Organizing the Dean’s Office for Development 55 visit along with the estimated date of the next proposed activity with the individual. Keeping the portfolio filled and moving is a key respon- sibility; if some prospects are unresponsive or uninterested, the port- folio should be updated with new prospects. Using moves management, your development officer will be able to let you know when to write, call, or visit with donors, or other activities to move donors towards deeper engagement with the college. The dean will rely on the development officer to prepare for visits with donors. The officer will provide you with information about the individual with whom you will be meeting, including notes from previous meetings (which you should read and remember for the visit). The briefing will include a walk-through of the expected flow of the meeting and suggest when to introduce specific topics; if it helps with mental preparation or nerves, an officer should be willing to role- play the meeting with you. Sometimes there are taboo subjects with donors (e.g. ex-spouse) and your development officer should inform you accordingly. Your development officer will assist in preparing case statements and letters of commitment, and as needed bring these along with other literature (e.g., news releases, building plans). If a gift is appropriate (often something bearing your institution’s logo) the officer will bring it for the visit. You might not feel ready to meet a donor—but that is why develop- ment officer comes along. The officer is there to improve your chance of success;tocoverforyouifyouforgettointroduceatopicataspecifictime, forget someone’s name, etc. It is best if the dean asks for the gift, but if you are uncomfortable asking for gifts, your development officer can do it. As the meeting draws to a close, the development officer will ensure that each participant knows the next steps. Afterwards, the development officer will either write directly to the prospect to say thank-you for the meeting, or prepare a letter to be sent from you, or both. The officer is responsible for writing notes about the visit and its outcome, the next step with the prospect, entering these into a database, and updating the move management system. Much time can pass between meetings; you and the development officer will meet many other people and without notes you will forget key information acquired during your meeting. If