Over a Cup of Coffee: The Best Time Investment You Can Make in Your Department's Unfunded Potential

One of the cornerstones of fundraising is often expressed as, "If you want money, ask for advice. If you want advice, ask for money." 

Asking in any fundraising program has its place and can be very successful. However, it's seldom appropriate to do so on the "first date."

Consider the following simple to implement idea to start laying the groundwork towards your department's unfunded potential:

1. Make a list of key names with experience with your department. These names may include:

• Council members and/or fire board members
• Local business leaders
• Active local volunteers
• Retirees from your department
• Regular donors to your department
• People who have benefited directly from your services

2. Try to have at least 25 names on this list.
3. Ask 1-2 other officers or active volunteers to join you in this efforts. Consider inviting someone from your Auxiliary, too.
4. Develop a list of 5-6 open-ended questions geared at gathering feedback on your department. Examples might include:

•  What strengths do you think XYZ Department has?
• What do you think XYZ Department should be working on?
• What if anything have you heard about our department you think we should be aware of in order to better serve the community?
• Recently, X happened (major call, bond issue, etc.). Any thoughts on that you'd like to share?
• What questions do you have for me about your department?  (use this opportunity to gently introduce topics in your top 3 current initiatives)

5. Schedule coffee (or other appropriate brief meeting) with one key contact per month. In doing so, let the key contact know you are gathering feedback to help create an even better department and you'd be honored by their feedback.


6. During the meeting, simply listen. Even if the feedback is negative, thank the contact for the feedback. Resist the urge to be on the defensive. If you have an annual report or regular email update list, ask the contact's permission to add their name to the list.


7. Upon returning from the meeting, find a way to thank the key contact for their feedback via phone call, email or, for the greatest impression, a personal note. 


8. Find a way to make historical note of the feedback through (at the bare minimum) an email. Basic donor and volunteer software systems are a best practice to add to your department. For more information on system options, contact Dawn Svenson Holland.


9. Repeat the outreach with the most passionate and fire department-connected contacts you meet at least once per year.


10. This outreach list is your key target list for your next capital or other community campaign.


What is working well for your department in terms of community feedback? Share your ideas below. 


Make it a great week!