Fundraiser Preparation: Written Documentation
More from the multi-part series on fundraiser preparation. This section is
about the importance of documenting all your processes to improve communications
and efficiency.
Importance
I can’t stress enough how important it is to have written documentation for all
your major organizational activities. Besides the annual plans and specific timelines
mentioned above, detailed plans and checklists make everything run smoothly.
Org chart & contact list
First, create an organization chart that delineates the chain of command and
lists all reporting relationships. Next, create a contact list that contains
everyone’s phone numbers and e-mail addresses. Distribute these to all
organization members and volunteers.
Keep contact info updated & visible
Remember to keep this contact information up-to-date as the year progresses.
Post them on your website, include the information in newsletters, and if
applicable keep them visible on a bulletin board.
Use calling trees
For each specific fundraiser, create unique calling trees that define two
things. The first is how to get information out to everyone involved in your
fundraiser including individual sellers, with any single person responsible for
making no more than six phone calls.
The second is providing an escalation path that gives each layer of the group
one person to call to find out information. This removes most of your
communication bottlenecks. It also avoids overloading one individual as the
answer person.
Provide job descriptions
Written job descriptions are needed for each major position within your
organization and specifically for each fundraiser. This eliminates the need to
have outgoing chairpersons trying to verbalize the tasks involved, key contacts,
etc. Volunteers who have written instructions will ask fewer questions.
Documentation is also needed for every type of volunteer task. Improve
participation by having a one or two paragraph description that includes good
detail on what’s involved. Be sure to include a minimum time commitment each
position requires.
Record assignments
Another specific document needed is a written record of assignments. That way
you’ll be able to find out at a glance whom is responsible for each functional
area of the latest fundraiser. It also helps for planning the next fundraiser,
as you’ll have a database of each volunteer’s experience level.
Merchant plan
A merchant plan is your best method for growing your business. Using a carefully
crafted strategy, you’ll focus on developing relationships, not on asking for
handouts. It takes longer to implement this approach, but it is infinitely more
valuable.
Your merchant plan not only needs to be written down, it needs to be tracked for
success. Keep records of which merchants are supporting your group and for how
long. See the Section titled Merchant Plan for complete details.
Use progress checklists
All of the checklists you’ll be using need to be hardcopy. The ones provided at
the Fundraiser Help members-only website include samples of:
- Picking a fundraiser
- Initial to-do’s
- Scheduling
- Final planning
- Organization
- Sales prep
- Order handling
- Delivery
- Final wrap
Click Here for Fundraiser Preparation:
Recruiting Volunteers
Click here for Fundraiser Preparation: Business
Focus
Click Here for Fundraiser Preparation:
Overview
Related Pages
Getting Started: Part 1 - The who, what,
when, where, why, and how of a successful fundraiser.
Donor Recognition - How to use donor
recognition to increase your capital campaign results.
Selecting the Right Fundraiser:
Part 1 - Good advice to use on picking the right fundraiser for your group.
Successful Fundraisers - Boost results
with organization, quality incentives, and sales preparation.
Organize School Fundraiser - Quick
tips on organizing your school efforts by planning ahead.
Tried and True - These
old standbys always produce good results for any-size group.
Sample Letter - Sample school event donation
letter where you can insert your specific information.
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