Branch Coordinators & Team Captains Information Session 2016

Objectives Identify your role and responsibilities Look at what is needed to develop your Campaign Strategy Identify the roles of your team and what to consider when recruiting Look at the various resources available to you

Role and Responsibilities Branch Coordinators are responsible for planning and delivering the Branch’s Campaign Strategy Team Captains are the liaison between the Canvasser and the Branch Coordinator Branch Coordinators/Team Captains: manage the relationship between the Campaign Leader/Treasurer and their Branch/Sector etc. team are the “mini campaign leads” for their branch/sector/division/team

Roles and Responsibilities are responsible for recruiting their team – look for natural leaders (Event Coordinators, Team Captains, Canvassers) are responsible for supporting, motivating and encouraging Canvassers Organize Team Captain/Canvasser teams – provide canvassing lists, training and guidance Report on progress and status of canvassing to Campaign Leader, Treasurer and core team Provide completed gift forms, special event forms and related monies to treasurer or Sub-Treasurer with process defined by the treasurer

Developing your Campaign Strategy Things to consider: Campaign Timeline Chair’s Priorities Department Strategies Branch Target ($ and/or pledge rate) Best Practices Addressing Myths

Campaign Timeline August September October Communicate Donate Pledge Donner Stimulate/Educate What Can invest bring! Stimuler – éduquer Celebrate Special Events Célébrer Communicate

2016 GCWCC Chair Campaign Priorities 1. Innovate We will innovate to maximize the impact of our campaign and its efficiency We will focus on pledges – retaining current donors, encouraging first-time donors and recognizing our retirees We will call on leaders and centres of expertise to provide a creative, vibrant and dynamic campaign 2. Connect We will use social media to recognize the volunteers and donors behind our success and to engage with our Public Service community We will connect public servants to the communities and causes that they support We will connect the Public Service community to motivate giving and celebrate successes 3. Inspire We will bring NextGen and senior leadership together to collaborate and learn from each other We will promote the flexibility offered by the campaign by highlighting the stories behind the donations We will inspire giving by highlighting the culture of compassion within the Public Service

Best Practices Personalize your campaign in a way that will resonate - It is your campaign and your community Focus on the canvass – Complete individual canvassing First Engage all employees and encourage to share their story Recognize your achievements, small and large

Canvassing Strategies Assign a ratio of 1 canvasser to approximately 10-20 employees Ensure Canvassers attend canvasser training Ensure all employees have been given the opportunity to donate and support their community Create momentum with a canvassing Blitz Provide incentives (where possible) to donate early Have canvassing kiosks in strategic areas (i.e. high traffic)

Breaking Down Myths Fundraising /Admin Fees Why does my charity says they have not received my donation? Do senior officials get rated on the performance of the campaign? Do the CEOs of charities make exorbitant amounts? Reference: Dan Pallota: The way we think about charity is dead wrong

Management Support Engage your Management on: Pre-campaign: Campaign: Volunteers (canvassers, event coordinators) – how many required? Time requirement for volunteers Recruitment – Sending out a call letter Campaign: Campaign progress! Needed communication updates to employees Thank you to all who supported – Donors and Volunteers

Pre-Campaign Recruit volunteer team Acquire list of all employees in your branch - Map their location Prepare canvasser lists - Include the names, location of employees (branch, floor, etc.) Deliver Materials to canvassers - Calendars, Donor Information Sheet (DIS), GIFT forms Encourage early and focused canvass period

Campaign Time Monitor progress and adjust Branch Campaign Strategy as required Check in with canvassers on progress – ensure every canvasser has 100% follow-up: Gift, Pending, Regret – Yes/No outcome Collect and verify gift forms and submit to Treasurer Report progress to campaign lead / treasurer / management Arrange for a volunteer thank you/recognition upon completion of campaign

Team Roles and Recruitment

Canvassers/Fundraisers The Key to campaign success - Support and believe in the campaign and have good interpersonal skills Provides everyone with an opportunity to donate by engaging and following up with everyone on their list Explain how they (potential donor) can make an impact Informs employees on the advantages of donating through GCWCC and how they can make a donation Addresses any questions the employee may have

Canvassers/Fundraiser Follows-up with the employee to close the loop - get a yes/no Tracks all canvassing responses and reports back to their team captain Reviews Gift Forms to ensure no missing information Submits Gift Forms and related monies to their team captain, branch coordinator, sub-treasurer, or treasurer – Follows Process

Canvasser Recruitment Check last year’s list of volunteers Personally recruit people you think would be a good fit Tap existing meetings, networks and communities Host event to recruit volunteers Make a pitch at an All staff meeting – Be the face of the campaign

Canvasser Recruitment We are looking for People who: … are interested in working on a project that positively affects our Community … can effectively network/engage with 10-20 people within the organization … believe in the charitable sectors’ work … can help colleagues effectively navigate on-line donation/paper – Are social media savvy … Can commit 3 hours to support charitable work – Training and fundraising … who are interested in gaining some non profit experience … have an experience and relevant story to share about your involvement in the charitable sector If you checked 2 or more of the above boxes this years fundraising campaign may be for you- Contact Anne Directly at 555-555-5555 to find out how to get involved! 18

The Ideal Canvasser Comfortable in promoting charitable causes Comfortable with face to face canvassing Attend Training Positive attitude / dedicated Great listener Problem solving skills – able to assist with ePledge or pledge form A donor Did you know… 92% of funds raised in the GCWCC are from canvassing efforts. A focus on canvassing 100% of employees will help you reach your goals!

Special Event Coordinator(s) Plans and coordinates branch special events - Timing Manages a group of volunteers to help in the planning and execution of the event(s) Works closely with Branch Coordinator/Communications Officer to ensure promo Works closely with Treasurer to determine licensing. Applies for necessary permits/licenses. Ensures Treasurer is aware of schedule of events. Completes and submits special event forms and related monies

Event Coordinator(s) Recruitment Check last year’s list of volunteers Look for people with good project and time management skills Look for people who are interested in coordinating the event

Campaign Resources

GCWCC Website Add gcwcc.org to your favorites Campaign Tools - Valuable source of information on everything you and members of your team need to manage the campaign Key Dates Campaign Volunteer Toolboxes (Videos, Tools, Templates) Campaign Materials Request Speaker Requests, Items on Loan, SIBs etc

Toolboxes Branch Coordinator Toolbox Canvasser Toolbox Detailed Job Description Canvasser recruitment template Manual Canvasser Toolbox Introductory email template Canvassing demo videos ePledge demo video – Registration & Donation process Donor Information Sheet FAQs

Supportive Tools Engagement Tools: Items on Loan CRA’s Tax Calculator Encourage participation in SIB Tours Testimonials from coworkers Speakers Bureau Videos Community Action Days Items on Loan CRA’s Tax Calculator

Videos https://www.ted.com/talks/dan_pallotta_the_way_we_think_about_charit y_is_dead_wrong https://www.unitedwayottawa.ca/what-we-do/lives-changed-stories/ https://translate.google.ca/translate?hl=en&sl=fr&u=http://centraideoutao uais.com/&prev=search http://healthpartners.ca/engagement/living-proof-speakers http://gcwcc-ccmtgc.org/en/videos

Items on Loan Campaign materials are available, free of charge, to help increase visibility during special events Banners Nylon flags Aprons Request items on loan through form available on website Submit requests early and provide specific times required so we can best accommodate

Thank You!!