Overview
This overview provides a summary of the steps required and ICT considerations (including social media) to successfully plan, administer and report on a Timeraiser agency selection program.
Step 1. Create/Update Content
- Content for Website, email templates
- Content for Social media - blog post which is circulated on Twitter and Facebook
- Community Capacity builders - United Way, Volunteer Centres, corporate partners
Step 2. Open Call Portal on timeraiser.ca
Step 3. Administer Call & Support Submissions
- Connect with previous year's agencies, as well as 'leads' in SFDC
- Email templates to Community - United Way, Volunteer Centre, Community Foundation, corporate partners, volunteers
- Log into system daily to monitor submissions
- Update Google Doc with entires for each call
- Respond to queries as they pop-up
- Outreach to agencies who are still 'in progress' to ensure they know how to complete application (1 week before call closes)
- Send reminder notices 2 weeks before call closes to network
Step 4. Assemble Jury & Conduct Selection
- Schedule a meeting with potential jury members (including job description) & FAQs
- Host pre-meeting orientation via phone/webinar/skype
- Depending on submissions, host selection night
Step 5. Post Jury Administration
- Copy and past main contact info from timeraiser.ca into Google Doc, upload info to SFDC (careful not to create duplicate accounts/contacts)
- Add agencies to Community Activity as well as main contact
- Contact all agencies - templates in SFDC
- Prepare content for print material & website - logos, short messages
Step 6. Timeraiser preparation
- 8 weeks before Timeraiser email reminder email - orientation video, upcoming dates, etc
- 7 weeks before Timeraiser email information about upcoming awareness plan
- 6 weeks before Timeraiser mail brochures and email Tickets on Sale
- 3 weeks before Timeraiser email reminders to RSVP, times, etc
- 1 week before Timeraiser ensure all agencies have RSVP'd and have no questions
Step 7. Post Timeraiser
- Email Timeraiser Summary and agency shortlist
- Collect feedback via survey/email