Let MGOs Coordinate with the Annual Fund Team on QSS™

Introduction

Coordination and personalized engagement play pivotal roles in securing major gifts. At Sleek, we recognize the importance of building relationships that lead to major gifts. That key value is at the heart of QSS™. We devised a strategic process that empowers Major Gift Officers (MGOs) to conveniently control whether their prospects receive annual fund appeals. And great news – this new feature now comes standard with all QSS™ for Education Cloud implementations as well as any NPSP customer who is currently in implementation or has active Managed Services!

Where does it start?

Our unique QSS™ process begins with notifying each MGO when their prospect is slated for inclusion in an annual fund appeal. This proactive notification system serves as a checkpoint, allowing MGOs to review and, if necessary, remove their prospects from the solicitation list.

What happens when an MGO wants to exclude a prospect from communication?

When an MGO receives a notification about their prospect’s inclusion in an annual fund appeal, they have the ability to initiate a removal process. This involves creating a case detailing the specific reason for the removal, preserving a transparent record of the decision-making process. While we want to empower MGOs to have a say in which communications their prospects receive, we understand that there are additional stakeholders and that an audit trail for these decisions can be valuable. In a recent use-case, one reason for excluding a prospect from an annual fund appeal was that a meeting was already scheduled to discuss a potential major gift. This foresight helps make sure your team’s efforts appear in sync, outreach is personalized, and prospects aren’t confused by overlapping communications.

What happens to the MGO’s request?

The case along with the MGO’s provided reason are then submitted for approval to a designated user (or a queue of users). This additional layer ensures that decisions align with organizational objectives and fundraising strategies. Once approved, the prospect is automatically removed from the solicitation by updating their Campaign Member status, ensuring exclusion from the mailing and recording that exclusion.

If, on the other hand, the designated approver determines that the prospect should receive the mailing anyway, the request is denied, and the prospect’s Campaign Member record remains unchanged. We send out a notification to the MGO to keep them aware of what’s going on with their prospect. The process may be automated, but it’s not impersonal. QSS™ for Salesforce ensures that it’s easy for all your users to get access to the information they need so that everyone’s on the same page.

What’s the end result?

When it comes time to send the annual fund appeal, those prospects who have been tagged for exclusion by the above process don’t receive the mailing. This is particularly important in situations like the example we described above. If the MGO is meeting the prospect one-on-one at the same, it wouldn’t make sense for the donor (or potential donor) to receive a second, different appeal. Salesforce makes it easy to enter a contact report (you can even do type it in or dictate it from your mobile device), so that one-on-one meetings will be tracked on the prospect’s record.

Why is this process valuable?

At Sleek, we’re committed to building tools to personalized donor engagement and developing strategic processes that not only enhance coordination between your team members but also prioritize the uniqueness of each major gift’s development. This approach keeps your team aligned and helps you look good to your donors and prospects. Donors are more likely to give to an organization that is, well, organized.

Interested in learning more about QSS, the most efficient and effective way to get your organization on Salesforce? Check out our brochure or reach out to us for a demo!