Activity Tracking Reports and Goal Setting

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Barbara Van Handel
Barbara Van Handel ✭
Tenth Anniversary Facilitator 1 Photogenic
in Blackbaud Raiser's Edge NXT®: General Discussion
Would anyone share how they report on the activities of your development/fundraising staff and what goals are set for these activities?  We have a weekly report with set minimum goals for contacts which is defined as Scheduled Visits, Cold Calls, Phone Call, Left Message, Email, Planned Giving Discussion, Rawhide Visit, Professional Advisor Contact and Public Relations. More emphasis is placed on Scheduled Visits and Rawhide Visits(which are visits to our main location. I do weekly, monthly, quarterly and annual summaries of these.  The weekly reports includes the notes entered.



Does anyone do this or something else that attempts to quantify the activities leading to donations?
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  • Stephanie Ulmer
    Stephanie Ulmer ✭
    Ancient Membership Facilitator 2 Photogenic
    We do something very simliar. We use the actions tab to track this acitivity, specifically the notes tab of actions. We have Note types set up to capture emails, phone calls and letters that are sent to secure visits with donors. Each attempt receives a different note pad.



    To track the visits, we distinguish between campus visits, individuals visits and event visits. Our definitions of campus visits include the gift officer meeting with the prospect, but then also arranging a speaking engagement or meetings with others throughout campus. Event visits are defined by "quick, short" conversations held with a prospect, usually at an event where it is categorized more as stewardship than anything.



    Using the action and notes feature allows us to utilize a series of queries to help track this activity fairly easily. We look at it monthly.



    Hope this information helps.



    Steph
  • Rachel Slager 2
    Rachel Slager 2 ✭
    Tenth Anniversary Facilitator 2 Photogenic
    We have two action types, one for engagement to track meaningful conversations that happened at events, school visits, or from one alumni to another.  The other type is a solicitor action to track any major move from qualifying them as a major donor, meetings, and asking for gifts.  The action notes can be numerous in leading to a meeting.  In both cases we have an action notetype for Debrief.  Everyone has been trained that a debrief is a meeting which took place, was significant.  There is a load default for this to ensure everyone uses a template for the debrief and answers certain questions.

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