Acquiring Donors to BBBS Step Two: Tracking and Segmenting Your Pool

© BBBSA & The Osborne Group, Inc2 Step Two Outline Tracking Information about Your Pool Segmenting Your Pool

© BBBSA & The Osborne Group, Inc3 Tracking Information about Your Pool

© BBBSA & The Osborne Group, Inc4 Infrastructure You’ll Need Building your fund development program from scratch or from an events-only program into a more comprehensive program requires some basic investment This topic is covered in greater detail in the Managing the Development Office section of the toolkit.

© BBBSA & The Osborne Group, Inc5 Essentials Appropriate, dedicated Fund Development staffing A reliable database of basic past and current donor information, including giving history A way to collect & input information consistently from all donor sources, for example: Bowl for Kids Sake, Raising More Money™, or any other event Board - current & past Your own appeals

© BBBSA & The Osborne Group, Inc6 Essential Information Name And spouse’s name Children’s names Address And business address Phone Relationship with you Board, Current/Former Big, Event Donor, etc… Giving History Amount, Date, Purpose (how the gift was given, to which specific campaign)

© BBBSA & The Osborne Group, Inc7 Integrate Developing a great pool from which you can acquire new donors means you’ll need to take down “silos” between different parts of your agency

© BBBSA & The Osborne Group, Inc8 Critical to Success Taking Down Silos How will match support, volunteer recruitment and fund development work together best to share information about people who already believe in you? How are your Alumni Bigs & Littles tracking efforts integrated with fund development information?

© BBBSA & The Osborne Group, Inc9 Keep It Up To Date Expect that you’ll lose some contact information as people move Use forwarding information on returned mail to update your records - it’s free!

© BBBSA & The Osborne Group, Inc10 Keeping it Up to Date Consider using a low-cost service to update your files when you have a large group of “LOST” Make it someone’s priority to periodically check and clean up your data

© BBBSA & The Osborne Group, Inc11 Keep It Consistent Develop clear protocols and procedures for What data you keep Where you keep it How you enter it What a “complete” record should contain Ensure that everyone who can make changes to your database understands and applies these procedures and protocols

© BBBSA & The Osborne Group, Inc12 Keep It Real Be realistic in setting your procedures Who is the right person to tackle this job and maintain this information? If you know your CEO or Program Director has a lot of information stored in his or her head but just isn’t the kind of person to input that into a computer, find another way to get it done!

© BBBSA & The Osborne Group, Inc13 Keep It Real continued Could a series of short meetings with the data person and CEO work? Would reviewing a list get the job done?

© BBBSA & The Osborne Group, Inc14 Segmenting Your Pool

© BBBSA & The Osborne Group, Inc15 The “Critical Few” From this point on in the toolkit, we’ll focus our information on the “Critical Few”: The Critical Few section includes information about how to raise funds from leadership ($1,000+) and major donors ($25,000+)

© BBBSA & The Osborne Group, Inc16 Quick Definitions Critical Few Donors with the capacity to give $1,000+ in a single year Or $25,000+ over a few years The top of your pool who provide 80-90% of your funds Direct Appeals Donors with the capacity to give up to $1,000 annually Most of your pool who provide 10-20% of your funds

© BBBSA & The Osborne Group, Inc17 What You’ll Find: Critical Few How to: Identify these top donors Create the story about your BBBS agency that inspires increased, leadership and major giving Develop sustained relationships with your Critical Few Engage and involve them in a way that leads to increased giving Prepare for an ask and how to ask for a leadership or major gift Thank and steward the Critical Few, building toward the next gift

© BBBSA & The Osborne Group, Inc18 Balanced Fund Development A “balanced” approach to fund development requires two things: Reaching out to a variety of audiences for gifts Creating relationships with donors at all levels

© BBBSA & The Osborne Group, Inc19 Everyone Needs “Critical Few” So, your fund development program needs: ways to reach out to many different audiences for gifts of all sizes and ways to develop and deepen individual relationships with those who can make a transformational difference to your agency

© BBBSA & The Osborne Group, Inc20 Everyone HAS “Critical Few” In every community across the nation, there are some who can make a larger commitment to your agency Your task is to find them, engage them and ask them!

© BBBSA & The Osborne Group, Inc21 Back to Balance Of course, we can’t focus all our attention only on the “Critical Few” We need to do some of both: raising lots of friends and introducing donors to BBBS raising most of our money from the “Critical Few”

© BBBSA & The Osborne Group, Inc22 Next Steps Move on to the Critical Few steps to focus on raising leadership and major gifts Remember that you can and should: Raise leadership and major gifts And raise lower-level gifts from lots of donors

© BBBSA & The Osborne Group, Inc23 Additional Readings & Resources Check out this section for more information: Glossary of Fund Development Terms

© BBBSA & The Osborne Group, Inc24 Copyright The the material herein is the copyright protected property of BBBSA and The Osborne Group, Inc. of 701 Westchester Avenue, Suite 205W, White Plains, NY 10604, and can not be used, sold or given away without permission.