Managing a Volunteer Phone and Door Canvass  GETTING PREPARED – SUPERVISION – TRAINING
Whether an old phone bank …
Or a new one …
A small door-to-door canvass …
Or a large one …
You need the right people …
Good supervision …
And good training.
Get the basics figured out first … Getting Prepared
<ul><ul><li>Where can you find available phones? </li></ul></ul><ul><ul><li>Where can you run the door knock out of near t...
Develop a Schedule  <ul><li>A typical phone bank schedule: </li></ul><ul><ul><li>Monday – Thursday from 5:00 pm – 8:45 pm ...
Look at all the People (Recruiting Volunteers) <ul><li>Over recruit  – recruit twice as many as are needed to account for ...
<ul><li>Make sure all call lists are prepared </li></ul><ul><ul><li>Print all call lists at least one hour prior to phone ...
Lists shouldn’t look like this …
Simple walk map. Corresponds to a walk list.
Simple ID/Persuasion Phone list.
Assemble volunteer packets  beforehand .
Volunteer  call  packets <ul><li>Each call packet should contain: </li></ul><ul><ul><ul><li>Enough call sheets for agreed ...
Volunteer  walk  packet example Walk List Map Instructions Common questions Script Sign-up card Lit
There should always be training … Training & Supervision
Pre-Canvas & Phoning Training <ul><li>Always  plan on 20-25  </li></ul><ul><li>minutes to brief folks. </li></ul><ul><ul><...
<ul><li>There should always be a  trained  supervisor – paid or volunteer </li></ul><ul><li>Greet volunteers (BE NICE!!!) ...
Post-activity Debrief <ul><li>Spend 5-10 minutes debriefing volunteers on  </li></ul><ul><li>how it went. </li></ul><ul><u...
Always have an agenda <ul><li>Training  5:15 to 5:45   Sign people in and get them food; introductions; campaign update; g...
Data entry  (and getting it from volunteers) <ul><li>Don’t procrastinate </li></ul><ul><li>The information you collect on ...
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Managing a Phone and Door Canvass

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  • NOTE: Let folks know that there is a lot of detailed information in the book – this presentation will really focus on management and set up issues that are in common to both phone and door-to-door canvass operations. Exciting introduction The purpose of the session is to Provide basic ideas for managing a volunteer canvass – whether that is a phone or door-to-door
  • Whether an old phonebank … Got those lists, got those phones ...
  • Note that this is a modern call center where all the calls are computerized
  • Certain things remain the same … the right callers (don’t want this one!)
  • And the importance of good training.
  • Securing facilities Where can you find available phones? Brainstorm with group where to get phone – don’t forget free minutes on cell phones. Where can you run the door knock out of near the targeted area? Make sure the facility is close to where you are knocking, easy to find, and hopefully free. Brainstorm with group a few “types” of places.
  • Don’t get into the weeds – note that none of these schedules are absolutes – only guidelines. Typical volunteer phone shift = 3 hours calling Typical volunteer canvass shift 2 hours knocking
  • Airlines over recruit by 25%. Think how many times you’ve gotten busy and just forgotten. Keep the dates in your schedule so you can just fill people in. Reminder calls should be done at least the night before the phone bank or doorkock Remember to be nice to no shows no matter how much number pressure you’re under
  • Danger Will Robinson. Don’t go into detail here. This is mostly to impress that lists need lots of time for preparation – do not leave to last minute. Find someone who has experience cutting turf (explain what that means). That is the only way that anyone actually first learns. Getting lists Voter file or enhanced membership lists. Briefly mention the basic info you need from the database (name, address, phone, affiliation or ID info)
  • This was produced on Google map. Example of scan bar list. Walking lists (cutting turf for doors) Find someone who knows how to create a walk list – a list that actual makes sense to walk – there are available programs out there – also Google map can do it to a certain extent.
  • Note how simple this is – produced on a simple Access program. There are also variations – bubbles, scan bars, etc. Don’t go into the weeds on it. Phone lists (make them readable for phones) Easy to read – not too many names to a sheet (to show progress for volunteers) simple instructions printed on each list.
  • Funky animations. Comes in in the following order: Walk List Walk map Instructions/common questions Script Registration card (or volunteer sign-up card) Lit Pencil
  • Supervision is critical for an effective phone bank
  • You have some key goals as a supervisor. Make it the experience fun Educate people on the issues Make people want to come back (make it fun)
  • The same components also apply to door knocks It’s important that the phone bank agenda be tight and move seamlessly and quickly. You should always have some fun time at the beginning too. At the end trust me on this if volunteers don’t fill out their tally sheets you will be very sorry so make sure they do. If you have made the night fun people will want to do it again so remember the #1 reason people volunteer is because somebody asked them. So ask people to come back. Remember to thank them…Remember to thank them!!
  • This slide is to just make the point. Don’t get into the weeds here.
  • Managing a Phone and Door Canvass

    1. 1. Managing a Volunteer Phone and Door Canvass GETTING PREPARED – SUPERVISION – TRAINING
    2. 2. Whether an old phone bank …
    3. 3. Or a new one …
    4. 4. A small door-to-door canvass …
    5. 5. Or a large one …
    6. 6. You need the right people …
    7. 7. Good supervision …
    8. 8. And good training.
    9. 9. Get the basics figured out first … Getting Prepared
    10. 10. <ul><ul><li>Where can you find available phones? </li></ul></ul><ul><ul><li>Where can you run the door knock out of near the targeted area? </li></ul></ul>Securing facilities
    11. 11. Develop a Schedule <ul><li>A typical phone bank schedule: </li></ul><ul><ul><li>Monday – Thursday from 5:00 pm – 8:45 pm </li></ul></ul><ul><ul><li>Or Sunday: 1 pm – 8:45 pm </li></ul></ul><ul><li>A typical door knock schedule: </li></ul><ul><ul><li>Monday – Thursday from 3:30 pm – dark (or 7:30 pm) </li></ul></ul><ul><ul><li>Saturday: 11-6 pm; Sunday: 1 pm – 6pm </li></ul></ul>
    12. 12. Look at all the People (Recruiting Volunteers) <ul><li>Over recruit – recruit twice as many as are needed to account for no shows. </li></ul><ul><li>Recruit for specific times and dates </li></ul><ul><li>Make reminder calls </li></ul><ul><ul><li>Before and during the phone bank or door knock </li></ul></ul><ul><ul><li>If someone hasn’t shown up within 30 minutes, make a reminder call and reschedule (Be nice.) </li></ul></ul>
    13. 13. <ul><li>Make sure all call lists are prepared </li></ul><ul><ul><li>Print all call lists at least one hour prior to phone banking </li></ul></ul><ul><ul><li>Be sure to check all data entry items are printed on the call sheets </li></ul></ul><ul><ul><li>Label each phone list appropriately </li></ul></ul><ul><li>Cutting Turf Takes Time </li></ul><ul><ul><li>Do not leave to the last minute – do it the day before (at least!) </li></ul></ul><ul><ul><li>Make more maps and walk lists than you need. </li></ul></ul>Printing Lists – “Cutting Turf”
    14. 14. Lists shouldn’t look like this …
    15. 15. Simple walk map. Corresponds to a walk list.
    16. 16. Simple ID/Persuasion Phone list.
    17. 17. Assemble volunteer packets beforehand .
    18. 18. Volunteer call packets <ul><li>Each call packet should contain: </li></ul><ul><ul><ul><li>Enough call sheets for agreed upon shift </li></ul></ul></ul><ul><ul><ul><li>Instructions for the phone system </li></ul></ul></ul><ul><ul><ul><li>Candidate Biography </li></ul></ul></ul><ul><ul><ul><li>Call Script </li></ul></ul></ul><ul><ul><ul><li>Pens/Pencils </li></ul></ul></ul><ul><ul><ul><li>Thank you note </li></ul></ul></ul>
    19. 19. Volunteer walk packet example Walk List Map Instructions Common questions Script Sign-up card Lit
    20. 20. There should always be training … Training & Supervision
    21. 21. Pre-Canvas & Phoning Training <ul><li>Always plan on 20-25 </li></ul><ul><li>minutes to brief folks. </li></ul><ul><ul><ul><li>Campaign updates : Builds ownership. </li></ul></ul></ul><ul><ul><ul><li>Review campaign progress : Builds momentum. </li></ul></ul></ul><ul><ul><ul><li>Set goals for activity : Sets expectations. </li></ul></ul></ul><ul><ul><ul><li>Review script : What type? Changes? </li></ul></ul></ul><ul><ul><ul><li>Review volunteer packet : Make sure volunteers are familiar with materials. </li></ul></ul></ul><ul><ul><ul><li>Practice . </li></ul></ul></ul>
    22. 22. <ul><li>There should always be a trained supervisor – paid or volunteer </li></ul><ul><li>Greet volunteers (BE NICE!!!) </li></ul><ul><li>Manage lists </li></ul><ul><li>Train people </li></ul><ul><li>Make sure volunteers stay on task (BE NICE!) </li></ul><ul><li>Make the experience rewarding and fun! </li></ul><ul><li>Never forget the food! </li></ul>Supervising phones & doors
    23. 23. Post-activity Debrief <ul><li>Spend 5-10 minutes debriefing volunteers on </li></ul><ul><li>how it went. </li></ul><ul><ul><ul><li>Builds relationships </li></ul></ul></ul><ul><ul><ul><li>Get information/data </li></ul></ul></ul><ul><ul><ul><li>Troubleshoot issues that arose </li></ul></ul></ul><ul><ul><ul><li>Allow time to share stories </li></ul></ul></ul><ul><ul><ul><li>Give opportunity to volunteer again </li></ul></ul></ul>
    24. 24. Always have an agenda <ul><li>Training 5:15 to 5:45 Sign people in and get them food; introductions; campaign update; go over script and materials; volunteers role play script with each other once </li></ul><ul><li>Contact 5:45 – 7:15 Phoning; check in on volunteers having difficulty; supervisor make reminder calls to no-shows. </li></ul><ul><li>Break 7:15 – 7:30 Short break with snacks . </li></ul><ul><li>Contact 7:30 – 8:50 Get back on the phones </li></ul><ul><li>Tally 8:50 – Volunteers fill out tallies </li></ul><ul><li>Debrief Restate importance of their work, THANK THEM & ASK THEM TO COME BACK ! </li></ul>Sample Phone bank agenda
    25. 25. Data entry (and getting it from volunteers) <ul><li>Don’t procrastinate </li></ul><ul><li>The information you collect on the phones and doors is the reason you’re doing it </li></ul><ul><li>You need to be able to find it when you need it. </li></ul>

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