Discovery Visit Goals, Questions, and Key Points

The purposes of these visits are to help assess how the potential donor feels about the agency; how he or she approaches philanthropic decision making; who else is involved in philanthropic decision making and how best to involve him or her in the life of the agency. Our goal is for you to share our vision and get a reaction, ask quality questions and listen to the answers.

Sometimes getting the appointment is the most difficult part. You know the meeting will go well because the vision is powerful and we have identified the right people to be there. The conversation will be engaging. Even if the participants decide not to become involved, they will still have had a stimulating hour. There are no bad outcomes!

Guidelines for a face-to-face meeting:

  1. Send a letter first if appropriate
  2. The phone call is to follow-up on the letter or invitation
  3. Plan what you’re going to say
  4. Have your calendar handy
  5. Keep the small talk brief although cordial and pleasant
  6. Your enthusiasm matters
  7. Be upfront about the amount of time you need
  8. The objective is to get the appointment, not to make a “sale” on the phone; stay focused on the objective
  9. Move the conversation to when you’ll meet, not “if” they want to meet

The Request:

After the opening pleasantries:

“John, as I mentioned in my letter, I’m a board member of (name). We’re at an exciting crossroads in our history. I’d like to share our vision with you and get your reaction and ideas. Your insights will truly help and the meeting won’t take more than hour. Is Tuesday or Wednesday of the week of (blank) better for you?”

Overcoming Objections:*

“Paul, I’m not sure it’s a good idea to get together. I’m over committed with my other charities and really don’t have time for another one.”

“It is important that I see you, John. The choice to be involved is entirely yours. We do need your perspective, and good counsel. I know how much you care about our agency. This is an important discussion and I guarantee you’ll enjoy it. I’m looking at a number of dates in May. Would May 15 or 16 be better for you?”

“Paul, just tell me how much you’re looking for. Maybe we can do this on the phone. I really don’t have much time. And I’m not crazy about fundraising meetings.”

“John, I have no intention of asking you for money during this meeting. Yes, I do hope that you’ll be inspired and want to get involved but that is entirely up to you. I’ve always found your advice to be thoughtful and cogent. Will you give me 45 minutes? We’ll do it at your convenience. Which week in May will work best for you, the week of the 15th or the 22st?”

“Paul, how about sending me some information in writing and I’ll look it over and get back to you. I’m swamped. We’ve got a merger going and you know what that’s like. Plus, our daughter’s wedding is in a few weeks and then Helen and I are heading for the Caribbean. This just isn’t a good time.”

“Congratulations on your daughter’s wedding. That’s fabulous. And you’re right; I know the overwhelming pressures of a major merger. In fact, knowing you as I do, I really believe you’d give our material a careful reading in spite all that you have going on and that would be important to us and to me personally. But (name of agency) and our strategic vision are critically important. And your insights will be incredibly valuable. Let’s find a time in June, after the wedding and vacation. How about the week of the 11th? Which day would work best for you?”

“Paul, why don’t you tell me what this is all about and then I can decide.”

“It is an amazing vision and plan. The truth is I couldn’t do it justice on the phone. Plus we need your thoughtful consideration and insights. We’ll benefit from your experience and you’ll have a stimulating hour. I guarantee it. When is a good time for us to meet in May? I’m looking at the week of the 14th. Would Tuesday or Wednesday work for you?”

“Paul, you and I both know that this is about money and I’m just not interested in getting involved with any other group right now. How about I send you $1,000 and you buy a foursome for the golf outing I’m chairing?”

“You know I’m always happy to play golf with you, John. But that’s not what this meeting is about. Yes, I hope that you’ll get so inspired that you’ll want to participate. But right now I want your ideas and good counsel. I’ve always found your advice to be thoughtful and cogent. Will you give me 45 minutes? We’ll do it at your convenience. Which week in May will work best for you, the week of the 14th or the 21st?”

(*Adapted by The Osborne Group, Inc. from Asking by Jerrold Panas)

Preparing for the Visit

  • Review the background information on the person your meeting
  • Re-read the vision and case for support
  • Review the list of strategic questions
  • Think through the conversation
  • Since your job is to share the vision, make sure you feel comfortable speaking the core priorities, the power of one-to-one mentoring in creating young adults who make a difference in our world.
  • Remember, ask many questions, listen carefully, don’t sell – DISCOVER!

The Visit

  1. Engage around work, family, or common interests; keep the small talk brief although cordial and pleasant
  2. Re-state your purpose for the meeting and reconfirm the amount of time available
  3. Begin by thanking the donor for past gifts; share that you too are a donor and how good you feel about your investment in BBBS
  4. Ask your first questions (see potential questions below)
  5. Share the vision
  6. Remember that your enthusiasm matters
  7. Ask more questions and LISTEN
  8. End the visit with a thank you and an invitation to visit the campus, attend an upcoming event, and/or meet again in the future.

Follow Up

  • Write up your notes within 24 hours so that you don’t forget
  • Send a thank you note to the donor

Questions to Ask

  1. Over (your lifetime) (the last five years) (the last year) you have generously helped us (state intended purpose of gifts of time and money or say through leadership giving to the annual fund); how do you feel about those investments?
  2. To what degree do you feel your gifts of (time and money) to our agency have made a difference to the children we serve?
  3. What do you value most about the impact mentoring organizations achieve in our community?
  4. If you could pass along a lesson to our Littles, what would that be?
  5. Now that you’ve heard our plans for the future, what are your thoughts? Can you say more about that?
  6. To what extent do our vision and core values dovetail with your interests and beliefs?
  7. What are some of the guiding principals you use to make your philanthropic decisions?
  8. In what ways are (your spouses’) (your children’s) (the members of your decision making group’s) guiding principals the same and in what ways are they different? How does that influence your philanthropic decisions?
  9. What do you expect from the charitable organizations in which you are involved?
  10. To what extent are we meeting those expectations?
  11. How could we enhance that?
  12. Of the projects I highlighted, which do you find the most compelling? How so?

Visit Maxim: Speak 30% of the time; Listen 70% of the time!

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© 2006 The Osborne Group, Inc.

701 Westchester Avenue, Suite 205W

White Plains, NY10604