The Stay in Touch Tasks

Description

When USPS NCOA identifies a new address for your record, TrueGivers creates a task to send donors a communication letting them know you won’t lose touch and hope that their move wasn’t too stressful. This helps donors remember your organization and why they care about your cause. We now have three stay in touch tasks:

  • Stay in Touch - Individual Move
  • Stay in Touch - Household (or family) Move
  • Stay in Touch - Business Move

These three tasks will identify what type of move your donor entered on their change of address form. (Consumers fill these out themselves!)

Criteria

  • address_move_record_type = 'C'
  • move address is mailable
  • address_move_date is not blank
  • address_move_type is
    • 'I' for Individual moves
    • 'F' for Household moves
    • 'B' for Business moves
  • deceased_type does not equal Individual (donor is not deceased)

The address_move_record_type indicates that USPS NCOA returned a new address for the donor. We create a Stay in Touch task when this new address is returned and it is considered mailable by USPS.

Task Details

Tasks will include a caption indicating the Donor who has moved, plus a description of indicating where they moved and what steps you should take. Here is an example:

Stay in Touch Task Details
Stay in Touch Task Details

Due Dates and Expiration Dates

TrueGivers adds Due Dates and Expiration Dates to your tasks so that you do not waste time reviewing 'old' tasks that are no longer relevant.

The Stay in Touch Tasks have a Due Date set for 7 days after the task was originally created, and an Expiration Date set for 17 days after the task was originally created. USPS NCOA supplies a weekly move update to TrueGivers. This means that we are returning new addresses to you weekly. We want to make sure you are staying on top of these moves and know where your donors are moving!

Example

Jane Doe has a move identified. TrueGivers will create a Stay in Touch task right away. We use the move type (Individual, Household, or Business) to create the different Stay in Touch tasks. Let's say a move was returned during processing on 5/1/2019.

  • The Due Date will be set to 7 days after 5/1 which is May 8, 2019.
  • The Expiration Date will be set to 17 days after 5/1 which is May 18, 2019.

Steps You Should Take

Remember: Stewardship Tasks provide a specific action you can take on a specific record to improve data stewardship – and ultimately your relationship with your donor. Stewardship Tasks serve two purposes.

  1. They help you keep your database as clean and ready-to-use as possible. This helps you practice regular maintenance and avoid clunky batch updates. These are the Data Stewardship Tasks.
  2. Tasks are designed to help you stay in regular communication with your donors by leveraging the data in your CRM. We prompt you to take small steps that bolster your relationships. These are Donor Stewardship Tasks like this one!

TrueGivers will provide some simple steps within the task itself. Use the Task Buttons to help keep track if you have started and completed a task or if you decided to ignore a specific task. TrueGivers provides the following buttons:

  • Approve
  • Complete
  • Decline
  • Delete

After you have determined what action you would like to take on the task, your first step is to review the data. Because TrueGivers uses third party data, you should always confirm the data provided is correct.

For the Stay in Touch Tasks, review the data returned by USPS NCOA. If you have a multiple records for a household, review if other members also had a move identified.  Once you are confident in the data, decide if you would like to open up communication with this donor. If so, send them a card to their new address, send a quick email, or give them a call welcoming them to their new home!

Complete the task once you have completed your contact with the donor.


Data and Donor Stewardship Tasks

TrueGivers processes your database daily to look for new data matches to existing accounts, new accounts, and accounts you made edits to. With each process your database receives CASS/DPV/NCOA/RDI, Deceased Information, and Individual & Household data enhancements. Then we create Stewardship Tasks.

Want to learn more about our tasks? Head over to our Stewardship Tasks page.

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