Pro bono 101 for Organizations

Visit us at www.catchafire.org or email us at [email protected]

Pro Bono 101: How to get the most

out of pro bono

Twitter: @catchafire Facebook: Catchafire.org


Agenda

1.  Catchafire’s Story & Introduc8ons

2.  What You Should Know about Your Professional

3.  How to Choose the Right Projects

4.  How to AHract Pro Bono Professionals

5.  GeLng Started with Your Professional

6.  Staying on Track with Your Professional

7.  Common Issues

8.  Thanking Your Professional


About Us

Mission: To improve the quality of the volunteer experience by providing pro bono opportuni8es for skilled professionals. Vision: To make it easy for every professional to use their skills for good, and to make it easy for every nonprofit and social enterprise to access and effec8vely use pro bono as a way to build capacity within their organiza8on.


Put Yourself In the Professional’s Shoes

•  To be a good pro bono manager, learn these Best Prac8ces. •  To be a GREAT pro bono manager, learn these Best Prac8ces and

understand WHY.

What is your story?

Provide meaningful & manageable pro bono

opportuni8es

AHract highly skilled & commiHed

talent

Make the right

matches!

Increase efficiency and effec8veness of social sector


Goals for today

•  How to engage and aHract pro bono professionals

•  How to turn a one-‐8me pro bono professional into a lifelong advocate

•  How to harness the passion & power of pro bono professionals


Pre-‐match

Catchafire’s responsibility •  Guiding you to the right

projects •  Matching you to highly

skilled professionals •  Equipping you with the

tools & resources •  GeLng your professionals

excited!

•  AHrac8ng professionals

through your profile •  Communica8ng your project

needs effec8vely •  Responding promptly and

with enthusiasm!

Your responsibility


Post-‐match

Catchafire’s responsibility •  Training & con8nued

educa8on •  Support •  Follow-‐up & feedback

•  Managing •  Communica8ng

–  With Catchafire –  With professional

•  Networking •  Providing feedback

Your responsibility


Agenda 1.  Catchafire’s Story & Introduc8ons 2.  What you should know about your professional

•  Role within your organiza8on

•  Mo8va8ons and Goals

•  What type of opportunity aHracts them



5.  GeLng Started with Your Professional 6.  Staying on Track with Your Professional

7.  Common Issues



Volunteers vs pro bono professionals vs consultants

Volunteer Pro bono Consultant

Low / Low High / Low High / High

Low High High

High High Low

Low Med High


Understanding mo8va8ons and goals

Mo8vators 1.  Values 2.  Career Development 3.  Social Interac8on 4.  Recogni8on 5.  Understanding 6.  Self-‐Esteem 7.  Personal connec8on

1.  Make a difference 2.  Hone and develop skills 3.  Meet or work w/ new people 4.  Be rewarded for service 5.  Gain perspec8ve 6.  Feel valuable 7.  Give in remembrance

Goals


Short-‐term, discrete, individual projects

Short-‐Term Discrete Individual •  3-‐5 hours/week •  2-‐3 months

•  Project based •  Clear

deliverable

•  No teams

•  Manageable •  Short-‐term

commitment •  Start & end

8me

•  Focus skills on one objec8ve

•  Measurable impact

•  Easier to coordinate schedules

•  Learning opportunity

•  Manageable 8me commitment •  Meaningful & high-‐impact project •  Flexible


Agenda 1.  Catchafire’s Story & Introduc8ons 2.  What you should know about your professional 3.  How to choose the right projects

•  Naviga8ng the Project Menu

•  Assessing your needs


5.  GeLng Started with Your Professional 6.  Staying on Track with Your Professional 7.  Common Issues 8.  Thanking Your Professional


Catchafire Project Menu

Projects to meet the most common, pressing needs of organiza8ons

What are your immediate (1-‐3

months), mid-‐term (4-‐6 months) and long-‐term needs (7-‐8 months)?

Do you have a hard deadline?

E.g. event date


Catchafire Project Menu

Descrip8on of Project

Professional’s 8me commitment

Expected deliverable for this project

Organiza8on's requirements


Agenda

1.  Catchafire’s Story & Introduc8ons 2.  What You Should Know about your Professional 3.  How to Choose the Right Projects 4.  How to AHract Pro Bono Professionals

•  Create engaging profiles

•  Make a good first impression

5.  GeLng Started with Your Professional 6.  Staying on Track with Your Professional 7.  Common Issues 8.  Thanking Your Professional


Match emails are sent daily


Create an engaging organiza8on profile

1. Organiza0on Name 2. Mission: Your fundamental purpose

3. What We Do: Elaborate on HOW you accomplish your mission. •  What programs and/or partnerships have you developed in order to increase your impact? •  What are your priori8es as an organiza8on? (i.e. educa8on, lobbying, awareness, etc.) •  What sta8s8cs do you have about your impact thus far?


1. Manager Name 2. Headline: eg. Execu8ve Director; Founder & CEO; Director of Communica8ons, etc.

3. Biography: Highlight your professional background and explain why you're passionate about your organiza8on's cause.

NOTE: Your headline will appear in communication to professionals. e.g. “Rachael Chong, Founder & CEO of Catchafire, needs your help with designing a new brochure.”

Create an engaging manager profile


1. Project Name 2. Project Details: Descrip8on of project that compels professional to choose your project Ask yourself the following:

• Who will the professional be dealing with directly? • Why is this project important to your organiza8on? • What will the professional gain from this project?

Create an engaging project profile


Review your applicants 1.   Accept You will be virtually introduced. 2. Ask a Ques0on If you feel informa8on is

missing/lacking.

3. Pass You tell us why, we’ll find the

professional the right opportunity.


Agenda

1.  Catchafire’s Story & Introduc8ons 2.  What You Should Know about Your Professional 3.  How to Choose the Right Projects 4.  How to AHract Pro Bono Professionals 5.  GeLng Started with Your Professional

•  What to do before you meet

•  What to do during your first mee8ng

6.  Staying on Track with Your Professional 7.  Common Issues 8.  Thanking Your Professional


First match -‐ Have them at hello!

•  Respond promptly •  Welcome them •  Leave a good 1st impression •  Be proac8ve and enthusias8c •  Indicate the importance of the

project •  Thank them for applying •  Set up your first mee8ng!


Set the stage for a successful project

First mee0ng best prac0ces: • Meet in-‐person, or face-‐to-‐face on video chat • Meet as soon as possible • Be prepared

–  review Catchafire project details

–  Create plan of ac8on (based on Catchafire project details)

–  Fulfill prerequisites • Be organized

–  gather materials –  inform relevant par8es


Checklist for your projects


BREAK TIME!!!


Present your organiza8on’s objec8ves

•  History of Project

•  Discuss any prior/similar challenges

•  Indicate importance of the deliverable

Room To Grow’s Salesforce Database


Communicate your expecta8ons

•  Highlight anything out-‐of-‐the-‐ordinary

•  Make sure you both are on the same page

•  Discuss limita8ons

•  Review the project details as laid out by Catchafire and your own descrip8on

•  NOTE: this is par8cularly important when you have a virtual professional!

UNDP Equator Initiative’s Motion Graphics Video


Understand mo8va8ons & passions

•  Ask what mo8vates your professional

•  Offer (and plan to follow through) to help meet the professional’s goals

•  Discuss why you’re both passionate about the cause

•  Share a bit about why you do your job/how you got involved

Global Cocoa Project’s Market Analysis


Encourage collabora8on

•  If you receive mul8ple matches at the same 8me, introduce your professionals to each other

•  Projects can compliment each other

•  Create connec8ons between your professionals & remember what mo8vates each one!

Prosperity Candle’s Siiri + Team

Priti on Market Analysis; Min Min on Brand Identity,

Lisa on Social Media Campaign


Agenda

1.  Catchafire’s Story & Introduc8ons 2.  What You Should Know about Your Professional 3.  How to Choose the Right Projects 4.  How to AHract Pro Bono Professionals 5.  GeLng Started with Your Professional 6.  Staying on Track with Your Professional

•  Create and s8ck to your game plan

•  Remember the Golden Rule of pro bono

7.  Common Issues 8.  Thanking Your Professional


Create a game plan

•  Discuss working style –  schedules

–  communica8on preferences

–  frequency of communica8on

•  Base game plan on project steps

•  Agree on key dates –  Mee8ng & or videoconference dates

–  Deliverable dates

–  Expected final date

–  Absolute final date (if applicable)

•  Connect professional to staff if necessary


Stick to Plan & Provide Candid Feedback

•  Schedule regular check-‐ins

•  Track your progress using:

–  Roadmap; Workflow, Project Logs

•  Give your professional frequent encouragement – you can use our project logs!

•  If you feel a step could have gone beHer, don’t give false praise. Communicate your expecta8ons!


• More op8ons thanks to project applica8ons from both virtual and local professionals

•  Access to a larger pool of talent to help organiza8ons build capacity •  Greater exposure for organiza8ons as, from coast to coast, more professionals hear about you

Some sugges8ons: •  Videoconferencing •  Be aware of 8me differences •  Use technology

•  Skype •  Join.me •  GoToMee8ng •  DropBox •  Yousendit.com

What does virtual pro bono mean for me?

Tips for Virtual Matches


The Golden Rule of Pro Bono

Treat your professional like you would want to be treated

•  Be a good example!

–  Be flexible, but stay in touch

–  Keep up your end of the bargain

–  Be considerate of your professional’s 8me

–  Have regular check-‐ins

–  Do not take breaks!

–  Communicate if things aren’t going well

•  Equip them to be successful

–  Deliver materials as they are needed

–  Have a dedicated project manager at your organiza8on

–  Include your professional in decision-‐making

–  Outline a single project, stay in scope


Agenda

1.  Catchafire’s Story & Introduc8ons 2.  What You Should Know about Your Professional 3.  How to Choose the Right Projects 4.  How to AHract Pro Bono Professionals 5.  GeLng Started with Your Professional 6.  Staying on Track with Your Professional

7.  Common Issues •  Improve project success by minimizing common issues

•  When to contact Catchafire if things are not going well



Avoiding common professional management pipalls

•  Too liHle urgency/too much leniency •  Too much urgency/too high expecta8ons •  Too many breaks •  Too liHle professionalism •  Not respecpul of professional’s 8me/role •  Asking for deliverables beyond the scope •  Not ready for the project


Avoiding common project misbehaviors •  Do I have to start now? •  I want a local match – can I hold out for one? “Dirk is an all-‐star. Any hesitancy I had due to the fact he's Chicago based was quickly dispelled when I

spoke to him the first Cme. He's the ideal volunteer, both passionate and knowledgable. What he was able to deliver and what I learned is not only immediately useful, but something the organizaCon can conCnue to refer to as it grows.” -‐ Daniel Cwirka, Founder, Humanitarian Notes

•  My professional isn’t working fast enough – can I get a re-‐match?

•  Thanks for the applica8on, but I don’t need this project anymore


•  What if something beHer comes along? •  Do I have to ask my professional a ques8on first? What if someone else snatches

him/her up? •  My professional offered to do 4 brochures. Is that ok? •  Things have goHen busy. Can someone else get involved or take over?

Avoiding common project misbehaviors


At the End of the Catchafire Project

•  Stay within scope – don't assume the professional will stay on •  However, ask for direct feedback on the experience •  How does the professional want to stay involved? •  Work together on a new game plan


When Should I contact Catchafire?

•  Make sure to have and use primary and secondary modes of contact for the professional (email + phone) •  Lack of response arer match (use your two-‐week trial period!) •  Unexpected drop off in communica8on from the professional •  Use your best judgment and let us know when you see smoke...and not a full-‐blown fire


Agenda 1.  Catchafire’s Story & Introduc8ons 2.  What You Should Know about Your Professional



5.  GeLng Started with Your Professional

6.  Staying on Track with Your Professional 7.  Common Issues

8.  Thanking Your Professional •  How to thank your professional

•  How to amplify your thank you

•  How to engage with Catchafire


Say Thanks!

•  Remember what mo8vated your professional

•  Write a recommenda8on •  Open a door to them within

the organiza8on •  Invite them to a special event •  Offer a pro bono posi8on with

more responsibility •  Create a “Featured Pro Bono”

sec8on on your website

Thank them in person, over email, with a card, through social media – be sure you offer a meaningful & unique thank you!


Ra8ngs and reviews

•  Rate your pro bono professional & give a tes8monial that we can publish!

•  Rate yourself – What worked? Would you do it differently?

•  Review the experience and share 8ps with your colleagues


Amplify Your Thank You

•  Be sure to use their @handle on TwiHer

•  Be specific, and compliment their skills. For example, “We’re so lucky to have @AplusK running our Social Media campaign. His skills con8nue to astound us.”

•  Use Facebook for a more in depth post. Add professional as a friend, and tag @Their Name with links to their work and/or a blog post about them

•  Remember to tag @catchafire so our community sees the success and impact of your work!


Amplify Your Thank You •  A blog post is the most in depth way to describe the work the professional has done for you and their impact!

•  Include links to professionals Blog, porpolio, FB, TwiHer, LinkedIn

•  Ask Catchafire to share your success story on our blog

•  If professional uses LinkedIn to list as work experience – write a recommenda8on for their profile

•  Remember mo8va8ons of professional (career development, increasing their network, recogni8on)


Engaging w/Catchafire -‐ Ways to Connect •  On your website – “Want to use your

skills with us?” Link to your Catchafire page.

•  Blog -‐ When you have open projects, talk about the impact the projects will have on your mission.

•  Use @catchafire when you're talking about your pro bono professional, project commenced, work delivered, and impact!

•  Success stories – Let us know about

your experience so our community can hear about the impact


Key Takeaways

a.  Be Prepared, Organized & Responsive

b.  Be A Good Example

c.  Express Gra8tude in a Unique Way


Thank You!

Pro bono 101 for Organizations

Technology

Transcript of Pro bono 101 for Organizations