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Beyond the Thank You Letter

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We all have some way of thanking our donors formally for gifts to our organizations. It might be an email or a postal letter. But then what? Are you done? Not if you want that donor to make the next gift.

Gillian Cole-Andrews recently shared ideas for making an annual calendar for continuing to engage your donors.

  • January. No one wants to give money in January. Send a “pre-tax letter” that thanks the donor for gifts made during the year, with a total figure of what was given.
  • February. This is the “lybunt” and “sybunt” month. That means you will write to your donors who gave to you last year but not this year, and those who gave to you some year but not this year. Write and thank them.
  • March. It’s “tour month.” Find a way to bring significant donors to see what you do, whatever it is.
  • April. Event month. Well, according to your organization’s calendar it might be a different month, but take advantage of whatever annual event you do to engage your donors in ways that reinforce their understanding of your mission and your work. If you have a big party, make it mean something in terms of what you do.
  • May. This can be your “annual appeal” in contrast to your end-of-year appeal.
  • June, July , August. Can you celebrate an anniversary? Of your organization’s existence? Of a program?
  • October. Send your impact report. Remind people that you exist and what you do and accomplish.
  • November. Tie a solicitation to something happening this month. Thanksgiving? Susan B. Anthony? Military Family Month?
  • December. This is your end-of-year annual appeal.

Certainly you can juggle some of these around or substitute different activities. The point is to create a annual plan for yourself to make donor appreciation and cultivation manageable.

For further reading:

Contracting for Fundraising

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We recently had the question at Spokes, “What are the pros and cons of using independent contractors for fundraising and basing their fee on the amount of money raised?” Good question!

The answer? Well, when done correctly, it is legal, but there are lots of steps that must be taken. In addition, there are ethical and practical issues that you really need to consider before taking this route. If you or your board is considering this approach, Spokes recommends you carefully review the following references, in order.

Compensating Nonprofit Fundraisers – this is a good overview that gives pros and cons.

Professional Fundraising Consultants and Grantwriters  – Pay particular attention to the section, “Did you know?”

California Attorney General’s Guide for Charities – California is a state that does require both the fundraising professional or company to be registered and the charity/nonprofit to follow specific procedures as to contracting, etc. See Chapter 9 beginning page 68.

AB5 issue. – Finally, be aware that California now has very stringent rules with regard to employees versus independent contractors. Basically, a person is an employee unless “proven otherwise.” There is a list of exceptions that includes “grant writer” but not fundraising consultants.

Post-Pandemic Fundraising

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As we watch the world slowly return to a new normal after a global crisis, it’s important to assess which fundraising strategies we have used during the pandemic are worthwhile to continue. Traditional and long-standing fundraising plans have been replaced with more flexible and innovative ideas. Some nonprofits enjoy and find value in online fundraising while others anxiously await in-person events. 

Did the pandemic strengthen or strain your organization’s online presence? No matter how your nonprofit decides to fundraise post-pandemic, here are five resources that may offer ideas and guidance. 

The European Fundraising Association surveyed over 800 charitable organizations on the skills they have relied on to persevere during the pandemic and reported that digital fundraising capabilities and strategic financial planning are two of the most crucial skills to maintain in a post-pandemic world. 

The Chronicle of Philanthropy covers what fundraisers hope will stick post-pandemic, which could mean changing the traditional rules of fundraising and relying on donor trust to fundraise for unknown potential and possibilities. 

NonProfit Pro provides examples of innovative uses of online fundraising and how they can remain useful post-pandemic. Volunteers of America Illinois utilizes Facebook for donor acquisition, United Service Organization conducts virtual fireside chats to connect with donors, and the Boys & Girls Club of America has begun to evolve their fundraising messaging to be more strength and equity based. 

Nonprofit Tech for Good lists fundraising trends which resulted from the pandemic such as virtual events, recurring giving, strong connections with other organizations, and more. 

AFP outlines fundraising planning in 2021 and preparing for a new era with suggestions such as holding hybrid in-person and online events, re-examining your donor database, and remaining intentional about increasing diversity in all aspects of your nonprofit. 

Grant Writing Basics

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With billions of dollars given away through grants each year, it’s no wonder nonprofits often rely on them as major components of their annual funding. Grants are an excellent way to fundraise for your organization—however, the process can be intimidating. 

Grant writing is the process of requesting funding provided by a private, corporate, or government grant maker. Grant seeking can be competitive, which is why it is important for grant writers to write clear, logical, and tailored proposals. 

The Writing Center at University of Wisconsin-Madison examines the basics of planning and writing a grant proposal. 

One way to begin is to obtain background information on your potential funder. What are their goals and values? How does your nonprofit align with them? This way you can adapt your proposal to further persuade your potential funder. Make sure to review the grant’s expectations to make sure your organization meets the requirements and follows the instructions. 

To establish credibility, present your organization as knowledgeable, capable, and forward thinking. Reference past accomplishments where appropriate. Outline your information knowledgeably and concisely—don’t be afraid to be direct! 

Once you are ready to start writing your proposal, review the main elements generally included in one: 

  • Short overview/abstract summary: Present the most important elements of your proposal—such as an introduction of your organization, your purpose or goal, expected outcome, and how you will measure your success. It may be best to complete this last, as it is an abbreviated version of your proposal. 
  • Statement of need: Establish value in your project by explaining the problem it will respond to. Include data if necessary. 
  • Description of project/strategies and tactics: Describe your project’s goals, expected outcomes, methods to achieve these outcomes, and the timeline for your project. 
  • Budget: Through tables and figures, clarify what you are asking for with justifications of costs. 

Other sections may be required. For nonprofits, funders may ask for organizational qualifications in which you would describe the nature, mission, and function of your organization. 

For more grant writing tips: 

Candid’s free introductory training on proposal writing

The Modern Nonprofit’s Essential Grant Writing Tips 

Grants Plus’ Nonprofit Grant Writing

Digital Transformation for Nonprofits: It’s not just about online fundraising events.

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Quick show of hands: how many of you had never used Zoom or GoToMeeting before the Covid-19 pandemic?

Now, how many of you have come to rely on virtual meetings to connect with friends, family or colleagues weekly?

Virtual meetings are so easy and inexpensive to attend and have become so second-nature that many of us will continue to rely on them for years to come, long after the coronavirus pandemic is far behind us.

Right now, businesses – profit and nonprofit alike – are undergoing dramatic digital transformations and many of those changes (e.g. virtual board meetings) will most likely become new operational norms. At Spokes, we know our nonprofit members are feeling pressure to quickly to find new ways to raise funds online, work remotely, safely train volunteers and check in on their clients virtually. So, we’d like to offer a few tips to help guide your process.

Classy.org, a company that offers an online fundraising software for nonprofits, recently published a very helpful blog article on this subject titled “3 Secrets to a Successful Nonprofit Digital Transformation”. Below are a few other questions to ask your staff and board as you decide how and where to start your nonprofit’s digital transformation:

What’s not working?

What basic operations in your organization need to be re-worked in light of social distancing requirements? What activities or programs are stalled but must continue and, therefore, become digitized? What are similar nonprofits doing well digitally that your organization is not doing?

What has worked well in the past?

Take an inventory of all the meetings, events or programs your organization has conducted digitally to date. Which were most successful? Who participated? Are there common denominators among your successful digital events? If so, focus on building on those commonalities and successes first.

What is your primary audience? How does that audience use technology?

Your nonprofit organization may have more than one key audience and each audience may have different comfort levels with technology – both what tools it likes to use and for which activities. Be careful not to build a digital strategy that leaves your most committed or important stakeholders behind.

What is your nonprofit’s long-term vision?

Things will get better. There will be a Covid-19 vaccine someday. Don’t waste time and energy trying to solve short-term problems when defining your larger digital strategy. Focus on creating digital systems and solutions that will consistently move your organization towards your long-term goals. For example, instead of creating a new virtual fundraising event, put more energy into finding new ways to consistently and meaningfully connect with donors through technology. Event attendees come and go, but strong donor relationships will help to carry your organization’s mission year after year. How can you use technology to enhance your donor stewardship efforts?

One Step at a Time

Your nonprofit’s digital transformation will require both internal and external behavioral changes. To be successful, you will need a considered and well-defined plan and lots patience for the people you are asking to make the changes required. Contact Spokes if you need consulting or other resources to help you in your process and remember to measure your success in progress, not perfection. You may even eventually find yourself wondering why you ever bothered to drive and attend a board meeting in person.

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