The Art of Phone Follow Up

Follow up calls use to be the least favorite part of my job. It can be a lot of mental work to sit down with a list of phone numbers and make call after call after call. But, the more I started to make follow up calls the more I started to like them.

How else can an organization keep in touch with a large number of constituents in a short period of time? You might say I can reach thousands of donors via email, direct mail, or blogging (if you read an earlier post). I think those are great tools but none of them are as personal as a phone call. Before I go on don’t use phone follow up as your strongest platform for solicitation. Especially for your major gifts program it is important that you meet in person with your donors.

Before starting your phone follow up make sure you have all the information you will need to answer questions within immediate reach. Have all the phone numbers, names, donor statistics (do your research before your phone call), and program details. Then rehearse a few times what you are going to say. I have often found that it takes a few messages or conversations with a few donors before my message is really polished. It is important that you speak plainly. Do not try and be smarter or more articulate than you naturally are. Donors know when you are reading a scrip or if a message is not your own. Ask questions while you are on the phone don’t do all the talking. This is a great time to learn why someone gives to your organization, how they first found out about you. This kind of conversation helps your future solicitations because you know more about what interests a donor has.

If you have a really long list of people split it up. Get a few board members to help you make calls. Set aside time to make these calls. Plan ahead a few hours every day for a week or set aside an entire afternoon to make calls. One final pointer is a little bit corny, so forgive me, but I have found that it does make an actual difference. Donors can tell by the tone in your voice if you are smiling, frowning, or bored when you are on the phone. I am not sure what it is but if I am having a conversation with someone, especially after I have said the same thing 15 times before, a smile on my face creates a better message.

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