Developing a Relationship Step One: Discovery and Stewardship Visits.

Developing a Relationship

Step One:Discovery and

Stewardship Visits

© BBBSA &

The Osborne Group, Inc. 2

Step One Outline Defining our Terms and Purposes Types of Visits Getting the Appointment

© BBBSA &

The Osborne Group, Inc. 3

Defining Terms and Purposes

© BBBSA &

The Osborne Group, Inc. 4

Our Purpose After identifying the

“Critical Few”, those with the greatest potential to increase your agency’s philanthropic revenues,

Years of experience across all sectors of the not-for-profit world has shown that the most important thing to do is…

© BBBSA &

The Osborne Group, Inc. 5

Our Purpose …develop productive, long-term

relationships with individuals, and corporate and foundation representatives - your “Critical Few”

© BBBSA &

The Osborne Group, Inc. 6

Characteristics of Relationships*

*Karen Dawson, Leader Institute

A great relationship includes: Shared vision Trust Values Respect of

differences

© BBBSA &

The Osborne Group, Inc. 7

More on Great Relationships*

*Karen Dawson, Leader Institute

They also include: Shared decision making Open and honest communication Flexibility Adaptability Agreement on what success looks like Evaluation of efforts Recognition and shared credit Stewardship

© BBBSA &

The Osborne Group, Inc. 8

Productive Relationships Result in lifelong

gifts to your agency’s top priorities: Annual and Major gifts

Are satisfying to both the donor and the agency

Are multi-faceted with ties to a variety of people

Include more than monetary contributions

© BBBSA &

The Osborne Group, Inc. 9

The Common Sense Approach

It’s no surprise that this is what we need to do to be successful!

This is a core value of Big Brothers Big Sisters: The Power of One-to-One

relationships!

© BBBSA &

The Osborne Group, Inc. 10

Our Donor Goal Secure the maximum gift; In the shortest amount of time; For an agency priority; In an ethical, professional manner; Resulting in the donor giving with

joy!

© BBBSA &

The Osborne Group, Inc. 11

Our Goal Maximum gift

possible is: the amount that is

right for the donor based on capacity

and the giving purpose

within the desired time frame.

Shortest amount of time is: the time it takes

to build a relationship with the donor

using clear, focused, strategic initiatives.

© BBBSA &

The Osborne Group, Inc. 12

“Do You Know Me?” We can’t build a

relationship without knowledge about our donors.

Just as in your personal life, you get to know each other by asking questions and sharing information

© BBBSA &

The Osborne Group, Inc. 13

In-Person Visits Words are only one way we

communicate information or learn information.

Body language, tone of voice, expressions, mannerisms add to our knowledge

Surroundings tell a story as well Therefore, your visits need to be IN-

PERSON

© BBBSA &

The Osborne Group, Inc. 14

Types of Visits

© BBBSA &

The Osborne Group, Inc. 15

Stewardship and Discovery Visits As you learned in

Identifying the Critical Few, past donors are your very best prospective donors – it is much easier to secure a renewed and increased gift from a current or past donor than from someone new.

So, the first visits should be to current and past donors who are among your “Critical Few”

© BBBSA &

The Osborne Group, Inc. 16

Other Types of Visits There are other

types of visits including visits that help you develop (or “cultivate”) a relationship: Pre-solicitation Solicitation Closing

They are discussed in other sections

We’re focusing here on Stewardship and Discovery

© BBBSA &

The Osborne Group, Inc. 17

Stewardship Visits

Thank the Donor

Share the Impact and Information

Discover or UncoverInformation

© BBBSA &

The Osborne Group, Inc. 18

Stewardship Visits Identify who on list of

“Critical Few” gave to a RMM ask event

Who gave to BFKS Who gave at other

events Who responded to a

proposal Include Board

members

© BBBSA &

The Osborne Group, Inc. 19

Demonstrate Impact What did you accomplish with the

money given from the Ask Event, BFKS, and so forth?

What impact did it have? How could you share that with a

donor in a powerful manner?

© BBBSA &

The Osborne Group, Inc. 20

Telling The Impact Story Pictures Videos Letters from

families Cards for Littles Letters from Bigs Statistics Third party

endorsements

© BBBSA &

The Osborne Group, Inc. 21

Your Goal for a Stewardship Visit…

…Is to help the donor experience the impact of his or her giving and to inspire joy and confidence in the prospect of giving again!

© BBBSA &

The Osborne Group, Inc. 22

Your Other Goals

1. Uncover critical information2. Extend an invitation3. Get a YES to a next step!

© BBBSA &

The Osborne Group, Inc. 23

Discovery Visits There are individuals that you:

Know have the capacity to give, Have evidence that they are philanthropic

and do (or could) care about your mission, but…

Are not current donors In order to build a relationship we have to

find out more but we can’t start with stewardship because they are non-donors

© BBBSA &

The Osborne Group, Inc. 24

And, Chances Are… …the donors don’t know enough

about you to make you a philanthropy of choice – don’t have a high inclination, right now

This initial contact is called a “Discovery Visit”

There is a sample Discovery Visit Script to help you plan your first visits.

© BBBSA &

The Osborne Group, Inc. 25

On a Discovery Visit you should…

…confirm your capacity and inclination ratings As much as you can… confirm that this

person has financial resources and could be philanthropic to your agency

…begin to identify information about this person that will help you develop a relationship

© BBBSA &

The Osborne Group, Inc. 26

Discovery In a Stewardship Visit

Of course you should also be doing these things during a stewardship visit too! It all applies!

© BBBSA &

The Osborne Group, Inc. 27

What Do I Need to Know? In Step Two –

The Donor Puzzle© we will go in-depth into what information you need in order to create a relationship

In Step Three – We discuss how you get people to share that information

© BBBSA &

The Osborne Group, Inc. 28

Getting the Appointment

© BBBSA &

The Osborne Group, Inc. 29

First, Be Clear About What You Want to Accomplish And then think

through your agenda for the meeting

This will help you frame the purpose of your visit.

Since you want to ask a lot of discovery questions,

You want to frame the meeting so that there is an expectation that you will ask questions

© BBBSA &

The Osborne Group, Inc. 30

Making the Appointment Appealing You also want to

set up the visit so that the donor wants to meet with you

And doesn’t suggest sending material in the mail or taking care of it on the phone.

The reasons, therefore, should be TWO-WAY

© BBBSA &

The Osborne Group, Inc. 31

One-Way Reasons “I like to update

you…” “Tell you about…” “Share with you…” “I’m in the area…” “Ask you to…” “Show you…”

© BBBSA &

The Osborne Group, Inc. 32

“Two-Way” Reasons Include seeking input and

advice In Tools and Templates of this

section, you’ll find sample letters to help you get the appointment.

Check these versions out and adapt them to your needs.

© BBBSA &

The Osborne Group, Inc. 33

Advice Examples“Would you give us feedback and advice by” Reviewing our vision Reviewing our new marketing materials Reacting to our new stewardship program Reacting to our plan Making suggestions on our… Suggesting names for our Board What else?

© BBBSA &

The Osborne Group, Inc. 34

Influence Examples“Would you…” Help us move the

governor on a grant Let someone know

you’re involved with us

Persuade someone to see us

What else?

© BBBSA &

The Osborne Group, Inc. 35

Getting the Appointment Tips The best person to call is the one

who can get through Standing up when you call puts

energy in your voice Smiling comes across the phone

lines Making friends with assistants helps

© BBBSA &

The Osborne Group, Inc. 36

Appointments Continued

Specify time frames: Let the donor know how long you will need.

“When” rather than “if: Focus on possible dates rather than if they’ll see you

© BBBSA &

The Osborne Group, Inc. 37

Appointment Tips Send a letter, or

email letting them know you will call

Get a volunteer to call or get permission to use volunteer’s name

Leave detailed voice messages

Explain your purpose and get the advice of the gatekeeper for when best to call

Call when the donor might answer her own phone

© BBBSA &

The Osborne Group, Inc. 38

Next Steps Go to Step Two There you will learn about The

Donor Puzzle© – all the information you will try to elicit during a Stewardship and Discovery Visit

© BBBSA &

The Osborne Group, Inc. 39

Tools & Templates In this section you’ll find:

Sample Appointment Letters to help you get the appointment with your prospective donors

A Sample Discovery Visit Script to help you get started with your visits.