Partner Engagement Report

Overview

The Partner Engagement Report helps you measure and improve partner relationships by tracking engagement levels, identifying partners needing follow-up, and analyzing communication frequency patterns. Use this report to ensure no partner falls through the cracks.

What Data Is Shown

This report provides three key engagement insights:

Days Since Last Contact Distribution

Visualization: Histogram

Shows how many partners fall into each time range since last contact:

• 0-7 days (Recently contacted)
• 8-30 days (Normal range)
• 31-60 days (Follow-up recommended)
• 61-90 days (Follow-up needed)
• 90+ days (Urgent follow-up required)

Use Case: Identify partners at risk of disengagement based on communication gaps.

Engagement Level Breakdown

Visualization: Bar Chart

Categorizes partners by engagement score:

• High - Frequent communication and donations
• Medium - Regular but less frequent interaction
• Low - Minimal communication
• Unresponsive - No response to multiple contact attempts

Use Case: Segment partners for targeted communication strategies.

Partners Needing Follow-Up

Visualization: Data Table

Lists partners requiring follow-up attention with:

• Partner name
• Last contact date
• Days since contact
• Last communication type
• Engagement level
• Priority (High/Medium/Low)

Use Case: Create actionable follow-up task lists for team members.

How to Use Filters

Date Range Selection

Focus on specific time periods:

• Last 30 Days - Recent engagement patterns
• This Quarter - Quarterly review
• This Year - Annual engagement analysis
• Custom Range - Specific campaign or period

Campus Filter

Analyze engagement by location:

• Individual campus engagement health
• Compare engagement across campuses
• All campuses combined

Engagement Level Filter

Focus on specific groups:

• High engagement (thank and maintain)
• Medium engagement (nurture and grow)
• Low engagement (re-engage)
• Unresponsive (special intervention)

Days Since Contact Filter

Target partners by time gap:

• 0-30 days (recently contacted)
• 31-60 days (follow-up recommended)
• 61-90 days (follow-up needed)
• 90+ days (urgent)

Understanding the Charts

Reading the Histogram (Days Since Last Contact)

X-Axis: Time ranges (0-7, 8-30, 31-60, 61-90, 90+ days)

Y-Axis: Number of partners in each range

Bars: Height indicates partner count

Healthy Pattern:

• Most partners in 0-30 day range
• Declining bars as days increase
• Minimal partners in 90+ range

Warning Signs:

• Large bar in 90+ range
• More partners in 60+ than 0-30
• Uniform distribution across all ranges

Example:

• 0-7 days: 200 partners (Good - recently contacted)
• 8-30 days: 350 partners (Good - normal frequency)
• 31-60 days: 150 partners (Monitor - approaching follow-up)
• 61-90 days: 80 partners (Action - follow-up needed)
• 90+ days: 38 partners (Urgent - immediate attention)

Reading the Bar Chart (Engagement Levels)

Categories:

• High Engagement - 10+ touchpoints, recent donations
• Medium Engagement - 5-9 touchpoints, some activity
• Low Engagement - 1-4 touchpoints, minimal activity
• Unresponsive - 0 touchpoints, no responses

Healthy Distribution:

• High: 20-30%
• Medium: 40-50%
• Low: 15-25%
• Unresponsive: Less than 10%

Example:

• High: 245 partners (30%)
• Medium: 409 partners (50%)
• Low: 123 partners (15%)
• Unresponsive: 41 partners (5%)

Reading the Follow-Up Table

Columns:

• Name - Partner identification
• Last Contact - Date of most recent interaction
• Days Since - Auto-calculated time gap
• Type - Email, phone, meeting, SMS
• Level - Current engagement score
• Priority - Urgency based on multiple factors

Sorting: Click column headers to sort

Priority Indicators:

• High Priority (Red) - 90+ days + previously high engagement
• Medium Priority (Yellow) - 60+ days or declining engagement
• Low Priority (Blue) - 30-60 days, low historical engagement

Common Use Cases

Weekly Follow-Up Planning

1. Open Partner Engagement Report
2. Set date range to "Last 30 Days"
3. Review "Partners Needing Follow-Up" table
4. Sort by Priority (High to Low)
5. Export top 20 high-priority partners
6. Assign to team members for outreach

Action Items:

• Make phone calls to high priority
• Send emails to medium priority
• Add low priority to next week's list

Re-Engagement Campaign

1. Filter by "Low" or "Unresponsive" engagement level
2. Review histogram to see disengagement trend
3. Export partner list with contact info
4. Design targeted re-engagement content
5. Track response rates

Campaign Ideas:

• "We miss you" email series
• Special event invitation
• Survey to understand needs
• Personalized phone calls from leadership

Measuring Communication Effectiveness

1. Set date range to "This Quarter"
2. Compare engagement levels to previous quarter
3. Note changes in distribution
4. Correlate with communication campaigns
5. Adjust strategy based on results

Metrics to Track:

• % of partners moving from Low to Medium/High
• % of partners becoming Unresponsive
• Average days since last contact
• Follow-up completion rate

Team Performance Review

1. Filter by campus (if team assigned by campus)
2. Review engagement levels for each campus
3. Compare days since contact distribution
4. Identify top-performing teams
5. Share best practices

Benchmark Questions:

• Which campus has highest % of high engagement?
• Which campus has longest average time since contact?
• Are there patterns in successful engagement strategies?

Export Options

PDF Export

Best For: Weekly team meetings, printed follow-up lists

Includes:

• Engagement level chart
• Days since contact histogram
• Top priority follow-up table (first page only)

Use Case: Distribute to team for weekly assignments

Excel Export

Best For: Detailed follow-up planning, team assignments

Includes:

• Complete follow-up table (all partners)
• Engagement metrics by partner
• Contact history summary
• Sortable/filterable columns

Use Case: Create custom follow-up schedules, assign to team members

CSV Export

Best For: CRM integration, automated workflows

Includes:

• Partner records with engagement scores
• Last contact dates
• Follow-up priorities

Use Case: Import to email marketing tool, set automated reminders

Best Practices

Regular Review Schedule

Daily: Check for new urgent follow-ups (90+ days)

Weekly: Review and assign follow-ups from 60+ day list

Monthly: Analyze engagement level trends and adjust strategies

Quarterly: Comprehensive review with team performance analysis

Engagement Level Strategies

For High Engagement Partners:

• Thank them personally
• Invite to special events
• Ask for testimonials or referrals
• Maintain regular communication

For Medium Engagement Partners:

• Increase communication frequency
• Invite to participate in programs
• Share relevant content
• Ask for feedback

For Low Engagement Partners:

• Send re-engagement survey
• Offer value-driven content
• Personalize communication
• Try different communication channels

For Unresponsive Partners:

• Final outreach attempt
• Phone call if possible
• Update contact information
• Consider moving to inactive status if no response

Setting Follow-Up Rules

Establish organizational standards:

• 0-30 days: No immediate action needed
• 31-60 days: Add to follow-up queue
• 61-90 days: Assign team member for contact
• 90+ days: Urgent priority, leadership involvement

Preventing Disengagement

Proactive Measures:

1. Set up 45-day reminder alerts
2. Diversify communication channels
3. Personalize messages based on interests
4. Share valuable content regularly
5. Celebrate milestones (birthdays, anniversaries)

Combining with Other Reports

• Call Activity - See communication volume and outcomes
• Partner Status - Correlate engagement with status changes
• Donation Summary - Link engagement to giving patterns
• Follow-Up Required - Detailed action planning

Troubleshooting

High Number of Unresponsive Partners

Possible Causes:

• Outdated contact information
• Irrelevant content
• Communication fatigue
• Partners moved or circumstances changed

Solutions:

1. Run contact information verification campaign
2. Survey to understand needs and preferences
3. Reduce communication frequency
4. Segment by interests for targeted messaging
5. Try alternative communication channels

Engagement Levels Not Improving

Possible Causes:

• Follow-ups not completed consistently
• Generic, impersonal communication
• Lack of valuable content
• Incorrect engagement scoring

Solutions:

1. Assign specific team members to follow-up lists
2. Track follow-up completion rates
3. Personalize communication using partner data
4. Review and adjust engagement scoring algorithm
5. Seek feedback from partners on content preferences

Unable to Reduce 90+ Days List

Possible Causes:

• Insufficient staff for follow-ups
• No systematic follow-up process
• Partners genuinely disengaged

Solutions:

1. Prioritize high-value partners first
2. Use bulk communication for initial outreach
3. Implement automated follow-up sequences
4. Consider volunteer support for follow-ups
5. Set criteria for moving to inactive status

Related Reports

• Follow-Up Required - Priority-based action planning
• Call Activity - Communication volume and effectiveness
• Partner Status - Status changes related to engagement
• Scheduled Calls - Upcoming engagement opportunities

Next Steps

1. Review Current Engagement: Open report and assess overall engagement health
2. Export Follow-Up List: Download partners needing attention
3. Assign Follow-Ups: Distribute to team members
4. Set Up Weekly Review: Schedule recurring engagement check-ins
5. Track Improvements: Monitor changes in engagement levels over time