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Improving Donor Relations: Getting The Right Message To The Right People With The Right RhythmInterview with Wordsprint CEO Bill Gilmer Read the Interview Hugh Ballou: Hey, folks, it’s Hugh Ballou. Another chapter of The Nonprofit Exchange. Russell David Dennis, last week you and I were in Florida. It’s a good thing we’re not there this week. Russell Dennis: Yes, it’s a bit windy down there now. I’m hoping everyone is okay. It’s looking like the storm is turning off and it’s not going as far inland as they initially thought. Hopefully all of our friends and the wonderful people down at Kaiser who made us feel so welcome are okay. Hugh: It’s called a hurricane, but it’s really a slowcane. It’s going slowly through there. Welcome folks to this episode. We have a special guest today, Bill Gilmer. He has been on the ride with us ever since we started the magazine. I think over five years ago. Bill Gilmer, welcome to The Nonprofit Exchange. Bill Gilmer: Thanks. Glad to be here. Unlike Russell, I am in chillier Blacksburg, Virginia. No hurricane on my horizon, I don’t think. Hugh: Yeah, we just are down the road in Lynchburg. Bill, we ask our guests to say a little bit about themselves. Some background. Why is it you’re doing this important work you’re doing today? Bill: My background, I used to be a printer. I used to run a printing company. Over the years, we discovered that most of the work we were doing was for nonprofits. Over the years, we started tracking response rates on donor relation campaigns. We have put together a system of marketing to donors, and that’s what we do every day. Help folks build relationships with their donor base. Hugh: You’ve been working with SynerVision five or six years ago. Let’s declare up front that Wordsprint, Bill’s company, is a sponsor of Nonprofit Performance Magazine and SynerVision’s work in general. We talk about you often on these podcasts. It’s a pleasure to have you here live and in person. This is not an infomercial for Wordsprint, but we know the value of your work. We talk about the 30/30/30. That’s the secret for success. Just to be clear, people can do this on their own. They don’t need you. But if they want to do it the very best way possible, you know how to do that. I want to be clear on that. Explain what this 30/30/30/10 is all about. Bill: What we discovered, and this is lots of data, we started tracking this back in the early 2000s. I think we’re up to 20 million touches, 15,000 campaigns. What we discovered is that there are three things that matter. It’s our three-bit marketing system. There are three things that matter when it comes to donor relations. The first is having the right message. The second is getting that right message to the right people. The third is getting the right message to the right people with the right rhythm. We help clients focus their message, stay consistent with their message, stay on message. We help them with the right people by helping with database cleansing, database acquisition, all kinds of demographics and predictive analytics. But most importantly, we have developed a system for staying consistent and rhythmic with your donor touches. We’ve observed through all our data that is where many nonprofits fail. It’s the rhythm and consistency. The right message to the right people with the right rhythm. That’s the 30/30/30. Hugh: What do you say to people who say, “I’ve tried mailing. It didn’t work. We tried sending out a mailing at the end of the year, and we got a little bit of money, but it doesn’t work, Bill.” Bill: I tell them that I tried dieting once last year, and it didn’t work either. Hugh: I tried working out once, and it didn’t work either. Bill: I tried to exercise once, and it didn’t work. It really is like diet or exercise or physical therapy. These are things that work if you implement them rhythmically. It’s not a quick fix. Rhythm doesn’t become rhythm right away. It needs a few cycles. In fact, on average, for most of our clients, it’s really in the third year of repeated rhythmic touches that the donations start to snowball, that it really begins to build. This is not a showhorse thing. This is drip marketing, if you will. But it works. Hugh: It works. I’ve seen it work. Dig a little deeper into the right person and the right message. I want to know more about how I can do this. Bill: The right message, the first pillar, is your brand. It’s who you are. It’s why you go to work every day. It’s your mission. It’s your elevator speech. What we found that nonprofits who stay on message, who stay true to themselves about who they are, are the ones more successful over time as opposed to those who try to be all things to all people or try to repackage it or try to rebrand every year. I’m not saying you can’t rebrand, but you need to do so carefully. The right message is mainly a matter of consistency and articulating it clearly. Having the right taglines, having the right logo, having the right paragraphs. The right people gets more complicated. It is all about relationships. We find that the nonprofits who succeed are those who create a database culture, where they take those relationships and get them into the database that everyone in the organization is empowered to update. Your best donors are the people you know. People donate to people. People donate to you because they trust you to fulfill your mission. It’s the people you know, the people you run into, the people who come to your open house. These are the best potential donors. The organizations who know how to capture that and bring them into their database so they get rhythmic touches and notifications are the ones who succeed. You can also acquire data. We do a lot of this. Using some fancy predictive analytics, we can acquire names of people who are more likely to donate to your cause than others. That is almost a whole topic in itself. Hugh: Talk a little bit about that. We constantly run across people who say, “I don’t know anybody.” If we do have people who are in nonprofits that maybe they get donations, but they don’t have a donor management program per se, or they work with a number of early stage. Talk a bit about how you acquire names legally. Is there a magic database program that I can use to connect them with? Bill: It’s all legal. There are about six or seven big players in this game called compilers. These are companies who do nothing but purchase, massage, and resell databases. You’ve heard of some of them. Dunne & Bradstreet does this mostly with businesses. Experian. Equifax, the one that had the big data breach. InfoUSA. There are others. There are literally thousands of brokers and people who take the information from these larger players and resell it to folks like us and you. Demographics are available. We as a society click a lot. We are on our computers and are clicking. We go to Amazon. We read the paragraph. We look at another book. We order this. We fill out a warranty card. We subscribe to a magazine. We join a club. All of those are data transactions that are public and can be sold and resold. The hard demographics have always been there, things like the value of your home, the car you drive. That’s public information. But these compilers gather so many data points on all of us as consumers that they are able with artificial intelligence help to see patterns and build logorhythms. They know if you’ve done this and this and this, then you are more likely to support a nonprofit that focuses on children and especially disabled children. That is how detailed it can get. Or you are more likely to support a local nonprofit that works in the music arts, like an orchestra or a symphony. We call this predictive analytics. This is data that indicates the likelihood of someone supporting your cause. This has gotten way better than it even was six months ago. What we usually do—and Hugh, you have had some recent experience with this with one of your organizations—when we do a database acquisition like this, we then compare it to the organization’s existing donor database. If the predictive analytics have been accurate, there will be considerable overlap. Your organization had 3,000 names. We bought another 700-800. Three years ago, you’d expect 10-12 of those to be an overlap. We had a 250-name overlap in that case. Those analytics were extremely accurate. These are folks not just demographically speaking but in terms of propensity are more likely to support your cause. You still have to touch them and touch them rhythmically. That is where the rhythm thing comes in. That is where you need to establish a system of cadent touches over the course of several cycles. At the end of the second or the beginning of the third year, that is where you will start to see donations come in, and it will start to snowball over time. Hugh: When you are talking about clicking, we’re talking about mail in the U.S. We are not talking about email with our computer. Bill: I don’t think I caught the last part of your question. In terms of what we advise for donor relations, it’s a combination of mailing and emailing. Russell: It’s so systematic to your approach to keeping and maintaining donors. Especially small nonprofits will be overwhelmed when they start thinking about all this data, and maybe a little confused as to what a touchpoint is. Lots of folks like me get lots of mail and email from a lot of the same folks. Maybe they think, “Oh, I don’t want to be this person who is bombarding something with emails a day.” When you talk in terms of touches, there are certain things you are accomplishing with each touch. Let’s take a generic year or quarter and talk about what touchpoints there are and the methods behind them. Bill: Let me give you a common example of a mid-sized local nonprofit. Let’s say they have 10-12 staff. On average, our clients would have several touches. They would probably have one event every year. In the spring, they will do a luncheon where they talk about their cause and ask people for money while they are there. They might have a monthly blog. The first Monday of every month, they put something out on social media. They might have a fall appeal mailing. Here is where they write a letter. “Dear Dr. Smith, Here is what we do. Please give us money.” If they are smart, they will have that appeal mailing coupled with an auto trigger email, where the day after Dr. Smith gets the letter, he gets an automatic email that says, “Hey Dr. Smith, did you get our letter yesterday? I bet you trashed it, didn’t ya? You can still click here to support our cause.” Once in the winter and once in the summer, they will do an e-newsletter. They are sending out information two or three times a year. Information only. They are asking for money in a hard ask twice a year. In the example I gave, once with a mailer/email and once with an event. Something like that. We have some clients who do mailers and ask for money every month. We have others who do it once a year with a hard mailing. What we don’t have is much success with straight email solicitation. People do like the convenience of donating online, but they don’t trust it unless it has something based in the physical world, whether that’s a letter they got and threw away, then they get the mail. They will trust it a lot more because they have the mail piece. They go to an open house, and they then trust the email because they associate it with the real-life physical experience they had. That would be typical. A hard ask twice a year, information only two or three times, and maybe something monthly on social media. What we find does not work is the single big blast. So many people want to put all their eggs into one basket. We will have this big shindig and send out 200,000 invitations. It doesn’t do that well. It is better to touch 200 people rhythmically than 200,000 in a blast. Is that helpful? Russell: The key is to spread these over with ask, non-ask. Give them information about the programs they were talking about in the newsletter. How the dollars are impacting, how many people were served, what the shift is. Bill: Impact is huge. Russell: If we’re talking about contacting 200 people at a time, this probably means for a medium-sized nonprofit they are sending stuff out weekly to different donors. Bill: Most of our clients, an average database for our clients is in the range of 2,000-10,000 donors. We often do mailings of 3,000. Sometimes we do 100,000. On average, let’s say 5,000. Most of our clients would do one or two mailings a year. A fall appeal and a spring appeal. In lieu of the spring appeal, sometimes they would do a spring event. The other touches, the social media and the e-newsletter when they are not asking are information only. That would be a balanced mix. Let me get to another key point. This is the magic right here. Rhythm is important. Understanding the rhythm that your clients respond to. Most of you know this. Most nonprofit organizations have a pretty good understanding of how often their donors and potential donors want to be asked. Once a year, twice a year, once a month sometimes. The organization usually knows what the rhythm should be. Rhythm is so important that you sustain it over the years that our biggest piece of advice is adjust the scale to match your budget so that you can sustain the rhythm. We actually help clients with spreadsheets so it says we want to mail to 20,000 people twice a year. The postage alone exceeds your budget. You can’t do that. “Let’s try it one time.” Don’t do it. Adjust that scale. If you can’t afford the postage of 20,000 appeal letters, can you do 10,000? No. 5,000? You play with that spreadsheet and settle on we can sustain 2,500 twice a year. That’s the amount you go with. You have this pool of 10,000. How do you target down to the 2,500? That’s how you do predictive analytics. Mail to the 2,500 who are most likely to donate to your cause. It’s a budget thing. You adjust your scale to match your budget so you can sustain that rhythm because if you sustain the rhythm through several cycles, it works. This is based on data of what actually works, not what makes you feel or look good, but did the donations come rolling in. Russell: What is the best path to help a new organization or client when they come to you? They may have some stuff they kept on Excel, but they don’t necessarily have a donor database or CRM. They looked at these things and thought they were hard to use. They know they need to get better information. Talk about that process where you help them look at the most important factors and how to organize that data and how you guide them to build that so they get effective data from what they are collecting. Bill: There are lots of databases out there as you know. We deal with lots of them. People are constantly asking us which one is the best. All I can honestly say is the best one is the one that someone in your organization is willing to dive into. The right operator, any of these databases can sing. They really can. Some of our biggest clients use Salesforce for their nonprofit data. There is a whole spectrum. It’s not so much which CRM system you use. It’s do you have someone and a back-up or two who know how to use it? If you have no money and can’t do anything, use Excel. It’s not so much what you use as how you use it. We can assist. We understand a lot of the databases. We love working with Excel in terms of immediate back-and-forth with our clients. They will export their database to a CSV or Excel file, and we will update the addresses and run through a deceased person’s filter. Make sure that list is scrubbed and clean. But we do all that from Excel. Russell: It’s a robust program. Microsoft itself. What trips people up more than anything else is understanding what are the most important pieces for me to collect, and then once I collect all of these, what is the best way to categorize or…
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