Date post: | 20-Dec-2015 |
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Caltech Alumni Fund Training
Goals Contacting alumni Informing alumni about Caltech (this is not
redundant!) Just getting a response … Raising money
Chairmen Training
(Callers: optional 5 minute break because some of this will not apply to your activities)
Typical Duties
Here is a list of your prospects
Recruit some callers
Distribute prospects to callers
Raise funds
Strategy
Plan ahead first
Create a complete list of your candidatesTHAT YOU CAN EDIT I prefer a printed copy Other options:
• Spreadsheet
• Word processing
• Database
(These will be shown in a few minutes)
Strategy (continued)
Scan the entire list:
Categorize the alumni Previous donations Activities while a student Alumni you knew personally Time zone Other
• Regularity of donations
• Current occupation if known
• etc.
Strategy (continued)
Notate the categorizations Check marks / dashes / underlining Numerical Color coding Indenting Bolding Index cards?
Available Data
PDF file of the alumni
Excel list of alumni
Online system – if available (VOLT – volunteer online tool)
Strategy (continued)
Don't bite off too much!
Make it easy for yourself
Pick the top 5 (or fewer) of the best prospects that might help you make your calls Regular donations Lots of activities Someone you know...
Try to Find Callers
(Making the calls will be discussed soon)
Start with your top 5 prospects
If you get one caller per session, that is great
Don't forget to ask for a donation if a person does not want to be a caller
Assign Prospects to Callers
Same house (undergrads)
Same year and option (grads)
Mostly prospects who previously donated with some nondonors
Ask callers how many prospects they will accept (suggest 5-10)
Monitor progress
Contact callers regularly
Review weekly reports from fund office(contact callers whose prospects have not donated)
Keep a diary
I recommend doing this on your master list
Keep track of who you called
Keep track of your results (agreed to be a caller, refused, etc.)
Keep track of messages, busy signals,sent email …
Keep a separate calendar to remind you who to call when...
Don't get frustrated (getting through to people is hard these days)
Chairmen summary
Make a master list of prospects
Categorize and notate the list
Pick only a few to call per session
Find callers (and ask for donations)
Monitor progress & contact callers
Keep a diary to keep track of messages and who you called
The BIGGEST Problem
INERTIA(You usually find to do something else to do)
INERTIA(You usually find to do something else to do)
Second biggest problem:answering machines (more about that later)
Introduction
This part is not so bad:
Callers will have a short list of people to call
Chairmen have already prepared their short list of best prospects
Therefore, calling the short list will not take too much time!
Make the Calls
The first call is the hardest An errand still has to be done It is close to your favorite TV show Something needs to be done around the house
JUST DO IT It becomes more fun when you call people you
know One call flows to another call
Call strategy
Call a good friend first
I recommend that you call as a friend and NOT say “I'm calling for the Alumni Fund” (most people hate solicitation calls)
If lists are created properly, you will be calling a friend most of the time and it is fun to catch up on old times
At the END of the call, then ask about donating (or becoming a caller)
Call strategy (continued)
Tell Techers about the impact of alumni gifts (information from this conference)
If they have previously donated, thank them, and ask if they are willing donate again
Don't ask for a specific amount
If they say no, ask for a token amount (since some corporations look at percentages of alumni donations regardless of the amounts)
Keep a diary (part 2)
Write down dates, messages, emails
Write down responses: donated, refused, pledged, etc
This prevents ‘oops’ calls where the prospect says, “but you just called me last week.”
Frustration training
You will usually get an answering machine
Polite persistence is a virtue
Leave messages. Speak slowly and clearly. Leave your name and contact information.
Try different times (weekends, weeknights, last resort: work)
Switch from phone to Email or vice-versa
Accepting a donation
Caltech website: www.caltech.edu(and follow the alumni and friends link to the Alumni Fund):
https://irsecure.caltech.edu.onlinegift/giving_step1.php
Accept a phone donation Credit card number & expiration date 3 digit number usually from back of card Name on card DO NOT EMAIL THIS INFORMATION. For the
sake of security, call it into the fund office.
Accepting a donation(continued)
If the person wants to donate on paper, contact Amanda at (626) 395-3843 or [email protected] with their name and a pledge card will be sent This option is usually necessary for those
prospects who can double the donation through their employer’s matching gift program
Verify all of their contact information (some people move frequently)
Do's and Don'ts
Suggested calling hours 7-10 pm on weekdays (verify timezone!!!) Weekends: 9-12 am, 1-6 pm, 7-10 pm
(not during meal times)
Holidays are ok within reason Thanksgiving weekend is ok, not Thanksgiving day, etc.
Do have fun calling old friends
Don't call at work unless there is no home phone number
Don't email credit card information
Dave's thing
I offered an incentive to my classmates who wavered about donating
Reunion CD with pictures, memoirs, Glee Club recordings, etc Mailing cost ($1.90) was more than production
cost (about 50 cents plus my time) My expenses are also a donation
MANY additional donations received
Caller summary
Make the first call Call as a friend Ask for a donation at the end of the call Keep a diary Donation: website, credit card, paper pledge Verify contact information Call at reasonable hours Don't email credit card information Consider personal incentives