CRM System Research, Recommendation, and Implementation Roadmap

Friends of Greeley Museums is seeking a skilled volunteer to help us research, evaluate, and recommend a cost-effective Customer Relationship Management (CRM) system that can centralize and streamline our data. Currently, our constituent information—including museum attendance, memberships, donations, and newsletter engagement—is housed across multiple systems and spreadsheets.

With a Taproot volunteer, we aim to:

Identify and compare 2–4 low-cost CRM platforms (such as Salesforce Nonprofit Success Pack, Bloomerang, or Little Green Light) that could meet our needs
Develop a recommended data structure, including key constituent fields (e.g., attendance history, donation history, membership status, demographic indicators, and engagement flags)
Create a data mapping plan for importing existing records from multiple sources (Friends membership lists, cultural newsletter subscribers, event attendees, etc.)
Advise on integration options for ticketing systems and scanner tools to track attendance and automate follow-up communications
Provide guidance on implementation steps and initial adoption best practices

The final deliverable would be a clear CRM recommendation and implementation roadmap that our team can realistically execute.

Friends of Greeley Museums supports the Greeley Museums in preserving and sharing local history, culture, and educational experiences with our community. A centralized CRM system will significantly strengthen our ability to build meaningful, lasting relationships with our supporters.

By improving how we track attendance, engagement, and giving, this project will allow us to:

Better understand and serve our visitors and members
Increase donor retention and grow contributions through more personalized outreach
Enhance program participation through targeted communications
Create more efficient and responsive follow-up after events and museum visits

Ultimately, this project will help us deepen community connections and expand access to cultural and educational programming. A well-implemented CRM will empower us to spend less time managing data and more time fulfilling our mission—ensuring that Greeley’s stories and heritage remain vibrant and accessible for future generations.

We are committed to being a strong and prepared partner for this project. Our team has already aligned internally on the need for a centralized CRM system and has identified this as a strategic priority for improving both fundraising and community engagement.

To support the volunteer’s success, we will:

Provide access to existing datasets (membership records, donor lists, newsletter subscribers, and event attendance logs)
Share documentation of current workflows and pain points
Assign a dedicated point of contact who will meet weekly with the volunteer and ensure timely feedback
Engage key stakeholders early, including board members and staff, to ensure alignment and buy-in on the final recommendation
Clearly define decision-making criteria (cost, ease of use, scalability, and integration capabilities)

Following the project, our team is committed to implementing the recommended CRM solution, including data migration and staff onboarding. We view this engagement as a critical first step toward long-term operational improvement.