Now that you have sent out solicitation and recruitment e-mail messages (if you are captain) and 'spread the net far and wide', it would be a good idea to follow up on these tasks! Keep the lines of communication buzzing! Follow Ups help you stay current with three important tasks:
Send Follow up Thank You's. Even though an automatic Thank You from the organization is sent right after the donation is made, a personal Thank You would be nice! Thank you's you need to send to donors who have given on your behalf.
Send Follow up Reminders You have solicited these friends but they haven't shown their support yet - Remind them it's not too late!
Adjust your total to accommodate offline donations. Most of your supporters may have donated online, but what about those friends who gave you cash 'on the fly' or wrote an impromptu check? Don't forget them! Their donations will augment your total.
Donors and potential donors requiring follow ups are neatly separated!
Donors needing Thank You's and potential donors requiring Reminders will be neatly segmented into separate lists so that there is no room for confusion.
Use this easy two-step process! Send the right ready-made message to the right recipient.
In the Donor List section of the page, simply select donors you wish to thank for their generosity and click Send Thank You to access the ready-made thank you message that will be sent once you press the button! The process for Reminders is as simple. Add to that the convenience of having all those you could and should remind about the ongoing campaign, neatly organized into a separate group.
You don't have to worry about sending the same reminder e-mail twice to the same person.
Why? Because only those you have solicited once, and once only, will show up on this list.Nor do you have to bother about sending a reminder to someone who has already donated.
Why? Because a donor will not even show up on the reminder list. Only potential donors who have been solicited once but have not given will.
Enhance your rapport with your supporters. Add a personal touch!
Use Follow Ups to sending a personal Thank You from you, the participant they supported. This will be in addition to the automatic Thank You message they received from the organization, right after they donated.
Don't worry about any unacknowledged donors slipping through the cracks!
Be rest assured, all donors who have given on your behalf but who haven't received a personal Thank You from you, the participant they are supporting, will be listed on the New Gifts list. Of course they will have already received a Thank You Message from the TeamRaiser organization. Their generosity will also have been acknowledged on-screen.
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You don't even have to create Thank You messages and Reminders! Use the ready-made messages available to you!
Once you choose to send Thank You's to the donors listed in the New Gifts section, you will automatically access a Thank You message template. Simply click Go, bring up the sample message and press Send.
Want to send a Reminder? Once you decide to send Reminders to potential donors listed in the Potential Donors section, you will access the Reminder message template and that is the message that will be sent.
Select the Follow ups icon/link in the header of the Participant Center.
On the screen that displays look for outstanding tasks that are yet to be completed. These are termed as follow ups to your original solicitations. They could be:
How to send Follow Up Thank You's
Have you thanked all donors who responded to your solicitations and supported you by giving?
If you have not, consult the New Gifts (not yet thanked) section of the Follow ups screen.
You will see a list of names of donors you need to thank for their generosity in your support. These are supporters who have made donations but you have not e-mailed thank you messages to.
To send a 'Thank you' to all those listed in this section, select the check box at the top left-hand corner of this section. (in the navy blue area) This will cause the check boxes for all listed donors (who have not been thanked) to be selected, as shown below. This means that all the listed donors will be recipients of the e-mail message that you will be sending shortly.
For example, in the diagram shown below, selecting the check box in the top left-hand corner will cause all the check boxes below it to be automatically selected.
To send a Thank You only to specific donors on this list (because you may have already thanked them using an informal means of communication, for example a phone call, a personal visit), select the check box to immediate left of the donor name. This will place the selected donor to be listed as a recipient of the Thank You Message you will be sending shortly.
For example: In the diagram below, Corry Blaze will be placed on the recipient list and so will Johnny Blaze. But not Harry Blaze (check box is not selected). Both Corry and Johny Blaze will be sent the message you are about to create.
Note: Selecting the E-Mail Address provided for a listed name will also take you to the Choose Message Type and Template screen. The Thank You message type will display for you to choose (press Go).
Press the Send Thank You button above this section.
The Choose Message Type and Template screen will display. The Thank You Message template (sample) will be available for you to select.
Press the Go button to make your selection.
On the Compose E-mail message screen, you will see some pre-filled text that is appropriate for a Thank You message of the type you wish to send.
Depending on how the organization has set it up, you may be able to add text and/or edit existing text in the Body text box.
Note that the Your Name, Your E-mail text boxes and the Subject line will be automatically pre-filled when you first see this screen. Added to that is the convenience of the (Recipient) e-mail addresses you selected on the Follow ups screen, (by marking the check boxes) being automatically displayed in the Send To box. You don't even have to enter the e-mail addresses of recipients, or select them.
Press the Send button.
You will be notified that your message(s) have been queued for delivery.
How to send Follow Up Reminders
Have you sent out reminders to all the friends you solicited but who haven't given yet?
Consult the Potential Donors List on the Follow ups screen.
To select all listed potential donors as recipients of your reminder message, select the check box at the top left-hand corner of this section. (in the navy blue area) This will cause the check boxes for all listed potential donors to be selected, as shown below. This means that all the listed potential donors will receive the e-mail message that you will be sending shortly.
To choose only some potential donors as recipients of your reminder message, select only the check boxes for the names you wish to send the reminder to.
Note that clicking on the e-mail address of individual potential donors will also access the E-mail interface (Compose Message Type and Template screen). But you will have to select the type of message you wish to send. Also, you will only be able to send the message to the single e-mail address you selected.
Press the Send Follow-Up button.
The Choose Message Type and Template screen will default to the Reminder for friends and family selection.
You must press the Go button to access the Compose E-mail Message screen where you will see a ready-to-use message.
The advantages of using this template? The From fields of Your Name and Your E-mail Address, and Subject line will be pre-filled. The Send To recipient e-mail addresses will automatically display the addresses you selected on the Follow Ups screen.
Depending on how the organization has set it up, you may even be able to modify of edit some of the existing text in the sample message you see in the Body Box!
Press the Send button.
You will be notified that your message(s) have been queued for delivery.
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