Taking Inventory

There’s a stretch in late summer that feels a bit like a baseball player standing in the on-deck circle before stepping up to bat. 

You’re not in the action yet, but you’re not passive either. You’re watching closely. Settling in. Getting a feel for the pitches that will be coming your way. There’s just enough space to notice things that were harder to see before.

That’s where I usually find myself in July and August.

I walk into the on-deck circle and take a fresh look at my portfolio. I pull up the list and begin working through it slowly. I picture people. I replay conversations. I think about the signals they’ve given and what seems to be moving - or not. 

I’ll usually spend time in prayer, asking for clarity. Sometimes names come to mind that aren’t even in my portfolio yet. Sometimes a relationship I hadn’t considered suddenly feels important.

Almost every year, the same realization surfaces. I’m not as far along as I thought. 

People I had mentally placed in the “ready for an invitation” category aren’t quite there. The relationship isn’t as strong as I assumed. My understanding of what matters to them isn’t as clear. The preparation isn’t as complete. Some years, as many as half of the people I had expected to invite in the fourth quarter needed more time.

At first that feels discouraging. Over time I’ve come to see it as a gift, because moving forward based on assumptions that simply aren’t true is a big mistake.

The encouraging part is that the opposite happens too. Every portfolio has a few surprises. A relationship that has more depth than I realized. A couple is closer to an invitation than I expected. Someone has quietly become a stronger advocate than I knew.

Both kinds of clarity are important. What this process really does is bring things back into focus. It helps me see the work for what it actually is, instead of what I hoped it would be.

It also reminds me that preparation for the fourth quarter doesn’t begin in the third quarter. It began months ago. Sometimes in the previous year. 

Trust. Shared understanding. Meaningful conversations. None of those can be rushed. By late summer, I’m not creating readiness from scratch. I’m assessing whether it’s already there.

That’s why taking inventory matters.

Most of us carry a general sense of our portfolio, but we don’t always see it clearly until we take a step back. One of the simplest ways I’ve found is to sort relationships into three categories.

1. Active. These are relationships that are moving. There’s regular interaction, growing trust, and a clear understanding of what matters to them. You’re responding to something that’s already in motion.
2. Pipeline. There’s genuine interest, but the relationship is still developing. The conversation has begun, but more trust and understanding are needed before an invitation makes sense.
3. Unknown. They may be assigned to you. They may have capacity. They’re in the pipeline, but there isn’t a relationship yet. You don’t have enough clarity to know what would actually resonate with them.

Looking at my portfolio this way typically reveals the same patterns. The number of truly active relationships is smaller than I imagined. The pipeline isn’t as full as it needs to be. And I almost always need more connectors. 

Over the years I’ve found it helpful to think in rough proportions regarding the makeup of a healthy portfolio: Roughly sixty percent active relationships. Thirty percent pipeline. Ten percent connectors. It’s not a formula.  It’s simply a way to notice whether the portfolio feels balanced.

At this point, the decisions become more obvious:
👉 Some names need to come off the list. Keeping them there only creates the illusion of progress.
👉 Some relationships deserve more focused attention because they’re closer than I realized. 
👉 Then the question that shapes the future. Where will the next relationships come from? Who could introduce me? What stories of transformation am I prepared to tell when those conversations happen?

That last question is easy to overlook, but it changes everything. Walking into a conversation with three to five fresh, clear stories of real impact gives people something tangible to connect with.

By the time I’ve worked through the portfolio, a plan emerges

The pressure of the fourth quarter begins to fade, replaced by a much clearer picture of what’s actually possible. It also gives me a more grounded way to talk with leadership. Expectations can be shaped around reality instead of assumption. Those conversations aren’t always easy, but they’re almost always healthier.

If you’re in this season right now, I’d encourage you to take the time to do the same. Set aside a few 30-45 minute sessions this week. Sit with your list. Work through it slowly. Be honest about what you actually see. You don’t need to fix everything this week.

If you can move a handful of relationships forward, strengthen your pipeline, and engage a few connectors, you’ll enter the fall with something far more valuable than optimism.

You’ll have clarity. And clarity is one of the greatest forms of preparation.

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Snapshot from a Client

One organization I’ve been working with over the past year made a decision to take this work seriously and build a consistent rhythm around it. Over time, they began to see their relationships more clearly, focus their efforts, and engage the right people in the right way.

The results have followed. They’ve secured significant new funding, are fully funded for the coming year, and are now planning well ahead instead of reacting in the moment.

They recently sent me a note that simply said: J.Paul, thank you so much for your practical, strategic, and caring guidance. You’ve helped us make this work not only fun, but productive. You are a gift.

If you’d like to think through your major gift fundraising strategy together, I’d be glad to help.

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If you haven’t explored the free resources I’ve created for major gift fundraisers, this is a great place to start:

• Follow me on LinkedIn for daily pro tips and reflections.
• Major Gift Fundraising MRI Scan - a short, story-based assessment to help you name your instincts and clarify your posture.
• JappaFry Writer - an AI tool shaped by 30+ years of real-world experience, teaching, and strategy.
• Breakthru Newsletter, Blog, and Podcast - ongoing reflections, conversations, and practical guidance for the work you care about most.

These resources are designed to meet you where you are - and help you move forward with clarity and confidence.

If you’d ever like to talk, you can always schedule a free introductory call. I'd love to get acquainted and hear what you’re navigating right now.

‍For organizations ready for more structured support:

‍You may not need a full-time development leader - at least not yet. Sometimes what’s needed is clearer thinking. Sometimes more consistent action. And sometimes, for a season, real leadership.Here are a few ways we can start building momentum together:

* Online Catalyst Course ($199) - A complete brain dump of 30+ years in major gift fundraising - the good, the hard, and the surprisingly joyful. Built around strong fundamentals, the sacredness, and yes, even the fun. Infused with insights from Henri Nouwen. Many who take this course find it gives them everything they need to build healthy, sustainable systems.

* Live coaching ($300-400 / 90 minutes) - Think of this as "brain rental". Focused, strategic, and highly practical. The kind of time that brings clarity quickly and creates real momentum.

* Laser-focused session ($99 / 45 minutes) - For one specific moment that matters - preparing for a high-stakes conversation, navigating an invitation, or working through a decision that needs clarity.

* Fractional Director of Development - For a small number of organizations, I step in more deeply - bringing clarity to your message, movement to key relationships, and structures your team can sustain long after I’m gone.
In the first 90 days, you can expect:

• clearer, more confident communication of your vision
• more meaningful engagement with top givers and prospects
• renewed movement in relationships that may have stalled
• simple, actionable next steps after each interaction
• a sharper sense of who is ready to be invited - and who is not

Most fractional engagements range from $2,500 - $7,500+ per month depending on the level of involvement.Not sure what kinds of support you need? I can point you to a simple Development Readiness Assessment -  just reply and let me know.

And don’t miss connecting with my colleague Ivana Salloum - she's wonderful and can help with scheduling, resources, and getting you where you need to go.

Thank you for the work you do. Truly.I’d love to hear what’s unfolding in your world - and how I can come alongside you.

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