SayPro Segmentation Report Template.

The Segmentation Report is a crucial tool for tracking and analyzing the different groups within SayPro’s contact directory. It helps in organizing contacts based on various criteria like donation history, engagement level, type of contribution, and more. This ensures that communications are targeted and relevant for each group, leading to better engagement and stronger relationships with donors, sponsors, and participants.

Below is a Segmentation Report Template that SayPro can use to present the segmentation of contacts and categorize them for targeted communication.

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SayPro Segmentation Report

Date of Report: [Insert Date]
Prepared by: [Your Name]
Campaign/Period: [Insert Campaign/Reporting Period]

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I. Overview

This report outlines the segmentation of SayPro’s contacts based on their engagement levels, type of contribution, donation history, and campaign involvement. The goal of this segmentation is to better target communications, fostering stronger connections and ensuring that each group receives the most relevant and impactful messages.

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II. Segmentation Criteria

1. Engagement Level
   • High Engagement: Contacts who have made consistent, significant contributions or have volunteered or attended multiple events.
   • Medium Engagement: Contacts who have made occasional contributions or participated in one or two events.
   • Low Engagement: Contacts who have made minimal contributions or interacted with SayPro infrequently.
2. Contribution Type
   • Monetary Donations: Individuals or organizations who have contributed funds (one-time donations, recurring donations, or sponsorships).
   • In-Kind Contributions: Individuals or organizations who have donated goods or services.
   • Event Participants: Individuals who attend or volunteer for SayPro events without making monetary contributions.
   • Sponsors: Individuals or organizations that have sponsored events or initiatives.
3. Campaign Involvement
   • Current Campaign Supporters: Contacts currently engaged in a specific fundraising or awareness campaign.
   • Past Campaign Supporters: Contacts who have participated in previous campaigns or events but are not currently involved.
   • Prospective Campaign Supporters: Contacts identified as potential supporters based on interest, past contributions, or participation.
4. Donor History
   • Major Donors: High-value donors who consistently contribute large sums or have made significant one-time donations.
   • Repeat Donors: Contacts who donate regularly but not at the major donor level.
   • One-Time Donors: Contacts who have made a single donation or contribution.
   • Non-Donors: Contacts who have not donated but have contributed in other ways (e.g., attending events, volunteering, etc.).
5. Geographic Location
   • Local: Contacts located within a specified geographic region or proximity to SayPro’s headquarters or event locations.
   • National: Contacts from across the country who have engaged with SayPro remotely or in various regions.
   • International: Contacts located outside the country who have shown support for SayPro’s mission.

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III. Segmentation Breakdown

Segment Name	Description	Number of Contacts	Engagement Level	Contribution Type	Campaign Involvement	Geographic Location
High Engagement Donors	Major donors with frequent involvement in campaigns.	150	High	Monetary Donations, Sponsors	Current & Past Campaigns	Local, National
Medium Engagement Sponsors	Sponsors who contribute annually or occasionally.	50	Medium	Sponsors, Event Participants	Past Campaigns	Local, National
Low Engagement Volunteers	Individuals who primarily volunteer with little donation activity.	120	Low	In-Kind Contributions, Volunteers	Past Campaigns	Local
Repeat Donors	Donors who contribute regularly but not at the major donor level.	200	Medium	Monetary Donations	Current & Past Campaigns	National
One-Time Donors	Individuals who made a single donation or small contributions.	350	Low	Monetary Donations	Past Campaigns	Local, National
Prospective Major Donors	Identified potential major donors based on past activities or engagement.	75	High	Prospective Donations	Prospective Campaign Support	Local, National, International
Event Attendees	Individuals who regularly attend but do not contribute financially.	500	Low	Event Participants	Current & Past Campaigns	Local
Corporate Sponsors	Businesses contributing significantly to campaigns.	25	High	Corporate Sponsorship	Current & Past Campaigns	National, International

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IV. Key Insights & Actionable Recommendations

1. High Engagement Segment
   • Insight: High engagement donors and sponsors are the backbone of SayPro’s fundraising efforts, consistently contributing time and funds.
   • Recommendation: Maintain regular communication through personalized emails, invitations to special events, and opportunities for deeper involvement (e.g., board membership, speaking roles at events).
2. Medium Engagement Segment
   • Insight: Medium engagement contacts show a willingness to contribute but may need more consistent engagement to increase their involvement.
   • Recommendation: Encourage these contacts to increase their involvement with targeted outreach, such as asking for higher sponsorship levels or promoting new volunteering opportunities.
3. Low Engagement Segment
   • Insight: This group has limited interaction with SayPro but could still be valuable if re-engaged.
   • Recommendation: Focus on re-engagement strategies like sending personalized thank-you messages or appealing for smaller donations, and invite them to upcoming events.
4. Prospective Major Donors Segment
   • Insight: Identifying and cultivating prospective major donors is crucial for increasing large-scale contributions.
   • Recommendation: Create targeted campaigns designed to attract major donors, including offering personalized experiences and one-on-one engagement with key stakeholders.
5. Geographic Segmentation
   • Insight: Local and national contacts are more likely to engage with in-person events, whereas international contacts may prefer online engagement.
   • Recommendation: Organize hybrid events (in-person and virtual) to reach a broader audience and personalize communications based on the contact’s location.

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V. Segmentation Chart

To visually represent the segmentation data, include a pie chart, bar graph, or table that shows the proportion of contacts in each segment. This can help in quickly identifying which segments require more attention or communication.

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VI. Next Steps

• Targeted Campaigns: Design specific campaigns for each segment, tailoring the messaging and engagement strategy to the group’s unique characteristics and history with SayPro.
• Follow-Up Strategy: Develop a follow-up strategy to engage low- and medium-engagement groups more effectively, ensuring that they do not feel overlooked.
• Donor Stewardship: Prioritize high-engagement donors and sponsors with personalized recognition and exclusive opportunities.

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VII. Conclusion

This segmentation report will help SayPro effectively target its communications, ensuring that each group receives relevant, personalized messaging. By using this data-driven approach, SayPro can increase engagement, drive future donations, and maintain strong relationships with all its contacts.

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By using this segmentation report template, SayPro can have a clearer understanding of its contact base and more effectively manage communications across various groups to maximize the impact of their outreach.