Moves Management in RE7


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Session from BBCON11, featuring moves management in The Raiser's Edge.

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Moves Management in RE7

  1. 1. 10/3/2011 Moves Management in The Raisers Edge PRESENTED BY: CASSIE R. HUNT & MARK J. MARSHALL10/3/2011 Bentz Whaley Flessner 1 DEFINING PROSPECT MANAGEMENT Prospect management is the deliberate and pro-active process of driving prospects through the development cycle towards the goal of securing the optimal gift.10/3/2011 Bentz Whaley Flessner 2 SYSTEMATIZING PROSPECT MANAGEMENT It‟s not just managing who you know, but also finding the prospects who stand out by their own behavior. •Using queries for alerts •Action tracks for prospect assignment •Pivot tables The operating goal of prospect management is to make the database smaller.10/3/2011 Bentz Whaley Flessner 3 1
  2. 2. 10/3/2011 SPOILER ALERT!! Things gift officers are unlikely to view as a priority: Gift officers are focused on specific results:10/3/2011 Bentz Whaley Flessner 4 USING RAISER’S EDGE FOR PROSPECT MANAGEMENT Best practice involves using multiple areas of the system for input: - Solicitor Relationships - Prospect Status - Prospect Classification - Actions - Philanthropic Interests - Ratings - Proposals And output: - Pivot Tables - Dashboards - Reports - Queries10/3/2011 Bentz Whaley Flessner 5 COMMON CHALLENGES AND MYTHS TO DATA-DRIVEN PROSPECT MANAGEMENT • “I can manage it all in my head.” • “The system is too difficult to use.” • “I don‟t have time to enter everything that‟s required.” • “It‟s about the relationship, not data.” The goal of development/advancement services is to make the system support the work of the end-users.10/3/2011 Bentz Whaley Flessner 6 2
  3. 3. 10/3/2011 WHAT DOES YOUR PROSPECT MANAGEMENT PROGRAM RESEMBLE? Henry Ford was the first “lean thinker.” Impact = Cost of Model-T in 1908 was $850 and in the 1920‟s $250. OR An unworkable prospect management program will be abandoned by everyone!10/3/2011 Bentz Whaley Flessner 7 CURRENT PORTFOLIOS10/3/2011 Bentz Whaley Flessner 8 RELATIONSHIP MANAGEMENT Development Officer: System: •Ideal portfolio size: 125-150 prospects. •Solicitor Relationships. • Keep the best prospects in front of •Use start and end dates. your best gift officers. •Use of „Former‟ can aid in querying • This IS your tickler system. and reporting. Solicitor Types: Primary Additional Natural Partner Volunteer10/3/2011 Bentz Whaley Flessner 9 3
  4. 4. 10/3/2011 RELATIONSHIP MANAGEMENT10/3/2011 Bentz Whaley Flessner 10 PIVOT TABLES FOR ASSIGNED PROSPECTS10/3/2011 Bentz Whaley Flessner 11 PIVOT TABLES FOR UNASSIGNED PROSPECTS10/3/2011 Bentz Whaley Flessner 12 4
  5. 5. 10/3/2011 PROSPECT STATUS Development Officer: System: •Cycle Should Include: •Use queries to enforce a requirement •Identification for all with an assigned solicitor to •Qualification/Discovery have a status. •Cultivation •„Identification‟ and the „Not a Prospects‟ could be unassigned. •Solicitation •Prospects should be dispersed •Stewardship between the statuses. •AND: •Not a Prospect NOW •Not a Prospect EVER10/3/2011 Bentz Whaley Flessner 13 PROSPECT CYCLE10/3/2011 Bentz Whaley Flessner 14 PROSPECT CLASSIFICATION Development Officer : System: •Cycle Should Include: •Use queries to enforce a requirement • A= Hot Prospect for all with an assigned solicitor to • Solicit in 6-9 months have a classification. • Plan in place •„Cold‟ may be unassigned if they are • Contact every 6-8 weeks still in need of Discovery. • B= Warm Prospect •Pair „Status‟ and „Classification‟ in • Qualified prospect queries and reports to prioritize • Contact every 8-12 weeks prospects. • C= Cold Prospect or Suspect • Keeping in front of you • Need discovery call10/3/2011 Bentz Whaley Flessner 15 5
  6. 6. 10/3/2011 PROSPECT MANAGEMENT MATH • No one should have more than 150 prospects!  A = 20-30 (3 visits per year = 60-90)  B = 50-75 (2 visits per year = 100-150)  C = 50-75 (1 visit per year = 50-75)  Average? 15-20 visits per month (190-240)  24-36 proposals per year10/3/2011 Bentz Whaley Flessner 16 ACTIONS Development Officer : System: • Actions entered for all •Enable default sets to prompt substantive contacts. the right questions. • Written cultivation plans for •Use global adds for mass top prospects. actions. •If it’s not in the system, it didn’t •Have a clear policy regarding happen! what constitutes an action. •Identify ways to make entry as easy as possible. •Use action reminders to plan ahead and keep people on track.10/3/2011 Bentz Whaley Flessner 17 ACTIONS10/3/2011 Bentz Whaley Flessner 18 6
  7. 7. 10/3/2011 PHILANTHROPIC INTERESTS Development Officer : System: •Identify and track interests •Use with ratings to identify expressed by prospects. prospects for specific funding •Helps to build a cultivation opportunities. strategy.10/3/2011 Bentz Whaley Flessner 19 RATINGS10/3/2011 Bentz Whaley Flessner 20 RATINGS Development Officer : System: • Prioritizes field work • Ensure that all are table- • Clear and concise driven! •Establish a primacy of ratings. • Remove ratings past their •Development officer rating shelf-life • Track not only research- determined or purchased ratings, but development officer goals.10/3/2011 Bentz Whaley Flessner 21 7
  8. 8. 10/3/2011 PROPOSALS Development Officer: System: • Creates sense of urgency. •Can some fields be hidden? • Identifiable goal to work •Minimum to enter a proposal: towards. •Target amount • Should be the centerpiece of •Target date Prospect Management •Target purpose Meetings. •Use security settings to monitor change.10/3/2011 Bentz Whaley Flessner 22 PROPOSALS Solicitor, Joe10/3/2011 Bentz Whaley Flessner 23 BRIDGING THE DIVIDE: BUILDING A PLAN •Assess your current practices. •Use best practices to change your culture. •Establish a baseline for metrics. •Focus the Services team on providing information, not supervision. •Let the data prove its point. •Hold effective prospect management meetings.10/3/2011 Bentz Whaley Flessner 24 8
  9. 9. 10/3/2011 “Coming together is a beginning. Keeping together is progress. Working together is success.” - Henry Ford10/3/2011 Bentz Whaley Flessner 25 USED WELL, THE SYSTEM CAN BE THE GREATEST TOOL YOUR MGOS HAVE. #BBCON @CRHUNT_BWF @MARKJMARSHALL10/3/2011 Bentz Whaley Flessner 26 CONTACT US WITH QUESTIONS • Cassie Hunt - - @crhunt_bwf • Mark Marshall - - @markjmarshall - Marshallartoffundraising.wordpress.com10/3/2011 Bentz Whaley Flessner 27 9