Scripts for the toughest donor conversations

Sometimes we just need to know what to say.

Here are some scripts and some common scenarios among my clients the last 5 years.

For the board member who is a bump on a log and it's time for them to move on

Hi Daniel, Thank you so much for your commitment to our organization the last 5 years. You have helped us do x, y, z (be specific about how they actually helped you). I'm so grateful for your contribution. Moving forward, we are asking our board members to commit to [these are examples: attend every board meeting (only missing one), personally give, attend our gala and serve on a committee]. I know your schedule has changed and I'm wondering if you are willing to re-commit and re-up or if it's time to move on. Are you able to meet these commitments? If not, I'd love to talk about next steps for you stepping back from the board.

For the donor who just gave $25k and you were planning to ask for $100k

Thank you so much for your gift of $25k. I actually wanted to talk to you about giving $100k. Would you consider giving $100k this year?

If you are scoffing at this, or too chicken, just know that I've done this several times. It's never gone badly and worked nearly every time. This is what I teach my VIP clients. They learn to negotiate. They do it naturally now and it actually makes the donor more bought in to the mission.

For the person on your team you meet with every week and need to clear off space on your calendar

Oliver, you are doing a great job. Here is what I see that you are doing well [name specific things x, y, z]. I'm going to be spending more time generating high level revenue opportunities for us, so I'm going to shift our weekly meetings to every other week or meet as needed. In between meetings, I'd love for you to send me a report on what you worked on that week, any learnings, and any challenges or questions you have by email every Friday by 12noon. I trust you and want you to spend more time doing what you're best at.

For the person on your team who you need to hand off a responsibility to

Sophie, I trust you with ________ [insert the thing you are handing off]. I won't be attending the check in meetings any longer, because I don't need to be there. You are in those meetings and you have a great eye for detail. I trust that you will come to me when you need help. I'm here.

For the donor who says "No" to a meeting

Tom, thanks so much for getting back to me. I understand you can't meet now. It's important I meet with you and report back to you the difference you've made since you are one of our most loyal donors. Do any of these dates work for a quick 15-minute call? [Share 3 dates and times 2 months from now]

For the recurring meeting that is on your calendar that is a GIANT WASTE OF TIME and you know it

Hi Tony, I'd like to renegotiate my attendance at this weekly time suck of a ... just kidding, I mean, this weekly meeting. I'm clearing off as much space on my calendar to do tasks that bring in the most money. This means less time in internal meetings and more time meeting with donors, making asks and building relationships. I'd like for all internal meetings except for our bi-monthly check-in meetings to be optional, and I will attend as I'm available. Moving forward, I will put precedent on meeting with donors to make sure that I reach and exceed my goals. If you would like to discuss this further, I'm happy to. This is in an effort to focus on the highest value tasks I can possibly do for the benefit of the organization and mission. Thank you.

For hiring a virtual assistant to help with admin tasks

Hi boss, I'd like to talk about hiring a part-time virtual assistant who can assist our development team with event logistics, data entry, collecting company logos and taking lower-level tasks off of our plates. I've found great options if we are willing to hire someone overseas with great experience who comes highly recommended at $12 an hour. This would equate to less than $500 a month to help our team 10 hours a week. I think it's a great investment so that we can be freed up to meet with donors more and raise more money. The less time we spend doing data entry and event logistics, the more time we can spend with donors. This is the help I need to exceed our goals this year. Can I move forward with this?

Go forth!