community foundation of western mass. stewardship training
TRANSCRIPT
Stewardship
Why, What, When, How and Who
Today’s Agenda
Stewardship
•Why do it•What it is• How to do it•When to do it• How to do it•Who does and who gets it
We hope you leave today motivated to:
•Value Stewardship• Involve Board and volunteers•Commit to an annual plan•Be creative
Stewardship is:
• Keeping your donors engaged and involved • Inspiring them to give again and give more• Taking the time to genuinely feel appreciation
for donations
Why do it?
• It pays off• So your donors understand how important
their gifts are• To build a relationship with donors so they feel
invested and give again• To set your organization apart • To make everyone feel good, donors and staff
alike
What is it? What’s the Message?
• We appreciate you• You make a difference• We did what we said we’d do with your gift • You are important to us • You are our partner• Our work is important• We do our work well• We are succeeding in our mission • We have exciting ideas and plans for the future
What is it? What’s the substance?
• Thanks• Our Impact • Use of gifts• Our accomplishments • New developments• The end user • Timely issues • Previews • Request for input
Accomplishment
How?
• Letters• Notes• Calls• Emails• In-person meetings• Site visits• Events including donor-only events• Interviews• Videos
• Special invitations/event tickets• Newsletters• Advance alerts about special happenings• Previews of exhibits, plans, performances, etc.• Holiday cards• Profiles in publications• Testimonials for fundraising• In-person solicitation • Acknowledgement in other settings• Gifts
When?
• Thank immediately after receipt of gift or pledge
• Communicate at least quarterly• Engage in-person at least annually
Listen
WHOGets stewarded?
Everyone• Donors• Sponsors• Volunteers• Board Members
WHOStewards?
Everyone• Development staff• Executive Director• Staff• Board • Volunteers
Board Members
are ambassadors. They can:
• Sign thank you letters• Handwrite thank you notes• Make thank you calls• Familiarize themselves with the names of top
donors and acknowledge them in other settings
Staff
• Every senior staff member should be ready to speak individually with donors when needed
• Every staff member should be prepped on how to receive visitors
Volunteers
• Every volunteer should be prepped on how to receive visitors
Commit to making it happen
• Prepare• Plan• Implement• Evaluate
Prepare
• Is your database clean?• Can you readily pull a list of donors with
emails?• Can you identify who gave through Valley
Gives so that you can address them as such?• Can you easily personalize mass mailings?• Can you readily pull a list of donors by gift
level and recency?
Razoo Administrative Page
Plan• Can be very simple• Segment by giving levels, giving types, constituencies • Determine how many touches each group should have• Brainstorm and select types of touches• Identify costs• Assign• Calendar • Coordinate with other fundraising and communication
plans
Simple Stewardship PlanACTION AUDIENCE RESPONSIBILITY ADDITIONAL COST TIMEFRAME
1. Donor list review All donors Board Weekly
2. Handwritten thank you cards All donors of $500+ Board, Executive Director,
Development Director Design and postage Weekly
3. Thank you letters with personalized notes
All donors known by a board member and all donors of $50+
Board, Executive Director Semi-weekly
4. Thank you calls All donors Board Monthly
5. Updates and advance notice of Valley Gives 2016
All donorsSegment VG donors Development Director February, April
5. Quarterly donor updates – print or email All donors Development Director,
Communication Director Design and postage February, May, September, November
6. Donor Events Donors of $250+ Executive Director, Development Director Food, Drink, Materials February, June, November
7. Advance alerts about special happenings All donors Executive Director,
Development Director As appropriate
8. In-person solicitation All donors of $1,000+ Executive Director /Board and Governance chairs Meals Annually -- Refer to
individual donor strategy
9. Peer reporting on success in personally acknowledging donors in other settings
Top 25 donors Board Bi-monthly
Implement
• Stick to the timeline. • Reserve time in your schedule.• Don’t backburner stewardship.• Coordinate with your communication
plan and other development activities.• Don’t do it alone. Teamwork is most
efficient and most effective.
Evaluate
at least annually
• what worked and what didn’t• analyze data:• renewing donors• increased gifts• decreased gifts• re-engaged donors• lost donors• new donors
Stewardship
• Builds confidence in and appreciation for the organization
• Pays off in gifts.• Needs commitment• Needs to be planned annually.• Can be a very simple plan.• A chance to make your organization standout.
