SayPro Offer Webinars or Online Meetings to Explain the Matching Gift Program and Answer Any Queries

SayPro Tasks to be Done for the Period:

Task 3: Offer Webinars or Online Meetings to Explain the Matching Gift Program and Answer Any Queries

Objective: Host informative webinars or online meetings to provide employees and supporters with an opportunity to learn about the matching gift program in-depth and get answers to any questions or concerns they may have.

Action Plan:

1. Plan and Schedule Webinars/Online Meetings:
   • Purpose: Organize live, interactive sessions to educate employees and supporters about the matching gift program, addressing any questions or concerns they may have.
   • Action Steps:
     • Determine the frequency and timing of the webinars/online meetings. Consider offering multiple sessions to accommodate different time zones and work schedules (e.g., one during lunch hours and another in the evening).
     • Choose a suitable platform (e.g., Zoom, Microsoft Teams, Webex) for hosting the webinars, ensuring it supports interactive features like Q&A, polls, and screen sharing.
     • Set a clear agenda for each session, covering key aspects of the program, such as eligibility, how the matching process works, and the impact of contributions.
     • Promote the webinar/meeting schedule internally via email, intranet, and social media channels to maximize attendance.
2. Create Webinar Content:
   • Purpose: Develop clear, concise, and engaging content that explains the matching gift program in detail.
   • Action Steps:
     • Presentation Slide Deck:
       • Design a professional slide deck that covers all essential details about the matching gift program, including:
         • Overview of the program’s purpose.
         • How to determine eligibility for matching gifts.
         • Step-by-step guide on how to submit donations for matching.
         • Common mistakes to avoid in the matching process.
         • Key deadlines and timelines.
         • The impact of matching gifts on SayPro’s initiatives.
       • Include visuals, infographics, and examples to make the content more engaging and accessible.
     • Live Demonstration:
       • Prepare a live demonstration of how to submit a matching gift through the system (e.g., walk through the online submission process or use a mock example).
       • Highlight any tools or resources on the website that make it easier for participants to track or submit matching gifts.
3. Invite Guest Speakers or Employee Testimonials:
   • Purpose: Enhance the webinar’s credibility and engagement by featuring guest speakers or testimonials from employees who have participated in the matching gift program.
   • Action Steps:
     • Invite a representative from a partner organization or a matching gift provider to discuss the benefits of participating and how easy the process is.
     • Feature testimonials from employees who have used the program, sharing their experiences and encouraging others to get involved.
     • Allow employees to ask these guests or participants questions during a dedicated Q&A portion of the webinar.
4. Interactive Features During the Webinar:
   • Purpose: Foster engagement and provide opportunities for participants to ask questions, clarify doubts, and interact with the presenters.
   • Action Steps:
     • Q&A Sessions: Allocate specific time for attendees to ask questions. Use features like live chat or moderated Q&A sessions to address common queries about the program.
     • Live Polls/Surveys: Use polls or quick surveys during the webinar to gather real-time feedback and gauge attendee knowledge and understanding of the matching gift program.
     • Chatbox Engagement: Encourage participants to use the chatbox for comments or follow-up questions during the presentation. Ensure the moderator actively monitors and responds.
     • Virtual Hand-Raising: If the platform allows, use the hand-raising feature so attendees can ask questions directly or share their thoughts at appropriate times.
5. Promote the Webinars/Online Meetings:
   • Purpose: Ensure maximum participation and engagement by promoting the webinars through multiple channels.
   • Action Steps:
     • Send out internal emails and calendar invites to all employees well in advance, reminding them of the webinar dates and times.
     • Post about the webinars on the intranet, making it easy for employees to find the link to register or attend.
     • Use digital signage or posters in the office and virtual spaces to advertise the webinars.
     • Share registration links for the webinars through internal communication tools like Slack or Microsoft Teams.
     • Include teasers or reminders on company social media platforms to increase awareness among external supporters who may also be interested.
6. Prepare a Follow-Up Strategy:
   • Purpose: Ensure attendees have continued access to information and can reach out with any further questions after the webinars.
   • Action Steps:
     • Follow-Up Email:
       • Send a follow-up email after each webinar thanking participants for attending and providing them with a recording of the session (if available).
       • Include links to the matching gift program webpage, FAQ, and instructional content.
       • Remind employees about the next steps they need to take to participate in the program.
     • Survey for Feedback:
       • Include a brief survey in the follow-up email to gather feedback on the webinar’s effectiveness and identify areas for improvement for future sessions.
       • Ask participants to rate the content, delivery, and interactivity of the session.
7. Track and Measure Engagement:
   • Purpose: Analyze webinar participation and engagement to assess the effectiveness of the sessions and adjust future efforts accordingly.
   • Action Steps:
     • Track attendance and participation rates for each webinar, ensuring that key performance metrics (e.g., number of participants, level of engagement) are recorded.
     • Review questions asked during the session to identify common concerns or areas where additional clarification may be needed in future webinars or communications.
     • Monitor engagement during and after the webinar (e.g., website traffic, follow-up emails, program sign-ups) to determine the success of the outreach and education efforts.
8. Post-Webinar Content Distribution:
   • Purpose: Ensure the information from the webinars remains accessible to those who couldn’t attend or need to refer back to it.
   • Action Steps:
     • Upload the webinar recording and supporting materials (e.g., slide deck, FAQs) to the intranet or company portal.
     • Create a “Webinar Archive” section on the SayPro website where employees and supporters can access recorded sessions on-demand.
     • Share the recorded sessions in future email campaigns or internal newsletters, ensuring ongoing access to the educational content.

Expected Outcome:

• Enhanced understanding of the matching gift program, with employees and supporters feeling more confident and motivated to participate.
• Increased engagement through live interactions, Q&A sessions, and real-time feedback during webinars.
• Higher levels of program participation as a result of personalized, accessible educational content and direct communication.

By the end of the period, SayPro will have hosted several successful webinars or online meetings, providing employees and supporters with an opportunity to learn about and engage with the matching gift program in a meaningful way. These sessions will help demystify the process, increase participation, and foster a more connected, informed donor base.