Use Tools that Make Your Work Easier
Overview
This module gives you a ready to use plan to partner with a trusted civic organization, host a meaningful volunteer experience, and report back impact to your company.
This lesson will help you:
Explain why civic volunteering fits your ERG’s mission and your company values
Choose a nonpartisan civics nonprofit that is a good match for your group
Plan a volunteer activity that works for your team size, timeline, and comfort level
Communicate clearly with HR, Legal, and Communications
Invite members to participate
Capture a few simple metrics so you can tell a strong story about impact
Why community volunteering matters for your ERG
Civic questions show up in the lives of your members every day. People care about affordability, schools, safety, healthcare, and the cost of living. Many feel confused or alone when they try to make sense of these issues.
When your ERG partners with a nonprofit, you give members:
A trusted place to ask questions
A way to contribute beyond social media arguments
Time with colleagues who care about similar issues
A sense that the company is willing to invest in community wellbeing
For the business, civic volunteering can:
Strengthen culture and belonging
Build leadership skills and confidence
Reduce stress around elections by offering clear, nonpartisan information
Show customers and partners that your company is serious about community impact
Before you reach out to any nonprofit, check these items:
Confirm company guidelines. Review your code of conduct and any existing policy on community service, political activity, or lobbying.
✓ Stay firmly nonpartisan. Choose a 501(c)(3) style organization that does not support or oppose candidates or parties.
✓ Involve HR and Legal early. Share your idea as something that supports employee engagement and civic education, not a political campaign.
✓ Keep participation voluntary. Employees should always feel free to opt in or out without pressure.
If you are unsure about any part of this, ask HR or Legal for a quick gut check before you move ahead.
Step 1: Choose the right nonprofit partner
Look for a civics organization that:
Is nonpartisan and focused on voter education, registration, or civic literacy
Serves communities your ERG cares about
Has experience working with workplaces, students, or community groups
Can provide training, talking points, and clear roles for volunteers
Places to start:
Local or statewide civic coalitions
Nonpartisan voter education groups
Community foundations or volunteer clearinghouses
Partners your company already supports through philanthropy
When you reach out, be clear that your ERG wants a nonpartisan volunteer opportunity that will work inside a corporate environment.
Sample Activities:
Use these starter ideas and adapt them for your company and community.
Voter information help desk. Set up a virtual or in person help desk with your nonprofit partner. Employees can drop in with questions about registration, deadlines, or how elections work.
Civic literacy lunch and learn. Host a session on how local government decisions affect your industry and community. Pair it with a small volunteer action such as sharing resources with friends and family.
Community information outreach. Join the nonprofit to hand out nonpartisan voter guides or civic resource cards at a community event, school, or transit hub.
Step 2: Align with your exec sponsor, HR, Legal and Comms Teams
Bring internal partners in early so they can support you. A short email can do a lot.
What to share:
The nonprofit you want to partner with and why
The type of volunteer activity you have in mind
How many employees you expect to participate
Any time off, space, or communications support you might need
Make it easy for them to say yes by showing that you have done your homework and that you understand the need for nonpartisan, inclusive activities.
Sample message to HR, Legal, and Communications
Subject: ERG volunteer event with a civics nonprofit
Hello team,
Our [ERG name] would like to host a volunteer event with [Nonprofit name], a nonpartisan civics organization that focuses on [one line description].
Our goal is to give employees a simple, nonpartisan way to support civic participation and to build community inside our ERG.
The proposed format is:
Activity: [brief description]
Date and time: [option A and B]
Expected participants: [number or range]
Support needed: [for example, internal promotion, meeting space, or volunteer time off]
We will emphasize that participation is voluntary and nonpartisan. We will also share any guidance you have on political activity and community partnerships.
Can we set up a brief check in to review this idea and make sure we are aligned with company policies?
Thank you for your partnership.
Step 3: Pick a volunteer format
Choose a format that fits your group size, timeline, and comfort level. Here are three common options.
Option 1: One hour learning and support session
Invite the nonprofit to host a virtual or in person session that explains how voting works in your state or city.
Include time for questions.
Add a small follow up action, such as checking registration or sharing resources.
Option 2: Volunteer shift with a clear task
Join a phone bank, text bank, or community outreach event run by the nonprofit.
Ask for nonpartisan scripts and clear guidelines.
Offer a range of times so people in different roles can join.
Option 3: Ongoing partnership
Schedule a series of events across a key civic period such as voter registration week or election season.
Mix learning sessions, volunteer shifts, and informal gatherings.
Share stories and metrics with leaders after each touchpoint.
Step 4: Invite your members
Be specific about what you are asking people to do and what they can expect.
Helpful details to include:
What the nonprofit does and why your ERG chose them
What volunteers will do during the event
Time commitment and location
Any training that will be provided
Accessibility information such as remote options, childcare notes, or language support
Make sure people understand that this is nonpartisan civic volunteering, not advocacy for any party or candidate.
Sample invite for ERG members
Subject: Join us to volunteer with [Nonprofit name]
Our next ERG event is a chance to give back and learn more about how our civic system works.
We are partnering with [Nonprofit name], a nonpartisan civics nonprofit, for a volunteer session on [date and time].
During this event you will:
Learn how [topic, for example voter registration] works in our community
Support [short description of activity]
Spend time with colleagues who care about community impact
No prior experience is required. Training and all materials will be provided. Participation is voluntary and nonpartisan.
If you would like to join, please RSVP by [date] using this link: [link]. Hope to see you there.
Step 5: Make it a good experience
During the event:
Greet members and introduce the nonprofit partner
Name your ERG’s purpose and how civic engagement connects to it
Encourage questions, especially from new volunteers
Watch for signs of discomfort and remind people that they can step back at any time
After the event:
Thank participants and leaders
Collect quick feedback through a short survey or a Slack thread
Ask the nonprofit to share any impact numbers they track, such as conversations, registrations, or people reached
Step 6: Capture and share impact
You do not need a complex dashboard. A short summary can go a long way.
Capture:
Number of volunteers who participated
Total hours contributed
Any simple metrics from the nonprofit partner
A few quotes or stories from employees
Share your summary with ERG members, executive sponsors, and internal communications. Highlight what you learned, what worked well, and what you would like to try next time.
Featured Resource-
Use this checklist to move from idea to action.
✓ I confirmed that the activity is nonpartisan and aligns with company guidelines
✓ I selected a civics nonprofit partner and understand their work
✓ I briefed HR, Legal, and Communications and received support to proceed
✓ I chose a volunteer format that fits our ERG and schedule
✓I sent clear invitations and answered common questions
✓ I welcomed volunteers, thanked the partner, and collected feedback
✓ I documented simple impact metrics and shared a short story with leaders