Appointment Scheduling Using Google Docs
Hello my name is Carla with the Oklahoma Spay Network. I do the scheduling using Google Docs Spreadsheets, a tip we learned about from Nancy at Spay OK. Google docs is a great way to share the scheduling with others while keeping all the info in view so we don’t ‘go over’.
Google Docs is very easy to use all you need is an email address and an internet connection to get use it. I create a spreadsheet adding extra pages along the bottom. I have a separate page for the dogs and cats for each day we are in clinic. I put the clients name and sex of the pet color coded by sex pink for girls blue for boys.
Color coding the background makes counting up the numbers quicker and easier. I then put in the clients phone number, time of appointment and fee for services. I will also make note if they are return clients and if they are on Social Security or Disability using abbreviations RC, SS, DIS. I will also make any other additional notes in another box. All of the information fits on one screen using boxes A-I. I adjust the sizes of the boxes depending on what info is in them. I leave box B blank until I make my confirmation calls and will Confirm or Cancel the appointments using that box. If you have a smart phone you can bring Google Docs up on your phone and call clients directly from the site. Just tap the number and hit send, saves a lot of dialing. When scheduling for a high volume clinic time is valuable so saving some here and there really helps. Your final schedule can then be printed out and used at check in. We highlight clients names as they arrive so we know who kept their appointments. You can also share your spreadsheets with others that may do some scheduling as well.
Animal Birth Control Clinic
Puppy and Kitten Wellness Packages
Our clinic started this about 2 ½ years ago. It has made a significant difference catching many before they are sexually mature and ensuring they remain disease free when they are most susceptible. With full boosters, deworming, rabies, and of course the s/n included, it has made for a healthier community of pets. Doing this catches them before the owner gets so into and attached that they decide they want to breed the pet. Also tell at every opportunity that the young ones recover SO very easily!
$100 paid up front at the first visit. (Most new juvenile pet owners have this.) It covers all boosters, deworming, rabies, s/n, pedicure (just mentioning this gets may to do it, funny, huh?), free heartgard and frontline. Also include at least the verbal promise to help keep the pet owner on schedule and making it all convenient for them. They get that it is affordable, but having a new addition with all the information is overwhelming. Assure them you will be with them along the way and answer their questions. At every visit the tech must tell them that at the 3rd booster, the surgery should be scheduled for 4 months of age. Spay before 5 should be printed and SAID at every opportunity.
Animal Birth Control Clinic
Spay/Neuter ~ The Heart of the Solution
Guidelines for Writing Grants
The foundations know there is an overpopulation problem – you don’t need to tell them!
Your answers need to be more than referrals to your website!
1. Be sure your request matches the application/foundation/program guidance – e.g., if they only fund s/n for companion dogs, that’s all you talk about (no cats, no rescue dogs).
This is super important! Most grants are spay/neuter for low-income residents of your community and the grantors do not want to hear about your rescue work. Plus, talking about other things makes them think you won’t stay focused on spending the money the way they want/expect.
2. The only thing you should ever say about rescue is that all rescue animals are spayed/neutered prior to adoption. If you cannot truthfully state that, you will not be eligible for most funding.
The foundations know that voucher programs and deposits do not work.
3. Fill out the application completely. No blanks. If something doesn’t apply, put in “not applicable”. Or a “0″ if you don’t have any budget data for that line item. Do not send more than they ask for. Follow instructions for # of copies, attachments, and whether or not to use staples or paperclips (yes, some are that specific).
4. Always tell them if and how you would spend lesser amounts if your application is not fully funded. E.g., We would be able to use less funding to spay/neuter fewer animals. Go ahead and tell them the total cost of your project and what other funding sources you are pursuing.
5. The worst thing you can say is “if we don’t get this money, we will have to shut down”. The grantors simply expect you to be more solvent than that. Do not sound desperate.
6. Always do a follow-up or final report to the grantors after the money is spent (or on/before the date they ask for one) and tell them exactly how it was spent (# of animals, avg cost). Some have their own formats and information to include. Pay attention and send them what they want when they want it. If they don’t ask for one, send a summary anyway (except DJ&T). And send photos to help them raise donor dollars! Show happy animals who can stay in their home because they got fixed!
7. Items to always have on hand and ready: a list of your board members (with names, addresses, phone numbers), your IRS documentation showing your non-profit status is CURRENT, your average costs (per s/n surgery, per rescue, etc) and your 990 tax form. You should also know general info about your county. E.g., Jackson County has 11,000 people (4400 households) in 300 square miles with a poverty rate of 20%. You must have a succinct mission statement E.g., “Our mission is to reduce the unwanted pet population in Jackson County through spaying/neutering and education”.
8. Keep detailed stats! You should know how many animals you help each month and year. (FD/MD/FC/MC). Ideally you will have goals for each year. E.g., Five year plan to fix 500 cats/dogs per year for five years.
9. Go to quickfacts.census.gov for a plethora of demographic info about your county/state.
ASPCA: S/N grants available, no deadlines. Letter of Inquiry to start: www.aspcapro.org
Bernice Barbour – s/n funding available. Deadline usually July 31st: www.bernicebarbour.org
Build-A-Bear – various animal welfare projects and groups funded throughout the year. Go to “community involvement” on their homepage. Can re-apply every two years: www.buildabear.com
DJ&T Foundation – spay/neuter for companion dogs only; $2500, $5K, $10K with 70% spent on dogs over 40 pounds and 12 months to spend: www.djtfoundation.org
Elinor Patterson Baker Trust – s/n funding available. Send letter of inquiry to: 10 Mason Street, 2d floor, Greenwich CT 06830
Greg Biffle Foundation – deadline is usually Aug 31st. Animal welfare funding available: www.gregbifflefoundation.com
PETCO Foundation – spay/neuter, including feral cats, or other support funding available. They do ask for references and you should use Esther! and me too, if you want: www.petcofoundation.org
Pit Bulls – This group is breed specific and funds spay/neuter of pit bulls only: www.animalfarmfoundation.org
PetSmart Charities – usually twice/year deadlines. Spay/Neuter grant programs, feral cats or targeted s/n: www.petsmartcharities.org
Starlight Foundation: One-time (?) grants, usually $500. E-mail a request to email@example.com.
Walmart – Community grants available, generally $250 -$1000 possible (annual cycle). Go online for application. http://walmartstores.com/CommunityGiving/8979.aspx
Check with local store for other charitable opportunities and the VAP program (employees)
Sam’s Club too
Other charitable opportunities:
Local Banks – just go in and ask to speak to whoever is in charge of charitable giving. (that tactic works for any business!)
Funeral Homes – leave your literature there for their planners to have available to give to families making arrangements. Just go in and they will know how to handle your request and will appreciate having another option for families.
Insurance Agencies – like banks, they often have giving programs. Allstate and State Farm in particular do. Helps if an employee is part of your group or at least a client.