Understanding Fundraising Capacity in Small Nonprofits

Fundraising capacity is your team’s ability to plan and sustain your fundraising efforts. For small nonprofits, this often means having enough time and the right tools to work effectively. For example, that might include having supporter data in a donor database, having time to write a compelling message, or simply having time in your schedule to plan your next campaign. Fundraising capacity simply means making the most of the time and tools you already have.

Across Canada, economic and policy shifts regularly reshape the nonprofit landscape. Whether it’s changes to which programs governments will fund in their budgets, or adjustments to donor incentives, small teams often feel these shifts first. And sometimes this can lead to smaller budgets, reduced staffing, and increased pressure to deliver the same work with fewer resources. And when resources are limited, it is easy to feel like fundraising should be put on hold. But in many cases, continuing your fundraising efforts, even if they are small, can help build long‑term stability for your organization.

What Drives Fundraising Uncertainty

For small nonprofits, uncertainty comes from both outside and inside the organization. Staff turnover, board transitions, unclear roles, and competing priorities can make it hard to stay consistent with fundraising. On top of that, many teams are dealing with bigger questions, like whether core funding will be renewed, or whether they can afford to hire a dedicated fundraiser. These kinds of questions shape how confident a team feels about planning ahead, and they often influence how much time and energy can realistically go toward fundraising.

Common Fundraising Capacity Challenges in Small Nonprofits

Small nonprofits often face specific challenges that affect their ability to fundraise consistently, and these challenges are often signs that a team’s fundraising capacity is under pressure. In many cases, small adjustments to how tasks are prioritized can make fundraising easier to manage. Below are a few common signs that a team’s fundraising capacity may be starting to feel strained, especially in small or volunteer‑led organizations.

Fundraising gets pushed aside. Often in times of crisis, delivering your programs becomes the number one priority, but that usually means fundraising gets set aside. Teams may want to do more with their fundraising, but they may not have a clear plan for their activities.
Donor records are in multiple places. Without a shared system or consistent process, it is hard to know who gave and when. Many teams also inherit donor lists from previous staff or volunteers, which can make things even more unclear. And when you are managing your donations manually, follow‑up can become guesswork, especially when you do not have a lot of time.
Staff and volunteers feel stretched. With staff shortages and competing demands, it is hard to know what to focus on. Teams may hesitate to start anything new, unsure whether it will pay off or just add more work and lead to possible burnout for team members.
Choosing the Support That Fits Your Team. On a positive note, there are many resources to help nonprofits at every professional development budget, from free training opportunities to considering hiring a fundraising consultant. However, choosing the option that fits your team best isn’t always simple, and it can be hard to know where to start.

Practical Ways to Stretch Your Fundraising Capacity

These challenges are common, especially in small, volunteer‑led organizations. The good news is that small, practical steps can make fundraising easier to manage, and many of them don’t require a big budget, you can start with what you already have. Here are some ideas to help your small nonprofit begin strengthening its fundraising capacity.

Review your messaging. Look at your website, recent emails, or any materials you use to talk about your programs. Your case for support should guide most of what you say, so keep your message simple, and consistent.
Set aside 30 minutes for fundraising tasks. Treat time spent planning for fundraising like a meeting. You can use it to write, plan, or follow up with those who support your cause. Even a small 30‑minute block can help build the habit over time.
Review your last five donations. It can be helpful to notice what prompted those donations. Was it a conversation, a recent newsletter, a social media post, or something else? When you have time, look for patterns, and if you see something working well, keep building on it.
Explore one simple way to keep your donor information in one place. This could be a basic spreadsheet or looking into a low‑cost donor management software. Consolidating your data in one place makes it easier to see who gave and when, and makes follow‑up easier over time.

These ideas are not complex, and a small team can do them once you can find the time. And as they become a habit, you will build fundraising capacity into your routine over time.

Steps Can Strengthen Your Capacity Over Time

Fundraising in a small nonprofit is not easy, especially when time and resources are limited. It takes patience and creativity; however, small steps count, and every hour you set aside for fundraising adds up over time. Many small nonprofits are navigating similar challenges, but the important thing is to keep going. You do not have to do everything all at once. You just have to keep taking small steps, and you will be moving in the right direction for your mission, your donors, and your team.