SayPro Design promotional materials (infographics, FAQs, videos) for internal communication platforms like emails and intranet.

SayPro Tasks to be Done for the Period:

Task 2: Educate Employees and Supporters on Matching Gift Programs

Objective: Design promotional materials (infographics, FAQs, videos) for internal communication platforms like emails and the intranet, to increase awareness and engagement with the matching gift program.

Action Plan:

1. Create Informative Infographics:
   • Purpose: Design visually engaging infographics that simplify the matching gift program, making it easy for employees to understand the steps and benefits.
   • Action Steps:
     • Develop infographics that explain key information, such as:
       • What is the matching gift program?
       • How does it work?
       • Who is eligible?
       • Step-by-step guide on how to participate.
     • Ensure the design is aligned with SayPro’s brand guidelines and is visually appealing to ensure easy readability.
     • Incorporate icons and color coding to make the infographic accessible to all employees.
     • Create versions of the infographic in different sizes/formats, making it suitable for email distribution, intranet posts, and print if necessary.
2. Develop Frequently Asked Questions (FAQ) Document:
   • Purpose: Provide employees and supporters with a comprehensive FAQ document to answer common queries and concerns about the matching gift program.
   • Action Steps:
     • Compile a list of frequently asked questions, addressing common issues like:
       • “What is a matching gift?”
       • “How do I find out if my employer participates?”
       • “What do I need to submit to get my donation matched?”
       • “Are there deadlines for matching gifts?”
       • “How can I track the progress of my matching gift?”
     • Write clear, concise answers for each question, ensuring the language is easy to understand.
     • Format the FAQ document in a user-friendly way (e.g., a collapsible list or downloadable PDF) for ease of access on internal communication platforms.
3. Produce Educational Video Content:
   • Purpose: Create a short, engaging video that walks employees through the matching gift program, explaining how it works and how to get involved.
   • Action Steps:
     • Write a script that clearly explains the matching gift program in a concise, approachable manner.
     • Record the video, incorporating visual aids such as slides, animations, or screen recordings to highlight key points (e.g., how to submit a matching gift request).
     • Ensure the video is under 3-4 minutes for optimal employee engagement.
     • Feature testimonials or quotes from employees who have participated in the matching gift program to personalize the content.
     • Add subtitles and visual text to reinforce key information and make it accessible to a wider audience.
4. Design Email Templates:
   • Purpose: Create email templates that effectively promote the matching gift program and direct employees to the educational content.
   • Action Steps:
     • Design an email template that features a compelling subject line and engaging visuals (e.g., a small infographic or video thumbnail).
     • Include a brief explanation of the matching gift program, highlighting the benefits and how to get started.
     • Embed links to the website, the full FAQ, and the educational video so employees can easily access additional information.
     • Create follow-up emails to remind employees about deadlines, updates, and success stories related to the matching gift program.
5. Intranet Posts and Banner Designs:
   • Purpose: Use the intranet as a central hub for communication, making information about the matching gift program easy to access.
   • Action Steps:
     • Design a prominent banner or announcement on the intranet homepage to draw attention to the matching gift program and direct employees to the educational materials.
     • Write and post engaging articles or blog posts on the intranet that break down how the matching gift program works, with links to the FAQ and video.
     • Highlight successful stories from employees who have used the matching gift program, encouraging others to participate.
     • Use the intranet’s calendar or event features to highlight matching gift deadlines or upcoming information sessions.
6. Promotional Posters for Physical and Virtual Spaces:
   • Purpose: Create posters to promote the matching gift program in both physical office spaces and virtual meeting rooms.
   • Action Steps:
     • Design posters that include key details of the matching gift program (e.g., “Double Your Impact! Here’s How to Get Started”) and encourage employees to participate.
     • Display the posters in common areas (e.g., break rooms, meeting spaces) in the office, and share digital versions of the posters via video calls or virtual meeting spaces.
     • Include QR codes or short URLs on the posters that lead directly to the matching gift program page on the website.
7. Internal Communication Strategy:
   • Purpose: Develop an internal communication plan to ensure all employees are informed about the program and the available promotional materials.
   • Action Steps:
     • Share a communication calendar that outlines when and where the promotional materials will be distributed (emails, intranet posts, virtual meetings, etc.).
     • Coordinate with team leaders or department heads to ensure that the program is introduced during internal meetings or town halls.
     • Leverage the company’s internal communication channels (e.g., Slack, Teams) to share bite-sized updates or reminders about the matching gift program, using engaging visuals or GIFs.
8. Monitor Engagement and Collect Feedback:
   • Purpose: Track how employees are engaging with the materials and adjust strategies if necessary.
   • Action Steps:
     • Use website and email analytics to monitor the number of clicks, views, and interactions with the educational materials.
     • Collect feedback from employees through surveys or informal polls to gauge the effectiveness of the materials and identify areas for improvement.
     • Adjust content and strategies as needed to ensure maximum reach and engagement.

Expected Outcome:

• Increased awareness and understanding of the matching gift program among employees and supporters.
• Improved engagement through the variety of promotional materials, making it easier for employees to learn about and participate in the matching gift program.
• Streamlined communication and a more informed workforce ready to take advantage of the matching gift program.

By the end of the period, SayPro will have successfully developed and distributed a range of promotional materials (infographics, FAQs, videos) that educate employees and supporters about the matching gift program, increasing overall engagement and participation.