[APRA-NW] Virtual Roundtable for January: Relationship Management

Cecilia A Hogan chogan at pugetsound.edu
Wed Jan 8 17:05:13 PST 2014


In our freedom to assign local names as we wish (about one-half of each portfolio), with portfolio balancing in mind, we definitely pick fundraiser/prospect matches by personality, life stage, wealth background, family structure, and other factors. We are fortunate in our small fundraiser group to have a nice variety of staff characteristics to consider when assigning prospects. We aren't eHarmony or anything, but it is another part of the equation for shooting for successful prospect/fundraiser matches. We are not measuring the success of our picks in any deliberate way though.

On a related topic, we have two cultivation stages that I particularly like - "Stalled, Ambivalent" and "Stalled, Angry." Just think of all the prospects who get dropped when they exhibit those characteristics! In our world, a review of prospects in these stages might prompt reassignment with the idea that another fundraiser could be more successful with a reticent or unhappy prospect.

Cecilia Hogan | Director
University Relations Research

1500 N. Warner St. #1085
Tacoma, WA 98416-1085
253.879.3469 | Twitter @CeciliaHogan

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From: apra-nw-bounces at mailman2.u.washington.edu [mailto:apra-nw-bounces at mailman2.u.washington.edu] On Behalf Of Faulhaber, Christina
Sent: Wednesday, January 08, 2014 4:53 PM
To: Amanda Jarman
Cc: apra-nw at u.washington.edu
Subject: RE: [APRA-NW] Virtual Roundtable for January: Relationship Management

Oh yes, I'd be interested too in knowing if anyone has experimented that way. Again since we are a small shop we have assigned qualification names based on fundraiser personality, some do better with conservative Catholics than others for instance.
And such an interesting challenge for OHSU.

From: apra-nw-bounces at mailman2.u.washington.edu<mailto:apra-nw-bounces at mailman2.u.washington.edu> [mailto:apra-nw-bounces at mailman2.u.washington.edu] On Behalf Of Amanda Jarman
Sent: Wednesday, January 08, 2014 4:47 PM
To: Jessica S. Balsam
Cc: apra-nw at u.washington.edu<mailto:apra-nw at u.washington.edu>
Subject: Re: [APRA-NW] Virtual Roundtable for January: Relationship Management

Hey all,

I would be curious to hear if anyone is assigning fundraisers to portfolios based on anything other than region, school/unit/program, and/or capacity. Josh Birkholz has some fascinating ideas around assigning fundraisers by prospect demographic, e.g. Fundraiser A does well with young entrepreneurs, Fundraiser B does well with retirees, etc. I was never in a shop where that was feasible, mostly due to organizational structures. I am dying to hear if anyone out there has had a chance to experiment with this model.

I am also curious to hear folks' thoughts on appropriate length of stages/how long to keep folks in portfolios. I like what Cecilia had to say about "too rich to quit," and at the same time, am also wondering if any shops are trying to shorten cultivation periods (OHSU, I'm lookin' at you with that challenge gift!) A few years ago, I saw a presenter from Virginia Mason talk about their implementation of kaizen/lean methodologies, which led them to shorten their cultivation stage to something like 7 months (!) if I am remembering correctly.


On Wed, Jan 8, 2014 at 11:23 AM, Jessica S. Balsam <jbalsam at uw.edu<mailto:jbalsam at uw.edu>> wrote:
Hi everyone!

We're just a few days away from screening a Relationship Management webinar in Seattle<http://apra-nw.org/Default.aspx?pageId=1092815&eventId=817696&EventViewMode=EventDetails>; it will be shown in Corvallis<http://apra-nw.org/Default.aspx?pageId=1092815&eventId=817702&EventViewMode=EventDetails> on Monday and in Portland<http://apra-nw.org/Default.aspx?pageId=1092815&eventId=815088&EventViewMode=EventDetails> on February 10th. So let's chat about relationship management, shall we? I'll start us off with a few questions, but please jump in with your own. Don't forget to reply-all to the listserv.

Here's a few questions to get us started. Please share your answers to one or all!

1) What's the average portfolio size at your organization? Here at UW we made a major effort to reduce portfolio size and increase focus on higher-level prospects in summer 2011. Now that we're two years in, we have an average portfolio size of 150 prospects (our prospects are householded and grouped with their family foundations). If we take out all our assistant-level fundraisers (who are focused on lower-level gifts), the average drops to 110. I wish it were even lower, but it's a big improvement over the 200 and 300-prospect portfolios we used to have. And this leads into my next question...

2) How do fundraisers' portfolios get populated? Here at UW, we have a strong culture of letting the fundraiser choose who goes into their portfolio (and who comes out). This is one way we carry out our open cultivation policy, where any prospect can be cultivated by any fundraiser. So we have all sorts of methods to encourage them to focus on the best prospects. I can extrapolate if people are interested.

3) How do you keep portfolios up to date? Here at UW we meet quarterly with each fundraiser to go over their portfolio and proposals. A researcher and a relationship management person (both from our team) go to the fundraiser's office and meet with them for 30 minutes, collect updates, and then do the data entry or research when they get back to their desks. This is a major undertaking for our 150+ fundraisers; it takes about 5 weeks every quarter to get through all of them (with our staff of 4 FTE relationship management folks). But we find that it's a great chance for us to remind them about policies and tease out missing information that we wouldn't otherwise get. The fundraisers tell us that it's a super valuable reminder of where they need to focus in the coming quarter.

What else is bugging you about relationship management/prospect management/tracking or whatever you call it at your organization? How to track the performance of corporate/foundation fundraisers? Planned gifts? How to get people to file contact reports? Ask away!


Jessica Balsam, President, APRA-NW
Associate Director, Relationship Management
University of Washington Advancement

APRA-NW mailing list
APRA-NW at u.washington.edu<mailto:APRA-NW at u.washington.edu>

Amanda Jarman
Fundraising Nerd

amanda at amandajarman.net<mailto:amanda at amandajarman.net>


Get helpful data and technology tips and news in your inbox by subscribing to Fundraising Nerd's monthly e-newsletter at amandajarman.net/subscribe<http://eepurl.com/F4qwr>.<http://.>

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