THE CLOSE: How to Close Appointments Like a Pro

Having a great Close to your Face to Face Appointments is almost as important as having a great Ask. What do I mean by the “Close”? Essentially, closing your appointment comes right after The Ask and includes elements like next steps, setting expectations, and getting the financial partner on-boarded to start their giving.

Do you know if your closing your appointments well? Let me ask you a few questions so we can gauge it together:

  • Are you having trouble getting verbal commitments turned in to actual gifts? Do you feel like your chasing your tail?
  • Are you having issues with new partners giving to your organization correctly? Are they seamlessly giving without any hiccups, misdirection of funds, or accidentally just giving one time instead of monthly?
  • Do you think your new monthly partners have clear next steps and expectations of how you will communicate with them?
  • Do you feel like after you’ve done your appointment the real challenge comes in getting ahold of them to turn it in? (why yes! I am aware this question is a bit redundant to the first question!)

If you’ve answered yes to any of these questions – your Close may need a little work and tweaking. Or a lot… It could need a lot of tweaking. I find in the workers that I coach if the Close is not in ship-shape, the process of follow up can become extra cumbersome and challenging. Here are some quick tips to help you tighten up your Close and get those new partners on-boarded to your team.

3 FOLD COMMITMENT:

First things first! While closing your face to face appointment set clear expectations to your new financial partner with a commitment to your team. My commitment suggestion comes in 3 parts: (1) work hard on assignment, (2) communicate regularly, (3) pray for your team.

Imagine you just started giving 100$ a month to a new missionary. As a giver, you would probably like to know what to expect after you start your giving. Right? Right. Therefore, let your shiny new partners know how you will be communicating with them – is it through newsletters and a Facebook Secret Group? Is it via email? WhatsApp or iMessages or Direct Messages? Do you have a TikTok or Instagram account dedicated to your ministry? Do you have a Secret Facebook Group? How often are you doing your newsletters? This is all helpful information to include during the Close of your appointment. I like to do this in my 3 fold commitment to them. It goes a little sum’ like this:

“As a team member I would like to make a 3 fold commitment to you. First, I promise to work hard while I’m on the field, reaching the X people for Christ and working diligently to make relationships with the X people through X Y and Z. Secondly, I promise to keep you updated regularly. Though I won’t be able to connect as consistently via phone because of the connection in X country, I will be keeping my team updated regularily through bi-monthly newsletters and my Secret Facebook Group. The Facebook Group is titled X and I will send you an invitation to it tonight, so be on the lookout. My hope is to shoot out updates there every week. Please feel free to comment or like things there, but keep in mind even though it’s “secret” I still need to be sensitive to not giving too much information due to X country. I also intend to email you from time to time, which leads me to number 3! Thirdly, I would love to pray for you on a continual basis and will be reaching out via email from time to time asking for prayer requests. Please keep me updated as well with any prayer requests as time goes on. My desire is for this to really be a team, as I simply cannot do what I am doing without you. Any questions about that?”

SET GIVING EXPECTATIONS:

“Yes” comes with a wide variety of nuances. It’s like a buffet out there guys. Some will say they need to pray about an amount prior to committing, others will say they will commit 75$ and turn it in tomorrow morning, still others will just say they will turn it in “soon”. No matter their response – make sure to ask two things: (1) If they know the amount and (2) when they would like to turn it in by.

This is important for two reasons:

  1. Because it gives you a frame of reference as to when to expect their commitment turned in by.
  2. Because it helps you know how to respond and set up your follow up accordingly, which can be varied. For instance, if they say they will turn it in this week then your response could be “Great Shelly, that’s going to be so helpful to get to my goal of 50% by the end of the month. If I don’t see it come in by the end of the week I’ll shoot you out a text (you may ask if they prefer text or phone call) to see if you need a reminder or have any questions about how to set it up – does that work okay?” Or, say for instance they indicate they need to pray about the amount. You can then respond with “Great Shelly, do you think a couple of days would be sufficient for that or would you need more time?” (Shelly says a couple of days is sufficient) Then, “Okay, I will text you for follow up Wednesday to see where you’re at after a couple of days to pray If I don’t reach you, I may try and call to reach you. Does that work for you?

SHORT PERCENTAGE GOAL:

Setting a short percentage goal is a little trick I’ve been proselytizing lately. So what does setting a percentage goal mean? Let me explain by setting the stage for this one:

Sally has just said yes to joining your monthly partnership team and has told you she will get it turned in this week. A month has gone by and unfortunately you didn’t do a good job on your close with creating follow up expectations or creating percentage goals. Whomp. To combat situations like this in the future, when Sally tells you she is going to join your partnership team at 100$ a month and will get signed up this week, the next thing you say to Sally is “Oh my Sally! This is so great as it helps me get to my goal of 75% by the end of May! If you can get that turned in this week that would get me closer to that goal and of course closer to 100% by August. I really appreciate it.” See what I did there? I created a short percentage goal to let Sally know it matters when she gets her monthly commitment turned in. A lot of new financial partners don’t know that you will never be able to get to 100% unless they turn in their commitment (though this can vary based on your organization), and the reason is because you haven’t told them! Thus, make sure to communicate clearly (and gently…and nicely, you know what I mean) what your needs are. Creating a short goal that is less than a month away is perfect for getting a little urgency in and communicating that you are working toward getting to 100% in a timely manner. Doing so will help you get commitments turned in efficently.

SET FOLLOW UP EXPECTATIONS:

As a support raising coach I have seen that setting clear follow up expectations can make or break your season of support raising. Essentially you want to do 3 things while setting follow up expectations during your appointment:

  1. GIVING EXPECTATIONS: As above, ask them when they would like to give and how much. (If they are praying / thinking it over this still applies just tweak it)
  2. SHORT PERCENTAGE GOAL: As above, give them a short percentage goal and communicate your needs for having them turn it in.
  3. COMMUNICATE AND CALENDARIZE FOLLOW UP: If they are praying about an amount or unsure of their giving, set a time frame and let them know you will follow up with them. An example could be this: “Great Sally! Thank you so much for praying about a commitment. How much time do you think you need to pray about it? A couple of days? (*Sally says yes) “Okay, how about I text you on Friday and find if you’ve come to any decisions? Would that be okay?” (*Sally says yes) “Great, and if I don’t get ahold of you Sally I may try to call. Thank you so much for praying!” The same process works if they say yes and they get it turned in in a couple of days, just change the wording a bit to something like this: “Okay, if I don’t happen to see it come in by Friday or Saturday I will shoot you a text and see if you need a reminder or any help getting it set up. I’m so thankful Sally and appreciate you being a part of this team. Your giving now will help me reach my short goal of getting to 50% by the end of the month, and 100% by August! Thank you!”

A text to Sally for follow up would look something like this: “Hey Sally! Thanks so much for praying about joining my partnership team. I really loved our time together and am so grateful. Have you come to any decisions? Let me know either way and I appreciate you!”

**Please note, it’s always best to get a new financial partner on-boarded during the appointment, so shoot for that when they choose that entree of the buffet table! It’s like getting the steak! Or maybe like getting the soft serve ice cream after dinner when you were a (big) kid. Remember buffets?!?!**

GIVING INSTRUCTIONS:

Have you ever tried to give a reoccurring gift to a worker/ministry and felt like you were doing rocket science? Unfortunately the process isn’t always easy, and yet again comes with another buffet of options for the giver. Online? On the phone? Via check? It’s likely there are multiple ways your new financial partner could give, and typically not everyone will want to set it up the same way. Your job is to make it as easy as possible for your new financial partner to give. To do this, provide a short sheet of giving instructions. It doesn’t have to be fancy to be helpful! If you don’t know various ways that someone can give to your organization, learn all of the processes and make sure you understand how each works.

So I hope these were helpful! Now you’ll be pro level closing your appointments and getting new financial partners on-boarded to give! Recap:

  • 3 Fold Commitment
  • Giving Expectations
  • Short Percentage Goals
  • Follow Up Expectations
  • Giving Instructions

Aaaaannnnd Closed.

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