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Developing a Relationship
Step One:Discovery and
Stewardship Visits
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Step One Outline Defining our Terms and Purposes Types of Visits Getting the Appointment
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Defining Terms and Purposes
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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…
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Our Purpose …develop productive, long-term
relationships with individuals, and corporate and foundation representatives - your “Critical Few”
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Characteristics of Relationships*
*Karen Dawson, Leader Institute
A great relationship includes: Shared vision Trust Values Respect of
differences
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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
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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
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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!
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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!
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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.
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“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
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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
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Types of Visits
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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”
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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
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Stewardship Visits
Thank the Donor
Share the Impact and Information
Discover or UncoverInformation
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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
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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?
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Telling The Impact Story Pictures Videos Letters from
families Cards for Littles Letters from Bigs Statistics Third party
endorsements
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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!
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Your Other Goals
1. Uncover critical information2. Extend an invitation3. Get a YES to a next step!
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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
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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.
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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
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Discovery In a Stewardship Visit
Of course you should also be doing these things during a stewardship visit too! It all applies!
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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
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Getting the Appointment
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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
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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
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One-Way Reasons “I like to update
you…” “Tell you about…” “Share with you…” “I’m in the area…” “Ask you to…” “Show you…”
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“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.
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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?
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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?
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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
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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
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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
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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
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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.