How Your Style Shapes Your Systems (and vice versa)

Julie and I just marked 32 years of marriage. And even after all this time, she still doesn’t pack the way I do. I mean… c’mon!

She starts a week in advance - pulling, folding, swapping, double-checking. She’s usually zipped up and ready to go three days before our departure (and using my toothbrush because hers is packed away for the trip…🙄).

I, on the other hand, begin about 45 minutes before the Uber shows up.

And we both arrive at the airport on time, with everything we need.

So what does this have to do with major gift fundraising? Honestly - everything.

Structured or instinctive - you still navigate systems. And your preference shapes that experience more than you think.

Here’s how it’s framed in the Major Gift Fundraising MRI:

Which describes your day-to-day operations?
A - I use a consistent set of tools and systems that support my rhythm and keep me focused.
OR
B - I flex with systems based on what works best for me, prioritizing relational intuition and responsiveness.

Most fundraisers resonate with one more than the other.

The secret is in noticing how your preference helps in your work… and where it might limit you. How does it inform your systems and the way you operate?

When some people hear “systems,” they think of tech stacks, workflows, or CRM dashboards. But in your day-to-day work, a system is anything you do repeatedly that helps reduce friction and focuses your energy.

It might be a calendar schedule.
It might be a checklist.
It might be a mindset you return to when things feel unclear.

The question isn’t “Do I have systems?” The question is “Are they serving me?”

‍How do you handle the small things?

‍I keep two of some things needed for travel: eye masks, medications, and coffee supplies (yes, I pack my own java - wanna fight about it?).

They’re small things that make sure I never have to scramble.In fundraising, it’s the same:
– Follow-up email templates
– Deal closing (see “the magic of baskets” - one of my favorite systems for this)
– A go-to meeting rhythm

The pros rarely reinvent the wheel. They just make it roll smoother.

Even if you love flying by the seat of your pants, there are a few repeatable moments in your rhythm that could be streamlined with a “second eye mask” system.

Because I tend to cook without a recipe, I have to remind myself often: structure isn’t the enemy of intuition - it’s what gives it room to breathe.

‍Whether you pack days in advance, or 45 minutes before the Uber arrives, good systems do the same thing: they reduce decision fatigue and reveal the gaps.

Reps who say they “go with their gut” often have more structure than they realize - it’s just invisible to them. Meanwhile, those who swear by systems sometimes discover they need to sharpen their ability to pivot when the moment calls for it.

The goal is to recognize the patterns that keep you focused - and the ones that pull you off track.

Questions to ask yourself this week:
– Where do I feel most “in flow” in my work? What helps create that?
– Where do things tend to slip through the cracks?
– What’s one tool, template, or rhythm I could borrow - or build - to better support myself?
– Is there a pattern I’ve outgrown that’s ready to be replaced?

If you’ve been following along in this Major Gift Fundraising MRI series, you know it isn’t about grading yourself. It’s about recognizing your patterns - and making a few small adjustments that could shift your entire experience.

This week, take a look at that packed roll-aboard:
Are you lugging around more than you need?
Or scrambling for something that’s always missing?

The good news? You can re-pack - and experiment.Even better? You don’t have to do it alone.

If this reflection is helping you see things more clearly, try taking the full Major Gift Fundraising MRI assessment.It’s free and takes less than 20 minutes.
Here’s the link: https://tally.so/r/mYKrAB

‍If you'd like to unpack your results with me live, we can do that too - $99 and 45 minutes of your time - click here to schedule.

And to those who’ve already taken the MRI: thank you.  I’ve loved seeing your reflections and feedback!

* * * * * * * * * *

‍If you haven't taken advantage of some of the resources I've created to help major gift fundraisers, take a look now!  Initial calls with me are free and "no strings attached".  Sometimes folks feel like they need to wait and not 'bother' me until they have a pressing issue.  No need for that...just make the call. 🕺

‍Here's where you can access a lot of content for free:

* JappaFry Writer - A freely available AI tool that draws from over 175 pages of original teaching, storytelling, frameworks, and strategy from my 30 year career in major gift fundraising.

‍* Follow me on LinkedIn - You'll get short pro-tips and reflections on major gift fundraising every day between 5-7am pacific.

* Breakthru Newsletter - As you've seen here, these are longer weekly posts (audio and written) sent directly to your email.

* Breakthru Blog - the newsletter from the previous week gets posted here each week for everyone (so email subscribers get it a week early).

* Breakthru Podcast - Interviews with high net worth givers about how we as fundraisers can get better at inviting them to the party.  And audio readings of Breakthru Blog posts.

‍Before getting to the PAID stuff: My opinion is that no small ministry with a tight budget should be spending more than $3-5k (total) for major gift coaching/consulting.  Most of you will be good-to-go spending far less than that.  This was a major issue for me when I was a frontline fundraiser - major gift consultants were an expensive 'black-box-of-confusion' for me.  That stops now.

‍Here's the PAID stuff:

‍* Online Catalyst Course - This is a full brain dump of my 28+ years of experience - good, bad, ugly.  It's built around the fundamentals, the sacredness, and the fun, of major gift fundraising.  It's infused with Henri Nouwen reflections.  Many people can take this course and they will be 'cooking-with-gas' and not need any additional coaching from me on the core systems.  I'm grateful that this course has gotten *great* reviews.

* Live coaching with me - I refer to this as "brain rental".  The ROI on live coaching, as you might imagine, is extraordinary.

Finally, be sure to connect with my colleague Ivana Salloum.  She's super awesome and can help with scheduling and access to resources, etc.

I look forward to hearing about your good work!

Blessings,