Employee Campaign Coordinator CAMPAIGN IN A BOX

Transcription

1 Employee Campaign Coordinator CAMPAIGN IN A BOX 323 North Third Street, Hamilton, Ohio fax liveunitd@bc-unitedway.org

2 THANK YOU You were selected to be a Butler County Employee Campaign Coordinator (ECC) because someone in your organization believes you are both capable and compassionate. You are the type of person who cares about people, who has strong organizational skills and who motivates others. You are precisely the person it takes to organize a great United Way campaign in your organization! This guide will provide you with the information you need to run a successful campaign, You will learn what Butler County United Way does in our community, what steps are involved in running a campaign, who to contact for assistance how to motivate your co-workers, what to do when your campaign is complete and much, much more! And, you ll have access to many people, including the Butler County United Way staff, who can help you along the way! If you should have any questions or concerns after reading this information, please do not hesitate to contact us! Mitchell Willis Director of Resource Development Butler County United Way mwillis@bc-unitedway.org IMPORTANT DATES Friday, August 28, 2015, 7:30 AM Community Campaign Kickoff Breakfast Wingate by Wyndam, West Chester Wednesday, December 2, 2015, 11:00 AM Annual Meeting Luncheon The Ronald Reagan Lodge, West Chester

3 TASK CALENDAR It is helpful to organize your plan of action by setting target dates of the tasks that you need to complete. Here are some items that you will want to include in your campaign plan. Feel free to add your own tasks as needed. TARGET DATE ACTIVITY COMPLETE PLANNING YOUR CAMPAIGN Meet with your United Way representative to plan and confirm dates/timeline for running your campaign Sign up for an ECC workshop; order campaign supplies Secure you CEO/top management buy-in Recruit and form your Employee Campaign Committee Review your campaign history and set goals Prepare for your campaign and plan all activities CONDUCTING YOUR CAMPAIGN Plan and execute a Campaign Kick-off event Publicize your campaign spread the LIVE UNITED message! Promote Leadership Giving and Affinity Groups CAMPAIGN WRAP-UP Thank your employees and Campaign Committee Conduct a Finale/Celebration event announce your results! Finalize reporting and turn in your Report Envelope to your United Way representative.

4 #10...Get the Support of Your CEO Gain support from your top management-both actively and visibly during your campaign. Send out a personal letter of endorsement from your president or CEO. Discuss and/or develop your campaign budget. Set your campaign goal. #9...Recruit a Committee Establish your committee by recruiting from all facets and levels throughout your organization. Remember this is your action team. People who volunteer are involved because they want to be, and will lend energy to your campaign. Gain assistance from your United Way representative by inviting them to your meetings to help train your committee and plan your campaign. #8...Review and Evaluate Review last year s campaign and any feedback you received. Determine if you have any employees who should be included in this year s campaign that may not have been included in previous years. Review this year s campaign budge. #7...Set Employee Goals Establish a timeline for your campaign. Plan your presentations, events, kickoff, activities, food and prizes. Assign committee tasks and establish target dates for completion. Decide strategies that you would like to improve and design activities to do so. #6...Publicize your Campaign TOP 10 LIST FOR... Create and use posters, videos and/or brochures. Send communications, or any type of internal communication that your company utilizes to raise awareness about campaign activities and events. Utilize social media to create or share photos and messages about United Way s work. Sign your workplace up for Community Care Week events. Create a section on your company s intranet to share information about United Way and your company s campaign, linking it to United Way s Website ( Share how to pledge, when to pledge and what your pledges support. Also, sharing the giving guidelines may help.

5 ...A SUCCESSFUL CAMPAIGN #5...Conduct an Educational Campaign Develop an educational plan on how to educate your employees on the benefits of giving back to the community through United Way. Conduct group presentations for various departments within your organization. Educate your new hires, ongoing, throughout the year. Inform retirees about the many ways they can continue to GIVE, ADVOCATE and VOLUNTEER when they leave the workplace. #4...Promote Leadership Giving A Leadership Giving campaign is an effective strategy to increase contributions raised by your organization. Contact your CEO about Leadership Giving matching opportunities. Inform your employees about Affinity Group engagement and the categories for which they qualify. #3...Ask Everyone to Give Ask for 100% participation. Include everyone, including active employees and retires, when asking them to give. Thank everyone at the time of giving---offer a thank you card from your company. #2...Thank You and Report Results Recognize individuals, groups and departments that went above and beyond during the campaign. Announce your final results to all employees through a communication from your CEO, or conduct a finale or celebration activity. If using paper pledges, collect all pledge cards by the end of the campaign and schedule a pick-up with your United Way representative as soon as possible. The earlier you turn in your organization s pledges, the faster you can complete your campaign. #1..HAVE FUN!!! Arrange fun and informative activities to engage your employees while they learn how to support our community by GIVING, ADVOCATING and VOLUNTEERING. Provide special pledge incentives, such as prizes, for certain levels of giving.

6 CAMPAIGN HOW-TO: 1 BEFORE THE CAMPAIGN GET PREPARED Work with your United Way representative to set goals, discuss ways to communicate the message, create a buzz and incorporate fun activities that add momentum to your campaign. Having a plan makes the process smoother and easier for you to implement and manage. Contact your United Way representative to start planning for this year s campaign. Review your campaign s history including the total amount raised, participation rate, average gift and the strategies used last year using the Campaign Planning Worksheet. Set beginning and end dates for your campaign. ENLIST MANAGEMENT SUPPORT Leaders lead! The support of your president/ceo, management team and/or labor leaders is crucial. By personally endorsing the campaign, members of your senior management team demonstrate their commitment both to your organization s campaign and United Way. Plan events around the president/ceo s calendar whenever possible or call on other senior leaders to represent the president/ceo. Ask the president/ceo to hold a United Way educational meeting with his/her leadership team. 3 Enlist leaders to speak at kickoff meetings and send s or letters. Craft a letter to staff using the CEO Endorsement of United Way to All Employees sample letter. RECRUIT/TRAIN A CAMPAIGN TEAM You don t have to do it alone! Having representatives from each department can be very effective. This team can help in all stages of the campaign: planning, promoting awareness and distributing and collecting materials. This distributes your duties, stimulates more ideas, helps create enthusiasm about the campaign, and builds employee morale. Form a campaign committee that provides leadership from all facets and levels of the organization. Recruit people who are energetic, organized and well-liked by their peers. Include your campaign committee in the meeting with your United Way representative. 2 IDENTIFY CAMPAIGN ELEMENTS Meet with your committee early and often to discuss goals, communication strategies, incentives and special events. Engaging employees in various activities helps them feel like part of the campaign and adds an element of fun! Set campaign goals and publicize them throughout your organization. Develop incentives to make influential changes such as early return of pledge cards, first-time donors, using payroll deduction and increased giving. Review the Campaign Timeline and Checklist to make sure your campaign plans stay on track. 4

7 1 CAMPAIGN HOW-TO: DURING THE CAMPAIGN PUBLICIZE YOUR CAMPAIGN Communicate campaign information and events to all employees through United Way marketing materials, s, calendar of events, posters and more! Clear communication improves participation and creates a positive response to United Way. Order United Way campaign supplies like posters, buttons, pens and t-shirts from your United Way representative using the Materials Request Form. Communicate your campaign s calendar of events through your organization s communication tools: , intranet, newsletters, etc. Find easy cut and paste messages to your staff in the Sample Campaign s. KICK OFF YOUR CAMPAIGN Campaign kickoffs should be informative and FUN! Kickoffs can be as elaborate as events or as easy as snacks in a break room. Do what works best for your organization. By gathering your group together in one place, each person feels they are part of the overall goal. Arrange for United Way presentations at staff meetings to ensure every associate understands United Way s impact in the community. Include the campaign video or a speaker form a United Way initiative or partner program. Fill our Speaker Request Form to request a speaker. Invite senior management and United Way to join you to make the ask. The 20-Minute Meeting Guide gives you an outline of a basic meeting agenda. 2 EDUCATE EMPLOYEES ABOUT UNITED WAY One of the most important elements of a campaign is to educate employees about Butler County United Way s work. Some people relate to personal stories, while others want to hear about facts, figures and the return on investment. When donors understand the needs in the community and how United Way is addressing these needs, they make a personal connection to the campaign. Educate everyone about the positive changes their gift makes in the community. Ask an employee to share a story about their experience with United Way. Find tons of useful information in the United Way Fast Facts and United Way Success Stories. 3 4 ENCOURAGE LEADERSHIP GIVING Butler County United Way offers a number of recognition levels for those who lead by example through their giving, and for those who want to connect with others who are inspired by what they can accomplish together. Leadership Giving is the fastest way to increase total dollars raised in your campaign, and networking opportunities offered within the groups boost your organization s presence in the community. Conduct a Leadership Giving breakfast or meeting with senior management or other potential leadership givers. Use the sample Leadership Giving Letter Sample to encourage leadership giving. Acknowledge individuals who give at leadership levels through special recognition events, personalized letters from senior management or exclusive incentives. Set specific Leadership Giving goals and discuss Leadership Giving at all employee meetings.

8 1 ANNOUNCE RESULTS AND SHOW APPRECIATION Plan ways to finalize your campaign, celebrate your accomplishments and thank employees for their participation and contributions. The two simple words thank you not only show appreciation, but also set the tome for year-round communication and next year s campaign. People will have a more positive feeling about their donation and receiving appreciation increases the likeliness that they ll participate next year. Contributors will receive an acknowledgement from United Way, but you can also build more support for future campaigns by acknowledging the work of your campaign committee and each employee who contributes. Announce campaign results via or during staff meetings. Report results to United Way. Show how one small gift combined with the entire company s gift will create a big impact. Publish an internal roster of Leadership Givers and Loyal Contributors. Blanket bulletin boards and lunch rooms with thank you messages. Post photos of employees participating in campaign events. Include a special message with payroll stuffers. CAMPAIGN HOW-TO: AFTER THE CAMPAIGN FILLING OUT THE CAMPAIGN ENVELOPE Please make sure to fill out the campaign envelope when your campaign has ended. Envelopes must be signed and sealed when ready for pick up or delivery. This ensures accountability for both Butler County United Way and your organization with regards to the pledges enclosed. Fill out the top section completely. Please include your employee numbers so we can accurately calculate the participation percentage for your organization. See the back of the envelope for detailed directions for each section. The shaded fields do not need to be filled in. Calculate the different types of contributions across each row. Total the columns going down. If you require more envelopes, please call United Way at (513) Sign, date and seal the envelope. Make a copy for your records and contact your United Way representative for pick up. 2 3 ESTABLISH YEAR-ROUND UNITED WAY COMMUNICATION Collaborate with United Way to provide year-round awareness about United Way s work. Year-round communication helps educate employees on the impact of their gift and how they are integral to United Way s work. Publish noteworthy information in company newsletters or intranet. Host Lunch and Learn sessions coordinated by United Way. Work with United Way to find out about volunteer opportunities such as tutoring through Schools of Hope. Review the year-round section in the Special Events Guide for ideas and fun holidays to celebrate through the year.

9 The Day 6Campaign Here is a sample timeline of how to run a six day campaign. Each day you will provide staff with a note and small gift to encourage them to donate on the sixth day of your campaign. Additional Tips: Distribute a United Way brochure and pledge card on first day. Explain that the pledge form should be completed and returned by Friday. Those who do not wish to contribute should place an X on their pledge form, sign it and turn it in. Explain any incentives, drawings or special events. Assure donors they can contact you with any questions. Connect with United Way staff if you have any questions. Day 1 - Friday Stick of gum ButlerCounty United Way is hoping you will chewz to give next Friday. Day 2 - Monday Chocolate Chip Cookies Please chip in on Friday and make a difference in our community. Day 3 - Tuesday Can of Pop Don t forget to pop into our campaign meeting on Friday. Day 4 - Wednesday Piece of Chocolate Help us sweeten someone s future by giving to Butler County United Way on Friday. Day 5 - Thursday Fortune Cookie We are fortunate to be a part of this community. Your chance to make a difference is coming on Friday. Day 6 - Friday A United Way Sticker Thank you for saying yes to helping others.