Unbelievably Great Prospect Management Program Overview
This program offers a comprehensive solution for tracking prospects, activities, and enhancing fundraising efforts. It focuses on leadership support, ease of use, and transparency to achieve desired outcomes effectively. Various actions and activities are outlined, leading to successful fundraising outcomes through strategic screenings, referrals, outreach, stewardship, and philanthropic conversations.
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THE UNBELIEVABLY GREAT PROSPECT MANAGEMENT PROGRAM
OVERVIEW UNBELIEVABLY GREAT KIT YOUR STARTER FIX ANY PROBLEM
Out of scope today: Prospect identification Research Ratings methodologies Prescriptive guidance
WHAT? Track prospects, activities Raise more money Focus efforts
Leadership support & utilization Best results for donors & institution UNBELIEVABLY GREAT participation communication Ease of use Transparency & User buy-in & Theory of change
UNBELIEVABLY GREAT Theory of change
Actions Activities Intermediate outcomes Intermediate outcomes Desired outcome Outcomes
Actions Review past Screenings Screenings Screenings Screenings Screenings Screenings Screenings Referrals Referrals Referrals Referrals Referrals Referrals Referrals Past giving Past giving Past giving Past giving Past giving Past giving gifts Identify best prospects Identify best prospects Identify best prospects Identify best prospects Identify best prospects Identify best prospects Identify best prospects Outreach Outreach Outreach Outreach Outreach Outreach Outreach Initial Conversations Initial Conversations Initial Conversations Initial Conversations Initial Conversations Initial Conversations Initial Conversations Steward Past Gifts Past Gifts Past Gifts Past Gifts Past Gifts Past Gifts Past Gifts Steward Steward Steward Steward Steward Steward Conversation about Philanthropy Conversation about Philanthropy Conversation about Philanthropy Conversation about Philanthropy Conversation about Philanthropy Conversation about Philanthropy Conversation about Philanthropy Successful Ask Successful Ask Successful Ask Successful Ask Successful Ask Successful Ask Successful Ask Raise Money Raise Money Raise Money Raise Money Raise Money Raise Money Raise Money Outcomes
Evaluate: Definitely = 3 Maybe = 2 Unlikely = 1 Absolutely not = 0 UNBELIEVABLY GREAT Theory of change
UNBELIEVABLY GREAT communication Transparency &
UNBELIEVABLY GREAT communication Evaluate: Definitely = 3 Some = 2 Not a ton = 1 Absolutely not = 0 Transparency &
Leadership support & utilization UNBELIEVABLY GREAT
Campaign Planning Scenario 1 Scenario 2 Rating $1M+ $500k-$1M $250k-$500k $100k-$250k $50k-$100k $10k-$50k Disc. Qual. Cult. 8 3 14 10 17 16 54 24 37 27 19 10 Disc. Qual. Cult. 2 4 6 7 4 7 19 14 4 21 5 29 1 1 5 7 5 12 6 12 27 50 44 7
Goal Setting gifts each$70k $5.6M raised fundraisers20 4 x x = per gift
Resource Allocation Visits Asks Gifts
Leading indicators Visits Asks Gifts
HOW DO I GET LEADERSHIP BUY-IN? Campaign Planning Goal Setting Resource Allocation Leading indicators
A COMPARISON HAMLINE U. UNIFIED WHEY
Leadership support & utilization Evaluate: Definitely = 3 Mostly = 2 Could be better = 1 Absolutely not = 0 UNBELIEVABLY GREAT
UNBELIEVABLY GREAT participation User buy-in &
Evaluate: Definitely = 3 Somewhat = 2 Not a ton = 1 Absolutely not = 0 UNBELIEVABLY GREAT participation User buy-in &
UNBELIEVABLY GREAT Ease of use K.I.S.S. (Keep It Simple, You Beautiful Human Being) KISYBHB (Keep It Simple, You Beautiful Human Being) TRAIN
KISYBHB: Is it easy to Enter call notes Update PM coding Find people to visit Assess fundraising activity Refocus fundraisers Report on results Assess progress Set direction Allocate resources See prospecting needs Keep data clean Identify gaps or opportunities
WHAT ELSE IS POSSIBLE? A CHATBOT TO KEEP DATA CLEAN JUST-IN-TIME UPDATES
TRAINING Frequent Snacks Thanksgiving Dinner
TRAINING Available Usable Multiple media User oriented Cleaner, simpler Centralized Easy to find Self-led
UNBELIEVABLY GREAT Not a ton = 1 Absolutely not = 0 Ease of use Evaluate: Definitely = 3 Mostly = 2
Best results for donors & institution UNBELIEVABLY GREAT Evaluate: Definitely = 3 Maybe = 2 Unlikely = 1 Absolutely not = 0
Leadership support & utilization 0-3 What s your score? Best results for donors & institution 0-3 Ease of use 0-3 UNBELIEVABLY GREAT participation communication 0-3 0-3 Transparency & Theory of change 0-3 User buy-in &
15-18: Unbelievably great! What s your score? 12-15: Pretty good! 9-15: Not bad!
YOUR STARTER KIT
TRACKING RULES & PROCESS COMMUN- ICATION
TRACKING Solicitations Before ask Ask amount Ask date Solicitor Gift vehicle/type (pledge, planned gift, outright, etc.) Gift purpose (current use, restricted or unrestricted, endowment, capital, etc.) Status/stage (Cultivating, Solicited, Accepted, Declined, Canceled, etc.) After close Actual gift amount Close date After ask Expected gift amount Expected close date Likelihood (high/medium/low, or percentage)
TRACKING Prospects Stages Discovery Cultivation Solicitation Stewardship Disqualified Hold Assignments Staff Manager Secondary Manager Discovery Contact Volunteer Solicitor Ratings Philanthropic interests Tasks/Next Steps Prospect Strategy What problem are you solving?
Staff Manager = ? Portfolio Discovery = ? Cultivation = ? Solicitation = ? Stewardship = ? Disqualified = ? Hold = ? RULES & PROCESS
Reports Questions: COMMUN- ICATION Meetings
What questions are you answering? Reports Prospects Portfolio assigned prospects Discovery pool Solicitations Upcoming asks Asks to be closed Activity Recently filed contact reports Contact report tallies/counts Recent asks, gifts, and declines Prospect moves (assigns, transfers, unassigns) COMMUN- ICATION
What needs to be covered? Portfolio review Solicitations upcoming or to close Prospect moves (assigns, transfers, unassigns) Prospect coordination or strategy development Etc Etc Refocus on best prospects Drive action, coordinate activity Maintain transparency Aim for best result COMMUN- ICATION Meetings What problem are you solving?
TRACKING RULES & PROCESS COMMUN- ICATION
WHATS YOUR PROBLEM?
2 Room Options 1. NEW! Program not yet established, or very nascent 2. ESTABLISHED! Program established (but there s always opportunities for improvement!)
Discussion What are the most prevalent problems or opportunities for improvement among your group? Agree on top 2-3. Bring these back to report out in the larger group. (So be sure to pick someone to speak for your group!)
Welcome back! Share out Top 2-3 most prevalent problems or opportunities for improvement in each group
FIX ANY PROBLEM: The Influencer Framework
Influencer: The New Science of Leading Change by Grenny, Patterson, Maxfield, McMillan, and Switzler (2013)
Personal Personal Social Social Structural Structural Personal Motivation Social Motivation Structural Motivation Do others influence them to do it (or NOT do it)? Do rewards or sanctions encourage them? Do they enjoy it? Or does it benefit them? Motivation Motivation Personal Ability Social Ability Structural Ability Do others enable them or make it easier / harder to do it? Does their Ability Ability Can they do it? environment enable them?
Personal Social Structural Example: Prospect Management coding is perpetually inaccurate. Ability Ability Can we create peer pressure or social norms? Maybe a Is there punishment for dirty data? Are there rewards for clean Personal Motivation Social Motivation sticker chart? Structural Motivation data? How does keeping data clean benefit MGO? Motivation What impediments exist to keeping data clean? Is there a good Personal they know how to update data? Social Ability Structural Ability UX involved? Are they trained? Do Is there an A-student MGO who could give guidance to others?
Thank you! mark@itascapartners.com
