Guide to
Drive Call Lists
Table of Contents
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Power of drive call lists
Steps for pulling drive call lists
Drive call lists – Excel spreadsheets
Drive call lists – Emails
Drive call lists – Tele-recruitment
Maximize lists by pulling multiple drive call lists
Preparing your mailing list
Removing duplicates from your mailing list
Create/Print mailing labels using mail merge
Questions?
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POWER OF DRIVE CALL LISTS
The Drive Call List can be a recruiter’s best friend. The drive call list allows you
to communicate with blood donors via the communication tools: 1.) a phone call,
2.) an email and/or 3.) a direct mailer. Each tool has its advantage If used
properly this tool will help you meet goal.
STEPS FOR PULLING DRIVE CALL LISTS
The Drive Call List program is intended for users who want to target specific
mobile or fixed site locations to communicate with donors through three
recruitment tools: 1.) tele-recruitment, 2.) email and 3.) mailer. Follow the
below steps to create a mail merge.
Step One: Access the Drive Call List application through EIS. Access to the
Drive Call List may be granted to Regional Managers, Donor Services Managers,
Donor Recruiters and/or Community Development Coordinators.
Step Two: Enter the group account code or the drive name (same as
Hemasphere) and select appropriate drive from the drop-down menu. Select the
date of your blood drive. This will pull all eligible donors who have ever donated
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at this specific location. Click [Request]. PLEASE NOTE: See MAXIMIZE
LISTS Section for ways to utilize multiple lists.
Step Three: The lists you create under your EIS username will be stored in your
queue until the day of the date you entered above. The lists are displayed
chronologically. At this stage you three option are shown that help communicate
your blood drive; emails sent to donors, phone list sent to tele-recruitment and
mailing addresses to use for mailer.
DRIVE CALL LISTS – EXCEL SPREADSHEETS
Step Four: Once you find the drive list(s) you want to create a mail merge for,
click on the Export to Excel icon to the right of the drive information. An Excel
notification box will appear on the screen, click Save and save to your computer.
Another notification box will give the option to open the file after the documents is
saved. The information extracted into the Excel spreadsheet is the donor’s
name and address. This list will contain all eligible donors.
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DRIVE CALL LISTS – EMAILS
Step Five: Next if your drive warrants an email, the email function (email icon)
will only send out an email to those specifically on that drive call list who are
eligible to donate. The email will pull two sources of data into the email sent out
to those with email address: The drive name and the date that you list. Please
note that the exact name listed in the drive call program will be exactly how it will
appear in the email AND the date you pulled will be the date that shows up in the
email. Below is a sample email:
(Donor’s Name):
The patients in our community and the staff at LifeSouth thank you for your past
lifesaving donation at (Drive Location as listed on the Drive Call List).
On (Date Entered in the Drive Call List), LifeSouth will again be collecting blood
at that location and we invite you to stop by and give the gift of life. If you have
any questions or would like to make an appointment, please call us at 1-888-7952707.
Thank you!
Emails are sent out three days prior to the date pulled.
DRIVE CALL LISTS – TELERECRUITMENT
Step Six: The last option to communicate with donors is via a personal call from
our tele-recruitment staff at Corporate Headquarters.
Utilizing the telerecruitment program (phone icon) allows our tele-recruitment to place a phone
call to eligible donors to inform them of your blood drive and any other
information specific to your blood drive. Though you may have pulled your lists
weeks out from the date of your drive, the tele-recruitment list populates into the
tele-recruitment program only three (3) days out from the date of your drive. See
MAXIMIZE LISTS Section for ways to utilize multiple lists. If you pull multiple
lists for a drive to increase your mailing list, make sure you inform our telerecruitment staff which lists are associated with your blood drive.
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MAXIMIZE LISTS BY PULLING MULTIPLE DRIVE CALL LISTS
There are circumstances whereby pulling multiple lists to increase your mailing
list size or tele-recruitment pool will benefit your blood drive. Here are a few
instances whereby pulling multiple lists is warranted:
 Need to increase the size of your mailing list? Rural community drives
whereby you know residents of that community will not only appear on the
drive call list, but also on, let’s say, a nearby Walmart list, special event list
or other larger drives. Pulling these additional lists will help identify donors
that live in that community. For larger communities and trying to find
nearby residents, you can pull multiple lists and search for nearby zip
codes removing all unnecessary zip codes.
 Want to increase your tele-recruitment efforts for a special blood drive?
Pulling multiple lists will help in these efforts. Based on the number of lists
pulled and the size of these lists, you will need to coordinate with
Corporate Headquarters’ Tele-recruitment Department to schedule these
calls. During high volume period, you may be instructed to pull your lists
sooner earlier to give the tele-recruitment department enough time to call.
Coordinate all efforts associated with special call lists with the Telerecruitment manager at Corporate Headquarters.
PREPARING YOUR MAILING LISTS
The accuracy of your list is paramount to its success. Steps for preparing your
list:
1. Determine your blood drive or specific area of your region you mailing will
be directed.
2. Could your mailing list benefit from pulling multiple drive call lists. Think
about using other lists such as Wal-Mart’s, Best Buy or other retail drives.
Pulling donor centers, colleges, high schools can also help build your list.
3. If you pull multiple lists you will need to remove duplicates. NOTE: If
donors gave blood at several different locations during the last three years,
this donor will appear on multiple lists, therefore it is IMPORTANT that
duplicate donors are removed.
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4. Remove all addresses, sorting by city and/or zip code, which are not in the
proximity of your blood drive or specific area.
5. To qualify for bulk rates, your list must have a minimum of 200 names.
Tips to improve your success of your mailer:
 Should your list fall short of 200 names, you can combine lists for two or
more mailings under certain circumstances to reach 200 mailings. Your
postcard specifications (dimensions, weight) must remain the same
throughout your different mailers. Content can be different.
 Cleaning your list will ensure properly delivery to the best possible donor
base. So be sure to choose your lists wisely, remove duplicates and any
address outside the proximity of your blood drive.
REMOVING DUPLICATES FROM YOUR MAILING LIST
It is important to remove duplicates to eliminate multiple mailers going to the
same person, in turn saving money. When combining drive lists first create a
master list and then add all lists into this one spreadsheet. Now you can remove
duplicates. Remember to also remove all addresses that do not have proximity
to your drive in question.
When you remove duplicate values, only the values in the range of cells or table
are affected. Any other values outside the range of cells or table are not altered
or moved.
Because you are permanently deleting data, it's a good idea to copy the original
range of cells or table to another worksheet or workbook before removing
duplicate values.
1. Select the range of cells, or make sure that the active cell is in a table.
2. On the Data tab, in the Data Tools group, click Remove Duplicates.
3. Do one or more of the following:
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a. Under Columns, select one or more columns.
b. To quickly select all columns, click Select All.
c. To quickly clear all columns, click Unselect All.
If the range of cells or table contains many columns and you want to only select a
few columns, you may find it easier to click Unselect All, and then under
Columns, select those columns.
4. Click OK.
Excel displays a message indicating how many duplicate values were removed
and how many unique values remain, or if no duplicate values were removed.
5. Click OK.
CREATE/PRINT MAILING LABELS USING MAIL MERGE
Two important notes about preparing your labels:
 LifeSouth uses Avery 5160 (30 up) labels.
 Add another column “OR CURRENT RESIDENT” to your spreadsheet.
Name
OR CURRENT RESIDENT
Address
City
ST
Zip
TED MOSBY
OR CURRENT RESIDENT
610 TURKEY CREEK
ALACHUA
FL
32615
MARSHALL ERIKSEN
OR CURRENT RESIDENT
18940 NW 72ND AVE
ALACHUA
FL
32615
ROBIN SCHERBATSKY
OR CURRENT RESIDENT
19506 NW 78TH AVE
ALACHUA
FL
32615
BARNEY STINSON
OR CURRENT RESIDENT
14603 NW 60TH AVENUE
ALACHUA
FL
32615
LILY ALDRIN
OR CURRENT RESIDENT
18981 NW 76TH AVE
ALACHUA
FL
32615
Creating Labels (Instructions are based on using Word 2010)
 Step 0 of 6: Open a new document > Click on Mailings tab > Start Mail
Merge > then use Step by Step Mail Merge Wizard > Select document
type: Choose labels.
 Step 1 of 6
o Next: Starting document
o Label options
o Label Vendors: Select Avery US Letter
o Product Number: Select 5160 Easy Peel Address labels
o Press OK
 Step 2 of 6
o Next: Select recipients
o Browse – choose prepared mailing list from your folder: OPEN
o Select table: OK, then OK
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 Step 3 of 6
o Arrange your labels
o Address Block
o Match Fields
o The following must be matched: Name, or current resident, Address,
City, State, Zip. Name can be selected as First, Last
o Choose or current resident from the drop-down list after Company
o Scroll down to make sure all other items are not matehed
o Format your labels by going to Table Tools-Layout-Cell Margins
o They should be Top 0.03”, Left 0.01”, Bottom 0.01”, Right 0.01”
o Go to Home-Paragraph-click on the arrow in the right bottom corner
o Change spacing to 0 pt before and o pt after
o Go to Page Layout - indent should be Left .07”, Right .07”
o Spacing should be - before 0 pt., after 0 pt.
o Line Spacing should be Single
o Special - None
o Now Update all Labels
 Step 4 of 6 Preview your Labels
 Step 5 of 6 Complete Merge
 Step 6 of 6 Print, Print All-choose desired printer-OK
Need additional help with creating labels, reference the following link(s) to
properly get your Excel spreadsheet names to a Word document label format.
http://office.microsoft.com/en-us/excel-help/create-and-print-mailing-labels-foran-address-list-in-excel-HP010243267.aspx
http://www.trainsignal.com/blog/word-excel-2007-merging
QUESTIONS?
Have further questions? Please contact:
Megan Watkins, Donor Scheduling Manager
Ext. 41775 or [email protected]
Carleen Brock, Administrative Assistant, Recruitment and Retention
Ext. 41702 or [email protected]
Clay Gibbons, North Florida District Community Development Coordinator
Ext. 41026 or [email protected]
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