Making Time to Connect | The Value of Nonprofit Site Visits
Regular connection with the nonprofit community is critical to being an effective philanthropist. One of the most immersive ways to be effective is to conduct site visits at nonprofit organizations. These visits provide a firsthand look at how nonprofits operate, the communities they serve, and the tangible outcomes of their programs.
Site visits can broaden a philanthropist’s perspective and may illuminate how they can help the nonprofit community beyond just writing a check. Visits facilitate rapport and understanding with nonprofit leaders. Going on site can also help a philanthropist understand the impact of their donation. Last but not least, connecting with nonprofit leaders and seeing their work firsthand can deepen empathy and appreciation for community issues. As Bryan Stevenson, founder of the Equal Justice Initiative famously said, “It’s actually in proximity to the poor that we hear things that we won’t otherwise hear, that we’ll see things we won’t otherwise see.”
Why Conduct Site Visits?
Carving out time to conduct site visits can feel overwhelming. Yet, the rewards are memorable, impactful and even joyful, especially done in company of family, friends or colleagues.
1. Relationship Building: Site visits foster stronger relationships between philanthropists and nonprofits. Meeting staff, volunteers, and board members builds a deeper connection and understanding of the organization’s mission and challenges. Nonprofits address a myriad of issues in a community; not all are straightforward. Understanding how the staff team approaches their work is critical for a philanthropist.
2. Transparency: Site visits offer philanthropists transparency into how their contributions are utilized. Seeing the program and operations in person highlights how nonprofit leaders navigate the landscape of their issue. It also offers a view into the problem solving process and ways staff innovate to address the needs they see.
3. Impact Assessment: Witnessing the impact of programs first hand provides a comprehensive view beyond numbers and reports. Reading an annual report or a website is not a substitute for observing a nonprofit staff team lead an effective program.
Be Prepared!
A savvy philanthropist should be well versed on the nonprofit and issue at hand before walking in the door. Check out this guide from The Bridgespan Group about conducting a nonprofit site visit.
1. Research: Before the visit, philanthropists should research the nonprofit’s mission, programs, and recent achievements. Understanding their financial health and governance structure through their website, annual report and financial statements will prove invaluable for the visitor.
2. Scheduling: Philanthropists should contact the nonprofit to schedule the visit at a mutually convenient time with plenty of time for the nonprofit to prepare. The visitor should plan logistics such as travel arrangements and any specific requirements for the visit and communicate those in advance with the nonprofit. Another best practice is for the visitor to hold to the planned date and time and communicate clearly if circumstances change for the visit. Chances are the nonprofit has extended invitations for their staff and/or Board to attend and created expectations around the planned tour.
3. Prepare Questions: Another key to a philanthropist’s site visit planning is to draft questions to ask during the visit to gain insights into the nonprofit’s impact, challenges, and future plans. Those questions should include a focus on how the nonprofit measures success and adapts to community needs. This article from The Chronicle of Philanthropy includes a conversation guide for the visit with sample questions.
During the Site Visit
Philanthropists are a guest of the nonprofit they are visiting. Those going on a site visit should plan to listen before bringing answers and solutions.
1. Come with an Open Mind: Thoughtful preparation may set certain expectations of the nonprofit mission and its programs. What it is observed may be counter to a philanthropist’s initial opinion. Be prepared for perspectives to shift by what is learned during the visit. The nonprofit staff team are experts in the mission, programs and issues they’re addressing. There is a lot to learn from their experience.
2. Engage and Observe: During the visit, philanthropists should engage with staff, volunteers, and board members. Observing the facilities, program activities, and interactions to understand the organization’s daily operations is helpful in evaluating impact. The nonprofit team is composed of experts and their time is valuable. Philanthropists should be on time, be present and be engaged throughout the visit.
3. Ask Meaningful Questions: Listening first is useful advice. Philanthropists can use prepared questions to delve deeper into the nonprofit’s work, but treating the prepared list like a script may present a more formal or evaluative impression than desired. Inquiring about specific projects, success stories, and challenges the nonprofit faces in achieving their mission will help tell the story for the visitor. For those philanthropists who want to find additional ways to connect with the nonprofit’s mission, they can inquire about making an in-kind donation, volunteering or connecting the staff team to other donors or advocates. Perhaps the most important question for a philanthropist to ask is if the nonprofit has questions for them. It’s best practice for the philanthropist to go into the visit with a sense of their giving process and timeline.
4. Take Notes and Photos: Visitors should take notes on key points discussed and capture photos (with permission) to document the experience. These will help with reflection on the visit later and sharing insights with others. Capturing next steps and ways to start or expand the relationship with the nonprofit is another way for the philanthropist to make a deeper connection.
Reflection Makes for a Meaningful Philanthropic Journey
Site visits can evoke emotions, offer new information and data and yield different perspectives. Making the time to process what was learned is critical to having an effective site visit.
1. Evaluate Impact: Reflect on how the visit influenced understanding of the nonprofit’s impact and the larger context of the issue area. Consider how their work aligns with the philanthropic goals and values of the donor. Consider vetting the organization through the following lenses:
- organizational leadership (board and staff);
- sustainability and effectiveness of the programs;
- scalability of programs;
- evidence-based outcomes;
- understanding of and proximity with program participants;
- connection and collaboration with partnership organizations; and
- financial management and long term viability.
Rockefeller Philanthropy Advisors has a guide for Assessing Impact for those philanthropists who want to take a deeper dive into how to best evaluate impact. Ultimately, philanthropists should trust their gut on what they witnessed during the visit and reflect on how that stacks up to the rest of their portfolio. For example, did the visit evoke a personal passion or closely align to the philanthropist’s values, or did the visit leave confusion or disinterest in the cause? Philanthropic giving should evoke a sense of fulfillment and the site visit should confirm that feeling.
2. Share Insights: Philanthropists should share their experience with family members, friends and colleagues to raise awareness about the nonprofit’s work. One of the most valuable roles a philanthropist can play is to introduce organizations to new funding sources. Consider bringing another interested funder along on the visit. This respects the nonprofit’s time, and allows for constructive reflection and potential collaboration amongst the funders.
3. Follow Up + Consider Financial Support: Finally, philanthropists should follow up with the nonprofit to express gratitude for the visit and discuss any further questions or potential collaborations. It’s important to note that there is a good chance the nonprofit will reach out first with their thanks. Philanthropists should be transparent with the nonprofit staff team about their intention and timeline for support. Maintaining the relationship over time to continue supporting the nonprofit’s efforts helps the organization build capacity. An industry best practice to consider is to make a donation to the nonprofit as a gift for their time and effort to provide the tour if the philanthropist is not already providing financial support to the nonprofit.
Plan Your Site Visit Today
Conducting site visits to nonprofits is not just about verifying financial stewardship; it’s about immersing the philanthropist in the heart of a nonprofit mission. It’s about understanding the human impact of philanthropic support and forging meaningful connections with those working tirelessly to make a difference.
Each visit adds depth and purpose to the philanthropic journey, empowering philanthropists to make informed decisions and create lasting change in the community. So, consider scheduling a site visit and embark on a transformative experience that goes beyond donations—it’s about building a better future for communities in partnership, one nonprofit visit at a time.
About Grant Philanthropic Advisors:
We’re an independent, Charleston-based firm helping clients to focus and maximize their philanthropy—in turn, strengthening the fabric of our communities. Founded in 2019, we help donors move from responsive patterns of giving by assisting clients to identify values and become more strategic in their philanthropy. Our goal is to help donors to become more effective as change-makers. Our team has a combined 100 years of experience working in the field of philanthropy.
We work with foundations (large and small staff teams), donor advised fund holders, multi generational families, individuals, philanthropy supporting organizations and corporations to design philanthropic strategies. We work with philanthropies that grant $1 million to $40 million annually. Our clients span the Southeast with a concentration in Charleston, Atlanta and Charlotte.