moves management in the raiser's edge

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RAISER’S EDGE TIPS & TRICKS FOR MOVES MANAGEMENT

Molly Maple

Senior Solutions Engineer

@blondegeek

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FIRST, OUR OBJECTIVES

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OBJECTIVES

Identify Raiser’s Edge tools helpful in managing prospective donors from identification to cultivation and solicitation.

Use Actions and Action Tracks to facilitate all contact and activity surrounding constituent contact.

Track the effectiveness of your actions using reporting tools.

View action reminders on your Home Page.

Enable stewardship through ongoing communications.

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THE BIG PICTURE

Annual giving participation and giving societies

Capital campaigns and endowment projects

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INTRODUCTION

Moves:

Coordinated, Constituent-Centric Activities™ that build relationships and raise money in support of your mission

Moves Management:

The strategic planning and execution of moves to improve results over time

- Empowers staff to act strategically

- Builds and manages a prospect pipeline

- Guides moves and analysis

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IDENTIFICATION

Identify prospects From the database From prospect research From development officers

Create constituent record if new

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IDENTIFICATION – USING THE DATABASE

Queries

Reports Analytical Demographic/Statistical Profiles

Screening and modeling

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DATA FIELD

Personal Family/friend info Individual relationships

Work history, religious/community involvement Organization relationships

Education history Education relationships

Wealth/giving info, ratings, status Attributes, Notes

Pictures, articles, proposals, etc. Media

Prospect Status/Classification Attributes

Gifts to Other organizations Notes, Org. Relationships

PROSPECT RESEARCH

Enter research findings into appropriate RE fields (more than just Notes!)

If using RE:Search, track with Prospect tab When research is complete, update Moves Stage on the record

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RESEARCH FINDINGS

Attributes Relationships

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RESEARCH FINDINGS – CONT’D

Notes Media Prospect

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QUALIFICATION

1. Confirm prospect’s likelihood/capacity

2. Move to Cultivation stage, if applicable; mark record

3. Assign solicitors and solicitor goals

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ASSIGNING SOLICITORS

1. On solicitor’s constituent record: Mark as solicitor

2. On prospect’s record: Add assigned solicitor as relationship

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CULT IVAT ION

Determine strategy and set up corresponding actions in The Raiser’s Edge

Update constituent record as information changes or with new information

Add and modify actions to refine strategy

Use dashboards/reports for actions and proposals

Set up home page to help you stay on track

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MANAGING MOVES WITH ACTIONS

Maintain a history of “touches” with your constituents;

Becomes tickler file for upcoming touches

Follow-up actions can be prompted to occur

Combine actions for a group of constituents into a track

Add actions to multiple constituents at once

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THE ACTION RECORD

Linked to constituent record

Accessible from constituent record or Records page

Action category determines specific fields on record

Set up reminders

Mark actions completed

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VIEWING ACTIONS/REMINDERS

Constituent Record At-a-glance view of all

actions for a constituent

Home page One-stop destination Create workflows for your

moves program

Dashboard Auto-remind feature alerts of

upcoming actions (Action Reminders panel)

Oversight into staff activities

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ACTION TRACKS

Schedule Lunch Meeting to present proposal

Assigned solicitor calls donor to gauge interest

Mail Campaign brochure

Send Mailing - inquiry

Donor is interested

Donor is NOT interested

String together single actions to engage a moves strategy

Next action can be generated in two ways: Completion of previous action

(i.e. marked completed) Outcome of previous action

Create tracks for differing groups and reuse as appropriate: Annually Renewal cycle By appeal…

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FINDING ACTION TRACKS

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ANATOMY OF AN ACTION TRACK

Name

Actions

Action Summary Info: Conditions Solicitor(s) Priority Status

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ACTION TRACKS PROCESS

Define Track Name Determine workflow (plan this out on paper) Add actions to Track (build the action workflow) Configure reminders

Assign (entire or part of) track to one or more constituents. Select: Track to assign Constituent(s) Actions and date Options

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ADDING ACTIONS TO A TRACK

Add each action individually: General Conditions* Attributes Notes

*unique to action tracks

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CREATING AN ACTION WORKFLOW

Similar to Action Record previously seen but: Conditions must be set No Action Date on General tab; Date is based upon condition

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CONDITIONS

Create action upon: Assigning the track?

(Independent Actions) Completion of another

action? (query)

(Dependent actions)

Set Action Date as: Date of creation Specific date

Independent action

Dependent action

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Action queries are the key Group Actions (not Constituents) Provide fully configurable options

Build dependencies around: Whether an action has been

completed Whether there is “interest” Status code of the action Any action field

DEPENDENT ACTIONS

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ASSIGNING ACTION TRACKS

Step 1: Which track and to whom? Step 2: Which action and when? Step 3: Options

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THE TRACK IN ACTION: FIRST STEP

Assigning the Action Track automatically schedules the first step(s)

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Fulfill the requirements of the dependencies (mark completed, etc.)

THE TRACK IN ACTION: COMPLETING A STEP

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Based on the workflow, new Action(s) are scheduled

THE TRACK IN ACTION: OUTCOME OF A STEP

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TRACKING PROGRESS

Action reports Action Detail Action Summary Tickler

Home Page Dashboard

Constituent Action ListSolicitor Action ListAction RemindersAction Query

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S OL IC ITAT ION When cultivation is complete, change Status (i.e. Solicitation)

Update solicitation action/proposal Make ask A “Yes”

Update action Update proposal Add gift, linked to proposal Continue with Stewardship stage

A “Maybe” Change status (e.g. Negotiation) Add necessary actions Update proposal

A “No” Update actions Update proposal Change Status (e.g. Dropped) Determine next steps with prospect

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STEWARDSHIP

AcknowledgementsSet up mailings for specific stewardship groups Mail individual constituents as gifts arriveUse Quick Letters for speedy acknowledgmentsConsider Honor Roll of Donors/Annual Report

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BUILD A CULTURE OF RESPONSIVENESS

Establish additional tracks for stewardshipRe-use the same concepts for

ongoing tracksBuild assignments and notifications

Mark “Prompt for follow-up”User option is configurable for staffAutomatically prompts the staff

member to schedule the next call or meeting when finishing one

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SUMMARY

Moves Management refers to managing your steps Move prospects or donors from one level to the next Use action records to record these moves

Tools can help you identify your next prospects Queries Reports Be sure to document where each one is every step of the way

Always track research findings in the system Prospect tab provides the best consolidated location Notes, Media, Relationships, and Attributes are also options

Track staff activity Assign solicitors and solicitor goals Action reminders help everyone stay on track and meet their goals

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SUMMARY

Action tracks provide efficiency Assign them to build a process or enforce rules Actions can be independent and dependent Use Action Queries to create dependent actions based on a change in status

or outcome from a previous action Monitor success

Ensure that everyone has the right dashboards Utilize reports to monitor key performance indicators

Build a culture of Stewardship Use a variety of mail functions to accomplish donor acknowledgments Craft stewardship tracks