Moves Management in The Raiser's Edge

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PASSHE 2011 Session on Moves Management in The Raiser's Edge, given by Molly Maple.

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Moves Management in The Raiser's Edge

  1. 1. Raiser’s edge tips & tricks for moves management<br />Molly Maple<br />Senior Solutions Engineer<br />@blondegeek<br />
  2. 2. First, our objectives<br />
  3. 3. Objectives<br /><ul><li> Identify Raiser’s Edge tools helpful in managing prospective donors from identification to cultivation and solicitation.
  4. 4. Use Actions and Action Tracks to facilitate all contact and activity surrounding constituent contact.
  5. 5. Track the effectiveness of your actions using reporting tools.
  6. 6. View action reminders on your Home Page.
  7. 7. Enable stewardship through ongoing communications.</li></li></ul><li>The Big Picture<br />Capital campaigns and endowment projects<br />Annual giving participation and giving societies<br />
  8. 8. Introduction<br />Moves:<br /><ul><li> Coordinated, Constituent-Centric Activities™ that build relationships and raise money in support of your mission</li></ul>Moves Management:<br /><ul><li> The strategic planning and execution of moves to improve results over time</li></ul>Empowers staff to act strategically<br />Builds and manages a prospect pipeline<br />Guides moves and analysis<br />
  9. 9. Identification<br /><ul><li>Identify prospects
  10. 10. From the database
  11. 11. From prospect research
  12. 12. From development officers
  13. 13. Create constituent record if new</li></li></ul><li>Identification – Using the Database<br /><ul><li>Queries
  14. 14. Reports
  15. 15. Analytical
  16. 16. Demographic/Statistical
  17. 17. Profiles
  18. 18. Screening and modeling</li></li></ul><li>Prospect Research<br /><ul><li>Enter research findings into appropriate RE fields (more than just Notes!)
  19. 19. If using RE:Search, track with Prospect tab
  20. 20. When research is complete, update Moves Stage on the record</li></li></ul><li>Research Findings<br /><ul><li> Attributes
  21. 21. Relationships</li></li></ul><li>Research Findings – cont’d<br /><ul><li> Notes
  22. 22. Media
  23. 23. Prospect</li></li></ul><li>Qualification<br />Confirm prospect’s likelihood/capacity<br />Move to Cultivation stage, if applicable; mark record<br />Assign solicitors and solicitor goals<br />
  24. 24. Assigning Solicitors<br />On solicitor’s constituent record: Mark as solicitor<br />On prospect’s record: Add assigned solicitor as relationship<br />
  25. 25. Cultivation<br /><ul><li> Determine strategy and set up corresponding actions in The Raiser’s Edge
  26. 26. Update constituent record as information changes or with new information
  27. 27. Add and modify actions to refine strategy
  28. 28. Use dashboards/reports for actions and proposals
  29. 29. Set up home page to help you stay on track</li></li></ul><li>Managing Moves with Actions<br /><ul><li> Maintain a history of “touches” with your constituents;
  30. 30. Becomes tickler file for upcoming touches
  31. 31. Follow-up actions can be prompted to occur
  32. 32. Combine actions for a group of constituents into a track
  33. 33. Add actions to multiple constituents at once</li></li></ul><li>The Action Record<br /><ul><li> Linked to constituent record
  34. 34. Accessible from constituent record or Records page
  35. 35. Action category determines specific fields on record
  36. 36. Set up reminders
  37. 37. Mark actions completed</li></li></ul><li>Viewing Actions/Reminders<br /><ul><li>Constituent Record
  38. 38. At-a-glance view of all actions for a constituent
  39. 39. Home page
  40. 40. One-stop destination
  41. 41. Create workflows for your moves program
  42. 42. Dashboard
  43. 43. Auto-remind feature alerts of upcoming actions (Action Reminders panel)
  44. 44. Oversight into staff activities</li></li></ul><li>Mail Campaign brochure <br />Assigned solicitor calls donor to gauge interest<br />Donor is NOT interested<br />Donor is interested<br />Schedule Lunch Meeting to present proposal<br />Send Mailing - inquiry<br />Action Tracks<br /><ul><li> String together single actions to engage a moves strategy
  45. 45. Next action can be generated in two ways:
  46. 46. Completion of previous action (i.e. marked completed)
  47. 47. Outcome of previous action
  48. 48. Create tracks for differing groups and reuse as appropriate:
  49. 49. Annually
  50. 50. Renewal cycle
  51. 51. By appeal…</li></li></ul><li>Finding action tracks<br />
  52. 52. Anatomy of an Action Track<br />Name<br />Actions<br />Action Summary Info:<br /><ul><li> Conditions
  53. 53. Solicitor(s)
  54. 54. Priority
  55. 55. Status</li></li></ul><li>Action Tracks Process<br /><ul><li>Define Track
  56. 56. Name
  57. 57. Determine workflow (plan this out on paper)
  58. 58. Add actions to Track (build the action workflow)
  59. 59. Configure reminders
  60. 60. Assign (entire or part of) track to one or more constituents. Select:
  61. 61. Track to assign
  62. 62. Constituent(s)
  63. 63. Actions and date
  64. 64. Options</li></li></ul><li>Adding Actions to a Track<br /><ul><li>Add each action individually:
  65. 65. General
  66. 66. Conditions*
  67. 67. Attributes
  68. 68. Notes</li></ul>*unique to action tracks<br />
  69. 69. Creating an action workflow<br />Similar to Action Record previously seen but:<br /><ul><li>Conditions must be set
  70. 70. No Action Date on General tab; Date is based upon condition</li></li></ul><li>Conditions<br />Independent action<br />Create action upon:<br /><ul><li>Assigning the track?</li></ul> (Independent Actions)<br /><ul><li>Completion of another action? (query)</li></ul> (Dependent actions)<br />Set Action Date as:<br /><ul><li>Date of creation
  71. 71. Specific date</li></ul>A<br />A<br />B<br />B<br />Dependent action<br />A<br />B<br />
  72. 72. <ul><li> Action queries are the key
  73. 73. Group Actions (not Constituents)
  74. 74. Provide fully configurable options
  75. 75. Build dependencies around:
  76. 76. Whether an action has been completed
  77. 77. Whether there is “interest”
  78. 78. Status code of the action
  79. 79. Any action field</li></ul>Dependent actions<br />
  80. 80. Assigning Action Tracks<br /><ul><li> Step 1: Which track and to whom?
  81. 81. Step 2: Which action and when?
  82. 82. Step 3: Options</li></li></ul><li>The Track in Action: first step<br /><ul><li> Assigning the Action Track automatically schedules the first step(s)</li></li></ul><li><ul><li> Fulfill the requirements of the dependencies (mark completed, etc.)</li></ul>The Track in Action: completing a step<br />
  83. 83. <ul><li> Based on the workflow, new Action(s) are scheduled</li></ul>The Track in Action: outcome of a step<br />
  84. 84. Tracking Progress<br /><ul><li> Action reports
  85. 85. Action Detail
  86. 86. Action Summary
  87. 87. Tickler
  88. 88. Home Page
  89. 89. Dashboard
  90. 90. Constituent Action List
  91. 91. Solicitor Action List
  92. 92. Action Reminders
  93. 93. Action Query</li></li></ul><li>Solicitation<br /><ul><li>When cultivation is complete, change Status (i.e. Solicitation)
  94. 94. Update solicitation action/proposal
  95. 95. Make ask
  96. 96. A “Yes”
  97. 97. Update action
  98. 98. Update proposal
  99. 99. Add gift, linked to proposal
  100. 100. Continue with Stewardship stage
  101. 101. A “Maybe”
  102. 102. Change status (e.g. Negotiation)
  103. 103. Add necessary actions
  104. 104. Update proposal
  105. 105. A “No”
  106. 106. Update actions
  107. 107. Update proposal
  108. 108. Change Status (e.g. Dropped)
  109. 109. Determine next steps with prospect</li></li></ul><li>Stewardship<br /><ul><li> Acknowledgements
  110. 110. Set up mailings for specific stewardship groups
  111. 111. Mail individual constituents as gifts arrive
  112. 112. Use Quick Letters for speedy acknowledgments
  113. 113. Consider Honor Roll of Donors/Annual Report</li></li></ul><li>Build a culture of responsiveness<br /><ul><li>Establish additional tracks for stewardship
  114. 114. Re-use the same concepts for ongoing tracks
  115. 115. Build assignments and notifications
  116. 116. Mark “Prompt for follow-up”
  117. 117. User option is configurable for staff
  118. 118. Automatically prompts the staff member to schedule the next call or meeting when finishing one</li></li></ul><li>Summary<br /><ul><li> Moves Management refers to managing your steps
  119. 119. Move prospects or donors from one level to the next
  120. 120. Use action records to record these moves
  121. 121. Tools can help you identify your next prospects
  122. 122. Queries
  123. 123. Reports
  124. 124. Be sure to document where each one is every step of the way
  125. 125. Always track research findings in the system
  126. 126. Prospect tab provides the best consolidated location
  127. 127. Notes, Media, Relationships, and Attributes are also options
  128. 128. Track staff activity
  129. 129. Assign solicitors and solicitor goals
  130. 130. Action reminders help everyone stay on track and meet their goals</li></li></ul><li>Summary<br /><ul><li> Action tracks provide efficiency
  131. 131. Assign them to build a process or enforce rules
  132. 132. Actions can be independent and dependent
  133. 133. Use Action Queries to create dependent actions based on a change in status or outcome from a previous action
  134. 134. Monitor success
  135. 135. Ensure that everyone has the right dashboards
  136. 136. Utilize reports to monitor key performance indicators
  137. 137. Build a culture of Stewardship
  138. 138. Use a variety of mail functions to accomplish donor acknowledgments
  139. 139. Craft stewardship tracks</li>

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