What Is The Best Time of Day to Call Previous Blood Donors?
Blood donation is a critical component of healthcare, and recruiting donors effectively is essential for maintaining blood on the shelves. We still believe voice/phone calls have a place in blood donor recruitment, when used properly and combined with other outreach methods. One of the key aspects of blood donor recruitment is timing—knowing when to reach out to potential donors can significantly impact the success rate of your efforts. This blog explores the best times of day to contact previous blood donors, drawing on insights and strategies to enhance your donor engagement efforts.
The Power of Timing in Blood Donor Recruitment
Effective communication with previous blood donors can be the difference between hitting goal and missing the mark. The time of day you choose to make these calls plays a crucial role in whether or not you reach the donor at a convenient and receptive moment. We looked at our current client campaigns to develop a detailed breakdown of the best times to call previous blood donors and how to tailor your strategy for maximum impact.
Weekday Mornings: The Early Bird Advantage
Prime Time: Weekday mornings, particularly first thing in the morning to around 9 a.m., are generally the most effective times for contacting blood donors.
Why It Works: During this time, many people are just beginning their day, checking their phones, and are more likely to be in a good mood and open to conversations. They haven’t yet gotten too deep into the day’s activities and responsibilities, which means they have the bandwidth to consider your request and plan for a future blood donation.
Strategy Tip: Schedule your call campaigns to begin at 8 a.m. sharp. Ensure your team is prepared with a friendly, concise, and engaging script that quickly communicates the importance of their contribution and shares information about any exciting incentives you have running.
Evening Outreach: Catching Donors After Work
Prime Time: Evenings from 4 p.m. onward also present a strong opportunity to reach previous blood donors.
Why It Works: After the workday ends, individuals are more relaxed and are likely to be at home. They are more receptive to conversations about donating blood because they’re less likely to be preoccupied with work-related tasks. The evening time slot offers a chance to connect with donors in a setting where they can consider scheduling a future donation without feeling like your call is distracting them from daily work activities.
Strategy Tip: Focus on making calls between 4 p.m. and 7 p.m. This period is ideal for catching people after work but before they try to wind down for the evening.
The Afternoon Lull: A Less Effective Window
Prime Time: The period between 2 p.m. and 4 p.m. tends to be less effective for contacting previous donors.
Why It Works (Or Doesn’t): This window often coincides with the middle of peoples’ workday and when they’re trying to wrap up tasks before they end for the day, making it challenging to capture their attention for a cause that requires thoughtful consideration.
Strategy Tip: Use this time to prepare for your evening calls or to work on other donor engagement activities, such as sending follow-up emails or organizing future events.
Weekends: Lower Contact Rates but Strategic Opportunities
Prime Time: Weekends generally have lower contact rates, but mornings and evenings still hold promise.
Why It Works: Similar to weekdays, mornings and evenings on weekends are times when people are more likely to be at home and in a good mood. However, the unpredictability of weekend plans can make it more challenging to connect with donors.
Strategy Tip: If you choose to make calls on weekends, focus again on early morning or late afternoon to evening periods. This approach increases the chances of reaching people who are at home and available to discuss future donation plans.
Moving Toward Donor-Centric Contact Strategies
While these general time guidelines provide a framework for effective donor contact, moving towards a donor-centric contact strategy can yield even better results. Here’s how you can tailor your approach:
Personalized Contact Preferences: As you gather more data on your donors, note their preferred contact times and channels. Use this information to tailor your outreach efforts, ensuring you connect with them at times when they are most likely to respond positively and on platforms they prefer to use.
Data-Driven Scheduling: Implement systems that track and analyze donor responses to different contact times (this could be where AI comes in). This data can help you adjust your call times to match the preferences and availability of your donor base, leading to higher engagement rates.
Flexible Calling Plans: Avoid a one-size-fits-all approach. Develop flexible calling plans that allow your team to adjust call times based on donor preferences and previous response rates.
Regular Feedback Loops: Encourage donors to provide feedback on their preferred contact times and any changes in their availability. Use this information to continuously refine your outreach strategy.
Conclusion
Knowing the best times to call previous blood donors is crucial for maximizing your outreach efforts. By focusing on weekday mornings and evenings and considering donor preferences, you can significantly improve your contact rates and ensure a steady supply of blood donations. Remember, the key to successful donor engagement is not just in timing but also in building a personalized, donor-centric approach that respects their time and preferences.
At Incept Health, we are committed to leveraging data and insights to enhance our donor recruitment strategies. By continuously refining our approach and focusing on what works best for our donors, we can ensure a successful and sustainable blood donation program.