Acquiring Donors to BBBS Step Two: Tracking and Segmenting Your Pool.

Acquiring Donors to BBBS

Step Two:Tracking and Segmenting

Your Pool

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Step Two Outline Tracking Information about Your

Pool Segmenting Your Pool

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Tracking Information about Your Pool

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Infrastructure You’ll Need Building your fund development

program from scratch or from an events-only program into a more comprehensive program requires some basic investment This topic is covered in greater detail

in the Managing the Development Office section of the toolkit.

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Essentials Appropriate, dedicated Fund Development

staffing A reliable database of basic past and current

donor information, including giving history A way to collect & input information

consistently from all donor sources, for example: Bowl for Kids Sake, Raising More Money™, or

any other event Board - current & past Your own appeals

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Essential Information Name

And spouse’s name

Children’s names Address

And business address

Phone Email

Relationship with you Board,

Current/Former Big, Event Donor, etc…

Giving History Amount, Date,

Purpose (how the gift was given, to which specific campaign)

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Integrate

Developing a great pool from which you can acquire new donors means you’ll need to take down “silos” between different parts of your agency

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Critical to SuccessTaking Down Silos How will match

support, volunteer recruitment and fund development work together best to share information about people who already believe in you?

How are your Alumni Bigs & Littles tracking efforts integrated with fund development information?

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Keep It Up To Date Expect that you’ll

lose some contact information as people move

Use forwarding information on returned mail to update your records - it’s free!

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Keeping it Up to Date Consider using a low-cost service

to update your files when you have a large group of “LOST”

Make it someone’s priority to periodically check and clean up your data

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Keep It Consistent Develop clear protocols and procedures for

What data you keep Where you keep it How you enter it What a “complete” record should contain

Ensure that everyone who can make changes to your database understands and applies these procedures and protocols

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Keep It Real Be realistic in

setting your procedures Who is the right

person to tackle this job and maintain this information?

If you know your CEO or Program Director has a lot of information stored in his or her head but just isn’t the kind of person to input that into a computer, find another way to get it done!

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Keep It Real continued

Could a series of short meetings with the data person and CEO work?

Would reviewing a list get the job done?

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Segmenting Your Pool

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The “Critical Few” From this point on

in the toolkit, we’ll focus our information on the “Critical Few”:

The Critical Few section includes information about how to raise funds from leadership ($1,000+) and major donors ($25,000+)

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Quick Definitions Critical Few

Donors with the capacity to give $1,000+ in a single year

Or $25,000+ over a few years

The top of your pool who provide 80-90% of your funds

Direct Appeals Donors with the

capacity to give up to $1,000 annually

Most of your pool who provide 10-20% of your funds

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What You’ll Find: Critical FewHow to: Identify these top

donors Create the story

about your BBBS agency that inspires increased, leadership and major giving

Develop sustained relationships with your Critical Few

Engage and involve them in a way that leads to increased giving

Prepare for an ask and how to ask for a leadership or major gift

Thank and steward the Critical Few, building toward the next gift

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Balanced Fund Development

A “balanced” approach to fund development requires two things: Reaching out to a

variety of audiences for gifts

Creating relationships with donors at all levels

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Everyone Needs “Critical Few” So, your fund development

program needs: ways to reach out to many different

audiences for gifts of all sizes and ways to develop and deepen

individual relationships with those who can make a transformational difference to your agency

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Everyone HAS “Critical Few” In every community

across the nation, there are some who can make a larger commitment to your agency

Your task is to find them, engage them and ask them!

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Back to Balance Of course, we can’t focus all our

attention only on the “Critical Few” We need to do some of both:

raising lots of friends and introducing donors to BBBS

raising most of our money from the “Critical Few”

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Next Steps Move on to the Critical Few steps to

focus on raising leadership and major gifts

Remember that you can and should: Raise leadership and major gifts And raise lower-level gifts from lots of

donors

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Additional Readings & Resources

Check out this section for more information: Glossary of Fund Development

Terms

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Copyright

The the material herein is the copyright protected property of BBBSA and The Osborne Group, Inc. of 701 Westchester Avenue, Suite 205W, White Plains, NY 10604, www.theosbornegroup.com and can not be used, sold or given away without permission.