1996 Bowl for Kids Sake

Mid Large Agency Alliance (MLAA)

Membership Call Minutes

Date: August 11, 2011

Time: 2:00 PM Eastern, 1:00 PM Central, noon Mountain, 11:00 AM Pacific

From: Chair Angela Reed Padilla, CEO BBBS-Central New Mexico

To: MLAA Members

Discussion:

Topic of Month: Moves Management

Presented by Jane Midgley, CDO, BBBS-CNM

Definition of Moves Management: "a proven method of coordinating relationship building activities that result in improvement of bottom line results.” Takeaway: we will be more successful in coordinating contacts, to serve more children, better.

Prospects – volunteer recruitment team finds that the majority of contacts (thousands every year) will not go on to become Bigs, and many are ripe for another method of engagement. We need to keep them in the pipeline and not lose them.

·  Cold calling needs to be managed well so it’s only a small part of outreach

·  We don’t want to lose valuable prospects who want to be engaged in other ways besides Bigs

·  Start Something message – we need donors, board members, councils – many other types of volunteers besides or in addition to Bigs.

Change: from 'Partnership' to ‘Marketing and Outreach’; combines efforts with Fund Development under the ‘Agency Development’ umbrella. Team building – we will coordinate the ‘Agency Development’ team (fund development + recruitment) in monthly prospecting/moves management meetings.

·  Purpose: introduce and utilize Moves Mgt process to acquire prospects, cultivate them, close the sale, and steward or bless and release them.

·  Strategize, vision, brainstorming to keep prospect ideas and moves fresh.

·  Create and ‘move’ critical few list

·  Benefit – getting everyone in Agency Development at the table, on the same team, brainstorming and creating synergy and great ideas. Also identifies who needs to be ‘blessed and released’

·  Unites whole team around common, clear goals, common message

·  Creates the ‘highest ROI’ message

Whole agency

·  Brought in BFKS team captains

·  Engaged Bigs (new and current) with fundraising and engagement opportunities

ECRM is in development, with the following features proposed:

·  Being developed by Blackbaud for BBBS

·  Integrates with AIM and Sphere

·  Coming to the general populations in 2013 (ish)

·  Pulls info from Bigs and Littles from AIM into ECRM. Tracks relationships, including Bigs, Littles, board, etc.

·  Has Moves Mgt built into it

·  Will link nationwide efforts around specific corporations

Interim Database

·  Will capture all contacts going into Donor Perfect (for volunteer inquiries and donors)

·  The team will consider all prospects, and make sure the right person ‘owns’ the contacts

·  Creating communication tailored to type of donor, with scheduled timeline for release (i.e.: letter monthly to inquiries)

Critical Few (form)

·  Helps to manage a prospect list of hundreds, even thousands of prospects

·  Each team member has a ‘critical few’ list, with the highest ROI prospects

·  Weekly prospect: submits critical few updates to their supervisors

·  Identifies next action steps for each prospect

·  Monthly, the whole Agency Development team meets to review list, and re-prioritize, come up with new moves, or re-assign to owner or bless and release as appropriate.

·  Example: CNM has donor task force, with 3 board members, CEO and CDO. Target: influential, affluent philanthropist in the community. Approach: identified board member with direct connection to this prospect; that board member arranged a meeting with prospect and CEO. Result: meeting occurred; prospect agreed to be part of vision meeting, and invited BBBS to present to his employees; he participated in feasibility study; he is now targeted for major gift towards the major gift campaign.

Next Steps towards a Yes (form)

·  Steps to move prospect on critical few towards a yes

·  ‘Football Field’ concept, mapping out next steps

·  Example: Target: Kate Snow, BS, on national board, prominent media personality. Approach: donor task force identified CEO as ‘owner’ of moves and selected next moves; CEO contacted Kate and asked her to be featured speaker at RMM breakfast. Result: Kate did agree to be speaker, and helped raise over $100,000 for CNM.

Process Chart (form)

·  Weekly – prospecting with a few key staff, including CDO and CMO (Chief of Marketing), reviewing the long lists of prospects and strategizing

·  Monthly – all team members participate in brainstorming session

·  As needed – each department also has own timelines and processes for reviewing reports, progress, ideas, etc.

·  Reporting – all team members give their weekly critical few list progress reports to their supervisors (Chiefs) who meet with each other to ensure progress and high ROI efforts

·  Moves Mgt Team: CDO, CMO, CEO (occasional/frequent participant at monthly meetings), Outreach Coordinators (2), Native American Coordinator, CPO (occasional participant), Director of Corporate Relations, Special Events Coordinator, and IT/Database Specialist (Fund Development focused)

Moves Management Report (form)

·  Developed by Osborne (along with other forms referenced here), and updated to be current

·  Agencies encouraged to go to Agency Connection to review Fund Development toolkit and Moves Mgt tools

·  CDO tracks everyone’s fund development moves; individuals track only their own critical few moves

·  Documents capacity (money), inclination (passion for mission) and readiness (engaged, knowledge of mission, at time in life to give/get involved) of prospects (see Agency Connection for guidelines to rate prospects).

·  Developed for fund development; can be adapted for volunteer prospecting

·  Could run report from database to supplement this form

Realized Table of Gifts (form, on Agency Connection also)

·  Developed for fund development; can be adapted for volunteer prospecting

·  Create goal, then back it out to identify how many prospects in each category

·  Provides for incremental assessment on success towards goal, breaking goals down into measurable and attainable benchmarks

·  Guides team to strategize on how many visits are needed, what types of visits/moves are needed, etc.

·  Guides team to strategize on where prospects/ideas/leads will come from

·  Documents how many gifts closed/volunteers recruited

Pipeline:

·  Identify the types of prospects (examples: Alumni, board members, closing matches, incoming Bigs, etc.)

Visit Planning Sheet (form)

·  What are the objectives/desired outcomes of meeting

·  States info about prospect

·  Listen 40-70% of meeting; listen for clues to their passion, intention

·  Lays out strategic questions, open ended. Example: “What is your vision for children in our community?”

·  Outlines what the main points are that we want to ask of this person.

·  You may not always get a meeting, but you can send a letter saying ‘I just want your advice.’

Q&A, Comments from membership:

·  Accountability – makes a big difference. Gives a great pool of prospects.

·  Prospecting – gives a lot more prospects.

·  Meeting agenda – could be helpful to replicate for other agencies

·  Wonderful idea to have team concept to prospecting; burden when placed on one or two individuals.

·  Team concept – great; gives ideas for how to handle staff turnover and new positions while maintaining a consistent, forward-moving process. Fleshes out prospects for other types of volunteers (board members, etc).

Indianapolis Conference: Rev up your fundraising engines for the Third Annual MLAA fall conference.

·  MLAA members told us they wanted more dialogue, training on fundraising, plus more time with Karen Mathis.

·  First day (good for CDOs if we go that route) –

o  Site visit at Indianapolis agency.

o  Six sigma research findings: the ‘real reasons’ why matches close (not necessarily what matches tell you).

o  Research findings on women who give, how much they give as percentage of the whole, and panel of donors in Indiana

o  Derrick Feldman – with Achieve; research on millennial donors, will hit highlights.

o  Business meeting – election of officers

·  Day two (separate sessions for CDOs if they attend)

o  Meeting with Karen Mathis

o  Jan, national CDO, to plan for fund development

o  Lunch at Children’s Museum

·  Logistics

o  Check on logistics posted to Agency Connection

o  Survey Monkey – will ask about conference fees, bringing in CDO, etc.

o  October 4-6