Employing a fundraiser

Lessons from our own experiences

1.     Where will we find a fundraiser? We have no idea where to start?

Unfortunately there is a dire shortage of fundraisers in Southern Africa. Which is why we suggest you cast your net wider- don’t limit yourself by advertising for a ‘fundraiser’. Advertise for a person who has good writing skills, is computer literate, and has a healthy dose of general knowledge and their own transport.

After that you will determine the level of passion, ambition, work ethic and dedication.

Don’t have preconceived ideas about gender, race, age – many excellent fundraisers can be 21-year old women and we have met dynamic 62 year old gentlemen doing sterling work and raising more money than you thought possible.

Why not look within your own organisation? Are you sure that your ‘dream’ fundraiser is not right under your eyes – just waiting to be given a chance.

2.     Before you proceed you need to ask the question: What is your Organisational Readiness for a Fundraiser?

Here we are not talking about sophisticated fundraising audits but looks at the readiness and the responsibility of your Organisation to harness and maximize the fundraising outcomes.

·         What are your short, medium and long-term goals for your Organisation?

·         Do you have a fundraising plan; are you able to articulate your funding gaps?

·         Are you able to cost your individual programmes?

·         Do you have an understanding of the fund development landscape, donor expectations, and the regulatory requirements on business?

·         Are you aware that 9 out of 10 funding proposals are rejected and that the turnaround time for proposals locally is 8-10 months (and even longer for foreign funding) ?

·         What financial values does your organisation espouse? Are you prepared to invest (through training, support, access to information) before you can see a return…. as in any business proposition?

Successful fundraising calls for synergy within the organisation between and among your key role players; this includes the CEO (the public figure and champion of your cause); the project managers one who implements the funded projects, the financial officers who compiles the budgets for funders and the team who is responsible public image/visibility of the Organisation.

3.     We can’t afford a fundraiser

We hear this reason so often that we are convinced that it’s the most convenient answer to give. No-one can argue with the lack of funds, but it’s a bad reason and devoid of any logic.

We believe you have not given this matter enough thought. If you are operating on a small budget, these pointers may help:-

·         Advertise as a ‘mornings only’ post. ‘Mornings only’ posts are scarce, the number of applicants will increase considerably and your wage bill can be kept down.

·         If, initially, you can’t afford this – advertise for half day post or for 2 or 3 mornings per week

·         As your fundraiser brings in more funding you can extend her days or her hours.

4.     We do not have the time to train a fundraiser

Most NPO staff in this country work incredibility hard long hours – we know that. But this is no reason not to employ a fundraiser.

·         Hopefully some-one in your office is writing proposals and getting results – let her get on with her job, it’s the fundraisers job now,

·         Surely you have a database of sorts (containing a list of your donors – that’s a good place to start) – give it to the fundraiser,

·         You must have an idea of who you would like to approach (you’ve heard colleagues telling you about how much funding XXX (Pty) Ltd gave them ) – hand the information over to the fundraiser,

·         Be honest, it’s because your paperwork regarding anything to do with fundraising is such a mess that you can’t bear sorting it out – let alone share it with a ‘newcomer’. Get over it – your beneficiaries deserve more and you donors expect more.

There are workshops available (www.fundraisingforum.co.za) at very reasonable prices, there are books to buy (www.fundraisingforum.co.za); and there is loads of information on the Internet.

5.     What is an expectable salary for a fundraiser?

Gosh, this debate rages on and on. Year after year we hear the same old boring tune. “It’s unethical for fundraisers to earn - yes that ugly word – commission”.

No, we certainly do not believe earning a commission is unethical.

Let’s debate this logically.

Sometimes a fixed salary works wells, other times it may be a salary and commission combination and some fundraisers and NPO’s may opt for the commission only package.

Commission implies that the fundraiser is only entitled to very small portion of all funds raised. If you don’t raise money, you don’t earn money.

There is the matter of paying a monthly retainer.

We are aware of fundraisers who prefer this system and make it work to the advantage of both parties.

When this system works well it should entail:

·         Working Intensively alongside senior management and fundraising teams

·         Consulting with current and potential funders

·         Producing written strategies with targets and timelines

·         Benchmarking results against comparable organisations

·         Tracking and monitoring the NPO’s obligations towards the funder i.e. timeous and accurate submission of progress and financial reports, issuing 18A Tax Exemption Certificates, etc

It is imperative that both you and the fundraiser have very clear guidelines regarding expectations, because I am aware of fundraisers expecting in excess of R20,000.00 per month regardless of inputs or outcomes

If paying a commission or a retainer is so bad, why do we receive so many whining phone calls and emails from directors complaining about the non-performance of their fundraising staff?

Thankfully we have entered a phase where ‘accountability’ goes to our core values, our effectiveness as well our achievements. We can think of no better way to prove that you are accountable – people are paid only for results – not for attending endless meaningless meetings and producing reams of useless information.

6.     Isn’t it better to employ a consultant?

There is no right or wrong answer to this question. Sometimes it is more convenient for you to have a fundraiser in your office and sometime it may suit you to have a consultant (you may not have an office for a fundraiser)

Do whatever suits you and your particular circumstances – but for heavens sake – employ a fundraiser without delay.

7.     So we took your advise – we have employed a fundraiser and not much has happened

Please, please take our advice.

Your have done all the right things:

·         Placed the advertisement;

·         Interviewed the applicants;

·         Checked the references; and

·         Made your choice and appointed the person you believed showed the most potential and passion.

Great, then why do so many problems occur after about 6 weeks?

Remember, you wanted to employ a person with drive, initiative and pride.

No sooner has your fundraiser settled in and she is bombarded with procedures, reports, rules and regulations. You are so afraid that she will make one single error, you dismiss her ideas, you tell her exactly what to do; tell her that her methods won’t work; you insist on altering everything she does, nothing may leave the office without your approval.

Why?

Let her take risks, let her experiment, allow her to be bold. Her errors will soon be forgotten, it’s her intentions that are important to you, the donors and your beneficiaries. You wanted new life in your fundraising department – but you’d rather stick to the same old ways.

As long as your fundraiser has passion and commitment – what can she do wrong?

You envy NPO’s who have ‘dream’ fundraisers, ‘If only we could find someone like him/her’. Believe me these dream fundraisers:-

·         are nurtured, a strong level of trust exists between the fundraiser, the Board, Senior Management, staff and beneficiaries, and

·         are allowed the freedom to try new things, to experiment a little;

·         are consulted about new programmes and policies. Their input is valued and appreciated.

8.     How we can assist you

We have assisted many NPO’s with the interviewing and appointing process. And then we mentor the new fundraiser through the initial stages and eventually we can confidently walk away, knowing that the fundraising is better equipped to enjoy fundraising and a satisfied director.

Please feel free to contact us for more information or assistance.

Bookshop

Remember to order your books from the Bookshop – www.fundraisingforum.co.za/bookshop.html or email books@fundraisingforum.co.za

PO Box 12769| Queenswood | 0121 | Pretoria | South Africa

T: +27 (0) 12 430 2630 | F: +27 (0) 12 430 7037 | C: +27 (0) 72 325 2472

info@fundraisingforum.co.za | www.fundraisingforum.co.za

What have you wished for?

by Sandra Millar

I don’t mean New Year’s resolutions – I mean your hopes and dreams for 2010.

Remember, hopes and dreams can only become a reality if you have a plan. And that word – PLAN – makes us groan with despair, which is why I normally formulate my plans around my hopes and dreams. There seems no other way to make this task easier.

Ideally, your plans should look something like this.

Firstly, I want you to answer these questions as though this is your first day at a new job. (You will not look for the answers in the annual report or in the executive summary – you will say what you think the answers should be. Don’t give the predicable ‘safe’ answers – answer as though money is no object, there is no skills shortage and capacity is no problem at all) This is a great exercise for everyone to be involved with – Board Members, Management, volunteers, staff members, beneficiaries and donors. I know it is not easy to get everyone involved, but do try. Otherwise to it with as many people as you can – but you must get started, quickly.

Seven Questions

Question one – What is your mission?

Question two – Who is your beneficiary?

Question three – Who is your donor?

Question four – What does your beneficiary value?

Question five – What does your donor value?

Question six – What are your results?

Question seven – What is your plan?

This exercise will make it easier for you to focus on what’s right and what’s wrong within your NPO or Organisation.

Do not be mistaken by believing that these questions are easy to answer or can be answered in a day or a week. Answers must be driven by results and will satisfy the following:-

·         What is your purpose?

·         Why do you do want you do?

·         What do you want to be remembered for?

Focus on Fundraising

Secondly, focus on fundraising. A fundraiser’s only task is to fundraise. (Whether you employ a full time fundraiser or outsource this function).  As a fundraiser you are directly responsible for the upliftment of the marginalised people and animals in Southern Africa.

Have you tapped every available source of funding? (I.e. Corporate donors, trusts and foundations, direct mail, events, debit orders, income generation programmes) Do you have well written concise proposals? Are you proposals project based? Do you know how many projects your NPO has? Do you really know how much money you need for each project? Do you know how many beneficiaries you reach? Do you know what donors expect from you? Do you have an annual financial goal to work towards?

Remember, truly outstanding NPO’s are the ones who:

1.       Are brilliant on basics;

2.       Know that ‘tools’ (i.e. plans, meetings,) don’t substitute for thinking;

3.       Realise that intellect does not overpower wisdom;

4.       Will not allow analysis to impede action;

5.       Keep things simple in a complex world;

6.       Respect their beneficiaries and donors equally;

7.       Listen to their staff and treat them like adults;

8.       Allow some chaos in return for quick action and regular experimentation;

9.       Do excellent and trustworthy things; and

10.    Present the same single consistent message over many years.

I think that’s enough to deal with now – plan three, four and five will be addressed in the next newsletter – please let me know what your answers to the first plan are.

The King Report

by Asna Bhana

A great way to start new year. A year which will places our beautiful country on the centre stage, propelling us all to greater levels of excellence.

Lots of talk last year about the economic meltdown and how as fundraising professionals, we had to dig deep and forged ahead. Paradoxically, providing some for us with the impetus to experience greater return, despite the negative growth.

Our relevance as fundraisers lies in the application of our box-of-tricks within a context of current trends and development. As we have begun to understand the impact of the BBBEE Codes of Good Practise on the NGO world, so too we need to look at the terms and implementation of the KING III report with a keen eye. In this segment we touch on its context and philosophy.

The King Report on Governance has been in the forefront in international corporate governance thinking. Worldwide corporate governance has come under the spotlight during the past decade. At its simplest level corporate governance can be described as the system by which organisations are directed and controlled.

The philosophy of the KING III report revolves around leadership, sustainability and corporate citizenship. It now applies to all entities including private companies and brings the role of the Board as the focal point of good governance. King III includes recommendations on how directors should execute their responsibilities in terms of the duty of care, skill and diligence with particular reference to ethical practises.

The report defines the responsibility of the directors to ensure, among others, that the company:

·         operates ethically and with integrity, and as a responsible corporate citizen

·         considers the interests of the community within which it operates

·         integrates governance, strategy, risk, performance and sustainability

·         complies with laws and regulations

·         identifies and manages risks

·         employs structures and processes to ensure the integrity of its integrated reporting

King III is therefore in essence about the building of an ethical culture within the corporate world. When Companies considers & acts upon the impact of their activities on society this when real partnership between for-profits & non-profits will be realised. In the mean time as non-profits we have our work cut out for in understanding the benefits and implications of the KING III principles and best practice, supporting its appropriate application.

Fundraising Forum will be publishing the practise notes from time to time.

To publish, or not to publish

by FrancesBoshoff

A press release is an effective way of letting the media, donors or potential donors and public know about your NPO and its needs. It is also an effective way to promote the services of your NPO and to make your wish list known.

Competition for press release space is fierce and only the best press releases get published. How do you compete with all the other press release out there?

In 95% of the cases the press release is irrelevant, confusing or buried in an advertising hype and jargon. This press release’s only effect is to irritate the editor and it lands in file 13. Build a relationship with the newspapers and find out what they will / will not publish.

A press release that is full of NPOs achievements instead of focusing on what will interest the target audience could ruin its reputation or if you only post a press release on your website, filled with jargon, you will expose your NPO to ridicule.

Have a strategy for every press release to the media and / or on your website.

Don’t write a press release filled with jargon, focus on the story and if you still see the need, then add the jargon.

Before producing a press release, ask the following questions:

·         Is it a good story?

·         Is it relevant?

·         Will the reader be captivated?

·         Does it make sense?

·         Are all the facts included?

Why do press releases fail?

·         Self gratification

·         No useful information

·         No value to the reader

·         Too many ideas in the story

Some tips and tricks:

·         Find a hook to hang the story on

·         Write in a conversational style

·         Don’t leave questions in the readers mind

·         Don’t assume prior knowledge

·         Keep your sentences and paragraphs short (7 words per sentence, 7 lines per paragraph)

·         Don’t use jargon

·         When reading it through – ask yourself: “So what?” after each sentence.

Get a copy of the Essential Managers Writing Skills (ISBN 0 7513 3365 6) and start writing press releases and other communication matter that will rock your NPO in 2010! 

Books of the month

During December there was lots of time to read, so this month we are featuring three books.

The Corporate Citizen – Mervyn King (R180 + postage)

The interest in good governance has grown tremendously in the past decade. Corporate scandals, environmental awareness and globalisation have all played their part in raising shareholder and public awareness in how companies should be governed. The author writes that while legislation is putting more pressure on companies to comply, good governance is not about a quantitative or tick-box approach. Rather, companies should be approaching governance from a qualitative perspective. He argues that in the current economic climate it makes sense both from a business perspective as well as ethically to adopt this approach. The author provides a history and clear definition of corporate governance. This is followed by essential reading on the duties of directors and the chairman; the five 'corporate sins'; a framework of corporate governance; the relationship between the company and its directors; risk and governance; asking the 'dumb questions'; a code of conduct; and self-evaluation. This title is essential reading for directors and managers, shareholders and stakeholders, and business students. In addition, the principles set forth are equally applicable to non-business entities such as school governing bodies, sports and cultural organisations, non-governmental organisations and government departments.

How to write fundraising materials that raise more money – Tom Ahern (R180 + postage)

As journalist Gene Fowler put it, "Writing is easy. All you do is stare at a blank sheet of paper until drops of blood form on your forehead."

Certainly, many of us in fundraising feel that way. Whenever we're called upon to draft a solicitation letter, or write copy for the website, or produce a few passages for the annual report, or, heaven forbid, long stretches of a proposal or case statement, we sit there … and if we're lucky crank out serviceable prose. Few would call it sparkling. And too few are moved to write a check in response. Each year, bland writing costs organizations mountains of revenue. There's the expense of producing the materials - the printing, production, and processing, to say nothing of the postage costs. But much more consequential is the lost revenue - the money not raised when these homogenized materials fail to connect with the very people who would donate if they were motivated by what they read. It needn't be this way, and it won't be this way any longer for those who invest a few hours in Tom Ahern's new book, How to Write Fundraising Materials that Raise More Money.

The wisdom of whores – Elizabeth Pisani (R185 + postage)

A flame-throwing epidemiologist talks about sex, drugs, and the mistakes (dismal), ideologies (vicious), and hopes (realistic) of international AIDS prevention. When people ask Elizabeth Pisani what she does for a living, she says, sex and drugs. As an epidemiologist researching AIDS, she's been involved with international efforts to halt the disease for fourteen years. With swashbuckling wit and fierce honesty, she dishes on herself and her colleagues as they try to prod reluctant governments to fund HIV prevention for the people who need it most--drug injectors, gay men, sex workers, and johns. Pisani chats with flamboyant Indonesian transsexuals about their boob jobs and watches Chinese streetwalkers turn away clients because their SUVs aren't nice enough. With verve and clarity, she shows the general reader how her profession really works; how easy it is to draw wrong conclusions from objective data; and, shockingly, how much money is spent so very badly. Exhibit A: the 45 billion taxpayer dollars the Bush administration is committing to international AIDS programs. 12 illustrations.

These books are available from our bookstore – www.fundraisingforum.co.za

PO Box 12769| Queenswood | 0121 | Pretoria | South Africa

T: +27 (0) 12 430 2630 | F: +27 (0) 12 430 7037 | C: +27 (0) 72 325 2472

info@fundraisingforum.co.za | www.fundraisingforum.co.za

Bookstore opens 4 December! Get the books you need to be a successful fundraiser!

The books have arrived! We are so excited that this year long goal has finally been realised. There are wonderful titles to choose from, books to learn from, books that will give you great ideas, books that will inspire …

We have bought books from the USA, England and South Africa and because we were able to buy in bulk we secured VERY good prices.

All the favourite are there: The Wisdom of Whores, Outliers, Backstabbing for Beginners, How to write fundraising material, The Good Corporate Citizen the Zen of Fundraising etc, and the 12^th CSI Handbook (released on 30^th November)

It’s not too late to stock up for Christmas!

A list of books, order form and price list is available at www.fundraisingforum.co.za, alternatively email books@fundraisingforum.co.za.

Goodbye 2009 (and good riddance … J)

by Sandra Millar

I think we are all happy that 2009 is almost over. It’s been a difficult year for many of us. It just seemed too tough.

Now we are in the final stretch …

I want to thank all the people who attended our lotto training – in Pretoria, Johannesburg, Ermelo, Nelspruit, Polokwane, Middelburg and Bloemfontein.

We learnt a lot from each other, we supported each other and we helped each other.

All we have to do is get our lotto applications in by 11^th December 2009 and then we can truly say “we’ve had enough of this year”.  We wish you luck and please keep us posted!

The year in review:

Together with Asna and Frances, we trained topics such as:

       An introduction to fundraising

       How to write successful fundraising proposals

       How to recruit and retain donors

       Best practises in direct marketing

       The art of public speaking

       Lotto Applications

In 2010 we will offer the following workshops:

       What corporates, trusts, foundations, and government expects from your NPO

       Conducting a fundraising audit

       Cause related marketing

       Marketing your NPO through newsletters, pamphlets, brochures, annual reports, press releases etc

       Importance of PR in your NPO

       Planning a successful fundraising event

       Government funding – the do’s and don’ts – including service plans

       Effective volunteer management

       Monitoring and evaluation

       Strategic and business planning for NPOs

       The role of the Board in your NPO

       The implications of the King III report.

       Ways to generate additional income for your NPO

A box of chocolates

by Frances Boshoff

Most people have a life vision with specific goals and plans whilst others just live from year to year, with no definite plan or goal – without purpose. While the plan is put into progress there will be things that crop up that were neither envisaged nor anticipated. When that happens, some people adapt their plans and align with the situation whilst others loose heart and abandon their plans.

In the movie Forest Gump, Forest says: “Life is like a box of chocolates, you never know what you’re going to get.”

To realise your dreams, you have to start thinking outside the box and stand firm in your belief of achieving your goals and dreams. Whether your goal is to raise R1 million for your NPO, or to help AIDS orphans, etc. Whatever your goals are – you can and will make a difference. But, be careful not to become so focused on your goal that you don’t have time to be kind to others.

How many lives can you touch and make a difference? By walking the talk and spreading the word of your NPO, you will

touch the life of at least one of the more than six billion people on planet earth.

When pursuing a worthy goal you will need the support of a team, so it is essential that you work on developing good relationships with team members. Successful people, who reach major goals, always recollect the journey more than the actual goal reached. Be sure to take time to enjoy the moment.

On the journey to achieving goals there are lessons to be learned and discoveries to be made. Whether positive or negative, the lessons learned and the discoveries made are worthwhile as it makes you a whole person. The lessons and discoveries will enrich your life and make you wiser. What have you learned and discovered while pursuing your goal?

When opening that box of chocolates enjoy each one, savour it … sometimes the bitter taste of failure and then the sweet taste of success!

10 Wishes for 2010

by Sandra Millar

1.       Fundraising

If you don’t have a fundraiser, employ one urgently – you owe it to your beneficiaries.

If you have employed a fundraiser, have you trained him / her adequately, does he / she attend workshops, does he / she have the opportunity to network?

If you are a fundraiser, are you knowledgeable and confident about the sector you work in? Are you open to new ideas? Will you learn from people who have more experience than you have? Can you remain passionate and motivated when the going gets tough?

2.       Beneficiaries

Your NPO exists to serve your beneficiaries.

That’s it – no more, no less. And nothing else matters except the impact you have on their lives. NOTHING! Your only goal is to improve their lives.

3.       Donors

Nurture and treasure your donors, this is what they want:

       To be acknowledged and valued for their gifts;

       To feel good about giving;

       To know how their donations were used and what impact it had;

       To be inspired by you

       To be involved, a part of something;

       To be impressed, so they will tell others about your cause and recruit them;

       To be listened to

4.       Say ‘No

No, you will no longer turn a blind eye to mismanagement

No, you will not allow the misappropriation and misuse of donor money

5.       Say ‘Yes’

Yes, you treasure our planet and the environment

Yes, you will remember and care for the animals on our planet

6.        Support, network and share

You will not grow; personally or professionally if you are not prepared to support NPOs and share information with them – from ideas to donors to mailing lists. You will be amazed at the support and goodwill that will emanate from your actions – become a leader.

7.       Be professional

Do you ever say “I don’t know” or “That’s not my job”? Please never use those words!

If you don’t know the answer to a question, make it your business to get the information.

Everything about your NPO is your job!

Make it your business to know everything about the NPO that pays your salary.

Find out about the history, the high points, the failures and the lessons learnt.

It is your duty to be an exemplary ambassador for your NPO.

8.       Be bold and take risks

I know only too well the feeling of being let down by donors, having proposals turned down again and again and again.

But the wheels does turn – you and I both know that. So be bold, take risks, dream big dreams – embark on that new big fundraising campaign you’ve been dreaming about for ages - remember your beneficiaries are relying on you.

9.       Take it personally

How many beneficiaries do you serve?

How many more people are there in your catchment area that urgently requires your help and what are you doing to reach out to them?

Maintaining the status quo is not going to solve our problems.

What is your annual budget?

How many projects do you have and how much money do you need for each project?

10.   Acquire knowledge.

Have you read the ‘Non Profit Organisations Act 71 of 1997?

Do you know who the Minister of the Department of Social Development is?

Have you read the Constitution of South Africa?

Do you know what impact the King III report will have on the NPO sector in South Africa?

Do you have a general knowledge of the state of South Africa, the economy, the exchange rates, the global impact on NPOs?

Any knowledge you acquire through listening, reading and doing research will put you ahead of the pack. Knowledge is indeed power. Get knowledge and use it wisely.

(The Non Profit Act aims to: Create an enabling environment for NPOs to flourish; Set and maintain adequate standard of governance, accountability and transparency)

[Source: www.dsd.gov.za]

We learnt painful lessons in 2009 – and have the scars to prove it.

We believe there is much to look forward to in 2010 – the Soccer World Cup, a more mature attitude by Government to the HIV/Aids pandemic, better corporate governance, a public that demands accountability and ordinary South African who have a gentler more compassionate approach to the planet, its people, its animals and the environment.

We at Fundraising Forum – Sandra, Linda, Rufus, Asna and Frances – wish you and your family a peaceful and happy festive season.

Take care of the people you love and good luck.

PO Box 12769| Queenswood | 0121 | Pretoria | South Africa

T: +27 (0) 12 430 2630 | F: +27 (0) 12 430 7037 | C: +27 (0) 72 325 2472

info@fundraisingforum.co.za | www.fundraisingforum.co.za