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How can you determine the appropriate level of transparency with donors?

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Transparency is a key value for nonprofit leaders who want to build trust and credibility with their donors. However, transparency is not a one-size-fits-all concept, and different donors may have different expectations and preferences about how much and what kind of information they want to receive from the nonprofits they support. How can you determine the appropriate level of transparency with donors? Here are some tips to help you navigate this ethical dilemma and decision making process.

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1 Understand your donors

The first step to determine the appropriate level of transparency with donors is to understand who they are, what they care about, and what motivates them to give. Donors are not a homogeneous group, and they may have different reasons, interests, and values that drive their philanthropic choices. Some donors may want to know the details of your programs, impact, and finances, while others may be more interested in your vision, values, and stories. Some donors may prefer regular updates and feedback, while others may be satisfied with occasional reports and acknowledgments. By knowing your donors, you can tailor your communication and reporting strategies to meet their needs and preferences.

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Mia Bartlett

Head of Impact | Workforce Development Expert | Collective Impact Convener
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The level of transparency with donors is less about gatekeeping information and more about not overloading individuals with data that won't make sense to them without the right context. Accountability to donors should obviously still contain fiscal and outcome information, but getting into the weeds is best kept to board members and committees, individuals that have the interest and the context for a deep dive into the data.

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KINENE JOHN

Chief Operating Officer.
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Understanding Donor Expectations It's important to gauge what donors expect in terms of transparency. Different donors may have varying expectations, so it's crucial to align your communication accordingly.

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Kelly O’Connell

Executive & Investor | Future of Work & Innovation Expert | ESG Advocate
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In addition to understanding donors' motivations and preferences, it is crucial to recognize the importance of building trust through transparency. Donors appreciate organizations that are open and honest about their operations, successes, and challenges. Being transparent about how donations are used, the impact achieved, and any hurdles faced can enhance credibility and demonstrate accountability. Striking a balance between sharing relevant information and respecting donors' privacy can foster trust and strengthen relationships with supporters. This approach not only benefits the organization but also contributes to a more meaningful and sustainable partnership with donors.

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2 Communicate your policies and practices

The second step to determine the appropriate level of transparency with donors is to communicate clearly and consistently your policies and practices regarding how you use, manage, and report on their donations. Donors want to know that their money is being used effectively and efficiently, and that you are accountable for your results and actions. By communicating your policies and practices, you can demonstrate your commitment to transparency and accountability, and also set realistic expectations and boundaries for your donors. For example, you can share your budget, financial statements, audit reports, impact reports, strategic plans, governance structure, code of ethics, and privacy policy on your website, newsletters, or annual reports.

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KINENE JOHN

Chief Operating Officer.
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Defining Transparency Standards Establish clear guidelines within your organization for transparency. This includes deciding on the type of information to share, the frequency of updates, and the channels through which information will be disseminated.

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3 Solicit feedback and input

The third step to determine the appropriate level of transparency with donors is to solicit feedback and input from them on how they want to be informed and engaged with your nonprofit. Donors want to feel valued and respected, and that their opinions and suggestions matter. By soliciting feedback and input, you can show your appreciation and responsiveness, and also learn how to improve your transparency and donor relations. For example, you can ask your donors to fill out surveys, participate in focus groups, join advisory boards, or attend events where they can share their views and insights on your nonprofit.

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KINENE JOHN

Chief Operating Officer.
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Providing Regular Updates Keep donors informed about how their contributions are being utilized, the progress of projects, and the impact of their donations. Regular updates help build trust and keep donors engaged.

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4 Balance transparency and confidentiality

The fourth step to determine the appropriate level of transparency with donors is to balance transparency and confidentiality, and respect the privacy and rights of your beneficiaries, staff, partners, and other stakeholders. Transparency does not mean disclosing everything to everyone, and there may be situations where you need to protect sensitive or confidential information from unauthorized or inappropriate access or use. By balancing transparency and confidentiality, you can uphold your ethical and legal obligations, and also avoid potential risks or harms to your nonprofit or those you serve. For example, you can anonymize or aggregate data, obtain consent from individuals, follow data protection laws, and establish clear guidelines and protocols for information sharing.

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Kelly O’Connell

Executive & Investor | Future of Work & Innovation Expert | ESG Advocate
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In navigating transparency with donors, it's important to consider the impact of storytelling. Sharing compelling narratives that highlight the real-life impact of donations can create emotional connections and deepen donor engagement. By weaving stories of beneficiaries, successes, and challenges into communications, nonprofits can humanize their work and convey the significance of donor support in a more relatable and meaningful way. Using storytelling as a tool for transparency can resonate with donors on a personal level, fostering empathy, understanding, and long-term commitment to the organization's mission.

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KINENE JOHN

Chief Operating Officer.
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Ensuring Financial Transparency Share financial statements, budget allocations, and audit reports with donors. Transparency in financial matters is key to demonstrating fiscal responsibility and gaining donor confidence.

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5 Address challenges and mistakes

The fifth step to determine the appropriate level of transparency with donors is to address challenges and mistakes openly and honestly, and show how you learn and improve from them. Donors want to see that you are not afraid to admit your weaknesses and failures, and that you are willing to take responsibility and corrective actions. By addressing challenges and mistakes, you can enhance your credibility and trustworthiness, and also foster a culture of learning and innovation within your nonprofit. For example, you can share your challenges and mistakes in your reports, blogs, or social media, and explain how you overcome them, what you learn from them, and what you change or improve as a result.

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KINENE JOHN

Chief Operating Officer.
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Acknowledging Limitations Be open about any challenges or limitations in providing complete transparency. This honesty helps manage donor expectations and maintains trust.

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6 Be proactive and consistent

The sixth and final step to determine the appropriate level of transparency with donors is to be proactive and consistent in your communication and reporting, and anticipate and respond to their questions and concerns. Donors want to see that you are not hiding or avoiding anything, and that you are ready and willing to provide them with relevant and timely information. By being proactive and consistent, you can build and maintain a positive and lasting relationship with your donors, and also increase their loyalty and satisfaction. For example, you can initiate contact with your donors regularly, provide them with updates and stories, invite them to visit your programs or events, and thank them for their support and feedback.

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KINENE JOHN

Chief Operating Officer.
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Engaging in Dialogue Foster open communication with donors by inviting questions and feedback. A two-way dialogue enhances transparency and strengthens donor relationships.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you determine the appropriate level of transparency with donors?

1

2

3

4

5

6

7

1 Understand your donors

2 Communicate your policies and practices

3 Solicit feedback and input

4 Balance transparency and confidentiality

5 Address challenges and mistakes

6 Be proactive and consistent

7 Here’s what else to consider

Non-profit Leadership

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How can you determine the appropriate level of transparency with donors?

1

2

3

4

5

6

7

1 Understand your donors

2 Communicate your policies and practices

3 Solicit feedback and input

4 Balance transparency and confidentiality

5 Address challenges and mistakes

6 Be proactive and consistent

7 Here’s what else to consider

Non-profit Leadership

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