CharityMatters-NZ Communication, Donor Communication, Donors, Governance, Management, Supporter Retention

They’re peeved off, now what

Why is it that some in the charity sector don’t know how to handle donors who may be annoyed with you, donors who may feel you’re not deliverying on what you say you will do.

It’s not rocket science, dealing with disgruntled donors is and should be treated in the same was as businesses would deal with disgrutled customers. Simple, customer service skills are needed.

We all know the importance of having, and maintaining donors and that if donors aren’t happy how this can impact on the work of the organisation; so knowing what to do is important, as is acting in a timely manner.

As with dealing with a grumpy customer, dealing with disatisfied donor means listening to what the donor has to say, not forming judgement, and doing things to placate them whilst sticking with your organisation’s mission and policies.

The key to dealing with donor complaints is to listen, you can’t handle anything if you’re not listening. And by listening, I don’t mean hearing; you need to be able to isolate what the real issue is that the donor has.

Donors don’t just have the choice to call and complain these days, they will (and do) take to email and will share their experiences online; sometimes on your social media platforms, sometimes not. Where ever and however they complain, you need to know and acknowledge their complaint (which may not even be a complaint as such).

It’s important when dealing with any complaint to be patient, to not respond rashly and to show the donor you care about the issue they have raised.
You don’t want to just be answering their immediate concern, you should be referring to other things your organisation is doing to improve donor relations. Remember, people, donors or shoppers simply want to be treated courteously and to be listened to – AND – they want their problems resolved.

If the ”complaint” is online, make sure you repsond, even if you simply say ”thanks for raising your concern, let me look into and I’ll get back to you.” Anything is better than nothing. But, make sure you look into it, and make sure you follow up with the person.

Having said respond to online comments, one thing you should be doing, which many organisations don’t seem to be doing is monitor their social media accounts.

If someone says something on one of your accounts, it’s not just to vent, they do expect a response, so make sure you are getting notified when someone posts on your FaceBook or Twitter, or other site you use. Be timely with any reponse, it shows you care, not only care about the person raising an issue, but it also shows you’re aware and professional to others who seethe post – current and potential supporters.

Not all complaints or concerns will be by letter, phone or online, some people will send an email Most often the email they will send it to will be the info@blahblah.com, but does this ensure the person who can respond gets the email? Probably not, so make sure whoever receives emails to info@ knows what they are expected to do when they receive a complaint or other emails raising concerns.

Whatever way you handle complaints, remember never take it personally, the person complaining isn’t complaining about you, they are complaining about a situation. If you take things personally you will react in ways that won’t do you, the donor or your organisation any favours.

Remember too, that in the main donors are nice, kind and understanding, there are only ever a few occasions when things can go sour, so don’t dwell on the negatives, this won’t do you any good.

CharityMatters-NZ Appeals, Boards, Business Giving, Fundraising, Governance, Management, Sponsorship

Engaging your Board in Fundraising

I’ve talked before about the importance of having those on the Board actively participating in all areas of the work of an organisation, including fundraising.

This post from the Sponsorship Collective covers it again, and is worth reading. In it, as I have said before, Board members usually have good business or friend contacts that can be tapped into to help an organisation raise funds and grow.

The post also talks about trust, ”Lack of trust has got to be one of the main reasons why Boards don’t donate and do not bring you their networks. 

Boards, understandably want to protect their friends, associates and other contacts from being treated badly. They may even have been burned before, having taken the chance to make an introduction to a contact and then find that the contact has not been treated well by the charity.  So help them to feel that they can trust you, but also in the charity, by demonstrating that you understand the process, that you won’t mistreat their friends and business associates and that you have impact in a cause that they care about.”

This is something I have had to deal with, I have introduced organisations to contacts, only to have the people call and tell me not to do it again as they felt pressured to support and also felt that the organisation wasn’t being upfront, they said in referring people I should know more about how they would present themselves. Since then I am more cautious, but I do use my connections where I feel there is a good fit.

Have a read of the full article and take on board some of the points it raises.

CharityMatters-NZ Boards, Governance, Management, Staffing

Handing over the Reins

It’s interesting to see organisations grow from being something started at a kitchen table, to something substantial.

In growing though there is always a need to bring in others with more expertise, more experience; but in doing so there is fear of the loss of control.

I recall reading about a charity, I think in the States, where the founder who took on a manger; but with the charity operating in an adjacent building to where the founder lived, he would turn up everyday and staff were unsure as to who they should be listening to the new manager or the founder.

I’ve seen similar happen closer to home, and unless those passing on the reins make an effort to stand back and let the new guard run the organisation, chaos is likely to ensue.

If you are running an organisation and the time has come for you to stand aside, do it. This should all be part of your succession planning; and all staff when the new people at the helm arrive should feel confident that the organisation is in safe hands.

If the old guard remains it is likely to only case confusion, weakened trust in the new guard and, the focus of what the organisation is there for will be lost, opportunities could be missed and the beneficiaries of the organisation will ultimately suffer.

The new manager needs to know they can get on with what they have been appointed to do, this won’t happen quickly or smoothly if the old guard is always ‘hovering’ around, staff will remain confused and if allocated new tasks, if systems change they may feel as though they are betraying their former ”boss”.

Change isn’t always easy, it’s not easy on those standing aside and it’s not easy on the new people. But change sometimes has to happen and the more planning for it the better.

CharityMatters-NZ Communication, Governance, Management

Are You Singing from the same song sheet

The management, more than anyone in an organisation knows, or should know, what the goals, vision, mission of the organisation are; but is this being shared with all staff, particularly those on the frontline?

It seems that some organisations have a diconnect when it comes to sharing key information with staff, leaving staff to wonder what is happening, where they are in the organisation and how they can confidently do their work.

If management aren’t sharing key information how can they expect staff to do their job.

Staff who are on the frontline, especially those in fundraising roles need all the information, they can’t be expected to do their job without all the facts.

If management have one story and others another, it does nothing but cause confusion. Everyone in the organisation needs to be singing from the same song sheet.

CharityMatters-NZ Collaboration, Governance

Are you Prepared to Collaborate?

There’s an abundance of non  profits in New Zealand, something on the lines of 26,000 registered charities, organisations could face support, funding and delivery issues unless there’s more collaboration.

Unless organisations collaborate there is a risk some organisations will cease to exist. There’s only so much people can give, both individuals, business and funding bodies; so just on a funding basis collaboration is needed.

I recall somewhere seeing a stat that there’s something like 170 or so people for every charity in the country (New Zealand). This would suggest that they way charities operate as standalone entities probably isn’t sustainable indefinitely.

If organisations with similar missions, clients, beneficiaries worked alongside one another, looked at merging or simply worked collaborately there would be shared resources, reduced costs, taking some of the financial risks away.

But, collaboration would also allow for people of like minds to share experiences, offer guidance and perhaps become mentors for others less experienced in the non profit space; all of which would help with the sustainability of non profits.

As anyone in the non profit sector knows funding is one of the biggest challenges beng faced by many organisations and, with collaboration, rationalisation of organisations their is likely to be organisations looking to either downsize or close.

I’ve talked before about the struggle for funding, the Mr and Mrs Public are looking at their giving, grants and other funding is competitive, so organisations are needing to look at other income sources.

If organisations collaborated, shared space it would allow for funds to be directed to the services being provided, instead of being abosorbed in running costs. The more money that can be saved from adminstrative, operational costs means more can be done to help those that organisations are established to help.

Would your organisation benefit from working closer with others doing the same or similar activities as you?

Imagine a win-win, where resources were shared, ideas shared, where you could learn from one another, and at the same time have reduced overheads. Wouldn’t this benefit everyone, you and those you’re established to help?

What would have to happen for your organisation to collaborate and look at merging with another?

CharityMatters-NZ Appeals, Boards, Fundraising, Governance

Do your Board Members Fundraise?

It’s not my job, we have fundraisers, why should I have to fundraise?

I wouldn’t know where to start, I’d be a burden on fundraising.

I don’t know enough to help with donations.

When board members see, have the attitude that fundraising isn’t part of their role, something needs to be said and done; sadly grabbing them by the shoulder and give them a good hard shake is frowned upon. But something needs doing to get them to see it’s as much their job as it is anyone else in the organisation.

Board members should be encouraged to, where possible spend time with the fundraising team to learn what it takes to get a campaign going, how individuals, businesses and funders are approached. The effort this takes, the skills needed and to see what the results (negative and positive) have on those doing the fundraising.

I’ve seen organisations where the Board are only interested in the income, they’re not interested in how it’s done. But, should income levels not meet targets they dive in and suggest that the fundraising team aren’t doing all the could, they their appriach is wrong.

Say what, if these Board members know so much, why aren’t they roling their sleeves up and help? Ah that’s right, it’s not their job. What a load of hogwash.

Board members, infact (in my opinion) everyone in an organisation should have some involvement in fundraising.
Board members are likely to have business or community connections they could tap into. Sure, there are some situations where this may not be possible; but the least they could do in situations where a direct approach my not be in order, is to at minimum is to give introductions, open the door for others to make the approach.

If written previoulsy, Is your Board on Board, have a read if you haven’t.

Board members aren’t only there because of the need in the Trust Deed or legal requirements, they are their because of skills they have. And, they should also be schooled in all areas of the organisation. (Read) Learn Fundraising.

The next time your board is together, ask ”what can you help with?”. It may scare some, but too bad, it will open discussion on roles, repsonsibilities and opportunities.

CharityMatters-NZ Articles, Communication, Governance, Management, Social Media, Staffing

Social Media Fallout

You may have seen the article on Stuff.co.nz about the hotel employee who was dismissed for making disparaging comments on Facebook about a blogger; how would you handle something like this, do you have a policy about what staff (and volunteers) can say and do with their personal time, their person social media posts?

Have a read of the article, then have a think about how you would handle such a situation.

Hotel worker sacked over abusive Facebook post to columnist

A Sydney hotel supervisor has lost his job after making a sexist and offensive comment on the Facebook page of Fairfax Media columnist Clementine Ford.

The Meriton Group confirmed that Michael Nolan was no longer employed by the company, after he labelled Ford a “slut” when she spoke out publicly against misogyny and online harassment.

Ford, a weekly columnist for Daily Life, made a number of posts on her Facebook page on White Ribbon Day, which aims to prevent men’s violence against women, in which she highlighted recent examples of online harassment she had received.

Ford included screenshots of a number of abusive messages that had been sent to her, including images Ford said were a “little violent in theme”, and included unsolicited images of male genitalia.

Continue reading  the full article here

There are organisations that have internal social media policies, these generally state that an employee/volunteer won’t say or do anything that will bring the organisation into disrepute. They often will also point out the consequences should someone say or do something that could tarnish the reputation of the organisation.

But, is this acceptable, can an organisation state what an employee can or can’t do in their own time?

What’s your take?

Note: I don’t condone bullying, trolling or any such behaviour, so I am not defending the guys actions, merely raising a point of discussion.

CharityMatters-NZ Awareness, Charity Sector, Governance, Management, Motivation, Other

Wake Up

Ok, I have talked previously about knowing what’s going on the sector, what others in your same field are doing. But are you watching what people in general are talking about, issues, news items, documentaries and so on that have relevance to the work of your organisation?

It astounds me that there people in the sector who go to their office each day, do the work they feel needs doing; but aren’t aware of what people are talking about, what’s being shown and how this could be useful for their work.

Monitoring what’s happening is part of your job, well, I think it is. And for staff to only see their job as 9 to 5 is a little short sighted, especially when there’s so much competition for the charity dollar.

Staff should be encouraged to spend some part of their day looking at what people are talking about, someone in the organisation should be keeping an eye out for tv programmes etc that have some relevance to the work of your organisation. And, yes, someone should be monitoring FaceBook and the likes to see what others are talking and sharing that’s of relevance; and no cats are not really relevant unless they are at the core of what your organisation does.

So, who in your organisation is responsible for sharing news items, discussion papers etc? No one, tut tut, get someone onto this pronto, there’s likely gems you’re missing out on that could help you with your next fundraising campaign.

Remember, the people you are trying to gain as supporters are likely to have seen, read or talked about something that relates to your organisation, if you have seen something recently you can drop into a conversation or email; it could swing them to support you.

Who’s monitoring the social channels, again no one; no tuts this time, but please get someone to monitor, it won’t take them all day, just a few minutes each day is all that’s needed.

Ok, that’s a wee rant with some suggestions; so when you get back to your office, work out what you need to monitor and who the best person is to do this; unsure who – ask who would be interested, maybe someone is really keen but have been too shy to suggest that this is what you should be doing.

Now, get back to looking at what people are talking about in your sector.

CharityMatters-NZ Governance, Management, Other, Staffing

Know What You’re Good At

We all have strengths and weaknesses, the important thing is to recognise them and acknowledge that sometimes we need to call on others to help.

Asking and accepting help is a good thing and doesn’t mean you’re a lesser person for asking.

This is true not only in our personal lives, but also in our roles organisations, and perhaps even more so within some organisations in the non-profit sector.

Some people starting out with a non-profit will have the skills for the job they are doing, but they may not have the understanding of the sector, how things can be very different to the for-profit world. And, this can also be true for those overseeing an organisation.

If you have doubts about anything to do with your organisation, your role or the sector in general, don’t be afraid to put your hand up and ask for help. Something I remember being told years ago, was there’s only one dumb question – the one you didn’t ask.

So ask ask and ask some more if you have any doubts about your organisation, your role or your organisation. People will respect you for asking.

CharityMatters-NZ Boards, Governance, Management

Your Board – Investors in Your Organisation

I’ve talked before about having your board onboard; and have thought from time-to-time about whether boards are truly invested in the work of the organisation.

When thinking about board members and their investment in organisations; one thing that I’ve often wondered is how many are on the board of more than one organisation and whether this truly works.

Another thought has been about whether board members financially contribute to the organisation, sure – many do by attending events etc; but do they donate to your cause more than they donate to others?

So finding “My ONE Wish For Boards – the Secret Revealed” on Asking Matters made me realise I’m certainly not the only one who thinks along these lines.

Have a read and see what you think …

My ONE Wish for Boards – the Secret Revealed

For 15 years now, I’ve harbored a secret wish. My one wish for the non-profit world. Here it is.

If I could snap my fingers and make one change in our community, it would be to have every board member sit on one board only… and give 75% of his or her charitable gifts to that board. I can dream, can’t I?! 

Here are the impacts that would have:

Board members would feel like investors.

We talk about how to encourage our board members to truly feel vested in our organizations, yet how can they when their attention and their giving is so broadly focused? If one of your board members gives $10,000 to charity and gives $2,500 of that to you, that’s a solid gift. Now imagine if that board member gives $7,500 to you. That would be quite an investment, and I can guarantee that this board member would then be laser-focused on helping your organization succeed.

Board members could stop the painful quid-pro-quo fundraising.

What a gift that would be! Can you imagine how much negative energy would be avoided? I’ve never met a board member who likes all that quid-pro-quo fundraising – every gift to your organization means a gift he or she makes to someone else’s. And then your organization has all these gifts from people who don’t care about you and don’t want to be cultivated…and will never have a direct relationship to your organization.

Read the full article here