The Busy Trap: Why Time Spent ≠ Major Gift Progress

If you feel like you’re working nonstop—but not seeing the gift results you want—you’re not alone.

Fundraisers are some of the busiest people I know. Between meetings, events, emails, follow-ups, and “just checking in” calls, it can feel like your whole week is full of activity.

But here’s the hard truth: not all activity leads to progress.

Just because you're busy doesn’t mean you're moving donors toward a gift.

And that’s where the trap lies—confusing motion with momentum.

Let’s unpack three signs you might be stuck in the busy trap—and what to do about it:

🔁 1. Your calendar is full—but not with your top prospects.
If you’re constantly booked but rarely meeting with your highest-potential donors, something’s off.

🛠️ Shift this: Use a prioritization tool (like the one we use in the Major Gift Cohort) to regularly reassess where your time is going—and who actually deserves it.

📝 2. You’re managing names, not advancing relationships.
If your portfolio is full of “touches” but few meaningful moves, it's time to zoom out. Activity for the sake of activity won’t get you to the ask.

🛠️ Shift this: For every donor, ask: “What’s the next step that will deepen this relationship?” If you can’t answer, it’s time to requalify—or refocus.

💡 3. You’re doing it all yourself—but not documenting your strategy.
If your approach to each donor lives in your head (and changes daily), you’re relying on instinct, not a plan.

🛠️ Shift this: Write down your top 3 priorities and the exact actions you’ll take in the next 30 days. Clarity kills overwhelm.

✨ The Bottom Line
Busy isn’t always better. Effective fundraisers aren’t just active—they’re intentional.

If you're ready to move from spinning your wheels to actually building momentum with your donors, it's time to step back, reassess, and get strategic.

📊 I help fundraisers audit and streamline their portfolios, prioritize what matters, and spend more time with the right donors.