A JOURNALIST’S APPROACH TO PROSPECT MANAGEMENT

CHRIS MILDNERPORTLAND STATE UNIVERSITY

JUNE 26, 2001

ORTHE SIX QUESTIONS

EVERY MOVES MANAGERSHOULD ASK

COORDINATED ACCESS

IN THEORY:EVERYONE HAS ACCESS TO ANY PROSPECT AT ANY TIME

PRACTICALLY:ACCESS BASED ON SOLICITATION PRIORITY

PROSPECT PREFERENCES DETERMINE WHO HAS A RELATIONSHIP WITH A PROSPECT

THE BIG QUESTIONS

• WHO

• WHAT

• WHEN

• WHERE

• WHY

-- IS TRACKED?

-- ACTIVITIES ARE SIGNIFICANT?

-- TO COORDINATE?

-- IS IT ALL TRACKED?

-- COORDINATE?

• HOW-- TO COORDINATE?

WHY?TO KEEP IT

ALL ABOUT THE PROSPECT

Appropriate and Open Access

¤ Encourage partnering and relationship-building

¤ Respect and Honor Prospect: interests and intent

stated contact preference(s)

- time and commitments

¤ Maximize satisfaction with the giving process

¤ Facilitate better evaluation and decision-making

HOW?MASS PROSPECT REVIEW PROCESS

STEP 1: COMPILED A HUGE SPREADSHEET OF EXISTING AND POTENTIAL PROSPECTS

STEP 2: SENT IT TO THE TEAM FOR INPUT AND RATINGS

STEP 3: REVIEWED THE LISTS TO DETERMINE POTENTIAL PROSPECT INTERESTS

STEP 4: STRATEGY MEETINGS DETERMINED TEAM

STEP 5: DO IT AGAIN SAM!

HOW? INDIVIDUAL PROSPECT COORDINATION

STEP 1: IDENTIFICATION BY STAFF, VOLUNTEERS, RESEARCH

STEP 2: NAME SENT TO STAFF LISTSERV

STEP 3: STRATEGY SESSION DETERMINES TEAM

STEP 4: INITIAL PLAN ENTERED IN BENEFACTOR (REM)

STEP 5: MOVES -- COORDINATION CHECK (MPT, MPC, GPDI, SRK)

STEP 6: CONTACT REPORTS AND NEXT STEPS (CON/REM)

STEP 7: TOP 100 STATUS REVIEWED AT MONTHLY MEETING

STEP 8: REPEAT 2-7 FOR COORDINATION/EVALUATION

WHO?

• MAJOR DONORS

• PROSPECTS

• VOLUNTEERSLEVEL DETERMINED BY:

…WHO ENTERS DATA

…LEVEL OF STAFFING

BASED ON FINANCIAL CAPACITY, LEVEL OF INVOLVEMENT AND INTERESTS

QUALIFICATION CRITERIAAsset criteria (PRT)$10,000 annually for 5 years$25,000 outright gift$50,000 life income agreement

Affiliation criteria (ACA, AFF, GPDI)degree, partnership or other relationship with PSUgift history or sponsorshiphistorical family involvement or one degree of separation

Interest criteria (AFF, MPF, EMPI)demonstrated personal interest philanthropic involvement with similar programs business interests

WHAT ACTIVITIES?

SIGNIFICANT ACTIVITIES:

» INCREASE PROSPECT INVOLVEMENT

» MOTIVATE INTEREST

» GATHER NEW INFORMATION

» MOVE THE PROSPECT CLOSER TO A GIFT

It is the outcome, not the mode of contact, that measures significance.

WHAT ACTIVITIES?

PERSONAL VISITS

VOLUNTEER ACTIVITIES

PHONE, FAX & E-MAIL CONTACT

EVENTS

CHANCE ENCOUNTERS

WHEN TO COORDINATE?

IF THERE IS A RELATIONSHIP WITHANOTHER UNIT DEMONSTRATED BY:

‡ GIFTS (GPDI)

‡ TRACKS (MPT)

‡ CONTACTS OR PLANS (MPC)

‡ HISTORY (SRK)

WHERE

IS IT ALLTRACKED?

MPF

PROSPECT STATUS CODES INDICATE:top tiers (major prospects) high annual fundvolunteer or organization contact qualificationdiscontinued or suspended disqualified

MPTTRACK MULTIPLE PROSPECT OR UNIT INTERESTS

TRACK:1. $1K+ ANNUAL PROSPECTS2. UNIT PROSPECTS3. ANNUAL DINNER SPONSORS

WHO IS WORKING WITH WHOM IN WHAT TIME FRAME?

=

MPT CODES

THESE CODES, IN COMBINATION WITH THE SOLICITATION DATE, REVEAL THE STAGE OF RELATIONSHIP AND ORDER OF SOLICITATION TO HELP US COORDINATE

MPC

REMINDERS ARE COORDINATED PROSPECT PLANS

CONTACTS ARE PLAN OUTCOMES

1 + REMINDERS ENTERED AFTER EACH CONTACTCONTACTS AND REMINDER REPORTS ISSUED WEEKLY

MPC CODING

CONTACT RESULT CODES, ALONG WITH CONTACT REPORT CONTENTS, HELP US KEEP PROSPECT STATUS IN MPF AND PROGRESS LEVEL IN MPT UPDATED

ACTIVITIES AND EVENTS

BOARD MEETINGS AND MAJOR PROSPECT EVENTS

REPORTS

XTEA -- PROSPECT REVIEW (TRACKS & GOALS, LAST CONTACT, 3 UPCOMING REMINDERS

XPRS -- PROSPECT SUMMARY (FULL TRACK DETAIL, LAST 2 CONTACTS, ALL OPEN REMINDERS)

XOTR -- OPEN TRACKS

XREM -- CONTACT AND REMINDER SUMMARIES

XCAL -- FULL TEXT CONTACT REPORTS

XPRO -- SIMPLE PROSPECT LISTS

XOTR: OPEN TRACKS

SELECTION OPTIONS1. TRACK2. CAMPAIGN3. DESIGNATION4. STAFF5. VOLUNTEER6. SOLICITOR7. PROSPECT (ALPHA)8. GOAL9. SOLICIT DATE

SORTS VARY BY TRACKSORT OPTIONS ARE NESTED AND MAY COMBINE:* ALPHA* GOAL* PERSONNEL ASSIGNED* DESIGNATION* DATE

USED TO FACILITATE PROSPECT AND VOLUNTEER COORDINATION AND MANAGEMENT AND CREATE UNIT AND PROJECT PYRAMIDS FROM MPT DATA

XPRS: PROSPECT SUMMARY

SELECTIONS§ SPECIFIC PROSPECTS BY ID§ ALL PROSPECTS FOR A PROSPECT MANAGER§ ALL PROSPECTS WITH OPEN TRACKS§ SAVEDLIST

USED ONE-ON-ONE BY THE ASSOCIATE VP TO HELP DEVELOPMENT OFFICERS DETERMINE GOALS, STRATEGIES AND TIMELINES

XTEA: TEAMS REPORT

¤ FOR MONTHLY PROSPECT REVIEW MEETINGS AND ENSURING STRATEGIES AND CONTACTS ARE CURRENT

¤ RUNS FROM A SAVED LIST, WHICH CAN BE BASED ON PROSPECT TIER, UNITS OR STAFF ASSIGNED, ETC.

XREM: CONTACTS/REMINDERSKEEPING IT AT THE SPEED OF LIFE

REMINDERS OPTION...1. REMINDERS FOR A SPECIFIC PROSPECT MANAGER2. REMINDERS FOR SPECIFIC PROSPECTS3. REMINDERS ENTERED IN A DATE RANGE4. PROSPECTS WITH UNATTENDED REMINDERS5. PROSPECTS WITH NO OPEN REMINDERS

CONTACTS OPTION...1. CONTACT REPORTS FOR SPECIFIC MANAGER2. CONTACT REPORTS FOR SPECIFIC PROSPECTS3. CONTACTS ENTERED IN A DATE RANGE

XCAL: FULL TEXT CONTACTS

SELECTIONS:

1. FOR SPECIFIC PROSPECT MANAGERS 2. FOR SPECIFIC PROSPECT(S) 3. FOR ALL STAFF

LIMIT BY DATE RANGE

DOUBLE CHECK FULL REPORTING AND ENSUREDATA IS ENTERED IN OTHER SCREENS

?QUESTIONS?

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