Consulting Writing Sample

Consulting Report Writing Sample Excerpt – Kailey Schaneberg
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Strategy IV
Develop and utilize the Veteran Assistance Form to collect demographic information
and data regarding the veterans helped at GCVF
As IMAMU Consulting discovered through our research and interviews, it is crucial that any social service
organization record the information of the individuals that are served. This information can be used as
simple record keeping or to analyze trends and outcomes for further expansion and grant proposal
opportunities. This strategy is heavily reliant on volunteer work and overall organizational reception. For
GCVF, this strategy will support their missional goals and prepare them for future growth, as they
continue to record how they help the veterans they serve and what those veteran needs are.
Some highlights of the Veteran Assistance Form (located in Appendix F) are the following:
Page 1:
Detailed Contact Information (i.e. Mailing Address, Email Address, Telephone): It is important to
capture as many sources as possible to contact your client, especially if they do not have access
to one of the venues, for example if the veteran is homeless.
Financial Information: This data may be useful in gathering a clearer picture of the financial state
the veteran is in, what they might be eligible for, and may be useful in later analysis of GCVF’s
clientele.
Religious Preference: As found in our previous research, many veterans turn to their local clergy
before going to a government sanctioned veteran’s assistance program. Record of this
information will notify GCVF of local churches that have many active veterans as members. This
could inform marketing choices and further program expansion options.
Page 2:
Past Veteran Assistance Experience: Many veterans seek out assistance in various way, but were
unsuccessful in their attempts. For GCVF to effectively meet a veteran’s need they need to know
how they have been helped in the past, and what may not have worked so GCVF can help them in
a new way.
Detailed Assistance Information: It is important for GCVF to keep a clear and detailed record of
what each veteran came in to receive and what GCVF did to achieve that. The veteran should also
have a space to explain in concise writing what they are seeking.

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Page 3:
For the use of the staff or volunteer only, this page includes detailed notes of the meeting with
the veteran and what steps were taken to assist. These notes should be understandable to any
volunteer who needs to assist a specific veteran at a later date.
This next section includes a step-by-step procedure for implementing the use of this new Veteran’s
Assistance Form into everyday use by staff and volunteers.
Tactic 1: Review Provided Veteran Assistance Form (located in Appendix F).
This first draft of the form is tailored to the unique needs of GCVF, but may need further adjusting
depending on visional goals of the board and executive staff. The first two pages can be printed
front to back to minimize paper and assure the veteran that the form is short. The last page is for
use by the volunteer or staff member helping the veteran, and should be updated as the needs of
the veteran are met.
Tactic 2: Provide Training on the Use of the Form
All volunteers and staff members that meet with veterans at GCVF should be trained to use the
form, so the main work of GCVF can be distributed throughout the organization and all parties
are knowledgeable in GCVF’s operating procedures.
Steps for Use:
1. When a veteran arrives and has signed in, hand them this short form to fill out while
they wait. If a veteran is unable to fill out the form on their own, the staff or volunteer
may sit down with them to help them fill it out.
2. Go over page 2 of the form with the veteran, which includes what assistance the
veteran is seeking and begins the process of addressing the current issues.
3. Record discussion notes and action steps taken on page 3.
4. Once veteran has left, staple the pages 1-2 to page 3 and file away.
5. Update page 3, which is for office use only, as the needs are continually met for that
veteran’s specific concern.
Tactic 3: Implement Form in Daily Activities
Every veteran that comes into GCVF with a need should fill out this form, unless they have already
filled one out for that specific question.
Tactic 4: Archive Forms for Future Reference

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Personal Information about clients and veterans should be archived for reference at a later date
to be able to help veterans in the future and keep track of interactions. These forms can also be
used in future donor pitches and board of directors meetings to show what kind of work GCVF
has completed. IMAMU Consulting suggests two ways for archiving these forms.
Paper files, alphabetized by veteran
Scanned files to a google drive for access only by key volunteers and staff. It is good to have an
electronic version of these important documents in case of an emergency and this will help save
physical space.
Eventually, as GCVF grows, it may be useful to use an electronic database, such as a constituent
relationship management program (such as Salesforce) to store the information from these forms in
individual client files, but IMAMU Consulting suggests that GCVF wait until the need is apparent and the
support staff and infrastructure is in place to handle this type of complex system.
Strategy IV Data Collection Continued
Administer and analyze an Exit Survey for veterans who are assisted through GVCF
This strategy will enable GCVF to build an accurate and data-supported picture of the needs of the
veterans they serve and how well GCVF is meeting those needs. This part of the client workflow is critical
for compliance relating to mission and vision goals, board of directors and donor communication, and
grant writing. This survey can be used to share with donors about how much their donations are
impacting the lives of veterans in Ventura County, which has been shown to be a strong tool in increasing
donor loyalty. For example, this survey will collect a percentage of which services are most beneficial to
veterans and how many were satisfied with their experience at GCVF. This strategy will also heavily rely
on the time and effort of volunteers at GCVF, rather than full-time staff members.
Some highlights of the Exit Survey (located in Appendix G) are the following:
 What brought you into Gold Coast Veterans Foundation (GCVF) office today?
A. VA Benefits representative
B. Education Info
C. Healthcare info
D. Housing info
E. Employment info
F. Other (please list ______________________)
 What helped you the most in coming to GCVF?
A. Staff’s engaging and personable approach
B. Benefits representative’s knowledge and expertise on VA benefits
C. Other resources and support services available

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D. Know I can find the services I need
E. Something else, not listed: _________________________
F. I do not feel helped
 What is the likelihood that you would be willing to refer a friend/relative to GVCF? (circle one)
Very likely Likely I don’t know Unlikely Highly Unlikely
This next section includes a step-by-step procedure for implementing the use of the Exit Survey into daily
practices of volunteers, staff and clients. It also shows how to capture the raw data and how to analyze it
using a provided Excel spreadsheet.
Tactic 1: Review Provided Exit Survey (Appendix G)
The attached exit survey was created with the specific needs of GCVF and the veterans it serves in
mind. It is a simple and comprehensive survey consisting of nine questions regarding the services
provided, needs of veterans and satisfaction. Any questions can be tailored to fit the specific
goals or needs of the Board of Directors and executive staff. Once the survey is reviewed and
adjusted, it should remain consistent for a substantial amount of time in order to gather
comparable data.
Tactic 2: Train Volunteers on Survey Administration and Data Collection
This survey will be distributed by the volunteers when a veteran leaves the office. This survey
should only take ten minutes and is only one page (double-sided).
Step 1: When a veteran has been assisted, the volunteer will hand the survey to the
veteran. The volunteer should explain that the survey is optional, confidential, and
anonymous and it should only take ten minutes to complete. GCVF might consider some
sort of incentive for filling out the survey, such as coupons from a local restaurant or
putting their name in a raffle.
Step 2: Once the veteran has completed the survey, the volunteer will collect it and file it
in a “To Be Inputed” folder. This folder should be located in a central and easily accessible
location of the office
Step 3: Once a week, a specific volunteer or team of volunteers will input the information
from the surveys into the “Exit Survey” excel spreadsheet. This excel spreadsheet is
already organized and ready for data, and is attached to the digital file of this report.
*Note: There are random figures already in the file to preserve the formulas, they can be
replaced as correct survey data is collected. FIGURE 21 is a screenshot of the initial input
tab of the spreadsheet. Located on Appendix H are full screenshots of the entire
spreadsheet. The detailed instructions on how to input data is located in Appendix I.

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FIGURE 21: Initial Data Tab
Step 4: The inputted surveys will be filed into an “Inputted” folder for further reference, if
needed. This folder can be less accessible and may be useful near the older records of
past clients.
Tactic 3: Implement Use of Survey
This survey should be offered to every veteran that leaves the office after assistance by a
volunteer or staff member. The survey is optional, so if a particular veteran visits the office on a
regular basis, they do not need to fill out multiple surveys.
Tactic 4: Analyze Data
Once the information captured in this survey has been inputted into the excel sheet, the analysis
is automatically complete. This information is located in the 3rd
tab in the Exit Survey excel
spreadsheet. This sheet is a useful reference for quick percentages of each answer available on
the survey, such as how many veterans chose “Housing” for their main concern. This information
can be used to strengthen decision making. Other averages that will be useful are satisfaction
ratings. If 90% of veterans surveyed chose that they were extremely satisfied with the resources
and help they receive, GCVF can use this when highlighting programs to their donors. In grant
writing, averages on specific monetary needs of veterans may be important, such as veterans
who came for financial assistance. When an organization shows that they have gone the extra
mile to prove the need for financial support with quantitative data, foundations are more likely to
give to the organization’s cause. This survey data should also be analyzed by the Board of
Directors and executive staff through the strategic planning process and on a regular basis.

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Strategy III *
Maximizing the Year-End Giving
As IMAMU Consulting have researched, it is found that one-third of the total amount donated to
nonprofits is transacted in December alone. To be more specific, it has also been found that the last four
days of the year is the most crucial. Therefore, to encourage year-end giving, IMAMU Consulting suggests
GCVF to interact with its donors with a combination of phone calls, mails, newsletters, e-mails, and in-
person meetings or tours. GCVF should be taking advantage of MailChimp in this strategy. The use of
MailChimp will be beneficial for designing e-mails and segmenting donors. Here are the four steps in
chronological order to maximize the year-end giving:
1) The Thanksgiving Thank-A-Thon
2) The Year-end Appeal letter
3) The Last Four Days Online
4) The January Follow-up
FIGURE 17: Maximizing the Year-End Giving
The Thanksgiving Thank-A-Thon
o Optimal time: A week before Thanksgiving
o Communication platform: Phone call (leave a voicemail if they do not pick up)
o Purpose: Thanking the donors
Thank-A-Thon Steps:
1) Gather donors’ names and segment each donor according to their loyalty to GCVF.
2) Identify which volunteers or staff will contact specific donors, to prevent multiple calls to the
same donor. The Executive Director or the Board of Directors should call GCVF’s top loyal donors.
*Written in collaboration with William Jason

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3) Followed by the Program Assistant and Volunteers for first time donors and moderately loyal
donors.
4) Set up a calling party, have four to five people to call the donors at the same time. Each calling
party should schedule a 2-hour calling block on the week before Thanksgiving (can be applied
several times in regards of the size of donor base). IMAMU Consulting believes that it will be
more enjoyable with a group and it will allow everyone to focus and get it done together.
5) Before the 2-hour calling block start calling donors, take ten to fifteen minutes to practice on the
script. IMAMU Consulting have written a script for GCVF’s staff and volunteers to utilize. Please
refer to Appendix C for the Thank-A-Thon script.
a) In addition, GCVF should prepare an FAQ sheet for the staff, volunteers, and the board of
directors to use when calling the donors. For example, the caller should be able to answer if
the donors ask, “What’s the annual budget this year?” If there are any upcoming events, this
is also the opportune time to invite the donor to said event.
i) Please refer to Appendix D for the FAQ sheet template that IMAMU Consulting have
created.
b) Thank-A-Thon calls are generally well-received because there is no solicitation involved.
The Year-End Appeal Letter
o Optimal time: One week after you begin your Thank-A-Thon
o Communication platform: Mail
o Purpose: Fundraising
 Customize the appeal letter, so that it lists the giving history of the individual and inspires the donor
to give more. Please refer to Appendix E for a template of the appeal letter.
 The appeal letter should reinforce the feeling the donor has of being a part of GCVF and its work. The
letter should include stories about a particular veteran who GCVF has helped.
 Since the main donors are Boomers and the Silent Generation, the letter should be personalized and
include a reply mechanism. It has been found that donors want direction on the type of support your
organization is seeking. Therefore, the year-end appeal letter should state the amount of the donor’s
previous contribution and ask for a higher amount. For example: “We appreciate your donation of
$200 last year and ask that you consider a donation of $250 for this year.” It is essential that you
determine the ask amount wisely.
The Last Four days of the Year
o Optimal time: Last four days of December
o Communication platform: E-mail (MailChimp)
o Purpose: Reaping the year-end donations

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 The biggest donations are made on the last four days of the year. Giving increases fivefold over the
last two days.
 The first e-mail that GCVF should send to its donors should be on the 28th of December. The purpose
of the first e-mail is to inform the donor that GCVF will be sending another e-mail every day for the
next three days.
 It is essential to remind donors that if their donation envelope is marked by December 31, their gift
qualifies as a tax-deductible contribution for that year.
 As shown in FIGURE 18, IMAMU Consulting suggests GCVF to take advantage of MailChimp’s
analytical features. GCVF can later identify who and how many people have opened the e-mails.
Moreover, GCVF can also track how many people clicks on the donation link in the e-mail. It is on
GCVF’s advantage to know how effective the campaign is and to know the list of donors who prefers
giving online.
 As IMAMU Consulting have researched, the e-mail that GCVF will be sending on December 31st
should be between 11 A.M. and 7 P.M.
 Message:
a) Option 1: Each e-mail should include an aspect of GCVF program’s impact or perhaps a
description of what makes GCVF’s service unique.
b) Option 2: Tell four client stories, one per day, in great detail, about how your services have serve
a particular veteran. (Please refer to Appendix B for Story Sample)
i) Possible Content:
(1) A story of a particular veteran’s life that has been saved or improved by the help of GCVF
managing his/her GI bills.
(2) How GCVF has helped a veteran that experienced PTSD adjusting to normal life.
(3) GCVF funds several veterans’ organizations such as the Ventura County Veterans Home.
GCVF can let donors know how GCVF’s support to the organization has given a veteran a
home.
FIGURE 18: MailChimp Tracking Features

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The January Follow Up
o Optimal time: End of the first week of January
o Communication platform: E-mail
o Purpose: Follow up with donors that were on vacation and thank donors that have contributed
since Thank-A-Thon.
 People might be away on vacation in late December. Therefore, not everyone will respond to your
year-end donations. That is why it is good to reach out when the holiday season ends.
 As shown in FIGURE 19, GCVF can use MailChimp to segment individuals who did not open GCVF’s
Year-end e-mails.
 Once all the individuals who did not open the e-mail have been segmented through MailChimp, send
an e-mail, let them know that GCVF is always open for donations. Provide link to donation site, and
give clear guidelines on how to donate by mail or to donate on GCVF’s website.
 January is also an excellent time to follow up by phone and personally thank your loyal donors with a
friendly “Happy New Year.” You can segment your loyal donors according to their member ratings in
MailChimp as shown in FIGURE 20 (sample screenshot) on the next page.
 Another important January agenda item is to promptly send out tax receipts. Donors will appreciate
GCVF by reminding them to claim the credits they have earned.

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