I was recently asked by a client if there were a few simple things I could recommend that would help them re-energize their prospect management system – even if it meant they had to do something scary and daring. Sometimes just making a change of any kind can be daring, but we usually only regret the things we don’t do in life, not the things we try to do to improve things. I hope these 3 ideas give you something to dare to do in the new year!

The Conundrum: strategy paralysis

My client had a lot of prospects that were in the discovery stage – those still to be met for the first time. It was a great problem to have, but it was creating systemic paralysis – who should they see first?

The Solution: un-frieze the system

Each of these new prospects was not equal in his or her capacity to give or in their feelings of affinity to the organization. Leadership was shy of doing an electronic screening because the last one had just sat on the shelf and so they felt it was a waste of money. We helped our client re-screen the group and verified the results for them. Together we set up a rating system and  ranked each of the new prospects. The fundraisers could then start from the top and work their way down the list.

The Conundrum: cultivating overly fertile fields

In addition to all of those great newly-ranked prospects, there were prospects who had been in our client’s relationship management system for at least 2 years with no forward progress. These constituents were being invited to dinners, lunches, and other events but they had not converted as major donors. Leadership was starting to ask the chief fundraiser questions about justifying the expense of all of these activities.

The Solution: some fields just need to lay fallow for awhile

Although changing out portfolios is hard, we can’t keep cultivating people forever, especially if there are higher-rated prospects waiting in the discovery stage. We recommended that our client switch any prospects who had been in the system for over 2 years without progress to a new prospect manager for 6 months to see if someone else would have better luck. If there was still no forward progress, these non-donors needed to be moved out of the major donor portfolios to make way for better prospects.

A larger organization might be able to move these prospects into actively-cultivated annual fund officer portfolios.

The Conundrum: moving targets

As we looked deeper in our client’s relationship management system, they asked for an idea of how many cultivation moves each fundraiser should realistically be expected to do per month.

The Solution: targeting moves

Since this was a relatively young program, we suggested a goal of 2 completed moves per day. Each month, fundraisers would have a result of 40 moves, and should be able to have at least one meaningful contact with everyone in their portfolio every quarter. The result would be 480 great moves per fundraiser for the year.

To recap, three quick and daring solutions to improve your prospect management system:

1. Prioritize and make a plan to involve the best brand-new prospects
2. Keep the pipeline filled with people who want to be there
3. Set a daily goal for prospect moves and watch annual totals beat expectations