Tag Archives: Stewardship

Making stewardship, gratitude, or solicitation calls this fall? Read this first.

If you are like many nonprofits, you are thinking about making phone calls this fall. I know I have been asked to make calls this month as a volunteer. It is a great way to connect with your members, donors, and volunteers. 

Your nonprofit may decide to call:

making nonprofit calls
  • Your entire membership to thank them for being involved (stewardship calls)
  • Previous donor calls (donation encouragement calls)
  • Previous donor calls (solicitation calls)
  • Recent donations (gratitude calls)
  • Volunteers (gratitude calls)

But, as one client reminded me, asking board members to make the calls is easy. Ensuring that someone is systematically following up on the information, questions, and comments gathered from the calls is the hard part.

In other words, how you handle the information you gain during the next few months will impact donations and retention for years to come.

The easiest way to anger a donor is ask a question, get an answer, do nothing with it, and never provide feedback to the donor.

Consider these 3 different scenarios that require 3 different responses:

  • One person asks what happened to their book donation from last year (not about how their DAF distribution for $5,000 was spent – only the book valued around $54)
  • Another asks why their favorite program isn’t running now that people are back in the buildings
  • A third person asks whether they can start volunteering in the next couple of months but not for the gala

Obviously, we can’t know what the answers are or who should answer them.

Phone Calls will be made to ___(group)___ by ___(group/individual names) ___ during ___(start date)___ to __(end date)___

  1. Assignments
    • Who is assigning the calls (and providing the call information and sample script)?
    • Who is tracking that the calls are made?
    • When should reminders be sent?
  2. Tracking the questions
    • Who will track that a comment was made or a question was asked?
    • Is there a contact report that should be filled out?
    • How will you track that a contact report was filled out? i.e. is there a central document like a Google Doc, is it entered into the CRM, or is every report sent to one person to track?
    • Will development staff be told each time a response is necessary with any comments that might be helpful? How will they be notified? Or do they need to check the tracking document? How often?
    • Who will let the appropriate person at the organization know there is a question or comment that needs to be addressed?
  3. Who can be assigned to respond? Who decides who should respond? Responders could include:
    • Fundraising Staff
    • Executive Director
    • Programming Coordinator
    • Volunteer Coordinator
    • Admin
  4. Who will check that the person was contacted a second time? Follow up. Follow up. Follow up. It is stewardship. It is logical. It is also the only way you will retain a donor. Someone needs to know that they oversee this.
  5. Who will collect and track contact reports? Each interaction with a donor provides valuable information. Don’t assume the volunteer – or even staff member – will be there to remind you of the facts in a week, a year or 3 years. Turnover is high. And memories are short.
  6. Analyzing the results
    • Did the people called have a higher donation level or retention rate after receiving a call?
    • How much time did volunteers actually spend on the calling process?
    • Did everyone make their calls?

Create a formal process from start to finish. Keep it simple. But make it an essential part of calling. 5 minutes to make the call. 5 minutes to write the call report. Or one minute and one minute if you just leave a message.

This seems to be a lot of work for a few phone calls, doesn’t it? The good news is once you create your system you may only need to revise it from time to time. So start assigning those calls.

We can’t guarantee the calls will make a difference. But, we are so confident in this follow-up process that we encourage you to use it anyway. Try it. You will raise more money and retain more donors. You’ll see.

Want to read more about End-of-year strategies? Here are a few from our archive:

Five End-of-year Segmentation Strategies

Which is Easier? Getting a Teenager into College or Getting New Donors in December?

Want to Learn a New Fundraising Trick?

Want to Learn a New Fundraising Trick?

It’s true. I am about to reveal the best new fundraising trick for your organization. Read on, it’s in Step 2.

Step 1: Start here:

  1. Have a strong case for support – Why is your organization is worthy of the donor’s philanthropy?
  2. Be creative. You are not the only nonprofit in your space – Know and share what makes you unique.
  3. Determine institutional priorities – what you want your donors to fund.
  4. Research your donors – understand your current trends (increased donor retention or decreased first time donor lapses).
  5. Decide which segment you want to focus your energy on this year.
  6. Research why this donor segment funds your nonprofit
    1. do they have a persona?
    1. what are their priorities?
    1. how they want to be reached? email vs mail vs social media.
  7. Thank them. Again and again and again and again and again and again and again.
  8. Keep in touch with them throughout the year – more than just solicitations

Step 2: Use the best new fundraising trick:

Dedicate time to do each one of the steps listed above.

Before you dismiss this (or think this is an old trick) consider:

Many of you know what needs to be done. But something else always takes priority. For example, there is something that you need to send out this week or there is one major donor who takes a lot of your time.

Just as you need to schedule vacation time, or doctors’ appointments, you need to schedule time to do the work—the right work. And don’t let other work—the urgent but unimportant– become a priority.  

The real trick knowing what is your priority, what provides the greatest return on your invested time. Know what you want and stay with it for the long haul so you get the expected and best new results.

If you, or anyone in your organization, would like to talk to us about how we can help you with the proven methods and the best fundraising trick this month, email me.

Do You Need to Increase Resources for Your Nonprofit but Can’t/Won’t/Are Afraid to Hire?

Organizations are trying their best to make do with less resources. Maybe you noticed your own reductions in:  

Need to Increase Resources
  • Funding 
  • Staff 
  • Volunteers 
  • Time without their families around 
  • Clothing that fits 

Even if you are making do with less, the need for your services has not decreased. We all want to help as many people as possible through the pandemic whether it’s providing food, arts/entertainment, or spiritual comfort.  You may even know that you need to increase resources for your nonprofit, but you can’t/won’t/are afraid to hire.  

Fundraising is essential 

Fundraising cannot hold off until herd immunity is a reality. Bottom line is that to raise more money, your need to increase resources for your nonprofit. Particularly staff to do the work. Whether you are holding off on hiring based on budgetary cuts, furloughs, or unfilled positions, nonprofits are more under-staffed than usual. But organizations have options. 

Staffing options to help you increase resources for your nonprofit 

We can, of course, help with an executive search. But, if hiring in this current environment is too overwhelming financially, mentally, or time-wise, consider interim placement from Mersky, Jaffe & Associates. 

We can bridge the gap to help you: 

  • Keep your fundraising on track until you decide your next hire (or until that person is hired) 
  • Create a development or stewardship plan for 2021  
  • Execute your existing fundraising and stewardship plan 
  • Help oversee and deploy volunteers to keep them engaged and motivated to strengthen your nonprofit  
  • Analyze your current fundraising strengths and weaknesses and help you develop a model to move forward 
  • Be the leader, support, and/or hands your nonprofit needs to raise the necessary funds during the pandemic 

We understand that it’s hard to determine your staffing needs when you don’t know what the world will look like in six months. That is why interim staff helps fulfill your needs on a contract basis without added costs of employing someone and increasing your long-term expense. Let’s set up a time to talk about how we can help you raise more money in 2021.  

Read more on Interim Placement

Interim Placement (also known as Fractional Employment)

In A World That Feels Out Of Control – What Can You Control?

What can you control?

What you cannot control:

  1. Board and leadership decisions
  2. Your donors’ income or asset changes
  3. Other people’s fears
  4. Unavoidable organizational changes
  5. General economic instability
  6. Deadlines
  7. The Pandemic
  8. Child-care/school situations
  9. Shifts in funding priorities

What can you control?

  1. How you spend each day
  2. If you are making decisions strategically vs. – reactively
  3. How you prioritize your responsibilities
  4. Whether you obtain approvals before you move forward to make sure things are in line
  5. If you ask for help from fellow staff, board members or volunteers
  6. Your fears (this does take a bit of work)
  7. Whether you are currently fundraising and stewarding donors
  8. If you are looking for creative solutions to the myriad problems that arise each day
  9. Your television

Nonprofit organizations who are standing still, afraid of fundraising, and/or think they can put off planning until things settle down will go out of business. It is a harsh reality, but that does not make it any less true. I do not know of any nonprofits who can hold off fundraising for a year and hope to come back with any stable footing.

Major donors will not carry your organization for years just because they believe in your mission statement. They want to sustain organizations which are working to fulfill their mission and achieve their vision. Even now. So, what can you control? Figure it out fast. And get out there and fundraise!

As always, if you want help with any part of the process – from prioritization to creative solutions, set up a time to speak with one of us at Mersky, Jaffe & Associates. 

How Do You Raise Money If You Are Not Providing COVID 19-Related Services?

Raise Money If You Are Not Providing COVID 19-Related Services

Are you asking yourself how you can raise funds at a time of pandemic, economic dislocation, and social unrest when your organization’s mission is not related to any of those issues?

Many of our clients have been raising this concern with us in the past few months. Recently, Michael Jaffe facilitated a program for the staff of a national communal organization that recently utilized our executive search services. 

The goal was to get everyone in the room to answer the question:

“How do nonprofits raise money if you are not providing COVID 19-related services?” 

A question so many organizations face. And Mersky, Jaffe & Associates wants to help you answer. (Click here if you would like to talk to one of us about how we can provide a one-hour brainstorming session for your organization.)

What did this nonprofit learn about raising money if you are not providing COVID 19-related services?

  • Whether or not to relate your organization to current issues depends on the donor. 
  • Fundraisers must be sensitive to their donors as well as transparent, passionate, and sincere when making the case and asking for a commitment. 
  • It is critical, now more than ever, to stay in touch with donors by all and any means of communication that the donor employs. Another national organization, has made 30,000 phone calls to its donors since late March. Organizations should reach out to every donor in their data base in a prioritized, systematic way to create a caring community. The purpose of the call can be to check in, say thank you, and ask questions to engage donors.
  • Stewardship is essential. Everyone, including staff, is dealing with the effects of COVID 19 and the social unrest, but it is critical that staff relate to donors.
  • Virtual solicitations work. Utilize Zoom to engage donors. It is the best option now. Giving is as emotional as it is financial. People are giving, so do not be reluctant to solicit donors now.
  • Many people are looking at their estate plans. Now is a good time to focus on planned giving efforts.
  • Look at donors who give through Donor Advised Funds. They still have money to give away since it has already been set aside for this exact purpose.

Your organization has an important message.  Now is not the time to pull back on fundraising.  If you want to hold a motivating, inspiring program for your staff and/or volunteer leadership, email me or click here to set an appointment to talk about what Mersky, Jaffe & Associates can do for you and your mission.

Would You Rather Solicit A Major Gift Over Zoom or With a Live Chicken

Would You Rather Solicit A Major Gift Over Zoom or With a Live Chicken

What has changed for you during the pandemic? Your employment? Or at least the way you work? Your family life? Or the time you spend with your family? Your eating? Or where you eat most of your meals? The essentials of life, food, family, work, and so much more look very different than they did months ago. For most of us, we didn’t have a choice, we adapted to the curve in the road.

Fundraising and solicitations also need to adapt. And I am here to tell you that it can work.

You can solicit a major gift over Zoom

I would take a sizable bet that if, even six months ago, I had suggested you solicit a major gift over Zoom you would have had a very strong reaction. Probably you would have laughed, then deleted my email, then unsubscribed from my blog. It would have been like suggesting you bring a live chicken to your donor meetings. I guess it could be done, but it would only reduce your chances of success and eliminate donor confidence.    

Back to July 2020 and I am here to say Zoom solicitations can be done successfully.

Our clients who have continued to work on their capital campaigns during the pandemic are finding that process looks different than expected, but the outcome can be the same. Or even better than anticipated.

Organizations who have taken time over the past few months to organize and plan their campaign in the current climate will find that things have normalized to a point where donors are ready to talk. These organizations have checked in and connected with donors, members and volunteers. They probably utilized their volunteers to keep them engaged and deepen the relationships. And, similar to other types of stewardship, these “touches” have kept prospects engaged, primed, and ready to be asked for a donation.

At MJA, the pandemic has changed our business too

We do not visit facilities or attend meetings in person. We do continue to teach volunteers and professionals how to make a game plan for each prospect, how to get the appointment, and, of course, how to solicit. We make sure the solicitor has the appropriate documents, that the staff and volunteers understand each step of the follow up and acknowledgement process, and we have sat in as a box, and participant, on Zoom solicitations. And while we were all a bit nervous to start, it works.

Donors still feel passionately about organizations, particularly those they have previously supported. Some donors have had to change their financial plans due to COVID-19-related issues, but many don’t. There is significant philanthropic capacity looking for meaningful opportunities.  And if you have been stewarding those who have it, they will still be ready to give if you make the compelling case you have always needed to make:

  • Why give?
  • Why to this organization?
  • Why to this organization right now?

So, it may feel strange, like holding a bird, to solicit a major gift over Zoom but it’s time to adapt and try new things. Unless you are one of the many people who decided to adopt chickens during the pandemic. And then, you might be able to hold your chicken while on a zoom call and still be successful. Life certainly has changed.  

If you would like to learn from our experience so you can plan and execute your capital campaign or annual fund major gifts program, please click here to schedule a free consultation.

5 Types of Pandemic Volunteers

5 Types of Pandemic Volunteers

Furloughs and layoffs are everywhere, and nonprofits are no exception. But, since you still have a mission to fulfill and services to offer, volunteers offer an interesting opportunity. There are, potentially, more people available, but less time to train, track, and collect volunteers. Sometimes it feels like you need to babysit volunteers. But what if you could look at these prospective free workers like you would consider childcare.

Before we get into the details of the 5 types of Pandemic Volunteers, you need to do a bit of work.

Start by considering what you are not getting done. Then, think about what you are doing that could be done by somebody else (if that person were reliable.) And lastly, how much internal knowledge is required for each task.

Now, consider the 5 types of Pandemic Volunteers:

  1. Mother’s helper is someone who needs specific tasks but may need to ask a lot of questions, at least at first, to learn the ropes. The good news is if the task continues, they will get better and better. This could be a teenager looking for something to do when camp is cancelled or a volunteer who isn’t always super reliable, but you want to keep interested and connected.

    Since you don’t know how much this person will achieve, consider small tasks with short deadlines. A mother’s helper could clean out closets that got left mid-semester or prep materials for your re-opening. Printing, photocopying, and collating are also possibilities.
  2. Babysitter is someone with some experience, needs guidance for expectations on a regular basis but is mostly independent. Each “babysitter” will come with some expertise that you may be able to use.

    For instance, someone who knows Excel can create a list of all current and lapsed $250 donors and provide the lists to “Night Sitters,” “Camp Counselors,” and “Camp Directors.”
  3. Night sitter is someone who can keep things going and is independent after an initial explanation. This person is used to jumping into new situations and can give you the confidence to sleep through the night because the job is getting done.

    A night sitter has been a volunteer for you and/or other organizations and can do things like make calls on your behalf. Provide a script and a list of contacts and that person can help you steward mid-level and entry-level donors while you focus on major donors.
  4. Camp counselor is someone who can rally the troops and is ready for leadership responsibilities, meaningful tasks, and whom you know is reliable. They may have volunteered or worked with you in the past or can demonstrate their expertise.

    Camp counselors can replace you to offer trainings to “night sitters,” “babysitters,” and “mother’s helpers.” And they can be the resource for most questions that would stop other volunteers from moving forward. They can help you steward higher-level donors.
  5. Camp Director is someone who can act as an employee or colleague. They have the skills that you would hire, if you had the money and time. They can supervise for you, explain tasks to others, organize volunteers and staff alike, have specific skills that you are missing, and are 100% reliable.

    Camp directors can help you make sure the trains are running on time. They are volunteers who can help with marketing your services, provide human resource advice, and financial and/or fundraising expertise. You may even rely on these people already. The one problem is that this skill set is hard to find in a volunteer and may have to be a hired as an Interim (aka Fractional) Placement. It would be less expensive than a full-time employee because they could be an independent contractor, but will still add to your costs.

If you would like help thinking through your volunteer strategy, click here to schedule a free 30 minute consultation.

Can You Ask For A Donation Right Now For Your Nonprofit?

This past week my daughter asked if it was inappropriate to put a birthday post up on Instagram. She wants to support the Black Lives Matter protests and activism, but she is a teenager with a best friend who was turning 17. In a lot of ways, it is the same question we hear from nonprofits. “With the world on fire, how can I ask for a donation right now for my nonprofit?”

It all boils down to, how can we do what we want/need to do without distracting from the important funds directly supporting critical social justice issues like Black Lives Matter or essential services for COVID-19-related relief.

There are a few factors to consider before you ask for a donation right now for an annual fund, capital fund or special project:

  1. Check in with everyone. If your major donors have been affected by the Coronavirus, riots/looting, or job loss/furlough, they will appreciate the fact that you want to stay in touch – even when they can’t give. This shows you care about them, and not just their money.
  2. Your major donors might not have been directly affected. While there are many people who have been sick, lost their jobs, and/or shifted all of their philanthropy towards worthwhile Black Lives Matter related causes, many of your major donors still can give. It has been proven that wealthy people are more likely to have been able to
    1.  ride out the stock market losses and gains (read: they still have wealth)
    1. been able to transfer their work to their homes (read: they are less likely to lose their jobs in layoffs and less likely to get sick from having to go into their jobs)
    1. and in better health (meaning they are more likely to survive COVID-19 if they were to get sick)
  3. People still want to give. Most people I know who have been able to retain their jobs and are healthy are acutely aware of how lucky they are. I include myself in this category. They/we want to help support nonprofits now more than ever. They/we want to donate to organizations that address current issues, but also the organizations we love. They/we know how important it is to step up right now because we can afford to do so.
  4. Supporters of your organization probably know that your fiscal year is ending. If they have been with you for years, this shouldn’t be a surprise. What they don’t know is how you ended this year, and what you expect for next year.
    • Are you planning for reduced income in some or all areas?
    • Are you considering how to keep your staff working at close to full capacity?
    • Will other costs like cleaning or transportation increase as things open?
    • How is all of this effecting your budget?
    • And what can your donors do to help?
  5. Be aware of the timing but don’t use that as an excuse to stop asking at all. When quarantine first began, people were hesitant to ask for non-COVID-19-related donations and that was wise. It was a time to check in with people. But weeks went by and we found new routines for working from home, home schooling, and asking for donations. In fact, many organizations have been extremely successful in fundraising this spring. Fundraisers not involved in the Black Lives Matter movement have paused again. You can even use your social media to encourage people to support the movement. And then consider how you ask your supporters to donate your nonprofit. *Remember that in times like these, you are not asking for the piece of the giving “pie” that would have gone to shift policing policies. History has shown us that the total “pie” (or total annual giving) actually grows in challenging times.
  6. Many fundraising rules remain the same. People still want transparency, a reason to give to your organization, and a reason to give right now.
  7. If you are not asking them, someone else is. This is something I always tell people. You may feel uncomfortable or shy about asking, but the nonprofit next door may not and that is why they are still raising money. While an article in a newspaper or social media burst may increase new donations from people you don’t know, the general rule is still you don’t get donations if you don’t ask for them.

This is not an easy time. The asks will not be in person over coffee or lunch. You will hear a lot of stories that will make you laugh, cry, and scream. You will hear about the people that can’t give. But you will also hear how resilient your donors are and how they still love your organization. All that stewardship – and showing them the love – will be returned. But you have to ask for a donation right now, to get a donation.

What Can You Do to Raise Money Today?

The pandemic’s effects do not seem to be easing. We are quarantine fatigued, still social distancing, and, even in states which are re-opening, we are confronting unemployment rates that have not been seen since the Great Depression. Nonprofits have been furloughing or laying off personnel, and, in some cases, eliminating staff positions, all in an effort to reduce expenses. There are justifiable concerns that donations will be down, membership dues will go unpaid, and pledges may go unfulfilled.

So, what can you do to raise money today?

  1. If you have not checked in with your donors, members, volunteers and other important supporters, do so ASAP. As with all stewardship, you don’t want every contact to be an ask so just call to check in.
  2. Consider donor pledges, grant applications and current grants that have yet to be paid. For each commitment due by June 30th, make a phone call. Some will tell you that everything is still on track, some will tell you they cannot honor the commitment, and some may be unreachable because your program officer or donor has been furloughed. If you cannot reach them by phone, then try an email. But remember, this is a time to make a personal connection, not just shoot off a quick note and hope they will give you the $50,000.
  3. Assess your top 50 donors. Are there any that have yet to give a gift this year? Maybe they gave last in December or, perhaps, they skipped a year? Do you know if they are still able to give a gift this year?
  4. If you are looking for immediate funds, you can consider asking this group if they could make their gift early this year to help you meet your current, extraordinary needs. The ask should still be based on the essential elements of an ask that you would use at any time of year in any financial climate. Include a story that will humanize your need and what their gift will provide. Specifically:
    1. Why should they give to you?
    1. Why should they give to you now?

General need, outside of organizations performing emergency relief, is not enough. They will want to know:

  1. What services are you currently providing?
  2. What are your service plans for the next six months – with or without opening your doors?
  3. What are your financial plans for the next six months – with or without opening your doors?
  4. Is their gift going to make an impact? That is, if you need $500,000 for the rest of the year, how do you plan on raising the remaining $490,000?

If someone can no longer give or has shifted priorities, do not take it personally or act disappointed. Today, people are split between those who can give and give more right now, and those who will give less or not at all. The only thing you can do is continue to keep a good attitude and keep stewarding, and then, asking your donors. The stronger the relationship, the more likely you will be to receive a donation.

If you have not been strong in stewardship in the past, now is the time to connect with people in addition to the donors you will ask for an early gift. Plant the seeds for long-term growth. If you only focus on the people you are asking for a gift now, you will have no one to ask down the line. In other words, consider how to “raise money today” in six months, a year or many years down the line.

Are you ready for #GivingTuesdayNow on May 5th?

#GivingTuesdayNow

Anyone who has been reading this blog for awhile will know that I have mixed feelings about #givingtuesday. In theory it is good, but in reality, most people are not gaining new donors, stewarding current donors or raising substantial amounts. There are nonprofits who prove all of this wrong, but those are often the ones with staff that can really focus on a #GivingTuesdayNow strategy and calendar. Not just putting up a few social media posts and hoping to raise $100,000.

Maybe I sound too cynical. Why?

  1. It is a good thing to remind people that nonprofits need donations, especially during quarantine. As millions have joined the unemployment rolls, others are making the same salary and their costs have dropped significantly. They, potentially, have more to give right now, if they understand why they want to give.
  • If registered with the organization, The Firespring Foundation is providing matching funds for monies raised during #GivingTuesdayNow.
  • Some people respond to social media posts in the same way others respond to email or letters. As donors, we get to choose our preferences. As fundraisers, we meet donors where they are. Hopefully the combination provides a happy donor and a nonprofit which will be able to stay in business for the long-term.

However, #GivingTuesday and #GivingTuesdayNow are not long-term strategies that will secure your nonprofit for years to come. For that, you need a moves management strategy that takes your donors from acknowledgements to recognition and from stewardship to meaningful engagement.

Whether you participate this week or not, consider your calendar for the next month. A new reality has started to set in and while some people will be struggling financially for some time, others feel lucky that they are not and want to donate. Give these people a reason to contribute to your organization.