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

2. 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

3. 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

4. Recommended Core Team Structure4

5. 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

6. 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

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

8. 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

9. 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

10. Cabinets Priorities Inspire Engage your team1
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

11. 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

12. 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

13. 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

14. 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

15. Team Roles and Recruitment

16. Branch Team Structure 16

17. 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

18. 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

19. 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

20. 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

21. 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 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 to find out how to get involved! 21

22. 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

23. 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

24. 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

25. Questions 25

26. Thank You!!