Track Major Gift Campaign Progress with 6 Simple Questions

Major Gift campaigns can be large, cumbersome and complex, our clients often ask if there are simple and straightforward ‘templates’ so as to keep all key stakeholders updated and informed.

These reports do not need to be long and complicated, in fact, the Clemons-Associates team has observed that brevity is certainly appreciated (and sometimes 'demanded' from Board Members). Just make sure the data is consistent, factual and your audience knows how to decipher content.

6 Simple Questions to Track and Report Capital Campaign Progress

We suggest six key metrics / questions:

1. How much have you received in gifts and pledges so far?

2. How much do you need to get to your goal?

3. How many gifts are in your pipeline and how much is likely to come through?

4. How many gifts still need to be identified and cultivated?

5. Progress of the Project

6. Upcoming Events (and or Donor Solicitations)

Answers to these six questions are what you should be reporting to staff, Board, Campaign Committee and every other key stakeholder. You can decide if this report is distributed weekly, monthly or bi-monthly.

Key data within the CAMPAIGN PROGRESS REPORT should be well-organized, timely and easy to digest.

See representative sample:

6 Key Questions to Ask Your Campaign Leadership Team

Can every solicitor convey the value proposition of the project (often referred to as the CASE FOR SUPPORT or BUSINESS CASE?)
Which prospective donors are in the pipeline? Have they been qualified by a) capacity; b) propensity?
·Which staff, Board Member and/or Campaign volunteer is responsible for cultivating, soliciting and following up with respective gift?
What cultivation tactics are working effectively? Which tactics lead to a prospective donor becoming a contributor (makes gift or pledge)?
How can we identify and cultivate NEW donors and NEW gifts?
How far is the delta between what we’ve raised, gifts we’ve solicited, and dollars we believe we can raise?

As the campaign progresses, it should become clearer where the gifts are coming from (e.g., traditional donors, corporations, family foundations…). You should be able to see the path to your goal based on the number of prospects you have in your pipeline and the range of gifts (See GIFT TABLE) you believe those donors will make.

This tracking and reporting will help you and your colleagues make strategic decisions in real time based on real data.

Remember — knowing where you are and where you’re going is one of the most important keys to a successful campaign.

Bottom line: Tracking and Reporting a campaigns progress is an essential activity in Major Gift fundraising. Clemons-Associates works closely with each client on developing the Campaign's Tracking and Reporting platform (we have developed and/or collected several good ones over the last 25 years). Contact one of our team members and we can share samples.

Craig Clemons with Friend, Philanthropist and President/Founder/Board Chairman of Express Employment Professionals, Bob Funk, Sr.

Seeking expert assistance from seasoned professionals?

Contact Craig Clemons at craig@clemons-associates.com or one of our rock star associates for more details. Clemons & Associates is on standby to help you with brand identity, strategic messaging, campaigns, digital assets, programs/projects and/or development endeavors.