Compression Planning, Donor Focused Fundraising, Prospecting

15 Minute Prospecting at Every Board Meeting

Many of you already know that the crew at Binns Drennon LLC make ubiquitous use of Compression Planning®, a marvelous tool for planning everything from a case for support to a grant. Yes, it’s a magic bullet when planning the big stuff (strategic direction, campaigns, DACUMs). Often, we break the process into pieces to create short, quick sessions that resolve smaller and more immediate challenges.

One of our favorite “15 Minute CP” sessions is donor prospecting at foundation board meetings. It’s a fabulous way to engage your board members in meaningful discussions, and helps those who are reluctant to “ask” for support contribute to the foundation’s overall development plan.

You can use this process to prepare potential donors for a capital or major gifts campaign. Or, to introduce new or emerging businesses and other newcomers in the community to your institution, programs and services. Or, incorporate the process in your “planned giving” planning. Or, or, or… you’ll find a dozen ways to incorporate this process in all of your fundraising.

The First Step – Takes WAY Longer than 15 Minutes

The 15 Minute CP Prospecting Session works if you’ve already created your development plan, which includes a cultivation plan. Ideally, your cultivation plan includes opportunities throughout the year that showcases faculty lectures and/or labs, student success and achievements, and specialty labs or classrooms, as well as cultural and athletic activities that reflect the goals in your development plan. Don’t forget to look deeply into your college’s non-credit/workforce development offerings for opportunities to showcase college expertise and innovation.

Then prepare a calendar of cultivation opportunities that you can distribute at your next foundation board meeting.

The Second Step – Really, Truly – Keep it to 15 Minutes or Less

We have found that doing this exercise right at the beginning of your foundation board meeting creates all kinds of energy, setting a positive tone for the rest of the meeting.

Remember, keep the session simple to keep it short. Only work on 2 or 3 cultivation opportunities at each meeting.

Title a board or flip chart with each of the cultivation opportunities you identified in your calendar.

  • Cultivation opportunity that would entice donors to meet on campus

(remember… this opportunity ties into the development plan goal)

Each opportunity will then have the following headers:

  • Name of Donor
  • Board Member Here Who Will Bring Donor to Campus (No nomination of board members who aren’t present!)
  • Other Organizations Donor is Known to Support (this helps you match cultivation activities that might align with the donor’s philanthropic interests)
  • Potential Range of Gift

Post 8_photo example

This process should happen quickly. You don’t have to set dates or make the schedule there (unless the cultivation event is already a set date). You might have 0-4 donors for each of your cultivation events. It’s ok if you don’t have any takers for a specific cultivation event. All the planning for the on-campus visits take place later. This is just a quick way to link board members to donors that lead to cultivation opportunities.

The Third Step – Again  Longer than 15 Minutes, but FUN FUN FUN

Planning a visit obviously takes some time. Ideally, you’ve arranged everything so that your board member can simply offer the invitation and accompany the donor. Where you have a set cultivation activity and the date is not flexible, it’s great to turn it into a “mini special event” with no more than 6 prospective donors and 2 or 3 board members.

These intimate cultivation events are where your board members can really get “on board.” Don’t make “an ask” on the tour. Let your prospect become fully engaged and let your board member be the “host.” If you can, walk your donor across campus during a busy time when classes let out, or through the student union or library.

Afterwards both you and your board member should write notes thanking the prospective donor for taking time to come to campus and to ask if they have any questions. Further follow-up should continue to reflect your foundation’s development plan.


Over time, your board members become mini-experts on particular programs or services that they introduce to prospective donors. And that pays off in the community as they “talk up” the college and programs naturally in conversations.

Another Bonus

After a while, as success builds and funding starts impacting programs and services, faculty and program directors actually begin to come to you with ideas for engaging prospective donors.

Have fun!

Collaborations, Compression Planning

From Competitors to Collaborators


What happens once you’ve decided to pursue a grant opportunity? You get everyone who could be  involved in developing the idea, but how do you engage them in developing a concrete and sequential action plan, and “owning” the task list that results from the discussion?

For some colleges, the answer is Compression Planning®, a seven-step visual planning process, designed to reduce project and strategic planning time and increase meeting and planning productivity. Sinclair Community College was one of the early adopters of Compression Planning®. They’ve used it successfully to:

  • Win $163 million in grant awards over the last 20 years
  • Produce winning proposals 30% faster than their competition
  • Achieve a $40:$1 Return on Investment (ROI) in their grants office for over 14 years

According to Deb Norris, Vice President for Workforce Development & Corporate Services at Sinclair, Compression Planning has been a game changer in their effort to secure resources. “We’ve experienced the transformative nature of Compression Planning® at Sinclair,” she said. “The process is inclusive, and allowed us to draw together multiple organizations and create true stakeholders in creating solutions to regional workforce challenges.”

Jerry McNellis, Founder, McNellis Compression Planning®, noted that in the community college grants arena, Sinclair Community College is considered a national leader. “Several years ago, I was presenting to the Florida Council for Resource Development. I asked if any of them knew of the grants operations at Sinclair Community College.”  Someone in the audience shouted, ‘They are the gold standard in our field.’ Another man stood up and said, ‘No. They’re the platinum standard.’ ”

Vicki Jeppesen, Director of Resource Development and Institutional Research at Northcentral Technical College, WI, reported exemplary results when she used the tool to plan TAACCCT Round 3.

“We used Compression Planning® with all our external partners (see box), to share what each individual agency was doing: their mission, projects, and so on,” she noted. “It quickly became evident that all of us were investing resources in career pathways, but doing so in silos, and sometimes at cross purposes.” Additionally, she was thrilled that collaboration among these “competitors” was so easily facilitated by the Compression Planning® process. All the agencies voices were heard, no one dominated the conversation, and the agenda was clear to everyone throughout.

Jeppesen reported that a 4-hour CP session with the grant writers from the state’s 16 technical community colleges laid the framework for the application. They were able to go back to their respective institutions with the same message for their college teams to begin specific development. Dr. Jack Daniels, President, Madison Area Technical College, who came to his position after the state won the $23.1 million grant from the US Department of Labor was astonished at the success. “It’s pretty outstanding,” he said, “that 16 colleges could agree on the framework, goals and objectives of such an important grant.”

Karla Hibbert-Jones, Director of the Grants Development Office at Sinclair Community College, noted that they have been using Compression Planning® for over 25 years to develop grant proposals.

In fact, she feels that the process gives their shop a competitive edge.

“By using CP, we estimate that we plan proposals about 30% faster,” she noted. “This is because the process brings out the best thinking of the project team in a short amount of time. It is a highly structured process that helps the planning team concentrate on what is important so they can make decisions that move the project forward.”

CP’s highly structured process allows groups to achieve their purpose, avoiding the meandering that occurs during most meetings. It further increases productivity because the outcome of the session becomes the outline for the proposal.

“You never have writers block when you use CP,” she commented.

And like Jeppesen, Hibbert-Jones extols the process when working collaboratively with multiple partners.







“CP allows all members of the planning team to contribute on a level playing field, she said. “Everyone’s contributions are heard without judgment by others in the group. This allows the group to explore new ideas freely and build on each other’s ideas to create rich thoughts.”

The collaborative sharing of ideas, supported by the CP process, allows the planning team to identify unique factors to incorporate into a proposal that will make it stand out from others. With CP, you can collaboratively generate ideas that would not easily be generated by someone working in isolation.

Recently, Sinclair Community College has partnered with the McNellis Company to train other institutions involved in joint grant development opportunities through Sinclair’s North American Compression Planning® Center. Over the last five years, Sinclair’s Workforce Development Division has partnered with McNellis Company to offer Compression Planning® Institutes and custom planning engagements. Through the Division, McNellis and Sinclair have brought together employer groups (including Advanced Manufacturing, Health Care, and Call Center) to identify, develop and launch appropriate new training programs via the Compression Planning® process. In addition the partners have facilitated the regional Compression Planning® engagement on entrepreneurism for the Dayton Development Coalition.

Sinclair hopes their new initiative will benefit organizations who seek to solve intractable organizational problems, build strong and efficient organizations, and manage complex projects.

Originally published in CRD Dispatch, Summer 2014