Attributes for tracking meetings

Jennifer Menon 2

We are in the process of improving how we track our prospect engagements. I was wondering if anyone has anything set up in action attributes for tracking how a meeting went. The solicitors put notes in the action notes field itself but I was thinking about a quick way to determine when they need follow-up and how often. I was thinking of some kind of easy word or a few words or maybe a number that would identify what needs to happen with that person based on what happened at the meeting. Thanks for any information that you can provide on how you do this. 

Jason Preston

Hi Jennifer,

Have you explored using Interactions for tracking prospect engagements?

 

Jennifer Menon 2

Jason,

I am not familiar with that at all. I have only been doing this job for 2 years and have had very limited training. I would love to hear more about this. Can you tell me where I can find more information? Thanks!

Jennifer

Jason Preston

Check out https://www.blackbaud.com/files/support/helpfiles/altru/help/content/crmpendingcompletedinteractions.html?tocpath=Overview%7CConstituent%20Records%7CConstituent%20Records%7CDocumentation%20and%20Interactions%7CInteraction%20Information%7CInteractions%7C_____0


There is some great info here.


I have also set up Queries for the team that should 1-what was done last week (or some other time frame) and 2-what needs to be done (expected date on Interaction). 


I'm assuming you have full committed from everyone to do this? I have found that without everyone (CEO, VPs...everyone) buying into "Why" you are tracking and planning meetings with dates....your efforts setting this up will go wasted.  One other item is to have your team members complete their own 'Interactions".  This is another great training opportunity with your team. 

Jennifer Menon 2

Jason,

I don't see an interactions tab in my RE set-up. Is that something extra that you have to pay for? We are currently just tracking this in actions. Thanks for the quick response and helpful information!

Jennifer

Jason Preston

My bad...I assumed you were using Altru.


I have not used Raiser's Edge. Sorry. 

Aldera Chisholm 2

Hi Jennifer,

I've seen this done a few different ways - my current favourite is action type called "next step" and as soon as a meeting happens that needs follow-up, they enter their action as usual, but then immediately enter a pending action with the Action Type of "Next Step" to capture the needed follow up. It usually has just basic info, but it's a quick and easy way to ensure those constituents don't get lost in the shuffle. It is a couple of extra steps, but I set up a default template so it's very easy to enter it in.


How would you want to report on these actions would be my question - would you be pulling a list and seeing what is coming up based on that search criteria? If so, then really, any field you like (such as an attribute) could work, depending on exactly how much information you need to capture. The only trick then is that it needs to be added to someones workflow to remember to report on it regularly.


If you go the attribute path, then I'd just recommend keeping it simple. The more complex the combinations, the more challenging it becomes for upkeep. (Eg if you have many attribute categories.) If all you need is something to quickly tag all actions that need a second look for some reason, you could use the status. So instead of "Completed" (Or whatever you use) the Status could be "Needs Review" or similar. Again, it would just give you a easy way to pull a list and then the notes themselves would contain the needed info.


That's why I like the next action method - it's more work during the actual entry, but less work to search for them later, and fundraisers will just see them in their regular workflow rather than adding another report into the mix. Then when the fundraiser does the next step, it's just updating that step which ends up being easier than entering a new step. So it works out nicely in the end.


I'm essentially lazy so I try to find the easiest way to do everything, even if it's more work to set up.


Happy to brainstorm on this if you want!


Cheers

Ali


 

Jennifer Menon 2

Ali,

Thank you!!! I like this idea of next step as well. Do you select Task/Other as the Category? I am in RE so I am limited on what I get to choose from. I could see making Action Type Next Step the creating attributes for specific next steps, like email. phone call, etc with an auto remind date. I just came up with this concept on my own and I was going to present it to my co-workers on Monday at our team meeting. I want to make the best use of the system and help make their jobs as easy as possible. I really appreciate your insight!!!

Jennifer

Daniel R. Snyder

Jennifer, 


I think Ali has some great suggestions. The only thing I would add is that under Tools>User Options>Records you can set it up so that once an action is marked as completed and saved a pop up appears that asks if you want to add a follow-up action. That way if no follow-up is needed the user and just hit no and move on or hit yes and then follow Ali's suggestions.


Also, you might get some more responses in the Raiser's Edge specific community. Crystal Bruce‍ could you move this to the RE community?

Aldera Chisholm 2

Hi Jennifer, 

Yes, I use Task/Other as well.  Personally, I tend not to use the attributes, we just put in the notepad what we want to do next. Attached a few screen shots. The reason I use the notepad, and skip the attributes tab, is I like my team to be able to see all the details on a quick glance from the constituent record. But that is 100% just my preference, as I find attributes a bit annoying to report and query on.


I also like to build a default action so I can enter it really easily from the "Load Defaults" tab on the Action.

I would like to second Dan's comment - yes, yes, yes, this is very helpful to do. 

Crystal Bruce

Discussion moved to Raiser's Edge forums. Thanks!