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Articles > Alumni Management > How to manage the challenges of a growing alumni base with limited staff resources

How to manage the challenges of a growing alumni base with limited staff resources

Learn how to effectively manage and maintain relationships with an expanding alumni base through strategic planning and the implementation of effective tools and processes.
Managing the challenge of a growing alumni base
Managing the challenge of a growing alumni base

As the number of alumni associated with a school grows, it can become increasingly challenging to manage and maintain relationships with this expanding base - a challenge which is further compounded when the staff resources available to manage these relationships remain the same. However, with some strategic planning and the implementation of effective tools and processes, it is possible to navigate these challenges and continue to build strong relationships with alumni.

One of the key strategies for managing a growing alumni base with limited staff resources is to prioritise communication. Regular and consistent communication is essential for maintaining relationships and building a clear sense of community among alumni. To achieve this, it is important to have a clear and well-defined communication plan in place - and this plan should include a schedule of regular communications, such as newsletters and emails, as well as a strategy for responding to enquiries and feedback from alumni.

Another important strategy is to leverage technology and streamline communication and outreach efforts. There are a variety of tools and platforms available that can help to automate and simplify the process of managing alumni relationships. For example, alumni management software can be used to track and manage contact information, as well as to automate communications and provide analytics and reporting. Social media can be an effective tool for reaching alumni and keeping them engaged with school news and updates - via platforms such as LinkedIn, Facebook and Instagram.

It's also important to encourage alumni to be active members of the alumni community so that they can build their own relationships with the school. Alumni can be an invaluable resource in helping to build and maintain relationships, and they can be enlisted to help with outreach and engagement efforts. Create opportunities for alumni to engage with the school community, such as serving on committees, mentoring current students, or inviting alumni to participate in events and networking opportunities.

Don’t forget to regularly evaluate and assess the effectiveness of the strategies and tools being used to manage alumni relationships. Regular evaluations provide valuable insight into the effectiveness of current efforts, which can inform decisions about future strategies. One way to gather feedback and analyse data is by conducting surveys to gather information - such as events attendance. Or, tracking engagement metrics such as website traffic, email open rates, and social media engagement can also provide insight into how alumni are interacting with the school. By gathering feedback and analysing data, it’s possible to identify areas where improvements can be made and to make adjustments as needed - as well as ensuring that schools are effectively fostering and maintaining strong connections with their alumni community, particularly when staff resources are limited.

Whilst managing a growing alumni base with limited staff resources can be challenging, a clear communication plan, effective technology, alumni involvement and regular evaluation make it possible to continue to build and maintain strong relationships with alumni. By leveraging resources available and being strategic in approach, schools can successfully navigate these challenges and continue to cultivate a strong and engaged alumni base.


ToucanTech’s all-in-one community software is a complete digital solution that syncs with social media, providing everything necessary to manage community activities all in one place, particularly when staff resources are limited. To find out how ToucanTech can be used by your alumni or development team to save time, boost engagement and increase efficiency, speak to a member of the ToucanTech team.


“When I found out that ToucanTech could handle the fundraising work on the same platform as the community engagement, I was sold. I appreciated that it's an all-in-one tool, rather than a platform that purports to integrate with many different vendors or systems”

John Roleke, Vice President for Advancement and Alumni

St John’s Prep


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