Hi all,
I am trying to re-assess if a change to our Plan Steps may prove more effective and help our metrics be more useful as well. I am wondering if anyone feels comfortable sharing what they've done at their institution for Step Types on Plans and how it informs your reports and best practices. Thanks in advance, Javi.
Hello! Here's what our step types are at the BSO. They're created for the purpose of reporting, and people are told that they are measured on the first four, and the other step types serve either their own processes (thus Communication is super broad) or a very specific report driven process (like queuing a discussion or benefits fulfillment). Some values which might seem off usually came out of discussions with our giving officers about what they wanted to see, and it costs us nothing to put that value in there :)
The steps that are used in Planning Management Evaluation and portfolio analytics are:
Discovery Visit
a visit meant to qualify whether a donor has potential to be a major gift officer
Briefing Visit
a specific type or discussion that prepares a donor for a solicitation
Ask Visit
an ask where a proposal is made or negotiated. Generally one ask visit per plan.
Proposal
a giving agreement, or an application are submitted (each iteration a step)
All other step types available exist to serve the giving officers’ portfolio management needs, and will provide helpful information during portfolio reviews.
Communication
emails, phone calls, letters, incidental conversation etc. serving the purpose of cultivation or stewardship, without an ask or invitation attached
Benefits Fulfillment
fulfilling specific benefits that have been promised with the gift (example: concert dedication). Used in sponsorship activation processes.
Private Gathering
Attendance at a private house party or champagne toast. Not used for membership events or other general Symphony events. “Call notes” for the gathering go here.
Invitation
personal invitation to a private event. Formal paper or email invites that are sent en masse are tracked in Activities.
Reporting
Reporting fulfilling reporting needs, usually of grants, sponsorships or endowment
Research
Background research, wealth screening, or report written
Cultivation Touchpoint
Some kind of interaction with a donor that is more engaging than a communication or group setting, but is not a visit.
PMG Discussion
Need to or outcome of a discussion at Prospect Management Group or other strategy meeting.
Qualification
The outcome of discovery work that happens beyond a visit
Solicitation Letter
Used primarily for annual renewals, a way to denote when materials have been sent