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Having a Donor Database You Love

Having a Donor Database You Love

Q: How do you define a “good donor database?”
A: Have you—personally—used it in the last 24 hours?

I clearly recall, way back in 1992, purchasing the first database program for our school with my own money. I knew then that if I was going to be successful as the sole staff member working on fundraising, a great database would be essential. Most of my days were spent sitting at a little desk in front of my computer screen with my headset on, reconfirming Point of Entry guests, making follow-up calls, making phone calls to supporters and donors, and tracking every single conversation in our database.

Years after I left the school, subsequent development directors thanked me for setting up that database and for the quality and detail of my notes, which taught them the importance of entering such critical information.

Rather than regard the database as a burden or annoyance or something to be “managed” by someone who is peripheral to the process, I have always thought of my database as the full-time equivalent of a super-smart staff member or member of my team.

I recommend you design it to be something that you and each team member can rely on as your personal memory bank, diary, or journal.

In other words, consider that your tracking system could be something you love!

Use your database to track Point of Entry guests, information gathered from each question in the follow-up call, cultivation contacts, volunteer involvement, Ambassador activity, Ask Event Table Captains, gifts and pledges, ongoing major gifts cultivation, and one-on-one Asks.

Furthermore, if it is properly secured, easy to use, readily accessible to everyone on your team, and linked to a calendar function, it can become an easy and natural way to communicate updates on donor contacts, manage the next contacts for each donor, and manage your overall cultivation calendar as well.

Here are Benevon’s minimum requirements for your donor tracking software if you are serious about implementing the model.

Tracking System—Minimum Requirements:

  • Has a sufficient notes section for tracking conversations and relationships over time, not just basic contact information and gift history
  • Tracks follow-up call dates, messages left, and what was said on the call
  • Easy to use by everyone on your team
  • Interfaces with your website, so that website information is captured directly into the database
  • Delivers and stores individual and mass emails
  • Provides a log of contacts
  • Built-in tickler system, so that all notes have dates and action items that link to the appropriate date in your daily planner
  • Tracks relationships between people
  • Tracks which events people attended (when invited and by whom)
  • Tracks which mailings/contacts people responded to

To summarize, your tracking system should be the one solid, reliable repository for the chronology of every contact with each donor, potential donor, and volunteer. That is the only way everyone who has access to your database will come to count on this as the sole source for up-to-the-minute information on each donor.

Learn more about Bloomerang for Benevon, a special version of the Bloomerang software that incorporates Benevon’s model for engaging and developing relationships with individual donors.

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The Art of Blessing and Releasing

The Art of Blessing and Releasing

“Blessing and Releasing” people who are not interested in becoming more involved with your organization is one of the many counter-intuitive aspects of the Benevon Model that will leave guests feeling respected and more favorably towards your organization.

At Step 2: The Follow-Up Call, many Point of Entry Event guests may have a hard time telling you directly that they are not interested in becoming involved, even though that is their preference. They do not want you to think they are mean and uncaring.

Therefore, it is critical that the person making each Follow-Up Call listens carefully to read the signals from a guest who is trying to tell you “No.”

What might these signals look like? They include hesitating, being polite but not forthcoming with any suggestions or responses, being quiet or noncommittal.

If you are listening closely during the Follow-Up Call, you will start to develop radar for those guests who are nicely asking you to “bless and release” them.

However, even if the person does not want to become involved, before you bless and release them, don’t forget to ask them the last question in the Five-Step Follow-Up Call: “Is there anyone else you would suggest we invite to another______ (Point of Entry Event) like the one you attended?” If they give you a name, ask, “May I ask you to contact the person (or group) first to let them know I will be calling?”  Any suggestions, names, or ideas they have given you need to be acted on immediately and, in turn, reported back to them quickly.

Thank them for their time and ask them to keep your organization in mind, and then put a note in their file in your database saying you have blessed and released them.

Do not put them on your mailing lists or attempt to contact them further. In the long run, they will respect you a lot more for valuing their time and involvement in other organizations.

If you do not connect with the initial Point of Entry Event guest:

  • Leave one phone message and send one email message offering to arrange a time to talk.
  • If you do not hear back, leave one more phone message.
  • Then note in your database that you have blessed and released this person.
  • Do not put this guest on your mailing list or follow up with them in any way after this, unless they request it.
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Benevon’s Key Metric #2: Ensuring an Abundance of Ambassadors

The Art of Blessing and Releasing

Think you already know what the Benevon Model is? Think again!

We have distilled five key metrics to ensure your success. Here’s the second one:

Minimum of one new volunteer Ambassador is generated from the follow-up calls after each Point of Entry Event.

Answer these questions to see how your organization is doing at meeting this second key metric:

  1. Was each guest invited to the Point of Entry by an Ambassador with whom they have a pre-existing relationship?
  2. Does each guest know in advance that they will be receiving a follow-up call from your Team Leader to give their feedback?
  3. Does the Ambassador host say, at the start of the Point of Entry, “I am an Ambassador for _________ (organization), which means I am a volunteer who helps spread the word by hosting a _________ (Point of Entry Event) like this. As we go through the next hour together, please be thinking of any other individuals or groups of people in your life who might want to learn more about our organization. I hope you will become an Ambassador”?
  4. Does the Team Leader have enough of a speaking role at the Point of Entry to ensure the guests will remember them and take their follow-up call?
  5. At the end of the Point of Entry Event, does the Ambassador use the following script?“_________ (Team Leader) will be calling each of you in the next few days to get your feedback. Please accept her/his call. If you were inspired by what you’ve seen today, the best way you can help us is by telling others and inviting them to a similar _________ (Point of Entry Event).

    “If you would like to invite others or host a session like this for a group of your own friends or colleagues, please let _________ know that when she calls you. My hope is that, after what you’ve seen today, you will consider becoming an Ambassador. That’s the very best way you can help us.

    Thank you all and have a great day.”

  6. Immediately following the Point of Entry, do you meet with your Visionary Leader to review the names of each guest to see if there are some guests that should be called by the Visionary Leader rather than the Team Leader?
  7. Has your Team Leader set aside enough time to make the follow-up calls two to three days after the Point of Entry Event? Allow 15 minutes per call. If you do not reach the guest, leave one voicemail message and send an email requesting the best time for a call. If you do not hear back within five days, call again. If you need to leave a message, let them know you won’t call back after this. Tell them you’d still appreciate getting their feedback and ask them to call you.
  8. When a Point of Entry guest says they want to become an Ambassador and host a private Point of Entry, are you prepared with possible dates and an explanation of how the process works? Have you scheduled your next call with this new Ambassador to make a plan for filling their Point of Entry?
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Nine Essential Resolutions for Long-Term Success

Resolutions for long-term Fundraising Success

It’s the New Year—time for fresh thinking, turning over that new leaf, tackling a nagging goal, and resolving to lick that annoying habit or problem once and for all. This is the perfect time to make your Benevon New Year’s resolutions!

What could you resolve to do in 2018 that will help you grow what you have been working so hard to build—and this time do it even better than before?

Here are nine resolutions you could adopt this year. These are taken from the top “mea culpa” mistakes we hear from our workshop alumni, because they know these are essential factors for long-term success with our model.

  1. We will hold at least two “sizzling” private Point of Entry Events per month for all twelve months of the year. Each private Point of Entry will be hosted and filled with ten or more guests by a volunteer Ambassador.
  2. I will ensure that the Follow-Up Calls are made to every Point of Entry guest within two to three days of the event. These calls will be made by a staff member who met and talked with the guest at the Point of Entry. Furthermore, all notes from the Follow-Up Calls will be entered into our database tracking system that is easy to use by everyone on the team.
  3. From these Follow-Up Calls, at least one guest from every Point of Entry Event will agree to become an Ambassador in the next three months. That is how we will know that our Point of Entry Events are “sizzling.”
  4. Every Table Captain at our Free One-Hour Ask Event will have been an Ambassador in the prior year.
  5. At least 40% of the guests at our Ask Event each year will have attended a Point of Entry Event in the prior twelve months.
  6. At least 10% of our 2018 Ask Event attendees will join our Multiple-Year Giving Society and our lowest Unit of Service will be $1,000 per year for five years.
  7. 100% of our board members will be donors (of any amount) to our organization.
  8. We will have at least two in-person or phone cultivation contacts with each of our Multiple-Year Giving Society Donors this year. In each of these contacts, we will have a real two-way dialog with each donor where they will feel they have been listened to—not just talked to.
  9. We will have at least two Free Feel-Good Cultivation Events this year, and at least 50% of our Multiple-Year Giving Society Donors will attend one of these events.

I’d recommend you post these prominently in your office as a friendly reminder of what you’re out to accomplish this year.

Happy 2018 everyone!