Build a successful fundraising team for long-term growth

Whether you’re raising money for a new program, planning a big event, or just trying to keep the lights on, the right people working together make all the difference.

We know what it’s like. You’re juggling a dozen priorities, and fundraising sometimes gets pushed to the bottom of the list. That’s why having a team, people who know their roles, trust each other, and believe in the mission, can help carry the load and keep things moving forward. 

A well-built fundraising team doesn’t just bring in dollars. It brings energy, direction, and a deeper connection with your donors.

Define your fundraising goals and target audience

Before you start building your team, you need to know where you're headed. Think of your fundraising goal like a destination on a map, without it, your team won’t know which direction to go. Are you trying to raise $10,000 for a new program? Do you need to grow your monthly donor base? Be specific. A clear goal helps your team stay focused and motivated.

Once you’ve set your goal, it’s time to get to know your target audience. Who are you trying to reach? Maybe it’s local families, young professionals, or past donors who care deeply about your cause. Understanding what matters to them helps you shape the right message, and reach them in the right way.

We’ve seen how much smoother campaigns run when everyone’s clear on what success looks like and who they’re trying to connect with. It sets the tone for the whole strategy and keeps the team rowing in the same direction.

Create a fundraising plan that guides your team

A good fundraising plan is like a playbook. It tells your team what to do, when to do it, and how to work together without stepping on each other’s toes. It doesn’t have to be fancy. It just needs to lay out your goals, timeline, budget, and the channels you’ll use, like email, social media, or events.

We’ve worked with a lot of nonprofits, and the ones that take the time to build a plan always move faster and raise more. A plan keeps everyone aligned, helps you spot gaps early, and makes it easier to pivot if things don’t go as expected.

And when you add digital marketing to your plan, things really start to take off. Even simple tools like automated emails or scheduled social posts can help you reach more people with less effort. When your team has a roadmap and the right tools, raising funds becomes a whole lot easier, and more fun.

Assign clear roles and responsibilities to team members

One of the biggest mistakes we see in fundraising teams is when no one really knows who’s doing what. That’s when things fall through the cracks, or worse, get done twice. Giving each team member a clear role keeps everything running smoothly and helps avoid burnout.

Start by thinking about the key tasks that need to get done. Who’s handling social media? Who’s writing emails? Who’s in charge of donor thank-yous? Here are some common roles we’ve seen work well:

• Fundraising manager – keeps the plan on track and leads strategy
• Events coordinator – plans and runs fundraising events
• Major gifts officer – builds relationships with large donors
• Donor relations coordinator – manages communication and stewardship
• Digital marketing specialist – runs social and email campaigns
• Board members or volunteers – support outreach and networking

You don’t need a huge team to start. Some people might wear more than one hat, and that’s okay. The goal is to make sure every important piece has someone responsible for it. When everyone knows what they’re in charge of, your fundraising strategy becomes easier to manage and much more effective.

Recruit and onboard your fundraising team

Now that you know what roles you need, it’s time to find the right people to fill them. Some may already be on your staff or board. Others might be volunteers just waiting to help, you’d be surprised how many people want to get involved if you simply ask.

Start by looking at your current team. Who’s passionate about your mission? Who’s organized, creative, or good at connecting with others? Then reach out to your network, post on mission-friendly job boards, or talk to supporters who’ve shown interest. Just like fundraising, recruiting is about building relationships.

Once someone joins your team, don’t just toss them into the deep end. A quick, thoughtful onboarding process goes a long way. Share your fundraising plan, introduce them to the rest of the team, and walk them through your tools and timelines. When people feel supported from day one, they’re more confident, and more committed to helping your organization grow.

Cultivate strong donor relationships through team collaboration

Fundraising isn't just about asking for money. It's about building donor relationships that last. And that takes a team effort. Everyone on your fundraising team, no matter their title, has a part to play in making donors feel seen, appreciated, and connected to your mission.

Some team members might handle thank-you notes or phone calls. Others may organize events where donors can see their impact up close. Even your digital team can support stewardship by sharing real stories and updates online. The key is to make donor care a shared priority.

We’ve seen firsthand how much donors respond when they feel personally valued. And it doesn’t have to be complicated. A quick thank-you email, a handwritten note, or a photo from the field can go a long way. When your team works together to show gratitude and build trust, donors stick around, and give again.

Integrate digital marketing into your fundraising strategy

If you want to reach more people without stretching your team too thin, digital marketing is your best friend. It helps you spread the word, build trust, and raise funds, all while keeping costs low and results trackable.

Think email campaigns that update donors on your progress. Social media posts that show real-time impact. Simple donation pages that make giving easy from a phone. We've seen small teams make a big splash online just by staying consistent and speaking from the heart.

Your digital tools don’t need to be complicated. Focus on what works: clear messaging, strong visuals, and easy ways to give. And most importantly, make sure your team knows how to use the tools you already have. When digital fits naturally into your fundraising strategy, you’ll raise more, with less stress.

Plan and execute team-based fundraising events

Fundraising events are a powerful way to bring people together, raise money, and show off the energy of your team. But let’s be honest, they can also be a lot. That’s why it’s so important to plan ahead and divide up the work.

Start by deciding what kind of event fits your audience and your capacity. A casual community walk? A virtual trivia night? A big annual gala? Whatever you choose, make sure your team is clear on who’s doing what. Someone handles invites. Someone manages the budget. Someone keeps the event running smoothly. It’s all about teamwork.

Don't forget to use your online donation tools to make it easy for people to give, before, during, and even after the event. Add QR codes to flyers, promote the event on social media, and follow up with thank-yous and updates. We’ve helped teams pull off some amazing events by just staying organized and keeping things simple.

Optimize your internal communication and accountability

Even the best plan falls apart if your team isn’t communicating. That’s why regular check-ins and clear accountability are game-changers. They help keep everyone on the same page, spot roadblocks early, and celebrate wins along the way.

We recommend setting up a weekly meeting, short and focused, where each team member shares updates, asks for help, and tracks progress. You don’t need fancy software. A shared doc or simple dashboard works just fine. What matters most is creating a space where people feel heard and supported.

We’ve seen teams go from scattered to streamlined just by putting structure around communication. It’s not about micromanaging, it’s about giving your team what they need to stay aligned and confident. When everyone knows who’s doing what and how things are going, fundraising feels a lot more manageable.

Use data and KPIs to guide and improve fundraising efforts

Your team works hard. The best way to know if that work is paying off? Track it. Numbers might not sound exciting, but they tell you what’s working, what needs adjusting, and where to focus your energy next.

Start simple. Pick a few key performance indicators (KPIs) that matter most to your team, like total donations, new donors, email open rates, or event attendance. Make sure everyone knows what you’re tracking and why it matters.

We’ve helped teams turn basic data into smart decisions. For example, if one email brought in a ton of online donations, study why it worked and do more of that. If an event didn’t hit your goal, review the numbers and adjust for next time. The goal isn’t perfection, it’s progress. When your fundraising efforts are backed by data, your team grows smarter and more confident with every campaign.

Partner with experts to amplify your fundraising success

Sometimes, your team just needs a boost, from someone who’s been there before. That’s where bringing in outside help can really pay off. Whether you’re facing a challenge, trying something new, or just feeling stuck, a little expert support can make a big difference.

We’ve worked with teams who were doing all the right things, but still weren’t seeing the results they wanted. Once they had outside guidance and better tools, things started clicking. That’s why we built Harness Executive, to act as a true extension of your team. We bring strategy, hands-on support, and over 30 years of nonprofit experience to help you raise more without burning out your staff.

You don’t have to do it all alone. When you partner with experts who understand fundraising inside and out, your team can grow faster, stay focused, and hit bigger goals, without the guesswork.

Your team can raise more

Every strong nonprofit has one thing in common, a team that knows how to work together toward a shared goal. It doesn’t happen overnight. But with the right plan, the right people, and the right tools, your team can raise more, build deeper relationships, and create long-term impact.

The best time to start building your fundraising team is now. Don’t wait until you’re overwhelmed or under pressure. Lay the foundation today, one step at a time. And remember, if you ever need support, you don’t have to figure it out alone.

At Harness, we help nonprofits like yours build successful fundraising teams every day. From strategy to daily support, we’re here to make fundraising easier, more effective, and a lot less stressful. Let’s build something amazing, together.