Correspondence & Data Entry Team

Please note: These job descriptions were composed for medium to large sized outreaches with Impact World Tour. For smaller events not all positions or simplified procedures might be required, please apply common sense in determining the needs for your community.

Prior to Tour Week

Recruit members for the Correspondence & Data Tracking Team - 10 to 20 people who are able to do a large computer mail merge using Impact World Tour compatible software.
Find at least 5 network compatible computers and printers you can use on the nights of the events (for large events you will need more computers)
Enter copy of letter (to be personalized on the nights), obtain from IWT Coordinator, (the letter should come from the local team) – sometimes a postcard is used instead of a letter.
Arrange a time and place to meet immediately following the event
Assemble materials:

local Impact World Tour letterhead
local Impact World Tour business size envelopes
envelopes printed with return address
or postcards
postage stamps
pens

Check with the local Post Office to find out where and what time letters can be mailed out that night in order to be delivered the next day. Sometimes special arrangements can be made.
It may be more efficient to have the letters pre-printed so that only the name, address and first line must be printed on the night. This will be quicker if you have a large number to print. A member of the Executive Committee should sign the letters - so it will be more convenient for them to have a stack of pre-printed letters to sign during the day rather than after the service.

On the Campaign Nights

Collect the top copy of the response forms from the statistics team – as they are recorded. (NB. Don’t wait until all are counted – but start as soon as you have enough to begin)
Work with the Correspondence & Data Entry Team to complete and post a letter pr postcard to every inquirer that evening
Hand address envelopes or postcards
Personalize the appropriate letter and also place in the envelope flap, and then pass to proofreader.
Proof for accuracy by comparing response form to letter and envelope. Make corrections as necessary.
Seal, stamp and mail that night

Suggestion: Have correspondence team work in pairs with one reading aloud the response form and writing the address on the envelope and the other doing the data entry. They can then switch to share the data entry load.

After Each Campaign Night

Return response forms to Impact World Tour Coordinator.
Print reports from database

By age group/school – for follow-up groups
By local link – for the call team
Unassigned inquirers – for the Unassigned Inquirers Team (they will need this by lunchtime the day after each event.
Final report of all inquirers at the end of the tour