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Transitioning Volunteers from 2015 to 2019

This guide will walk you through the process of migrating your existing volunteer data into the new volunteer framework looking forward to 2019.

The 2019 framework is similar to the approach of 2015 campaign but simpler:

  • The “2019 Volunteer: Engagement” Survey Question signifies interest in volunteering
  • Recorded attendance at canvassing/GoTV Events evidences active participation

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People who demonstrate interest in volunteering, whether transitioned from 2015 or signed up anew, are marked with the Survey Question response “Yes, sign me up!” As further contact is made, new responses are appended referencing their intent to participate in events (“Schedule Later” or “Scheduled for Event”) and their attendance is scheduled within the Events tool.

Based on these two factors, we can identify potential and active volunteers. The strategy is as follows:

  • Identify past volunteers according to 2015 criteria
  • Contact them by email / phone / door-to-door
  • Label them according to their interest with the 2019 Survey Question
  • Contact all who are interested to propel them toward upcoming events

Reactivating Existing Volunteers

The easiest way to seed your corps of volunteers building toward 2019 is to mine existing leads and reactivate the volunteers developed in 2015.

Depending on how your riding kept data, there are three key markers for past volunteers:

    • Survey question:

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    • Participation in campaign events

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    • Activist codes:

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Identifying your Volunteers from 2015

In order to identify your past volunteers (your best leads for future volunteers),  construct a search that agglomerates existing markers of volunteerism. Based on the available data, you’ll likely want to establish two lists differentiating between those who showed interest and those who actively volunteered.

Whereas the Survey Question and Activist Codes imply interest, Event attendance (ideally confirmed) is evidence of active participation. Differentiating between the two will allow you to better target potential volunteers for activation and training.

We’ll develop distinct lists first by searching for those who demonstrated interest and removing those who participated in events and second by building a list of just those who participated in events.

Developing a list of potentially interested volunteers

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Start by selecting for those tagged by Activist Code after May 1st 2015

  • Create a new list, removing all suppressions save “Deceased”

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  • Under “Activist Codes”, click the linked text “Activist Codes”,

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    • Within the “Activist Codes Picker” check the “Riding Volunteer” and “Status: Active Vol” boxes then Click “Save”

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  • Under “Canvassed From” enter the end date May 1st, 2015

 

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Now, let’s add all those labeled by Survey Question after May 1st, 2015Screen Shot 2016-06-06 at 2.25.07 PM

Click “Add Step” then “Add People”
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In this new search,

    • Apply the same suppressions
    • Under “Survey Questions”,
      • Select “2015 Volunteer: Field Master”

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      • Under “Response”, select: “Yes”, “Workfromhome”, “Scheduled”, “OrientationComplete”, “Active”, “Call and Schedule”

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      • Under “Canvassed From”, set the start date to May 1st, 2015

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  • Check “Include Most Recent Response Only”

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Finally, we want to remove those for whom we have evidence that they attended an event; we will create a separate list for them.

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Click “Add Step” then “Remove People”

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In this new search,

  • Select “Remove all Suppressions”
  • Under “Events”,
      • Select “Include” people scheduled for events

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      • Click on the “Type” text link; inside the picker select all TeamTrudeau event types except for “TeamTrudeauCommunity”; Click “Save”

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      • Under “Event Date From”, set the start date as July 1st, 2015

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Developing a list of confirmed volunteersScreen Shot 2016-06-06 at 4.17.22 PM

To develop a list of those for whom we have evidence of past participation, we only need to consider event attendance. If your riding organizers were careful enough to record attendance at events, please include that information also (final step).

  • Create a new list, removing all suppressions except “Deceased”
  • Under “Events”,
        • Select “Include” people scheduled for events

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        • Click on the “Type” text link; inside the picker select all TeamTrudeau event types except for “TeamTrudeauCommunity”; Click “Save”

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        • Under “Event Date From”, set the start date as July 1st, 2015

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        • If your organizers recorded attendance, under “Status” select “Completed”

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With lists of both people who were interested in volunteering and those who have volunteered in the past, we can proceed to activate them within the 2019 framework.

There are any number of ways to reach out to your potential new volunteers and schedule them for events: Virtual Phone Bank, email blast, asking at a neighborhood event, etc – no matter how you get in touch, though, your goal is to identify leads, contact them, and then integrate/update them within the new framework.

Appending New Data

Regardless of how we contact them (through a VPB or MiniVAN script, Quick Mark/Grid View, or one-by-one), we’re now going to append the new “2019 Volunteer: Engagement” Survey Question. Let’s pretend I ran into one of my past volunteers at a community event and asked them if they might be interested in volunteering again.

From an individual’s record:

      • Click “Add New Survey Response”

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      • Enter the appropriate canvass information

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Set Response accordingly:

      • Interested – “Yes, sign me up!”

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      • Not interested – “No”

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Your volunteer team will subsequently contact all those marked “Yes, sign me up!” and schedule them for upcoming events. This streamlines your transitioning 2015 volunteers with the onboarding of new volunteers as they register online.

Registering Volunteers for an Event

When a Volunteer labeled as “Yes, sign me up!” is then contacted, we upgrade their status by appending a new response to the “2019 Volunteer: Engagement” Survey Question.

If they’re unable to commit to an event or are temporarily unavailable but are still interested:

    • As before, click “Add New Survey Response”, select “2019 Volunteer: Engagement” and enter the appropriate canvass information

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    • Under “Response”, select “Schedule Later”

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If you’re able to sign them up for an event (great work!),

    • As before, click “Add New Survey Response”, select “2019 Volunteer: Engagement” and enter the appropriate canvass information

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    • Under “Response”, select “Scheduled for Event”

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    • Under “Upcoming Events”, click on “Schedule for Events”

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      • Select the date for the appropriate event
      • Set the Canvass Information (Contacted by/Date/How)
      • Under the Role of “Volunteer”, mark Status as “Scheduled”