Participate

Day of Caring Employee Team Planning Guide

Why your organization should participate

Day of Caring is a unique opportunity for employees in a workplace to come together, develop team-building skills and make a difference in our community by taking part in meaningful work projects at local agencies. You and your co-workers can actively improve your community while having an unforgettable and valuable team building experience.

Studies show that organizations who support employee volunteerism benefit with: a bolstering of team spirit, increased organizational morale, exposure in the community and a greater understanding of how the commitment of time makes a difference.

Guidelines for participating in Day of Caring

  • Organizations can apply for either the June OR September program.
  • Organizations can participate in a maximum of five projects. (Organizations interested in additional projects will be contacted if projects are available.)
  • A project can involve 5 to 20 employees. Please note it is more challenging to match a project with a larger group of volunteers, since space at agencies can be limited and tools and supplies may not be affordable.
  • A project is a half-day or a full-day in length. Half-day projects are 4 hours or less. Full-day projects are approximately 5 or more hours.
  • Deadline for applications will be enforced. (Late applicants may participate if projects are available, however projects may not meet the specific preferences of the organization.)
  • We encourage volunteers to take digital pictures during their project and submit to United Way to post on our website.
  • Organizations can identify potential not-for-profit projects in the Lower Mainland. To participate in the Day of Caring program not-for-profit social service agencies must complete an on-line application form and adhere to United Way of the Lower Mainland’s program criteria and regulations.

How to enhance your Day of Caring experience

1. Identify a Team Leader: The Team Leader collaborates with the not-for-profit Agency Project Leader and the United Way Day of Caring coordinator to ensure the successful completion of the project and a positive experience for all team members. The Team Leader is responsible for:

  • Obtaining authorization to form a team from your management.
  • Completing the application form (Please provide as many details as possible) by the deadline date. Deadline for June is April 16, 2010. Deadline for September is August 6, 2010.
  • Advertising and recruiting team members.
  • Utilize company newsletters, employee meetings, e-mail, or whatever communication network you have to announce your organization's participation in Day of Caring.
  • Distributing all Day of Caring information to team members.
  • If your organization is participating in more than one Day of Caring project assign a coordinator to each project and assist them with any pre-planning.
  • Thanking the team members.

2. Recruit a Team: We recommend that you recruit a team with representatives from various departments, utilizing newsletters, employee meetings, e-mail, or any other communication network your organization provides. In addition, if your organization is participating in more than one Day of Caring project, assigning a coordinator for each project will assist you in all your planning needs. Recruiting recommendations:

  • By assigning a coordinator for each project, the individual can communicate with the assigned agency and ensure your team is ready for the project. This person is then responsible for forwarding information to their specific team members.
  • Determine your team's interest. Do they want to work with clients, provide landscaping or clerical assistance? This will help you to select projects that will interest all members of your team.
  • When recruiting volunteers, keep in mind any handy skills like carpentry or plumbing, which might be necessary to complete specialized work tasks.
  • Determine whether your team will be available for a half-day or full-day project. Half-day projects are 4 hours or less. Full-day projects are approximately 5 hours or more.

3. Plan Your Project: The Team Leader will be notified of a project match once we have reviewed all applications. The confirmation will include the name and telephone number of the agency project leader so you can discuss any questions and details about your Day of Caring project(s). Planning and consistent communication between you (and/or your project coordinators) and the agency project leader are necessary for a successful and fun event for everyone involved. How to plan a successful Day of Caring project:

  • Contact the agency project leader your organization has been matched with.
  • Gain a clear understanding of the project requirements, including the exact nature of the work to be done, skills necessary (especially for construction projects) appropriate clothing, the supplies the agency will provide and whether or not you need to provide any other materials, or tools etc.
  • Determine volunteer arrival & completion times.
  • Given the project requirements identified above, develop your volunteer “needs”.
  • List and recruit the number of volunteers required. Recruit the exact number of volunteers indicated by the project description.
  • Transportation logistics - getting volunteers to and from work sites (please encourage carpooling)
  • Directions to the project site (not necessarily at the agency) and determine how long it will take to get there.
  • Will the agency be providing snacks or meals for the volunteers?
  • Rain contingency plans. Will your project take place if it's raining? Will you reschedule? How should the coordinator contact you if it is raining in the morning?
  • If necessary, determine a time you can visit the project site prior to your Day of Caring date.
  • Review the Health & Safety Procedures
  • Arrange and bring whatever items your organization is responsible for bringing.
  • Ensure each project has a digital camera and team members complete a Photo Release Form.
  • Notify in-house media of the Day of Caring event. Take pictures and write a newsletter article. Share your Day of Caring experience with all your organization’s employees.
  • Communicate with your volunteer team and review with them the project expectations, items they need to bring, recommended dress, arrival time and other miscellaneous logistics.

4. Participate in Your Day of Caring Project: Ensure your team arrives on time and is dressed appropriately. Your organization’s signs, t-shirts, banners etc. should be placed visibly at the project site. Ensure your team has a digital camera and the Photo Release Form is signed. Have a fun day!