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Advanced Moves Management in The Raiser's Edge
- 1. Advanced Moves Management in The Raiser’s Edge Jenny Cooke, Fundraising & Communications Consultant, Target Analytics- a Blackbaud Company Jennifer Paquette, Fundraising Systems Consultant, Blackbaud 11/19/08 Advanced Moves Management in The Raiser’s Edge Agenda Define Moves Management Benefits Phases Ratings Moves Constituent tracking Portfolio Management Reporting & Analysis Key Performance Indicators (KPI’s) Challenges Results Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #2 1
- 2. Advanced Moves Management in The Raiser’s Edge Moves Management Defined A system of planning, recording, and reporting significant moments in the relationship between the prospect and the nonprofit organization … … Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #3 Advanced Moves Management in The Raiser’s Edge Benefits to a Moves Management System Allows Development Officers to easily manage their portfolios Encourages sharing of prospect activities with team and leadership Allows for strategic planning and communications Focuses on substantial moves leads to successful solicitations Focuses on continually on converting prospects into donors Provides ability to accurately forecast gift revenue (pipeline) for budgeting purposes Scalable from higher ed to small shops Provides consistent staff performance benchmarking & evaluation Encompasses MG, PG, CFR, AG, etc. Focuses on strategically encouraging prospects to make gifts to their highest capacity Focuses on building a relationship with the donor and the nonprofit that is positive and rewarding Proven strategy to raising more $$$ Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #4 2
- 3. Advanced Moves Management in The Raiser’s Edge Moves Management Pipeline Stages Final Preparation Identification Qualification Solicitation Cultivation Potential Assignment Stewardship Pool Proposal Stages Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #5 Advanced Moves Management in The Raiser’s Edge Moves Management – Prospect Tab Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #6 3
- 4. Advanced Moves Management in The Raiser’s Edge The Prospect Pool: Who needs to be managed? Management systems and techniques can apply to prospects of any capability – Each prospect has an ultimate gift capacity – Proper management should move the prospects toward their ultimate gift level over time Major gift prospects have a special need for systematic management – Major gift capacity >= $25,000 • Target Analytics Data: High score on Target Gift Range (suggested ask amount) • Assets of at least $1MM identified • Other indicators of wealth – High likelihood to make a major gift • Target Analytics Data: High score on Major Gift Likelihood • Large gifts in the past • Large gifts to other orgs • High involvement Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #7 Advanced Moves Management in The Raiser’s Edge Ratings Code prospect with ratings: Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #8 4
- 5. Advanced Moves Management in The Raiser’s Edge What needs to be managed? A prospect management system doesn’t track people, it tracks gifts People don’t have statuses like discovery, cultivation, solicitation, etc. Gift expectancies do One person may have several gift expectancies in different statuses All major gift expectancies are tracked through Proposals, whether or not an actual proposal or ask has been made – Raiser’s Edge uses a Proposal to record any major gift expectancy – A Proposal in Raiser’s Edge may represent a confident strategy or an plan for a prospect who has just been identified and needs further discovery – One prospect may have one or many Proposals Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #9 Advanced Moves Management in The Raiser’s Edge Create a proposal when the assignment is made Qualification • Name = the anticipated name of the project to be funded • Solicitor = prospect manager • Purpose = the type of funding anticipated • Amount expected (based on (unrestricted/restricted, current use/endowment) prospect research) • Status = discovery (means unverified potential) • Date expected = today + 2 years • Status date = the date the status is added Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #10 5
- 6. Advanced Moves Management in The Raiser’s Edge Information to go into Proposal Required Used when gift is made – Name of the project to be – Amount funded funded – Date funded – Purpose of the project Optional? – Manager (solicitor) – Campaign – Status = “qualficiation” – Fund – Status Date (originally date Not used rated in The Raiser’s Edge) – Reason – Expected amount – Instrument – Expected date – Type of gift Used when ask is made – Rating – Amount asked – Date asked Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #11 Advanced Moves Management in The Raiser’s Edge Moves Management Pipeline Stages Final Preparation Qualification Identification Solicitation Cultivation Assignment Potential Stewardship Pool Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #12 6
- 7. Advanced Moves Management in The Raiser’s Edge Qualification Stage Contact is made with the prospect by an agent of the development office, all under supervision by Prospect Manager Key goals for qualification stage – Explore and verify inclination to give – Explore and verify capacity to give Record qualification contact as an proposal action Exit routes from discovery stage – Capacity and/or inclination are not supported or… • Note the action and notify prospect research to Inactivate the proposal – Lack of contact – back to prospect pool or reassignment to another development officer – Contact that leads to discovery - move on to Cultivation Stage Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #13 Advanced Moves Management in The Raiser’s Edge Actions and Contact Reports Contact reports must be recorded in an action Contacts that have to do with a proposal should be recorded as a proposal action Actions can serve as ticklers for future contacts If, after the contact, there is a change in status of the proposal, change the status and status date on the proposal record Consider changing the action status to reflect the status of the proposal (if it is a proposal action) Utilize the Notes tab of the action to record the details. Consider the Load from file option if you have a template Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #14 7
- 8. Advanced Moves Management in The Raiser’s Edge Examples of Actions to Put in Contact Report Nominal Moves: – Seeing the prospect at an event – Invitation to an event – Asking the prospect to work on – Sending newsletter or other a committee publication – Tour of school, hospital, etc. – Financial planning letter Power Moves: – Holiday/birthday card – First personal visit with a – Sending Annual Report candidate (move from discovery – Sending news release to cultivation) – Telephone message – The ask (move from cultivation to solicitation) Substantial Moves: – The contribution (move from – Calling or visiting with the solicitation to stewardship) prospect personally – Writing a personal note Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #15 Advanced Moves Management in The Raiser’s Edge Action Screen Shot Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #16 8
- 9. Advanced Moves Management in The Raiser’s Edge Moves Management Pipeline Stages Final Preparation Identification Qualification Cultivation Solicitation Potential Assignment Stewardship Pool Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #17 Advanced Moves Management in The Raiser’s Edge Cultivation Stage After qualification, manager writes a plan for cultivation that states: – Likely gift purposes – Who can help you get there – Timing – Strategies Add plan as a Proposal Note (note type: Solicitation Plan) Manager uses prospect research and personal contact to refine understanding of the prospect’s – Capacity – Linkage – Interest Timeframe of this stage varies by readiness of the prospect – benchmark timeframe is 18 -24 months Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #18 9
- 10. Advanced Moves Management in The Raiser’s Edge Cultivation Outcomes and Time Limits Strengthen natural ties Increase involvement Ascertain 4 ½ rights – Right purpose – Right amount – Right person – Right time – Relevant factors Prospects are reassigned or disqualified when – No contact has been made for 6 months – Prospect has been cultivated for two years with no ask – exceptions can be made – Insufficient progress has been made during annual portfolio review Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #19 Advanced Moves Management in The Raiser’s Edge Moves Management Pipeline Stages Final Preparation Identification Qualification Solicitation Cultivation Assignment Potential Stewardship Pool Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #20 10
- 11. Advanced Moves Management in The Raiser’s Edge Final Preparation (Intense Cultivation) Stage Zero to six months from ask 4 ½ rights pinned down Refine and refresh research data Increased level of contact Prepare the prospect Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #21 Advanced Moves Management in The Raiser’s Edge Moves Management Pipeline Stages Final Preparation Identification Qualification Solicitation Cultivation Assignment Potential Stewardship Pool Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #22 11
- 12. Advanced Moves Management in The Raiser’s Edge Solicitation & Stewardship Stages Solicitation can involve a period of negotiation or “fermentation” – Sometimes the solicitation stage is instantaneous Formal Proposal developed, if needed Solicitation script developed Potential objections identified Stewardship – Ensure the prospect of your gratitude and esteem – Maintain relationship forged through cultivation – Annual contact – Prepare for the next ask Each donor should have a personalized stewardship plan – Use action tracks to automate the plan – Check out . . . . for how to use action tracks for stewardship Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #23 Advanced Moves Management in The Raiser’s Edge Portfolio Management Benchmarks Large Shop: Average portfolio for full time MGO = approx. 150 prospects Full time MGO should be able to make 400 significant moves per year Each prospect should be touched at minimum every other month Regular Prospect Review Meetings Small Shop: Every Development Team Member should manage a portfolio – even if it’s only 10 prospects Each prospect should be touched at minimum every other month Scale portfolio management to focus on quality moves - not quantity Regular Prospect Review Meetings Consider potential additional resources – CEO, President, Leadership Vols, Curators, Program Staff, etc. Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #24 12
- 13. Advanced Moves Management in The Raiser’s Edge Key Performance Indicators Sample KPI’s: # of quality/substantial moves (preferably face-to-face) # of qualified cultivation plans for portfolio prospects # of actual solicitations # of successful solicitations $$$ raised vs. goal % of pledge revenue fulfilled Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #25 Advanced Moves Management in The Raiser’s Edge Dashboard – Solicitor Performance Graph Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #26 13
- 14. Advanced Moves Management in The Raiser’s Edge Dashboard – Solicitor Status Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #27 Advanced Moves Management in The Raiser’s Edge Results of a Formal Moves Management System Improved organizational effectiveness Systematic performance evaluations & benchmarks Allows Development Officers to easily manage their portfolios Encourages sharing of prospect activities with team and leadership Allows for strategic planning and communications Focuses on continually on converting prospects into donors Provides ability to accurately forecast gift revenue (pipeline) for budgeting purposes Focuses on strategically encouraging prospects to make gifts to their highest capacity Proven dividends within two years Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #28 14
- 15. Advanced Moves Management in The Raiser’s Edge Reporting in The Raiser’s Edge Canned reports in Prospect Research Reports are based on proposals Proposal and Solicitor Dashboards Custom View: Prospect View is available through Install Samples Custom export to Word to show all fields from a proposal: Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #29 Advanced Moves Management in The Raiser’s Edge Report - Proposal Pipeline Summary Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #30 15
- 16. Advanced Moves Management in The Raiser’s Edge Contact Info Jenny Cooke Fundraising & Communications Consultant Target Analytics, a Blackbaud Company Jenny.Cooke@Blackbaud.com Office: 843.654.3762 Jennifer Vaughan Paquette, CFRE Fundraising Solutions Consultant Blackbaud, Inc. Jennifer.Paquette@Blackbaud.com Cell: 843.860.6361 Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #31 16