Donor Communication and Follow-Up Tracking Template

Donor Communication and Follow-Up Tracking in Priority Matrix

Manage donor communications and follow-ups effectively to enhance engagement and retention.

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Proposed Tasks

Critical & Immediate

• Task 1 due in 1 day: Set up Donor Database
  ☐ Create a comprehensive donor database ☐ Segment donors based on donation frequency and amount
• Task 2 due in 1 week: Develop Communication Strategy
  ☐ Identify key messages for each donor segment ☐ Plan communication frequency and channels
• Task 3 due in 2 weeks: Draft Template Emails
  ☐ Create template thank you emails ☐ Draft template follow-up emails
• Task 6 due in 5 weeks: Develop Donor Engagement Plan
  ☐ Create a plan for engaging donors on a regular basis ☐ Plan special events or initiatives for donor engagement
• Task 10 due in 9 weeks: Develop Donor Retention Strategy
  ☐ Create a strategy for retaining donors ☐ Plan activities to show appreciation to donors
• Task 13 due in 12 weeks: Develop Donor Acquisition Strategy
  ☐ Create a strategy for acquiring new donors ☐ Plan activities and communications to attract new donors

Important & Not Immediate

• Task 4 due in 3 weeks: Schedule Initial Communications
  ☐ Schedule initial thank you emails ☐ Schedule follow-up emails
• Task 5 due in 4 weeks: Review and Adjust Communication Strategy
  ☐ Review feedback and responses from initial communications ☐ Adjust communication strategy as needed
• Task 7 due in 6 weeks: Schedule Donor Engagement Activities
  ☐ Schedule regular engagement activities ☐ Plan and schedule any special events or initiatives
• Task 9 due in 8 weeks: Review and Adjust Engagement Plan
  ☐ Review feedback from engagement activities ☐ Adjust engagement plan as needed
• Task 11 due in 10 weeks: Implement Donor Retention Strategy
  ☐ Implement activities to show appreciation to donors ☐ Monitor donor retention rates
• Task 12 due in 11 weeks: Review and Adjust Retention Strategy
  ☐ Review feedback and retention rates ☐ Adjust retention strategy as needed
• Task 14 due in 13 weeks: Implement Donor Acquisition Strategy
  ☐ Implement activities and communications to attract new donors ☐ Monitor new donor acquisition rates
• Task 15 due in 14 weeks: Review and Adjust Acquisition Strategy
  ☐ Review feedback and acquisition rates ☐ Adjust acquisition strategy as needed

Less Critical & Immediate

• Task 8 due in 7 weeks: Monitor Donor Engagement
  ☐ Monitor donor engagement activities ☐ Track donor responses and feedback
• Task 16 due in 15 weeks: Prepare Donor Report
  ☐ Prepare a comprehensive report on donor engagement, retention, and acquisition ☐ Include recommendations for future improvements
• Task 17 due in 16 weeks: Present Donor Report to Management
  ☐ Present the donor report to management ☐ Discuss recommendations and get approval for implementation

Less Important & Not Immediate

• Task 18 due in 17 weeks: Implement Approved Recommendations
  ☐ Implement approved recommendations from the donor report ☐ Monitor the impact of implemented recommendations
• Task 19 due in 18 weeks: Review and Adjust Implemented Recommendations
  ☐ Review the impact of implemented recommendations ☐ Adjust the recommendations as needed
• Task 20 due in 19 weeks: Conduct Donor Satisfaction Survey
  ☐ Conduct a survey to measure donor satisfaction ☐ Analyze survey results and develop action plan to address any issues