Proven Practices in Fundraising Webinar Proven Practices in Fundraising Webinar Proven Practices in Fundraising Webinar Proven Practices in Fundraising Webinar ESSENTIAL WORK FLOW SCHEDULING
Presented by: Virginia Dambach Dambach & more vdambach@qwestoffice.net 701-293-7281 Hosted by: Sarah Tron Allegiance Software, Inc. webinars@allegiancesoftware.com 800-858-7654
Why Bother Scheduling? Predictable task scheduling produces predictable results Delays have significant NEGATIVE impact on net revenue Delays in solicitations TODAY have long-term, downstream impact
But we’re so busy with XYZ Ask yourself: • How much net revenue is produced by XYZ? • Is your performance based on membership results or XYZ results? • Which result has the greatest impact on the bottom line net revenue?
Results with a schedule 100% 90% 80% 70% 5th effort 60% 4th effort 50% 3rd effort 2nd effort 40% 1st effort 30% 20% 10% 0% April May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Results when appeals are missed Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar 1st effort 2nd effort 3rd effort 4th effort 5th effort
A Picture is worth… • Every effort reinforces the effort before it. • Gaps between efforts reduce the impact and the results. • Even when income is generated, it is delayed, resulting in missed goals.
Everything is on the Calendar Date renewal files are run Date files are due at printer Date letters are printed Date letters are dropped Date add gift and lapsed files are run Date files are due at printer Date letters are printed Date letters are dropped
The calendar outline might look like this… But then, every due date for every element of every task goes on a calendar
A Narrative Checklist Doesn’t Hurt Week Task Due Notes Date 11-12 weeks Pre-Pledge Schedule first planning meeting Begin building calendar Review revenue goals for drive and FY 10 weeks pre pledge Hold drive planning Creative elements of upcoming campaign, meeting themes, on air production, graphic design, online presence Create drive timeline Draft direct mail copy Use integrated themes/graphics in and eblast copy conformity w/ proven practice
More Tasks Week Task Due Notes Date 9 weeks pre drive Pre-pledge/on-air production in progress Conduct/review premium inventory Select premiums and levels for drive/programs 8 weeks Pre Drive Solicit food donations Request web stream pre-roll from production Web and premium graphic design drafts for review Create pitch, producer, director, and staff schedules
More Tasks Week Task Due Date Notes 8 weeks pre drive Set up source codes and breaks in member database Design and copy finalized for direct mail and e-blasts Inventory and assure adequate supplies of carrier envelopes, courtesy envelopes, and standard low-end letterhead or special campaign stationary design for direct mail Request any custom spots from the networks Solicit volunteer groups via email and letter Web and premium graphic design drafts for review
Week Task Date Due Notes 7 weeks pre-drive Solicit volunteer groups- email Web and premium graphic design final drafts for review Splash page copy to designer Order premiums Premium pics ready for web Meet with Traffic department to schedule on-air elements for pre thru post drive 6 weeks pre-drive Solicit individual volunteers Order office supplies and premium package/mailing supplies Volunteer sign up copy and creative due to web team Create/write/edit premium descriptions and scripts Splash page due to web team
Week Task Date Due Notes Create calendar and plan for all giveaways, 5 weeks pre drive matches/challenges Pitch schedule set and circulated Code premiums in donor database Web copy to web team Write scripts for thank you gifts Deliver premium images to web team Email sent to volunteers asking them to sign up for pledge shifts 4 weeks pre drive Set-up premium codes & FMV in membership database Set up source codes for add gift, lapsed, and acq direct mail scheduled to drop pre-drive Begin planning hourly goals and setting up tally worksheet
Week Task Notes Hire and train drive data entry clerk and arrange for Mail pledge billings within 24 4 weeks pre drive overtime if required to keep up with CC processing and hours of receipt of pledge to continued nightly billing. assure highest fulfillment Update online donation form Update volunteer instruction sheet Generate lists for pre-drive direct mail and send to mail house Schedule pitch rehearsals 3 weeks pre drive Splash page ready Conduct pitch rehearsals Finalize donation forms for inbound call center Finalize phone donation forms Draft pre- & mid-drive emails Schedule janitorial service
Week Task Notes 3 weeks pre Update confirmation page copy for web pledges drive Inventory of forms, letterhead for drive Updated web form is complete Schedule staff for room supervisor & phone answering shifts Be sure add gift and lapsed names have separate source Pre-drive direct mail #1 drops codes for tracking purposes. Pre-drive direct mail on-air spots begin 2 weeks pre Create and confirm food acknowledgement scripts and drive schedule with Traffic Update/create phone volunteer info packets Create social networking calendar and copy for drive Schedule food delivery/pickup
Week Task Notes 2 weeks pre drive Test and prep tally spreadsheet or tally system Conduct pitch rehearsals Update and refresh all email lists in email marketing system Direct mail response data entry daily Confirm food and match/challenge scripts Off-hour scripts prepared for overnight hosts Prepare forms for phone volunteers Food donations completed 1 wk pre-drive Pre-drive direct mail #2 drops Begin pre-drive on-air spots Confirm food donations Set up data entry stations Conduct pitch rehearsals
Week Task Notes 1 wk pre drive Test on-line data entry form from studio, office, home Set up test phones Put up signage Call/email all pitchers, board ops, and other staff to confirm shifts Call/email all volunteers to confirm shifts Confirm and write challenge/match scripts Update volunteer and room supervisor handbooks Calendar and plan for all giveaways, matches/challenges complete Send pre-drive email to all staff outlining campaign and expectations Hourly goals and tally worksheet setup complete Splash page/drive creative published to web
During the Drive Daily email updates to staff Daily generate list of $1,000 donors for GM/DD thank you calls Mid-drive e-appeal drops Employ social media efforts Acknowledgements run daily for all gifts regardless of source Generate and mail pledge billings daily Process credit card and EFT gifts daily
Post Drive Run drive and campaign reports and distribute Summarize results and distribute to staff via email Schedule & conduct post drive debriefing meeting Ship premiums or premium files to vendor Mail gift acknowledgements daily Send thank you notes to food donors Remove pledge signage Pull splash page from web
More Post Drive Thank you copy and donation link to home page Post-drive email solicitation drop 1-5 days post drive Confirm web-stream message is pulled Run drive and campaign response reports monthly Thank you notes to volunteers Challenge donor thank you note and outcome update Answer all membership emails from drive Distribute event premium guest lists to venue/staff Send out give-away/drawing items Order any additional premiums required for fulfillment Matching gift follow-up
Repeat as Necessary Planning Budgeting Training/Webinars/Conferences/Workshops Annual review & revision of renewal letter/eblast Data Tracking and Analysis
Membership is a Machine It has a lot of moving parts. It is complex and interactive; if one part fails, others will be affected. Paying attention to the details is ESSENTIAL to your success. Schedule your work flow step by step. Stick to the schedule.
Neither rain, nor sleet, nor snow, nor dark of night should impede the membership machine… And neither should special events, concert series, Parades, and other duties as assigned that prevent you from achieving your goals. Your work has bottom line results. Unless you stick to the plan, you won’t achieve the results.
Questions?
Join us next month! Maximizing Web Giving June 1, 2016 at 1:00 PM CDT allegiancesoftware.com allegiancesoftware.com allegiancesoftware.com Questions about the webinar? Questions about the webinar? Questions about the webinar? sales@allegiancesoftware.com sales@allegiancesoftware.com sales@allegiancesoftware.com Contact Virginia Dambach: Contact Virginia Dambach: Contact Virginia Dambach: support@allegiancesoftware.com support@allegiancesoftware.com support@allegiancesoftware.com Sales: 844-858-7654 Sales: 844-858-7654 Sales: 844-858-7654 vdambach@qwestoffice.net vdambach@qwestoffice.net vdambach@qwestoffice.net Support: 877-858-7654 Support: 877-858-7654 Support: 877-858-7654
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