Get Back To Basics to Forge
Volunteer/Staff Partnerships
That Make a Successful Campaign

Your plans are set to implement a major gifts or capital campaign. Your case is updated and strong. You’ve done the research regarding prospects, the community, and you’ve recruited a top-notch committee. You are ready to begin.

What are the keys to implementing a successful campaign?
Even though the individuals you have recruited are professionals and are at the top of their profession, to ensure a strong volunteer/staff partnership you need to start with the basics.

First, conduct an Orientation that will give each member of your campaign committee an overview of your organization, your case for support, a clear idea of what’s expected of him or her, a schedule for reporting progress, and a timetable for the campaign. This is your organization’s opportunity to shine. The energy and detail that you put into this meeting will pay off many times over, so spend the time to make this meeting effective.

Case for Support: Draw on the stories of the people who have benefited from your organization. Ask a recipient to share their story and how your organization has made a difference in their life. Major donors give to save lives and change lives, so here’s your opportunity to share your story for inspiration.

Your volunteer job description should be clear and succinct. Outline five to seven responsibilities you want them to complete. More than that is overwhelming. Focus on what is important to the campaign.

Your timetable and reporting requirements should be realistic. Include all progress report and meeting dates. A growing trend is to have fewer meetings and regular report dates. Many times you can communicate effectively through regular updates to top-level volunteers, and they will appreciate the fact that their time is not tied up in meetings. Encourage them to spend their time with people in the community for your cause, rather than in a meeting.

This is the time for each committee member to make their own gift to the campaign. They should be solicited by the committee chairman or one of their peers on the “Inner Family” solicitation committee. Everyone who solicits should make his or her own gift. Otherwise, their participation is not effective and your campaign will be affected.

Consider when to hold your meetings. Many times, a breakfast meeting is best. You will have better attendance if you get on a busy person’s schedule early in the day. Also, busy people expect to start and end on time. A 90-minute meeting is the maximum; 75 minutes is better.

Allow sufficient time for the committee to review a list of prospects and volunteer for assignments. This is the most important part of the meeting. The Chairman or lead development staff person will need to keep the group on track, or the conversation will drift. As assignments are made, take detailed notes. At the end of the meeting, read the assignments to ensure all the volunteers are on the same page.

On the same day of the meeting, mail or e-mail detailed action items from the meeting. This will create a sense of urgency and show the campaign volunteers the importance of their involvement and raising money.

Set a personal meeting with committee members who were not able to attend as soon as possible to review the meeting outcomes of the meeting and allow them to take their own assignments. Ensure all volunteers are aware of the additions with your next communication.

Send committee volunteers weekly updates via e-mail or FAX. This will keep the goal and each person’s accomplishments visible. Include the overall goal, the specific targets for the phase you are working on and the actual amount reached to date. This will motivate the competitive individuals. Highlight successes! Announce big accomplishments! Offer kudos to members who are doing a good job! Momentum in a campaign is contagious! People like to be part of a winning campaign.

It is important to make weekly phone calls to follow up with volunteers to learn their progress and offer assistance. When they know you will be calling, it keeps them focused and on target. When you are in constant contact, a sense of importance will be relayed that you are counting on their work and you are available to help where needed. Possibly most important, you will know when any problems arise. The earlier you know, the more likely you are to be able to solve them. Remain visible!

Once you reach your goal, remember to celebrate the hard work of those involved. Recognize the donors who supported the campaign and the volunteers who worked to help make it a success. Highlight how the dollars will be used and any activity that may already have occurred. This also provides another opportunity to highlight an individual who has benefited from your organization.

Thank all donors and volunteers in writing. The celebration is important, but make sure that each volunteer who worked and every person who gave receives a written thank you. They should also be added to lists to be included in future cultivation activities that your organization conducts. Keep campaign donors informed of how their money is being used and move them to be an annual donor!

Training and motivating volunteers is an essential part of any successful fundraising effort. To learn how you can benefit from volunteer training through Jeffrey Byrne & Associates, Inc., call us at 1-800-222-9233 or visit us at www.jeffreybyrneandassociates.com