GET YOUR MESSAGE OUT

A request for volunteers can be the focus of an announcement or it can be part of a bigger story. Any time you do any announcement for your project, include a reminder that you need volunteers. Volunteer Success Stories or a Volunteer of the Month feature can contribute to the upbeat, positive impression you want to convey.

GET YOUR MESSAGE OUT Be creative Explore all available options Make one opportunity lead to another Keep detailed files on your contacts Touch base with your contacts--OFTEN!

MEDIA OUTLETS

Newspapers, TV, radio, the Internet -- and how about your local theatre? Some movie houses now have community ads in addition to movie previews, and they might be willing to donate some screen time to your project.

Newspapers

Send a press release and photograph of every event that might possibly be considered of interest to all newspapers in your area. If you're not sure how newsworthy your story is, send it along and let the editors decide.

SAMPLE PRESS RELEASE

 

Take pictures to include in a follow-up press release on how well attended the event was, local notables who attended, and so on.

Be sure to include anecdotes about individuals:

Ten year old Billy Elson wanted to meet "the one who fixed up my computer for me." Dan Kehoe from the ABC Users Group stepped forward and …

That is much more effective than:

"…recipients and members of the users group had a chance to meet."

After your announcement or story appears, call to express your appreciation. Develop the professional relationship, ask advice, and invite the writer or reporter over to visit your project.

Radio/TV Public Service Announcements (PSAs) may be aired on your local stations/channels. Get the name of the appropriate contact and call to explore the possibility.

 

PRESS KITS...PRESS KITS...PRESS KITS

www

Use your available Web options to post information. Keep it current, keep it interesting, and be sure to include all the pertinent facts.

FLYERS AND BROCHURES

Flyers

Let's define a flyer as a single sheet of paper printed on one or both sides that you are able to produce in your project office. It doesn't cost much and can be made up quickly for special events, news bulletins, etc.

This information source is very affordable, so:

• Have flyers accessible to anyone who visits your project.
• Display flyers in local stores -- placing them in computer stores is great!
• Hand out flyers at exhibits, open houses, conferences, etc.
• Provide flyers to groups for distribution to their membership.
• Include flyers with donated equipment and in follow-up mailing.

 

SAMPLE INSERT FLYER

• Always have a few flyers with you so you can post one on a likely bulletin
  board, hand one to someone you meet unexpectedly, and so on.

If Opportunity knocks - - - hand her (or him) one of your flyers!

 

Brochures

Brochures, by our definition, are more elaborate in design, longer, and printed on better quality paper than flyers. In these days of desktop publishing, a staff member or volunteer can use attractive fonts and clip art to produce a very presentable brochure.

If you work with a commercial printer, there are even more options in terms of length, design, and paper but then the costs go up, too. Perhaps a local printer would donate the brochures you need in return for a credit line on the brochure: Designed and printed by XYZ Printing Company. It's worth asking.

MAKE MAILINGS MATTER!

Successful Presentations

è Arrange Key Details in Advance

è Know Your Audience

è Focus Your Appeal

è Use Visual Supports

è Be Creative

è Supply Take-away Materials

è Know Who Was There

èFOLLOW UP!

Arrange Key Details in Advance

Whether you schedule a presentation at your site or are invited to speak by another organization, you'll need to check into everything that will affect your program:

number expected to attend availability of equipment (e.g., projector) seating arrangements if it is possible/appropriate to: display your project logo on a sign or posters set up a table with handouts display a collage of project pictures, articles, and so on.

 

Know Your Audience

Your preparation should include obtaining as much information as possible about the those who will attend. Then you can tailor your presentation to reflect their interests, to make note of their aims and achievements, and to be more specific about the ways they can contribute to your project's needs.

Focus Your Appeal

The key points to make when you are seeking volunteers are:

• what your project is and the work it is doing,
• the roles volunteers can fill in your project,
• the contributions they can make, and...
• the benefits they will realize.

KEY POINTS Thank you for this opportunity… Overview of your presentation (e.g., After a brief history of our project… focus on our current donation drive…. there will be a Q and A….) Vision and Mission of your project and NCF How volunteers from the group you're addressing can make a difference to your project... Your specific volunteer needs Questions and Answers How to contact your project Thank you for this Opportunity… Distribute literature

Have your presentation tell a story about people -- the people who are helped, and the people who cooperate to make it all possible. Specific examples of how donated technology changed lives has greater appeal than a recitation of facts and figures.

Which tells the real story?

Last month we placed 35 computers. or Last month we were able to provide computers to three special education classes, two homebound students, and a workshop program for mothers on welfare. One of the homebound students told his teacher, "________________."

 

 

Facts and figures do have a place, particularly in presentations to business groups. Even in those situations, however, bring in the human element of the work you are doing.

Use Visual Support Any presentation is strengthened by the use of appropriate visual materials which support and reinforce the main points. Visual supports (e.g., PowerPoint, overheads, photographs) focus your audience’s attention and help them remember essential information.

 

Be Creative

If you were in the audience, what would make this presentation memorable for you?

Your program could include:

• a volunteer who tells how he/she came to the project and what has been given and gained as a result of the experience;
• a recipient who describes how a donation made a difference in his/her life;
• individual(s) from schools/programs with whom you cooperate who discuss the scope of what is being accomplished.

When you get volunteers as a result of a presentation, you might invite the same audience to attend a follow-up presentation with those volunteers on a panel. Enthusiastic volunteers can deliver a persuasive message to those who are considering the possibility of becoming volunteers.

 

Supply Take-away Materials

Visuals support your message during the meeting, and take-away materials support your message after the meeting concludes. Provide them with the name of the key contact person and a comprehensive packet of materials.

Who Was That? Remembering that "the man in the third row seemed interested" isn’t enough! Be able to reach everyone who attended.
Obtain the names and contact information of everyone in attendance at the meeting:
	have a sign-in sheet at the door, or collect business cards, or get a list from the meeting organizer.
Immediately after the meeting jot down how the meeting went (e.g., points that were well received) and details about those who attended (e.g., attitudes, comments, offers, commitments).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ANOTHER BRIGHT IDEA!

Follow Up!

You have their names, they have your project materials -- what happens next? Do you wait for the phone to ring or the proverbial knock to be heard at your door? Of course not. You make things happen.

• Fulfill all commitments (e.g., send articles, provide names, schedule visits).
• Call or write the contact person to express your appreciation.
• Add all the names to your mailing list and keep them informed.
• Begin/upgrade files on the prime contacts. These should include relevant professional/personal points of interest. Keep in touch on a regular basis.
• Let the group know the positive outcomes of your presentation to them. Mention their contributions in your announcements.

IT’S NEWS!

And, of course, send out a press release about your presentation. There's a better chance of getting coverage because it is a story about two groups: yours and the organization that invited you to speak. Include a photo from the meeting of you and key members of the group, present your project's message, highlight the need for volunteers, and provide contact information.