The "Funding Contact Information Form and Tracking Sheet" helps
you keep track of the telephone conversations, in-person visits or other
contacts you have with program officers at the corporations or foundations
with which you're working.
You'll want to begin a new tracking sheet each time you contact a potential
funder for the first time. Then simply keep a record of your future
contacts on that same sheet.
Some people like to staple a copy of the tracking sheet to the front
of a file folder, then use the folder to hold additional materials about
that particular funder. Others prefer to keep their tracking sheets
in a big notebook, organized alphabetically for quick reference.
Purpose of Contact: Filling this section out before you
make a call or visit forces you to be very clear about what you are
looking for through the contact. Corporate and foundation program staff
are very busy people. They will appreciate the fact that you know exactly
why you're calling and can communicate your needs clearly and quickly.
Results/Outcome/Decisions: What was said? What's going
to happen next? What did you find out? Keep a record of these details
in this section for your ready reference.
Action Needed: Is there something you need to do to follow
up on or as a result of this contact? Do you need to make another phone
call? Write a letter? Talk to a colleague? Get more information? Schedule
an item for your board agenda? This section will help you track the
specific steps, actions or communications you need to take next.
