United Way Halton & Hamilton Workplace Campaign Guide

Transcription

1 United Way Halton & Hamilton Workplace Campaign Guide Workplace Campaign Guide 2017

2 HAMILTON HALTON Phone Local: Phone Local: Phone Toll Free: Phone Toll Free: Fax: Fax: United Way Contacts: Staff: Ext. Union Inquiries Ext. Payroll / Receipt Inquiries Dates to remember: 2

3 Welcome to the United Way Team! Thank you for making a difference. Your role as Employee Campaign Chair (ECC) is essential to the success of the campaign in your organization and ultimately, to the well-being of your community. Over half of all the donations raised by United Way Halton & Hamilton come from the employees contributing at their workplaces. United Way Supported Agency Thank you for taking on this role and leading your colleagues to engage with United Way. Your role as an ECC is to engage 100% of your colleagues in the opportunity to participate and give. In the best campaigns, ECC s support United Ways goal to ensure: Involved, Informed, Inspired 100% of employees are Approached Followed up Thanked Employee Campaign Chair role description Lead and direct the United Way Employee Campaign within your organization Educate employees about what United Way does and how their contributions will directly affect their community Inspire employees to give Facilitate the collection of employee gifts and submit to United Way Benefits to you Opportunity to learn/develop leadership skills Lead a project from start to finish Develop fundraising skills Get to know your colleagues while contributing to a great cause Gain knowledge of other divisions/departments in your organization Make a difference in your community KEY TERMS SE = Sponsored Employee ECC = Employee Campaign Chair Staff Partner = United Way Resource Development Manager Leadership Giving = donation of $1,200 or more Find us online Campaign Video Posters General Pledge Form Impact Stories Community Impact Report Campaign Toolkit 3

4 What to Say About United Way Elevator Pitch United Way Halton & Hamilton serves as the most efficient impact not-for-profit organization, engaging individuals and mobilizing collective action to generate funds for those in need in our community. The Longer Version When we help others, our community is stronger. United Way Halton & Hamilton communities have established a powerful network of non-for-profit organizations and services that support people who need help a little help, a lot of help, a one-time intervention or ongoing assistance. Every organization has a focus and a particular expertise in delivering on its mandate. We are tackling the root causes of some of our community s greatest challenges: 1 in 4 children in Hamilton, 1 in 9 children in Halton live in poverty United Way invests in a comprehensive approach to helping people move from poverty to possibility. We support not just basic needs like housing and nutrition, but a range of services that together provide the skills and opportunities that can overcome the most common obstacles to achieving sustainable financial security. You are part of a big team! Approximately 5,000 volunteers, 15,000 donors, 680 workplaces from across our community business, labour, private and public sectors, partners and organizations big and small join together to raise close to $7 million. Emotional and mental health issues are rising among children and youth. Changing family structures and work arrangements are leaving more children and youth unsupervised after school. United Way invests in programs that help children and youth develop into strong contributors to strong communities. Helping kids with their cognitive, social, emotional and physical development. Creating safe environments, enhancing learning opportunities and providing positive role models and mentors. People often go without much-needed support because they are not aware that services exist in the community. Common barriers to getting the right kinds of help include increasing costs, limited space, age, language ability and access to transportation. By supporting the development of strong community organizations and services, United Way helps make personal and family security and development more accessible to more people. 4

5 Making Progress in Three Essential Focus Areas United Way Halton & Hamilton is creating measurable improvement in key social issues in our community. Despite our unique differences, we all share certain requirements for a good life: a quality education that leads to a stable job, income that can support ourselves and our families through to retirement, personal wellbeing and a safe, supportive and thriving community. Each day, in almost every corner of our community, United Way supports programs and services are at work helping Halton and Hamilton residents achieve success in three main areas: Moving people from poverty to possibility Safe and affordable housing Education in nutrition and food literacy Food banks and emergency food programs Employment training and assistance Financial literacy Healthy people, Strong communities Independent living education Pre-crisis intervention Education on health promotion and risk reduction Enhanced coordination among service providers Individual and family counselling related to mental health, addiction and trauma Helping kids be all that kids can be After-school homework programs Mentoring programs Employment readiness programs Tutoring programs Nutrition education Recreation activities Community involvement/ volunteer opportunities 5

6 CAMPAIGN PLANNING CHECKLIST At-a-Glance Checklist Review last year s campaign Recruit your team Come to training with your team (or have us come to you) Meet with your United Way staff partner Set your goals and initiatives Create a Leadership strategy Host your Kick-Off!! Make the ask Hold a update meeting Running a successful Employee Campaign requires planning and the coordinated efforts of a strong, committed Campaign Team. We ve created a checklist to help you and your team during each phase of planning and implementation. Review last year s campaign (2 months prior to kick-off) Speak with past Employee Campaign Committee Chairs and members. Review files and results. Ask around about what worked and what could be improved. Then turn to page one in your Campaign Planning Workbook to review your previous campaign. Recruit your team (1-2 months prior) Your team should include members from all departments, levels and locations of your organization and union(s), if applicable. The Leadership Giving Chair is responsible for initiating the Leadership Giving Campaign in your workplace ($1,200+). Campaign Ambassadors make peer-to-peer solicitations, which is the most effective method of fundraising. Strive to recruit one representative for every employees. Be strategic about who might be best to ask specific employees or leaders. Follow up Say thank you! Submit your results to United Way Example of a Campaign Team structure Campaign Chair or Co-Chairs United Way Supported Agency Leadership Chair Past ECC Advisor Campaign Committee Payroll Contact Executive Liasion Communications Coordinator Event/Prize Coordinator Union Rep (if applicable) Campaign Ambassador (1 per emp.) 6

7 Come to training with your team We offer Campaign Success Clinics for you and your team. Register y ourself and your team to learn about United Way s role in the community and share ideas with other Campaign teams. Energize y our Campaign Team by sharing United Way s work in the community. Your staff contact can get you registered! Meet with United Way (I month prior) Call your United Way staff partner ASAP to get started! They will walk you through the next steps and support you throughout your campaign. At your first meeting, you will review last y ear s campaign, strategize for this year s campaign and learn about new tools and materials. Don t know who to contact at United Way? Call us and we will find the ri ght person to help you. Set your goals and initiatives (I month prior) Be brave, as well as realistic, when setting your goals for the year. There are two key goals that drive friendly competition and results: 1) participation (% of employees who give); and 2) pledges (total $ raised). By focusing on participation, you increase your campaign dollars. It encourages people to give at the level they feel comfortable. It also ensures that every employee is asked to give. Identify strengths and opportunities for growth from your previous campaign. Work with your Campaign team to develop a detailed timeline and calendar of events. (See pages 3 & 4 in Planning Workbook.) Initiate Leadership Giving ($1,200+) campaign (2 weeks prior) This is your #1 growth strategy! A Leadership Giving campaign focuses on gifts of $1,200 or more. Find out how to implement this important strategy on pages 9 and 10. Talk to your United Way staff partner about maintaining your current Leaders, recruiting new ones, encouraging emerging Leaders to join. We come to you! Can t make the training? Talk to your United Way staff partner about customizing a training clinic at your workplace for your whole team. Engage new employees! Assign someone to talk to new employees within their first week. Leading the Campaign solo? We are here to help! Utilize your staff partner and our website as much as you can to help you find what you need. Timing is everything The times suggested on these pages are for running a successful Employee Campaign for a medium sized organization ( employees), with one office/site. Canada Border Services & Service Canada Integrity Campaign Co-Chairs 7

8 Kick-off your Campaign!! This is your chance to inspire your colleagues to give with a large-group kick-off event, lunch & learn presentation or a Seeing is Believing tour(s). Book an Impact Speaker, someone who will tell your workplace firsthand the impact that donor dollars have had on their lives or those of their clients. Show a video or challenge management to get involved by dressing up. Can t get people out of their office? Ask to get on the agenda of preexisting meetings (e.g. Senior Management, department huddles, safety meetings or union member meetings) to speak about the United Way Campaign. Make a personal ask People don t give if they are not asked. One-on-one, peer-to-peer is the best way to make the ask for support. It allows you to ask questions about their interests and inform them how their dollars relate to their community. Strive to ask 100% of your organization s employees and retirees to donate to United Way. Natural Resources Canada United Way Day Breakfast Engage a union rep If your workplace is unionized, ask your union executive to appoint an influential member to the committee Sample Ask: I just wanted to come by and drop off this United Way pledge form. This year we are striving for 100% employee participation (and any gift you make will be matched by the company, if applicable). If you have any questions about United Way, please let me or any of the Campaign Representatives know. Otherwise, thank you for your thoughtful consideration to pledge this year. Sub in any of the following: Prize draw due date Personal story about why you believe in United Way Promotion of corporate/sector challenge goals or results Promotion of Every Day Hero Tip for 500+ employee companies Diversify your team to expand your reach. Get Campaign Reps from all departments, sites and all levels of the organization. We ve got the tools you need! Go online at uwhh.ca for logos, photographs, stories and other useful materials. Spread United Way s message via intranet, , voice mail, management/union endorsement letters, newsletters, desk drops, and/or notices included with pay cheque! 8

9 Using an online E-Pledge System? Be sure to also include personal, one-on-one elements to ensure success. Your United Way staff partner can offer advice on how to keep employees actively engaged in your campaign. Is your workplace competitive? Light that competitive fire in your colleagues with friendly departmental, floor or team challenges. Challenge your competitor companies or even your whole industry! Monitor the progress of your campaign Book a meeting for the middle of campaign with your committee and your United Way staff partner. At the mid-point of your campaign, dollars pledged should be around 70% of your campaign total. This meeting is an opportunity for problem-solving, motivating your team and thanking them for their efforts to date. It creates action steps to ensure you reach your goal. Submit money and reports at mid-campaign and again within two weeks of the end of your campaign. Early submission ensures your colleagues gifts are processed and donors are thanked in a timely manner. Say thank you to donors and volunteers! Download United Way Thank You Cards online. Request a thank you certificate for your Campaign Team. Hold a wrap up / thank you event for employees with a presentation or a tour of a United Way funded program. Ask your United Way staff partner about being nominated for a Spirit Award. Visit uwhh.ca for more information on the Spirit Awards. Follow up with donors It is much easier to renew a gift than it is to acquire a new gift. Personal check-in reminders are appreciated by donors and help to ensure all previous donors have been given the opportunity to give. Keep your workplace informed of your progress. Regularly submit your Employee Campaign Report and all pledge forms to your United Way staff partner and report final results to employees. A Leadership Giving Campaign doesn t have to be complicated. It can simply be one event prior to the regular campaign targeting Leadership and pre- Leadership donors with a specific message and ask. One-to-one asks and incentive prizes help to bolster a Leadership Giving Campaign. We are all blessed to be living in this time and in these communities and this country! I know we are bombarded daily with negative issues, comments, reports and most of the news but when we look around with clear eyes we can see that the work of the United Way partners is really making a difference. Think what our communities would be like without them and then dig a little deeper. If you have the ability to make a difference, do it! Leah Casselman, Retired Executive Director Hamilton OHCOW Clinic 9

10 Leadership Giving Campaign Leadership giving is United Way s method of encouraging gifts of $1,200 or more. Leadership giving is integral to the success of our workplace campaigns. Higher donation levels not only boost campaign results, but Leadership donors act as philanthropic role models who inspire their co-workers to give. It is a great way to increase gift amounts and ultimately, your campaign total. Steps to a Successful Leadership Giving Campaign 1 Prepare! Take some time to review your history, know who your Leader and Emerging Leader donors are how much they have donated. Work with your UW staff partner to set goals and develop a plan to encourage return and new Leadership donations. Approach current Leadership donors to become volunteers who will advocate for the program and make one-on-one appeals for Leadership gifts. 2Ask for Leadership Donations! Find ways to promote the Leadership Program- if the staff doesn t know about the Leadership levels, they won t know how much to give. Distribute personalized letters from United Way to each donor (available from your UW staff partner). Build Leadership events into your main campaign plan that will specifically ask for Leadership gifts, and encourage Emerging Leaders to increase their gift. Use volunteers to make one-to-one asks to co-workers, encouraging them to give at a Leadership level. 3Keep Your Eye on the Prize! Make sure to pay attention to who has given and who is outstanding- track and monitor pledge returns regularly. Send a second ask to staff who are outstanding. Don t assume someone hasn t given because they don t want to! Announce Leadership totals throughout the campaign to encourage giving- when people know how close you are to reaching your overall goal, they may be inspired to give more. 4Say Thank You! Hold a thank you meeting or reception. All donors giving at least $1,200 will receive a personalized thank you from United Way. Send regular updates to your UW staff partner or assigned Sponsored Employee. Make personal thank you calls or send personal notes to all Leadership donors. Let Leadership donors know how much an impact their gift had on your workplace s overall goal. 10

11 Pledge-Based Special Events United Way Funded Agency Special events are a great way to educate your workplace and build enthusiasm. The strongest campaigns encourage all staff to participate and learn about United Way while driving pledge submissions. Create a theme Be sure your theme reinforces the look, feel and message of United Way. Linking United Way to successful themes: The Dream Team Making Dreams Come True. - Teams create a video, skit or song about your dream community. Super Hero theme Real heroes work here! Be a Lifesaver Give to United Way. - Hand out lifesaver candies with pledge forms. Seasonal: Back to School, Halloween, Thanksgiving. - Costume contest participants and judges are only those who have submitted their pledge form. The Voice, Survivor, Minute to Win It. - Challenges include skill testing questions about United Way, children or seniors issue areas. Special events should be: Limited in number Special events can be time consuming for you and your committee members to plan and often result in low returns on participation and dollars raised. Having a few pledge-based events is a better choice. Fun and free Make pledge forms the entry ticket to events so staff are not being asked repeatedly to give. Events that cost money (e.g. silent auctions) should always be held at the end of your campaign. Awareness-builders The best special events educate about United Way and your employee campaign. An example is a Lunch & Learn with a community/agency speaker. Go to the Campaign Toolkit at uwhh.ca for more ideas! How to make special events work! Nickel and diming: Betty pays $5.00 to enter into the Office Olympics golf game, $7.00 for raffle tickets and $2.00 for Jeans Day. Betty feels like she has already made her donation and so she does not submit a pledge form. Total donation: $15.00 Pledge-based Incentives: Betty is encouraged to fill out her pledge form to get an All Access Pass which includes entry into all of the office Olympic games, Jeans Day and five free raffle tickets. Betty pledges $1 /day to become an Everyday Hero and freely enjoys all the fun. Total donation $365 McMaster Bus Pull Gain for your campaign = $350 11

12 Campaign Kick-Off Inform and inspire your employees with a presentation from United Way. It s also a great chance to announce your goal and unveil your goal thermometer. Who should attend your kick-off: CEO and Management T eam Labour Representative ECC and Committee Leadership Chair United Way staff partner Community or Leadership Speaker All Staff Presentations should include: United Way video United Way staff partner Community or Leadership Speaker Leadership message Campaign details / logistics Can t get your colleagues to an event? Try a coffee cart. Campaign Reps hand out free coffee and pledge forms while starting conversations about United Way - great for employees that work shifts or can t leave their desks for traditional events. Go to an existing meeting. Ask for five minutes at your senior management, departmental, union or all staff meetings. City of Burlington volunteers cook up a feast! Students get into the spirit with their Red & White Day for United Way Incentives Offer Early Bird incentive prizes for pledge forms returned by a specified deadline. Consider approaching customers or suppliers for prizes. Try one of these ideas for raffle or participation prizes: Vacation day(s) Coveted parking spots Lunch with the CEO Restaurant gift certificates Tickets to movies, sporting or cultural events Company merchandise Donations from your organization s vendors Unionized Workplace? Engage your union leaders in the campaign Ask the union to appoint an influential union representative to co-chair the campaign committee Invite your union representative to speak at your kick-off Seek prizes from union networks, or partners Ask to attend and present at a preexisting union members meeting Visibly thank union leaders for their support 12

13 Campaign Toolkit Go online to uwhh.ca and search Campaign Tool Kit to find all these materials and more tips. To convey a consistent, accurate message, we encourage you to utilize United Way s campaign marketing tools. Your United Way staff partner or Sponsored Employee can assist you to select items to best serve your needs. Personalize pledge forms Catch their attention! Add their name; attach a chocolate and an educational pamphlet to the United Way Employee Pledge Form so it doesn t get lost on someone s desk. Campaign Ambassador Guide Like this guide, the Campaign Representative Guide offers specific advice on how to approach coworkers and encourage their support. People who are here to help Staff Partner Your United Way staff partner is here to help you every step of the way, all year long. Agency or Leadership Presenters Invite a speaker to inspire your workplace. Speakers are influential community members impacted by the United Way. These can be booked through your Staff Partner. Labour Participation We have a staff person to support the navigation and engagement of your union leaders and workers. For Hamilton, contact Mary Long at ext.232. For Halton contact, Rita Thompson at ext. 318 Leadership Giving Guide The guide will provide details and advice on building/growing leadership gifts in your campaign. Get Noticed Posters Banners Thank you cards Mid-campaign reminder Videos Stories Did You Knows United Way merchandise (t-shirts, gifts, etc.) (please note there will be a charge for some of these items) Endorsement letters from national, provincial and local Union leaders. Engaging Retirees Encourage your retiring colleagues to stay connected to United Way by giving through our community direct mail program and/or considering a planned gift in their will. We welcome inquiries. Please speak with your United Way staff partner for more information. Slather your workplace with United Way swag! Talk to your United Way Staff Partner. 13

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