If you’re managing a team of major gift officers, you know that the 1:1 is one of the most important meetings. But here’s the truth: too many of these meetings get wasted.
They usually turn into casual catch-ups and a quick look at open proposals. This is not productive and rarely produces actual fundraising outcomes.
I recently started using a consistent and strategic 1:1 agenda template and it changed everything. It brought focus, and accountability to every meeting and made a big difference in how my fundraisers approached their work.
Here’s how I break the agenda down:
1. Visits & Travel Planning
Confirmed Visits (Next 2 Weeks): Who are they seeing, when, and why?
Next Two Trips: Where are they headed, who are the anchor visits, and do they need help with any strategy for those visits?
By covering these two topics, it keeps them focused on what’s important: getting visits. I also make sure the trips are focused on the prospects that are a priority right now.
2. Proposals & Pipeline Strategy
Upcoming Asks: Who are they preparing to solicit, how much, and when?
Expected Closures This Quarter: What’s ready to close and what’s the next step?
CRM Hygiene: Are proposal amounts, statuses, and dates up to date? If not, we fix it right then.
Elevated Engagement: Which prospects need leadership involvement? Dean? VP? President?
Recent Visits & Follow-up: What happened, and what’s next?
This section builds accountability and gives me, as a manager, a real-time view of where we stand with gifts that will book soon.
3. Current Roadblocks
What’s slowing them down? Sometimes it’s internal processes and sometimes it’s external donor issues. But we figure out ways to fix these problems immediately.
4. Wins & Momentum
We end every 1:1 with some of their big wins. This keeps things positive and some of the highlights I will bring up to the whole team at bigger meetings.
Final Thoughts
The best part is my team now shows up to 1:1s prepared. They know the structure. They know we’re going to focus on meaningful work and not just updates.
If you want your team to open more proposals, close more gifts, and spend more time with the right donors, give them structure. Start with a solid 1:1 agenda.
Want a copy of the full template I use? Email me at adamplatzer@gmail.com.
Forward Fundraisers 