Ultimate Phonebanking Packet

Scroll down for a list of the downloads available as part of the Ultimate Phonebanking Packet. Below is a copy of the Overview Document.

Overview Phone Bank Templates.docx - (copy also provided below)

OVERVIEW

PHONE BANKING TEMPLATES

Key is advance planning!

Work back from deadlines for registering and submitting ballots – they are strict and final.

Most time consuming aspect of preparation is setting up the Individual Call Report sheets – unique ones go to each volunteer. Make sure you give yourself enough time to set them up.

G1 TEMPLATE Timeline

Determine the deadline for submitting requests for registration (Highlighted in BLUE 2^nd to last line) and work backward from there. Must be accurate on this!

When setting dates, balance need to give volunteers enough time to contact voters and enough time for the voters to submit everything, but not so far in advance that voters aren't thinking about the election. With Nov elections – deadline to register is usually the beginning of October, so want to make calls end of Aug/beginning of Sept. Tricky because of summer vacations

G2 TEMPLATE Deadline Worksheet/VFA DEADLINE WORKSHEET

Best sources to determine deadlines are:

◦ www.votefromabroad.org

◦ Secretary of State's website – call to verify as well, always been pleasant and very helpful (even in Republican states)

◦ www.fvap.gov

We are concerned with the deadline to register or re-register to vote (most everyone will have to register even if they voted in 2012 or 2013). Also be sure to note the different deadlines if sent via mail, email or fax

There is also the deadline to send in the completed Absentee Ballot. Be sure to mention that in the Volunteer Telephone Script (V4 Template).

If working on more than 1 state, make sure to note different deadlines and procedures. May need to modify the Volunteer Telephone Script to reflect differences.

When setting the other deadlines, balance need to give volunteers enough time to contact voters and enough time for the voters to submit everything, but not so far in advance that voters aren't thinking about the election. Problem with Nov elections – deadlines are usually in September, so want to make calls end of Aug/beginning of Sept. Tricky because of summer vacations.

G3 TEMPLATE Email Request for Volunteers

You'll need to change for your own purposes, but gives you something to work off.

G4 TEMPLATE Volunteer Tracking Sheet

To keep track of the volunteers – make sure we've got their contact information, that they've gotten and returned the Confidentiality Agreement, that they've gotten and then returned their Individual CRS.
I found it easiest to do this as an Excel spreadsheet, put the volunteers in alphabetical order, use highlights, also notes on anything that needs follow up.
We cannot use some one as a volunteer if they don't return the Confidentialy Agreement, so important to keep track of that. Also, a good way to see if they are truly interested in doing this.

G5 TEMPLATE Email Volunteer Acknowledgment

G6 TEMPLATE Attachment: Confidentiality Agreement [CA]

As individuals come forward to volunteer, send this email to acknowledge and also send the CA as an attachment.

G7 TEMPLATE Email Reminder re: Confidentiality Agreements

Fact that we did a template on this tells you it can be a hassle to get the CA returned, but can't use the volunteer without one.

I only send 1 reminder per volunteer – if you have to chase them down, probably won't be a good volunteer.

Can send as a mass email (use bcc:)

G8 TEMPLATE Email to Voters Only

Give the voters we want to reach a “heads up” to expect our calls. For some voters, this is all they need. Best to keep it short as they'll be getting calls and emails.

VOLUNTEER INFORMATION PACKET:

V1 TEMPLATE Email Coversheet re Volunteer Instructions

V2 TEMPLATE Volunteer Information

V3 TEMPLATE Sample Emails To Send

V4 TEMPLATE Volunteer Telephone Script

V5 TEMPLATE Additional Candidate Information (Optional) and FLASH CARDS

We found it was easier to send out the VOLUNTEER INFORMATION PACKET items in a mass email to all the volunteers (Templates V1-5). Then send a separate email to each volunteer with their Individual Call Report Sheet [CRS]. (Templates CR1 & CR2, below)

Ask for a reply email from each volunteer to acknowledge receipt. Also do a quick follow up email if they don't respond in a reasonable time.

V4 Volunteer Phone Script: Keep introduction fairly short, most people just need the reminder and don't need to be convinced to vote for the Democratic candidate.

CR1 TEMPLATE Email re Individual CRS

CR2 TEMPLATE Individual Call Report Sheet

The Individual CRSs are unique to each volunteer.

It should be sent out at about the same time as the VOLUNTEER INFORMATION PACKET, but it's easier to send out each CRS in a separate email to the appropriate volunteer.

Use G3 TEMPLATE Volunteer Tracking Sheet to note which CRS goes to which volunteer.

V6 TEMPLATE Email to Volunteers re Nearing End of Campaign

Most volunteers appreciate the reminder.

Also good way for a volunteer to us know if don't know if they won't be able to finish. Some volunteer will hold onto a CRS because they want to help, but really don't have the time. But, it doesn't do any good if voters aren't contacted in time for them to register and request their ballots.

V7 TEMPLATE Email to Volunteers re Thanks