1. Prospect Management
Process Overview
Presenter: Ted Van Patten
April 2012
Information in this presentation is accumulated from Sage Millennium
Summit presentations and industry standards from AFP and AASP

2. Planning, recording, and reporting significant
moments in the relationship between the
prospect and the nonprofit organization …
…which lead toward a gift
Prospect Management Defined
David Lamb, Senior Consultant, Target Analytics

3. Goals of Prospect Management
• Accountability for development office
• Coordination of the development effort
• Management of prospects through the development
cycle
• Creation of a historical record of donor and prospect
relationships
• Creates a “gift story” for future gifts
3

4. Purpose of Prospect Management
• Identify, quantify and qualify constituents for
major gifts
• Monitor progress toward campaign goals
• Monitor development staff activity
• Track portfolio and contact activity by
prospect
• Provide roadmap for future activity with
prospect

5. Prospect Management Systems
• Essential parts and Steps
1. Research and Inclination
a. Identify and qualify Prospect and Ratings
2. Strategy
a. Assignment of prospect managers and relationships
b. Proposal or Planned Gift (pipeline) tracking
3. Cultivation
a. Moves management (actions/tasks)
4. Solicitation
5. Recognition and Acknowledgement
6. Stewardship

6. Research
Inclination
Prospect
Prospect Management Cycle
Graphic designed by: Ted Van Patten
1.Qualify
2.Strategy
3.Cultivation
4.Solicitation
5.Recognition
6.Stewardship

7. 1. Research + Inclination = Qualified
• Tools for Tracking and Ratings
– Wealth Engine
– Screenings (Campaign and other committees)
– Internet and social networking
– Media
– Personal relationships
– Peer referral
– Self Referral
– Past giving history
– Pull the paper file

8. 2. Strategy
• Every prospect should have a plan
• Assignment Relationships
• Prospect and Prospect Managers
• Prospect and Secondary Managers
• Prospect and Solicitor
• Establishes overall portfolio of staff member
• Create a time line donation and target ask
amount

9. 3. Cultivation
• Proposal or Planned Giving tracking
– Defines prospect as part of current portfolio
– Indicates amount of revenue in staff member’s pipeline
– Shows target ask dates
– Shows results of solicitation
• Moves management - Action/Task
– Record all contacts with prospect of prospect management
significance
– Provides Development management with record of manager’s
overall activity
– Provides manager a history of activity with his/her particular
prospects
– Provides record of all development activity for future staff and
initiatives

10. 3. Cultivation cont…
• Moves management (cont.)
– Next step tracking
– Enables development management to review planned
activity of staff
– Provides staff with a “to do” list for future periods
– Assists in efficient use of development staff resources
by improved planning of activity
– Provides proactive tickler system for staff to ensure
follow-through with prospects

11. 4. Solicitation “The Ask”
• Confirming that the Case for Support is understood
• Making sure that relevant questions are answered
• Calmly stating what you would like from the donor, for
what purpose, and in what time period
• Then waiting for his/her response without interruption
• Confirming the response and discussing next steps
• Regardless of outcome saying a sincere thank you
• Statement of Intent
• Proper entry in Sage Millennium

12. 5. Recognition
• Includes:
– Timely notifications
• Letters, emails, phone calls, etc…
– Naming opportunities
– Public acknowledgements
• Verbal : Events, Reunions, social occasions, etc..
• In print: Annual Report, Bulletins, newspapers, etc..
– Some processes do not include Recognition as part of plan,
but proper recognition is essential to future donations
from donor. Improperly done can result in bad feelings
between Middlesex and donor. Each donor needs to be
evaluated to what level of recognition is needed.

13. 6. Stewardship
• A gift is not the end, but the last step to that
cycle. The next cycle begins with stewardship
and moves back to re-qualify for next gift
• Set a notification stewardship plan
• Set a duration of time before the donor would
be considered for another major gift
• Make sure stewardship plan is properly coded
in Sage Millennium

14. Concluding Comments
• Remember as a professional fundraiser:
– Be discreet and confidential with the information
that is shared.
– Behave ethically and abide by your professional
standards.
– Treat the donor the way that you would like to be
treated.
– Help donors make meaningful & thoughtful gifts
that benefit the community.