Government of Canada Workplace Charitable Campaign 2018 Branch Coordinators & Team Leads Information Session

Objectives To understand: your role and responsibilities how to develop your Campaign Strategy your team – their roles and how to recruit resources available to you

Role and Responsibilities Branch Coordinators are responsible for planning and delivering the Branch’s Campaign Strategy Team/Canvassing Leads are the liaison between the Ambassadors (canvassers) and the Branch Coordinator Branch Coordinators / Team/Canvassing Leads: 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

Recommended Core Team Structure 4

Role and Responsibilities Pre-campaign responsibilities include: Ensuring management support - Time requirement for volunteers; Recruitment Recruiting volunteer team Acquiring list of all employees in your branch - Map their location Preparing canvassing lists - Include the names, location of employees (branch, floor, etc.) Providing materials to canvassers - Calendars, GIFT forms, other information Encouraging early and focused canvass period Ensuring teams gets proper training and guidance

Role and Responsibilities Campaign responsibilities include: Monitoring campaign progress and adjust Branch Campaign Strategy as required Checking in with ambassadors on progress ensure every ambassador has 100% follow-up: Gift, Pending, Regret – Yes/No outcome Collecting and verify gift forms and submitting to treasurer in accordance with establish procedure Reporting progress to campaign lead / treasurer / branch management Ensuring management support for needed communications and volunteer thank event

Developing your Campaign Strategy Things to consider: Campaign Timeline Cabinet’s Priorities Department Strategies Communications Best Practices Addressing Myths

Campaign timeline August September October November December Train campaign volunteers Raise Awareness Canvass Special events Close Recognize and Celebrate Communicate Report results Launch anytime after labour day weekend Cut-off for payroll: All pledge forms must be sent to pay centres by November 30th 8

Cabinet’s Vision The GCWCC is an extension of what we do as Public Servants: improving the life of Canadians in all our communities across the country. 9

Cabinets Priorities Inspire Engage your team 1 Inspire 2 Engage your team 3 Support awareness activities 4 Make sure each public servant is approached by an ambassador **Note to UWCs: Operational responsibilities specific to your local CLs should be added. 1. Inspire: Share the campaign vision - link with how your own department/agency embodies public service values Share your personal “why” – why is giving back important to you, share a personal experience if you are comfortable Set an example by participating in awareness activities and giving. 2. Engage your team: Make sure you engage your campaign volunteers team early on Explain the value they bring to communities by taking part in the GCWCC Bring union representatives on board if possible 3. Support awareness activities Work with management and your champion or chair, to ensure employees have the time to volunteer and participate in the GCWCC Encourage your department or agency to host agency/foundation speakers Encourage people to volunteer with the campaign or in their communities Promote all awareness activities available in your region Encourage public servants to share their own personal stories with charitable organizations (whether as a donor, volunteer or person helped) 4. Make sure each public servant is approached by an ambassador In person contact and human connection is key to the success of a campaign Ambassadors are even more important where Epledge is implemented: their role is truly all about raising awareness and sharing their passion for helping our communities 5. Report your results It is your responsibility to make sure results are communicated weekly to your local GCWCC manager (UWC) – reporting tool to be confirmed It is important as this will allow your portfolio manager to offer advice on how to adjust your campaign, increase employee participation and reach your goals Weekly updates will help the United Way campaign manager to support you better 6. Celebrate your collective impact Celebrate your campaign volunteers and donors Share your results and be proud of what you have collectively accomplished Share examples of impact as provided by GCWCC manager 5 Report your results 6 Celebrate your collective impact 10

Branch Strategies Things to Consider Overarching departmental campaign strategy and theme Are targets set at branch level Branch demographics Branch designation list from previous year 11

Communications Using GCWCC branding will reduce workload Raising awareness is the key Focus on impact Share your campaign highlights on social media Communicate on events locally – be mindful of your colleagues outside of the NCR Offer equal visibility to both United Way and HealthPartners Ensure employees know they can donate to any charity 12

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 (blitz week) Ensure ambassadors canvass face-to-face Provide incentives (where possible) to donate early Recruit separate volunteers for events Engage all employees and encourage to share their story Recognize your achievements, small and large

Breaking Down Myths Why is the Fundraising & Administration Fee so high? Why does my charity says they have not received my donation? Do senior officials get rated on the performance of the campaign? Reference: Dan Pallota: The way we think about charity is dead wrong

Team Roles and Recruitment

Branch Team Structure 16

Ambassadors - Canvassers Are the key to your campaign’s success Their Role is to: Provide everyone on their list with an opportunity to donate Explain how the employee’s donation can make an impact Address questions the employee may have Assist donors in completing their donation/pledge

Ambassadors - Canvassers Their Role is to: Ensure all employees on their list have responded Track all canvassing responses and report back to their Team/Canvassing Lead or Branch Coordinator Review the Gift Form with the donor for completeness Submit Gift Forms and related monies in accordance with the process established by the departmental treasurer

The Ideal Ambassador Great listener Comfortable with face to face canvassing Comfortable in promoting charitable causes Positive attitude / dedicated Problem Solver - 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! 19

Ambassador Recruitment Check last year’s list of volunteers Personally recruit people you think would be a good fit Look at the various networks and communities within the Branch Host event to recruit volunteers Make a pitch at an All staff meeting – Be the face of the campaign

Ambassador 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 Can commit 3 to 5 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 their 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! 21

Branch Special Event (SE) Coordinator(s) Plans and coordinates branch special events Works closely with Departmental SE Coordinator Works closely with Treasurer Manages a group of volunteers to help in the planning and execution of the event(s) Completes and submits special event forms and related monies in accordance with process established by departmental Treasurer

Event Coordinator(s) Recruitment Check last year’s list of event 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 Training Dates Campaign Volunteer Toolboxes

Questions 25

Thank You!!