a journalist’s approach to prospect management chris mildner portland state university june 26,...
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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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