FundRaiser Blog

The FundRaiser Software Blog is an excellent resource for nonprofit organizations looking to learn more about fundraising, donor management, membership management, and much more.

Managing & Reporting Fund-Raising Campaign Progress, part 1: Organizing Teams & Reporting Meetings

Managing & Reporting  Fund-Raising Campaign Progress, part 1: Organizing Teams & Reporting Meetings

 

How do you keep a fund-raising campaign on track? By being well organized, constantly monitoring progress, and informing all campaign participants of that progress. The very reason for the pyramidal structure of a campaign committee is to simplify management. In the best of circumstances, the pyramid is constructed so that no person supervises more than five people. (To maintain this limit is why we sometimes add campaign and divisional co-chairs.)

The campaign pyramid

Managing even the largest campaigns then becomes a matter of monitoring the progress of a limited number of small hierarchical units. Team captains track the efforts of solicitors, divisional chairs make sure that captains are on top of their teams, and the campaign chair keeps tabs on the divisions. However, this system works only if information moves upward quickly.

You can’t fix a problem in a campaign unless you know there is a problem.

The best way to make sure that information is being shared is to schedule monthly progress meetings .Attendees know they will be expected to report on their area of responsibility—what has been done, who has been contacted, how much money has been raised. The monthly progress meeting gives the campaign leaders a deadline by which they need to have their houses in order.

It is unlikely that you would reconvene at these progress meetings everyone who attended the kick off meeting. The logistics are just too cumbersome. Unless the campaign leadership is an especially large group, the ideal progress meeting consists of the campaign chair, divisional chairs, team captains, the organization’s development person, and the development consultant, if one is being used. In really large campaigns or in ones where some divisions have a great many teams, it may be better to have the division chairs meet independently with their team captains rather than include so many participants in an overall meeting.

A couple of days before a meeting, team captains should submit written campaign tracking and progress reports to the division chairs. Then the day before a meeting, the division chairs consolidate those reports and turn them over to the campaign chair. 

Conducting The Meeting

The first item on the agenda of a progress meeting is an update from the campaign chair based on the reports she or he has received from the division chairs. This update details how much money has been raised and reports on major gifts. Next follows an assessment of the campaign’s progress—the real business of the meeting. How does the money raised stack up against what was expected from the donors? How many donors have given less than their rated level—and how much less? Which past donors expected to give to this campaign have been lost altogether? After adding the dollars raised so far to the amount projected to be received from the remaining prospects, how much money will the campaign raise? Will the goal be achieved? A written report of the foregoing should be passed out to all following the meeting.

The campaign chair’s written report on overall and divisional progress should also be sent to campaign participants who did not attend a progress meeting, including solicitors. I find that a campaign newsletter or email report is the best vehicle for distributing information for the duration of the campaign. At the very least, these communications should be published shortly after each progress meeting. Special editions are a great way to announce major gifts and events. A campaign newsletter or an email report is not the New York Times. Keep it simple, on a timely basis. A single sheet printed on two sides is fine, and the less one must scroll down an email, the better. If you have more news, adding more maybe necessary. Be sure to get these reports into the volunteers’ hands. They need to know that campaign management is on top of things and that progress is being made.

The Best Meeting “Climate”

To me, most important aspect of such campaign progress meetings is to know that substance is what really counts. Time is short. You have busy people who want to hear what is what, and not very much else. Full disclosure, just the facts, and results they can understand. Not a grim and tight lipped approach, to be sure, but they come for “business,” and that is what they should get. On the other hand, too much of a “health and happiness” atmosphere can obscure the facts of the progress (or lack), regarding how the campaign is coming along.

There are two things that you do not want to do at a progress meeting. Do not create a competitive atmosphere among divisions and among teams within a division. The campaign succeeds when every division, team, and solicitor succeeds. People should be invested in the campaign, not in their particular team or division. You should also avoid calling attention publicly to a person’s failure to perform. Remember, these are volunteers. Just as we would not shame a prospective donor for failing to meet our expectations, we should not humiliate a volunteer whose efforts have fallen short.

You want volunteers leaving a progress meeting with a clear understanding of where the campaign stands and a renewed commitment to get the job done. If the campaign is on track, getting that commitment isn’t hard. But if the money booked to date added to the unreported gifts total ends up somewhere south of the goal, then it’s time for reassessment and adjustment. 

To learn more about how FundRaiser can help with your Reports

Register for a free tour of the software 

 

Managing & Reporting on Fund-Raising Campaign Prog...
A Pledge or a Promise?

Related Posts

Wait a minute, while we are rendering the calendar
reports gift entry campaign management holiday letters features capital campaign donor profile banquet holiday giving levels operational costs tax summary letters office volunteers new donors donor targeting small donations training communications planning welcome packet Cloud letter National Change of Address social media online donations Personalizing annual campaign the Ask password protection vacation add ons change of address updating Constant Contact personalizing letters FundRaiser Spark entering auction gifts new version grants foundations nonprofit fundraising look and feel pictures membership benefits event management government grants donor source advanced tab In-Kind gifts gift notes field raffle Facebook campaign donor loyalty Volunteer module correspondance new nonprofit publicity materials importing csv GoFundMe project Crowdfunding Campaign planned giving SYBUNTS in honor of donations GivingTuesday fundraising upgrade animal rescue phoning donors Excel Reminders major donors tribute gifts premiums texting donors recurring gifts community broadcasting volunteering giving history donor attrition major gift prospects accounting software holiday giving increasing giving amounts backing up data appeal letters legacy giving direct mail monthly giving memorial giving Tickles endowment campaign follow up Thank You #GivingTuesday NCOA processing FundRaiser Hosted operating systems community supported gardens corporate sponsors merge notes case study overview updates donor advised funds disaster relief Company culture online donations understanding giving trends data entry adding personal notes to letters technical support how to handle auction gifts pledges Resiliency donor preferences general salutation PayPal donor attrition rate campaign Donor Portal new features segmenting donors happiness fundraising letters alumni product news motivation code repeat donors targeted mailings spare fields custom page Congratulations moves management building donor relationships motivation on site training donor recognition mode code lapsed donor data analysis letter templates thank you letters transparency correspondence membership programs development director membersip benefits upgrading donors relationship tracking Alternative Addresses donor retention rate ROI community arts nonprofits customer service donation history training tip charity golf tournaments prospects word processor End of Year Letters Thanksgiving merge fields donor contact information donor slip gift acceptance policy auction solicitors role of nonprofits arts LYBUNTS brick campaign Facebook tech tip budget ticket sales grassroots campaign Codes user spotlights data conversion board members security Importing Data flash sales Network for Good user interface how-to videos donor Snow Birds Groupings Task List annual maintenance plan Reporting to IRS support ticketsales mission driven large donations announcements mailing New Year FundRaiser Basic spreadsheets customer portal anonymous donors appeal new leadership

Connect With Us

  800-880-3454 ext 3
  Email Us
  Request More Information
  Monday-Friday
      8:30AM-5:30PM CST

Customer Portal Login Form

User Name:
Password:

If you are not sure about your Customer User Name, please call 800-543-4131 and we will be able to help you.

Or you have lost your password, Request Password