Phonathon: From Preparation through Follow-Up

  • 1,432 views
Uploaded on

This webinar is designed for organizations conducting phonathons using volunteers or paid in-house staff, Board or students. We will cover the steps to take for a successful phonathon before, during …

This webinar is designed for organizations conducting phonathons using volunteers or paid in-house staff, Board or students. We will cover the steps to take for a successful phonathon before, during and after the event. In addition to data-related issues, we will define ways to make the calling location comfortable, offer tips on how to get callers interested and motivated, best times to call, and much more.

More in: Business , Technology
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
  • Did you find this presentation helpful and would like to see more of our sessions? Feel free to register for any of our upcoming NonprofitWebinars sessions here: http://nonprofitwebinars.com/webinars/

    Also, we invite you to watch the video for this session here:
    http://www.slideshare.net/NonprofitWebinars/phonathon-from-preparation-through-followup-video
    Are you sure you want to
    Your message goes here
    Be the first to like this
No Downloads

Views

Total Views
1,432
On Slideshare
0
From Embeds
0
Number of Embeds
1

Actions

Shares
Downloads
19
Comments
1
Likes
0

Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
    No notes for slide

Transcript

  • 1. Phonathon: From Preparation through Follow-Up Kelly Sheetz November 15, 2011A Service Of: Sponsored by:
  • 2. Protecting and Preserving the www.cjwconsulting.com Institutional Memories of Nonprofits Since 1993 (866) 598-0430 info@cjwconsulting.comA Service Of: Sponsored by:
  • 3. Affordable collaborative data management in the cloud.A Service Of: Sponsored by:
  • 4. Today’s Speaker Kelly Sheetz Director of Development Services and Operations North Park UniversityAssisting with chat questions: Hosting:April Hunt, Nonprofit Webinars Cheryl J Weissman, CJW Consulting & Services, Inc.A Service Of: Sponsored by:
  • 5. Phonathon Preparation/FollowupGetting data and human resources ready forwhat happens before, during and after the calling Presented by 8331 Central Avenue Morton Grove, IL 60053 800/977-6377 www.cjwconsulting.com
  • 6. Steps for a Successful Phonathon Who do we call  Create calling pools  Groups of prospective donors matched with callers Prepare needed materials  Training materials  Scripts (do not steal/reuse)  Pledge Cards
  • 7. Steps for a Successful Phonathon Prepare for Training/Warmup  Explain training materials  Plan exercises/role play The right location  Parking available?  Directions to location  Good space for serving food
  • 8. Before Data Management  Develop pre-call list  Compile good prospect list(s)  Organize into calling pools  Eliminate duplication  Develop a pledge card  Design call sheets  Demographics  Giving history  Class year, etc
  • 9. Before Send a pre-call letter  Include response device/envelope  Let constituents know when calls will begin  Ask for gift now to have their name removed from call list for this phonathon
  • 10. Before Location, location, location  Lots of phones  Good food, beverages, snacks  Confirm site 1-2 days prior  Arrange for cleanup each night When to call  Best evenings said to be Tuesday through Thursday, best times 6:30 to 9:30 PM  9:30 might be too late for some donors – know your constituents!
  • 11. Before Volunteers  Allow 4-6 weeks to recruit  Get 1/3 more than needed, twice as many workers as phones  Callers can pair up with one calling, one doing paperwork; then switch  Volunteers uncomfortable on phones can do clerical tasks  REMIND Volunteers a week prior Make it enjoyable  Get a photographer
  • 12. Before Volunteers  Educate your callers  Communicate value  Be passionate  Say thank you first to those who are already donors  Don’t give up at “No”  INFORM your callers  What do we know about the people they are calling  Call Sheets  Ask Amounts  Provide packets  Letterhead, note cards, forms, stamps, etc.
  • 13. During Don’t focus on the money  Don’t sacrifice participation in the quest for a larger gift. You will need those donors in your pool Don’t use the same ask amounts every year  Tweak based on donor capacity to give and needs of the institution
  • 14. During Give each caller a packet Train volunteers  Mission  Goals for callers/phonathon  Explain all materials  Discuss confidentiality  Use of phones and script  Call length
  • 15. During Train volunteers  Recordkeeping requirements  Thank yous  TEAMWORK  ENCOURAGEMENT  Use demonstrations or role Ask volunteers to commit  Volunteers who have pledged/given will do better
  • 16. During Assign Rovers  Check on callers  Pick up paperwork  Bring water, snacks Watch the time  No one should be on the phone for more than 3 hours  If possible, have callers switch between calling/clerical work
  • 17. After Ask volunteers to fill out questionnaire Mail thank you letters Review/record lessons learned Compute statistics Send summary to all volunteers Update your database!!  Do Not Calls, updated demographic info, etc.
  • 18. Using Data Compute Statistics  #/$ of pledges  Average pledge  # Unspecified pledges  # Reached  # Refusals  # Unreachable
  • 19. After Remember: Statistics have shown that 5% of people who say no are truly unable to give, up to 50% will not be at home when you call, and pledges of unspecified amounts can increase the bottom line by up to 50%
  • 20. Using Data Update your database!  Do Not Call  Demographic information updates  Email  New Phone number  Death/divorce  Etc.  Enter pledges  Indicate unspecified pledges
  • 21. A few more thoughts Supervisors/Managers  Don’t gloss over the warmup  Do manage callers during phone hours  Don’t use the time for paperwork, etc. Telemarketing  More effective with cold calls/non-donors  Will not get discouraged by repeated refusals  Try to pair callers with prospects they know
  • 22. Find listings for our current season of webinars and register at: NonprofitWebinars.comA Service Of: Sponsored by: