

“Perfect forever” is not only unattainable, it’s also just not needed. What is needed is decisive action.

All the best,
A.

CiviCon: San Francisco, May 2025

If you’re looking to up your CiviCRM game and make connections with like-minded folks, there’s nothing better than an in-person CiviCRM conference to make that happen.

And — good news! — just such an event is scheduled for late May of next year, in sunny San Francisco, CA.

Here’s the initial announcement from civicrm.org:

The CiviCRM community is going back to where it all started to celebrate 20 years of serving nonprofits.

Start planning now to attend the event in the San Francisco area.

There will be three parallel tracks of sessions over two days, packed with case studies and the latest in SearchKit, FormBuilder and new extensions.

Planning for this gala event is already underway:

• May 19-20: Admin & User Training
• May 21-22: CiviCon
• May 23-24: Developer Training
• May 23-27: Developer and Documentation Sprint

Special social events planned for the evenings include a dinner and tour at the Internet Archive on May 22.

Please set aside this time in your calendar and start planning your trip.

We expect this global event to attract attendees from across the US and Canada as well as from Europe, Australasia and beyond.

More details including accommodations, call for presentations and sponsorship opportunities coming soon.

It’s been a few years since that pesky old COVID thing shut down these events in the US, and I’m super-excited to see them coming back.

Participants can attend for any or all of the segments listed above, but I think readers here will benefit most from the Admin & User Training (May 19-20) and the two-day multi-track CiviCon (May 21-22).

I’ll definitely be there, and I hope you will too!

All the best,
A.

The revolution will not be live-streamed

There are changes you've been waiting to see in your organization.

Smoother communications with your constituents.
Increases in membership acquisition and retention.
Consistent improvements in fundraising.
More effective and efficient staff workflows.

Maybe you've been waiting for just the right timing.
Just the right opportunity.
Just the right tool.
Just the right idea.

And when you find that, everything will change.
It will revolutionize your work.

But will it really?

It's an attractive notion. But it's very rarely the way things actually work.

The revolution will not be televised.
Or live-streamed.
Or even announced.

It will come through consistent effort over time.
Aimed at clearly defined goals.
Implemented through careful experimentation.
Punctuated by smart decisions that you may not even recognize until well after you've made them.

If you're not sure where to start, get some help.

Reach out to someone who can listen and advise,
help you identify your goals,
analyze and improve your processes,
educate your staff.

Don't wait for the revolution to happen.

Start making it happen now.
By defining a vision.
Selecting a few attainable goals.
And getting the help you need to achieve them.

All the best,
A.

Email troubles: pick your battles

What happens when your organization’s outbound emails are getting flagged as “potential spam”?

Lots of headaches, that’s what.

• Your constituents find your emails in their Junk folder — or not delivered at all.

• Your staff have no confidence that any emails are being received, whether that’s your annual end-of-year appeal, your newsletters, or just a simple “Hi Allen” email to a single recipient.

• Your organization is all but cut off from the world.

That was the situation of an organization that came to me this week. We discussed a few options:

1. Get this fixed ASAP for all of the ways that email is going out now (Gmail, CiviCRM, MailChimp, etc.)

2. Additionally work to improve sender reputation by establishing strong policies for list maintenance, relevant content, and effective segmentation.

3. Further streamline the whole operation by decreasing the number of systems that are sending email: get CiviCRM fully configured for all mass email use cases, and get rid of MailChimp and other newsletter services.

They were interested in all of it, but like everyone, they face numerous pressures of limited time and limited budgets.

So they made a smart decision:

• Solve the immediate crisis now: at a minimum, we have to be able to send email reliably, and that can’t wait.

• Take on more proactive improvements in the new year, when the immediate crisis has passed and new funds are available.

Here’s the thing:

You’ll probably never be able to solve every problem and pursue all of your aspirations at once.

Picking your battles is a matter of considering both urgency and importance, and weighing that against available resources and potential value.

Being able to think clearly in a crisis is key. And with practice, we can all learn to do it.

All the best,
A.