5. Identify possible roadblocks and strategies to overcome themBefore you approach the prospects, anticipate tough questions that they might ask. Make a list of ten or more. Brainstorm on these with a group of your colleagues. This stage should be completed before you train the volunteer askers. You'll need to be able to share these roadblocks, and the `block-busters' with them. Some objections are standard. These might apply to any organization. Others only fit particular groups. Examples of roadblocks include:
You may well be able to add others to this frightening list. You may be asked to state your stance on abortion, animal rights, gambling, alcohol, bilingualism, tithing, or any of a number of other controversial issues. Even if your organization doesn't officially have a policy, the prospect may want to know the unofficial position, or your personal position. There's a standard four-part process to handle almost any tough roadblock. Here's the magic formula: a) Validate Agree with or at least acknowledge the person's point. Say something like, I think I can understand how you'd feel that way. b) Ask Questions and Listen Actively Ask for more information before you begin to answer. If you jump too soon, you may create new problems. When one prospect said, I think your organization is too political, the fundraiser responded, Well, you must be referring to our position on South Africa, but the prospect interrupted. No, the prospect said, I meant your position on something else entirely. Now do tell me about this South Africa position. The fundraiser had accidentally created a whole new set of problems. Give the prospect lots of `air time'. Ask more questions for the prospect to answer. That way you can find out exactly what they think and how much detail they need. You may even discover that you actually agree on the issue. c) Respond Briefly Answer very briefly. Before you take a second breath, ask the prospect if she or he wants more information. It's easy for an answer to turn into a long-winded explanation, that bores the prospect and raises new controversies. Never argue with or criticize the prospect. Protect your organization's long-term relationship with the prospect over any short-term fundraising needs or desire to `educate' the prospect. Return to the appeal as quickly as possible. d) Ask for the Donation Bring the discussion back to the needs of the people you serve (never emphasize the needs of the organization). Ask the prospect again to support them. Let's tackle some of the roadblocks to show how this model works. Q: I already support the United Way. Why should I give to you? A: Validate the prospect first: I'm glad to hear you support the United Way. I do, too. They do a lot of good work. Inquire further and listen. Option A. If your organization is a member of the United Way:
Option B. If your agency is not a United Way member and is eligible for membership: Did you know that the United Way only takes on [number] of new agencies every year? (Pause for an answer.) Unfortunately, their fundraising simply can't meet all the needs. Option C. If your agency is not a United Way member and is not entitled to be: Did you know that the United Way is restricted to providing funds for social services? Agencies like ours are not eligible. Ask for the donation: As you can see, there are many people who need help, and the United Way can't cover all their needs. Would you consider a gift in the range of [amount] to help those people? Q. Doesn't the government provide all of your funding? The government should provide your funding, and if I give you money it just lets the government off the hook. A. Validate: I wish we did receive 100% of our funding from the government. That would solve so many problems. Respond briefly:
Ask for the donation:
Q. How much did So-and-so give? A. I think that's a reasonable question. A lot of people like to compare their donations to others'. Option A. If `So-and-so' has given you permission to reveal the amount, answer:
By the way, other people I talk to might ask what you've given. Can we have your permission to reveal the amount of your gift? We'd ask them not to tell others. And if there's anyone you don't want us to tell, that's fine, of course. Option B. If you don't have permission from So-and-so:
Would you like me to contact So-and-so and ask for permission? (Pause for an answer.) Can I tell him it was you who asked? (Pause for an answer. If the donor seems keen, add the following:) Would you like to challenge So-and-so to give extra to match your donation? Option C. If So-and-so hasn't given yet: So-and-so hasn't made a contribution yet. Do you think your donation might influence his/her gift? Q. How much have you given? (This is why you were warned at the beginning of this book that it is important for all solicitors to also be donors.) Tell them, but not in dollars put it as so many days of pay or a percentage of your income. Then the prospect, who may well be wealthier than you, will get the idea that he or she should give proportionately. Q. How can you ask me to give when the economy is in the state it is now? A. I understand. It is hard to be as generous as one would like to be in the current economy, isn't it? Has the economy affected you personally? (Pause for an answer; sympathize, and discuss the situation.) What effect do you think the economy has had on the people that we're trying to help? (Ask the prospect if he/she would like more details. Keep your answer brief and talk about your organization's participants.) If the prospect responds that he/she really would like to help, but simply can't afford to right now, go back to the `later' strategy. Would you find it easier to give small monthly donations or a post-dated cheque?(Pause for an answer.) Would you prefer talking about this at a future date? (Remember to set the date for the next visit now.) What Advice Did The Biggest Donor Ever Offer on Asking for Big Gifts? You may admire the legacy of the Rockefeller Foundation. You may not care for the politics or commercial practices of the man who started it all. You may find the language in this document, which is over a century old, a little dated (or worse). Nonetheless, you may find the advice is still valid today. Ten Principles of Solicitingby John D Rockefeller, Sr
What Advice Does the Church have on Asking for Big Gifts? You may not be a religious Christian. You may not be conducting an Every Member Visit. You may find nevertheless that this advice can be adapted for your group. Ten Commandments of Visitationby Walter Murray
6. Make the appointment to see the prospectYou're now nearly ready to ask. You've recruited the right volunteers, put them in pairs, trained them, and assigned them to the right prospective donors. You've decided on the right amount, time, project and approach. Now it's time to make an appointment to see the prospect. Prepare before you telephone. The phone call should be made by one of the two people who will meet the prospect, not by a secretary. Gather all the information about the prospect. Have your appointment calendar handy. Select several dates to propose that are suitable for both volunteers on your team. Think ahead about issues like the following: Have a reason to ask. Before you call, identify at least one reason why that person (or couple or family) may be interested in giving a significant contribution. This forms your rationale for the approach to them. Reasons may be:
Decide where you want to meet the prospect. · Your Site If possible, meet the person where your nonprofit group works, especially if the prospect can see interesting activities, meet people, or view new developments. Lyman Henderson likes being asked to a demonstration of some kind, he says. I think those are particularly good. Like a backstage tour, or attendance at a rehearsal in the arts forum. Or going through a medical centre. · The Prospect's Premises The prospect's home, office or workplace can also be excellent. Some experts advise against this, because it puts you at the disadvantage. They are in their `home court', as it were. I disagree. They are comfortable in their home or office, and that's important. You may also be able to pick up clues from the photos, souvenirs, hobbies or trophies on display. Linda Bronfman had this to add, from her viewpoint as a donor:
· Neutral Territory Although some consultants recommend them, I suggest you avoid meeting in public places such as restaurants. Marga Callender agrees:
In addition, you may find it awkward to handle the moment when the bill is presented. Should the donor pay, on top of agreeing to a generous contribution? Should the organization pay, demonstrating that the donor's gift would be squandered on high-priced meals? Should the volunteer pay, elegantly sidestepping the problem, but adding to the volunteer's burden? Some people resolve this by going to a club where the bill is never brought to the table. Others arrange payment in advance. Both these solutions obscure the problem, but still leave the donor wondering. In addition, there is the danger of many social errors. Spills, food stuck in teeth, bad meals, annoying people at the next table, deciding whether it's acceptable to order alcohol or to smoke all these things make it more complicated than necessary. Avoid restaurants unless the prospect suggests it and there is no other choice. Phone for an appointment. Phone the prospect and ask for a time when you can all get together. Avoid giving much information on the appeal over the telephone. Otherwise the person may make a decision at that time. This is very important. When making an appointment:
In either case, meeting the prospect at this stage would be a waste of time for both the nonprofit and the prospect. Find out if this person should be politely dropped from your major prospect list. Perhaps the money isn't available right now, or is committed elsewhere. Perhaps there is no real interest. Whatever the reason, if this is a dead end, send a friendly letter; make a note in the file for the future; and put your energy elsewhere. If the prospect might still become a donor, try to use the phone call to explore further. Are there any special interests you might use in your ongoing approach? Ask the reluctant prospects if they have any particular concerns that need to be addressed. Then continue the cultivation process. Send a letter to confirm the appointment. Once you have agreed on a date, time and place, send the prospect a brief note to confirm the details. Add enough interesting materials to complete the cultivation process, and have the prospect excited about seeing you. Your letter might have a few phrases about the organization's work, or you might attach a news clipping or a brochure. Avoid turning this into a direct mail appeal. You do not want the prospect to make a decision based on the letter. It is merely an appetizer to put him or her into the right frame of mind when you arrive. Fundraising expert Charles Mai has excellent suggestions on how to make this letter readable:
If following these suggestions seems too complex, settle for a simple note confirming time and place. Have it signed by the volunteer who will visit. Before the visit, make sure each volunteer knows clearly what she or he is responsible for doing. A central coordinator may be essential with large groups. It can be frustrating to have one team member saying to the other, But I thought you were sending the letter! These forms may help you track your contacts with the prospect, and make sure each step was actually done: Prospect Information Form
|
Research done by (name): | Date: |
Updated by (name): | Date: |
Updated by (name): | Date: |
C O N F I D E N T I A L
Prospect's name:
First Phone Call to Arrange Appointment
Date and time call should be made:
Date actually done: __same, or: By whom:
Results:
__Appointment set for (date/time):
Location: __Call back on: __Other:
Letter to Confirm Arrangements
Particular points to mention in letter:
Other notes for use in conversation or for file:
Date letter should be sent:
Date actually done:
By whom: __same or: __Copy of letter attached
You're as ready as you'll ever be. You know what to say and if you forget, you've got a team member to help you remember.
Go visit the prospective donors.
Remember to be a friend to the prospects. Don't manipulate or trick them into doing anything they'll regret later. Don't do anything that you'll regret later.
The donors must genuinely want to support your good work. They must be able to afford their donation. If they do, they'll end up feeling positive about you, the group, and themselves.
The work is not quite finished once you say good-bye to the donor. Whether or not you got a contribution, there are still a few details left. They are not too onerous, but if they are not done they can cause problems in future.
Keep records for the future.
The first things the volunteer should do after leaving the donor are:
a) Get out of sight. Go around the corner. Head for the office. Go to a doughnut shop. You've got a few minutes of work to do, and you don't want the donor to see you sitting in your car parked out front, making notes.
b) Breathe a sigh of relief. Yell out a big yahoo! Say a prayer, if you wish.
c) Make notes on the visit. Don't talk to anyone else until you have done this you might forget important details. (What should you record? See below.)
d) Write a thank-you note to the donor and mail it the same day as the visit.
Record anything and everything. You will almost certainly need this again in the future. It may be that you won't need to do any more fundraising for decades but chances are you will be asking for money again much sooner than that.
Don't trust to anyone's memory. The most unforgettable facts aren't. People can forget their own anniversaries. They call loved ones by the wrong names. As fundraiser Warren Steen says, The shortest pencil is better than the longest memory.
Forms that may help you follow:
Thank everyone.
Thanking people is important. Many donors have complained that they only way they knew their donation was received was the cancelled cheque.
It does no harm to thank too many people, or to thank people too often. According to David Heetland:
The key is to thank people immediately for their commitment and regularly for their gifts. One fundraiser suggests that when persons make a gift, they should be thanked until they make the next one. Certainly the possibility for future gifts is greater when one is appropriately thanked. Chuck Allen tells the true story of visiting a retired woman and thanking her for her two-dollar gift. She was so impressed that she later gave $39,000.
Thank everyone.
Research done by (name): | Date: |
Updated by (name): | Date: |
Updated by (name): | Date: |
C O N F I D E N T I A L
Prospect's name:
Visit (Complete additional forms if more than one visit is made.)
Date:
Time:
Place:
Visitors' names:
Other people present in addition to prospect:
Result: __Yes
__Donation of $
__Pledge of $ per __Month __Quarter __Year
Starting date:
Ending
date:
__In-kind donation of:
Public Recognition: The donor will permit
__His or her name to be mentioned in our newsletter
__Public recognition in the media
__Public recognition at an event
__Mentioning his or her donation to other prospects, if they ask
__Other:
Active Involvement: The donor will
__Provide his or her own contact names for other prospects
__Write letter(s) of introduction to his/her own contacts
__Phone his/her own contacts to set up meetings
__Participate in solicitation meetings with his/her own contacts
__Serve on a Fundraising Task Force
__Other:
Result: __Additional Support or __Alternate Support
The donor wants information about
__Going through his or her will, insurance or other planned giving
__Arranging a matching gift from his/her company
__Other:
The donor does not want information, but will arrange
__A gift through his or her will, insurance or other planned giving
__A matching gift from his/her company
__Other:
Result: __Maybe
__Wants information on:
__Additional visit(s) required
Date and time:
Date and time:
Date and time:
Result: __No
__Refused because:
Follow-Up
__Thank-you sent date:
Other action required:
Suggestions for future visits to this prospect:
Jerry Panas learned a lot about thanking thoroughly from Mary G Roebling, who
was on the board of our college in Princeton, New Jersey, and was heading a special campaign. We were talking about strategy and the mechanics of the campaign and she said: Now, Jerry, one thing you must remember. People like to be thanked; they want to know that what they have done is appreciated, really appreciated. When we get a gift that we think is special, let's find a way to thank the person at least seven times before we ever ask them again for another gift.
We followed this seven times admonishment. There was a letter from the president. A letter from the chairman of the board. A handwritten note from the vice president. And a letter from the treasurer with the official receipt. Several months later, a note from a student who had received some scholarship assistance. A letter from the head of the department whose discipline had been particularly affected by the special campaign. A very brief personal note attached to the announcement of the groundbreaking ceremony, reminding the donor of how important their gift had been in making this day possible. Count them, seven times, and it was easy.
When the next campaign was announced, these people averaged gifts three times the amount of their original donation If I could guarantee you a continuing gift, not of the same amount, not double the amount, but three times the amount wouldn't you work, work creatively, to plan for seven opportunities to show appreciation? Do it! This Rule of Sevens really works.
Have thanks come from several people.
If the donor will allow public recognition, use this as an opportunity to set an example for others to follow. (If you're not sure, ask first.)
Remind donors of pledge commitments.
If the donor has made a commitment to pay the donation over time, arrange to send reminders. Make the arrangements now, before anyone forgets who pledged, how much, and when. It may seem like it will be easy to go through the files later, but it won't be. If you don't arrange to send pledge reminders, you'll lose money.
The way we have more money to give to outsiders, Lyman Henderson says, is because people don't come back and ask for the pledge we have given. It's so easy to mount your campaign and then the campaign department folds, and nobody goes back and asks for the pledges. That's just lost money that's out there.
Send the pledge reminders before the due date. Don't wait until after to see if the donor remembers.
Include lots of good news with the pledge reminder. Lots of other nonprofit groups have approached the donor in the meantime. Each pledge reminder has to do a large part of the sales job over again.
If the donor has not sent in the payment within a month, send a second reminder. If that doesn't work, telephone. Your job at this stage is not to nag the donor, or demand payment, but to find out if there is a problem. Open up communication. Renegotiate the payment schedule if necessary. Just don't let the relationship with the donor die of neglect.
Evaluate your progress.
All through the campaign, at regular intervals, check to see how well everyone is doing. At the end, get everyone to suggest how it could be done better in future.
Hold campaign report meetings frequently perhaps every two weeks or so. Make these report meetings a joy. Use them to uplift people's spirits. Even if things are going badly, find some good news. Give lots of small rewards. Answer questions. Solve problems.
At the end, gather as many of the volunteers as possible. You may even wish to invite some of the donors.
CONGRATULATIONS!
You're now part of the hottest trend in fundraising the major individual donor campaign.
I hope the advice in this book will make your work easier and more productive. Please let me know what works for you, and what doesn't. Your success stories, questions and concerns are very much wanted.
Good luck!
Ken Wyman
19 May 1993
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Last updated : 1998/10/16 |