Employee CampaignCoordinator Guide

2017 | 18

A Note from our Chief Executive Offi cer

Dear Employee Campaign Coordinator,

Do you remember a moment when everything changed for the better? Graduating school. Your fi rst job. Your big promotion. Maybe even buying a home? Now think about all the many moments and opportunities it took to get there – help from your family, access to education, a scholarship, a loan, someone giving you encouragement or advice. These successes are made of moments you make for yourself and moments made by the community you live in.

Improving our community and the lives of our residents does not happen in a single moment—it happens in multiple moments created by thousands of people. By running your organization’s employee giving campaign, you are about to create a moment in your organization where your co-workers can be a part of something huge—providing your neighbors with opportunities to thrive.

Your leadership of this workplace campaign will provide the critical support we need to build our community of change-makers so that together we can end the cycle of poverty for struggling Bay Area residents and families.

This booklet, along with other resources on uwba.org, will help you run a successful campaign so that you can inspire your team to join you in making their moment for the good of us all.

Welcome to the United Way team!

Sincerely,

Anne WilsonChief Executive Offi cerUnited Way of the Bay Area

Welcome to the United Way Team!

A note from Anne Wilson . . . . . . . . . . . . . . . . . . . . . . . . . 1

United Way’s poverty-fighting programs. . . . . . . . . . . . . . . . . . . . . 3

How to run a great campaign . . . . . . . . . . . . . . . . . . . . 5

10 ways to engage your colleagues during the campaign. . . . 8

Employee Campaign Coordinator’s checklist . . . . . . . . . . . . . .9

Contents

If you need campaign materials or assistance getting your campaign off the ground, call us at 415.808.4265.

What does United Way Bay Area do?United Way Bay Area brings together individuals, nonprofits, business and government partners to create big and lasting impact through two main efforts:

Initiatives to end the cycle of poverty—We incubate and invest in initiatives that work to provide equal opportunities for all Bay Area residents struggling to get ahead and take care of their families. When you give directly to United Way Bay Area, you are supporting programs designed to work together so that struggling individuals have the tools they need to support themselves. In a region with an alarming income and skills gap, you are directly helping people get jobs, education, training and expert advice—free of charge.

Engaging the community in giving back—We empower individuals to give, advocate, and volunteer to strengthen our community and change lives. Through workplace campaigns, such as yours, we give people and organizations the resources they need to make a difference. Whether it’s through volunteer opportunities or donations, we believe that it takes a village to care for a village.

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For more information on United Way Bay Area’s own poverty-fighting initiatives, visit uwba.org

Read on for tips and best practices from fellow Employee Campaign Coordinators and experts on our United Way team. Follow these simple steps to ensure:

• You enjoy your role as Employee Campaign Coordinator. Not only will you help raise money to cut poverty, you’ll have fun doing it and stand out as a leader.

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• Your colleagues understand how they can make a difference by participating. People like to get involved in helping the community, and with your Workplace Campaign, they can have fun and make a real impact.

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• Your corporation gets the most out of its partnership with United Way. Whether you have an official corporate social responsibility policy or not, your company will shine in giving back to the community.

Don’t forget! Our team of experts is available to support you every step of the way. We appreciate your time as a volunteer in this role. We’re just a quick call or email away.

• A strong campaign team • Clear and measurable goals • Company leadership support • Corporate sponsorship

• A communications plan• Events to galvanize the team• Thank-you’s to all employee donors • A meaningful, fun campaign!

KEYS TO SUCCESS

How to Run a Great Campaign

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Select a Strong Campaign Team Your best team will have broad representation from all departments and levels.

• Involve team members by handing out assignments and divvying up roles.

• Have an executive sign on to the team to help secure resources.

• Have team members set goals for their departments and assist in deciding how best to engage peers. It doesn’t have to be one size fits all.

Connect Goals to ImpactGoals inspire! Start with the most important goal: the positive impact your successful campaign will have on our community.

• Set a company-wide goal.

• Connect your campaign to real results. For example, for every $1,000 dollars raised, we help connect 50 individuals with essential community services to access food, shelter, counseling and more. Go to uwba.org/donate for more examples.

Participation Equals SuccessIt’s a simple equation. The more people that sign up, the bigger the difference you will make and the more you will have to celebrate! Aim high and find fun and creative ways to engage your colleagues.

• Hold a food-themed event. When food is involved, people flock.

• Invite a United Way speaker. We are always ready to talk to your employees about how giving impacts our community.

• Make your gift first - your leadership and commitment will inspire others to join you.

• Highlight United Way leadership groups such as Emerging Leaders for young professionals and Women United, as well as our year-round volunteer opportunities.

Involve Company Leadership Don’t hesitate to ask your leadership team to get involved. They can inspire others to give by leading the way.

• Ask your leadership team to set aside 5-10 minutes for a United Way speaker at a staff meeting.

• Invite your leadership team to run a “pacesetter” campaign and make their personal gift and corporate commitments prior to your campaign launch.

• Ask your leadership team to visibly support the campaign via email and by speaking at kickoffs and events.

• If your workplace includes union members, invite union leaders to participate and provide their support as well!

Corporate Participation These days, many corporations have community investment priorities. Ask your United Way representative to help you build out a corporate engagement strategy that could include:

• An employee gift-matching program.

• Local and national corporate grants for United Way’s poverty-cutting programs.

• Volunteer opportunities for employees.

Publicity and Communication Advertising events and campaign dates early, often and everywhere will make a difference. Whether it’s a poster in the break room, speeches at staff meetings, inspiring emails or messaging on your office intranet, United Way can provide you with all the tools you need.

• Make use of United Way brochures, videos, digital resources and messaging.

• Tailor the sample letters, emails and other goodies available at uwba.org/campaign-toolkit.

Additional SupportWe are so thankful for your efforts and want to do everything we can to help you run a great campaign. Here are a few additional resources we can provide:

• Speakers Bureau participants to share compelling stories, helping your colleagues understand how their donations will impact the community.

• A member of our active Board of Directors can help get your leadership team more involved in your campaign.

Don’t forget that videos, training materials and sample communications are right at your fingertips: uwba.org/campaign-toolkit.

Keep Your Staff EngagedWe hope you and your colleagues will continue your commitment to the community throughout the year. Contact your United Way representative about volunteer and social opportunities as well as our leadership groups.

• Engage your staff in United Way’s Summer of Impact. Each year, thousands of employees from our corporate partners volunteer in the community. Go to uwba.org/summer-of-impact for more information.

• Publicize United Way’s year-round events calendar and volunteer opportunities, and encourage your peers to join us. For more information, go to uwba.org/volunteer.

• Encourage your organization’s leadership team to host a special thank you gathering for your leadership-level donors throughout the company.

If you need campaign materials or assistance getting your campaign off the ground, call us at 415.808.4265.

As an Employee Campaign Coordinator, you are a champion in United Way’s movement to cut poverty. You’ll be helping others, but you’ll also gain valuable benefits in the process.

• Develop and showcase your leadership and project management skills.

• Network with colleagues at various levels of your organization and in other industries.

• Help your company shine as a good corporate citizen.

• Become a leader in the community.

Gain benefits while helping others

Host a campaign kick-off at one of United Way’s program sites to showcase the poverty-fighting work you are supporting.

Create teams to encourage friendly competition and boost morale.

Invite coworkers to join United Way’s leadership groups: Emerging Leaders, Women United and Tocqueville Society.

Encourage your in-house clubs and groups to help spread the campaign message to their members.

Run a campaign video contest about supporting the movement to end the cycle of poverty in the Bay Area.

Host a group volunteer activity for employees to gain perspective on how their gift will be put to work.

Host food-themed events and contests. Breaking bread is always a good way to bring people together and get them engaged!

Ask colleagues to consider increasing their gift by 5-10% - ask those who gave $500 or more in the past to consider a Leadership Gift ($1,000 and up).

Invite a senior executive to host a recognition event for leadership givers.

Offer rewards for reaching goals based on office geography, department, individual, etc.

Host a campaign kick-off at one of United Way’s program sites to showcase the poverty-fighting work you are supporting.

Create teams to encourage friendly competition and boost morale.

Invite coworkers to join United Way’s leadership groups: Emerging Leaders, Women United and Tocqueville Society.

Encourage your in-house clubs and groups to help spread the campaign message to their members.

Run a campaign video contest about supporting the movement to end the cycle of poverty in the Bay Area.

Host a group volunteer activity for employees to gain perspective on how their gift will be put to work.

Host food-themed events and contests. Breaking bread is always a good way to bring people together and get them engaged!

Ask colleagues to consider increasing their gift by 5-10% - ask those who gave $500 or more in the past to consider a Leadership Gift ($1,000 and up).

Invite a senior executive to host a recognition event for leadership givers.

Offer rewards for reaching goals based on office geography, department, individual, etc.

Host a campaign kick-off at one of United Way’s program sites to showcase the poverty-fighting work you are supporting.

Create teams to encourage friendly competition and boost morale.

Invite coworkers to join United Way’s leadership groups: Emerging Leaders, Women United and Tocqueville Society.

Encourage your in-house clubs and groups to help spread the campaign message to their members.

Run a campaign video contest about supporting the movement to end the cycle of poverty in the Bay Area.

Host a group volunteer activity for employees to gain perspective on how their gift will be put to work.

Host food-themed events and contests. Breaking bread is always a good way to bring people together and get them engaged!

Ask colleagues to consider increasing their gift by 5-10% - ask those who gave $500 or more in the past to consider a Leadership Gift ($1,000 and up).

Invite a senior executive to host a recognition event for leadership givers.

Offer rewards for reaching goals based on office geography, department, individual, etc.

People give when they are asked!

10 Ways to Engage Your Colleagues During the Campaign

Host a campaign kick-off at one of United Way’s program sites to showcase the poverty-fighting work you are supporting.

Create teams to encourage friendly competition and boost morale.

Invite coworkers to join United Way’s leadership groups: Emerging Leaders, Women United and Tocqueville Society.

Encourage your in-house clubs and groups to help spread the campaign message to their members.

Run a campaign video contest about supporting the movement to end the cycle of poverty in the Bay Area.

Host a group volunteer activity for employees to gain perspective on how their gift will be put to work.

Host food-themed events and contests. Breaking bread is always a good way to bring people together and get them engaged!

Ask colleagues to consider increasing their gift by 5-10% - ask those who gave $500 or more in the past to consider a Leadership Gift ($1,000 and up).

Invite a senior executive to host a recognition event for leadership givers.

Offer rewards for reaching goals based on office geography, department, individual, etc.

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Employee Campaign Coordinator’s Checklist

PLANn Meet with your United Way representative and begin planning your campaign.

n Attend United Way’s Employee Campaign Coordinator Best Practices Workshop.

n Go to uwba.org/campaign-toolkit for ideas and sample materials.

n Secure CEO or senior management support.

n Establish campaign goals like dollar amount and participation percentage.

n Recruit and train your campaign team.

GEAR UPn Establish a timeline for campaign activities.

n Begin campaign promotion with posters and advance kickoff emails to staff.

n Send letter from management (and the union, if applicable) to employees (samples at uwba.org/campaign-toolkit)n Order campaign supplies & prepare your campaign materials.

n If applicable, update your online pledge site and/or intranet – consider adding United Way program information.

RUNn Conduct a pacesetter campaign for leadership givers.

n Hand out pledge forms and/or email information about online giving to employees.

n Send follow-up emails every few days to keep up enthusiasm. Include updates, facts and success stories. Find examples at uwba.org/news.

n Hold meetings and fundraising events (e.g., bake sale, raffle, soup contest).

n Give employees the opportunity to learn more about United Way by coordinating speakers or

volunteer activities.

CLOSEn Send a reminder email that your campaign is concluding and pledge forms need to be submitted.

n Collect pledge forms.

n Submit contribution forms and final reports/data to your payroll department.

n Announce campaign results to your employees.

n Thank employees with a celebration event, letter, email, etc.

n Thank your campaign team, leadership contributors and other special groups.

n Gather feedback and notes for next year.

n Choose an Employee Campaign Coordinator, set next year’s kickoff date, and provide this information to your United Way representative.

Use this list to stay organized and on track for running an exceptional campaign.DUE DATE___/___/______/___/______/___/______/___/______/___/______/___/___

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ONGOINGStay connected to United Way throughout the year! Find us at Facebook.com/UnitedWayBayArea and on Twitter at @UWBayArea to stay up-to-date on our community impact, volunteer opportunities, and networking events. Sign up for our quarterly newsletter and learn more about our work at uwba.org.

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Your success benefits all of us in the Bay Area, and we’re here to help.

For sample emails, social media posts, videos, and a link to our Make Your Moment Quiz, visit: uwba.org/campaign-toolkit

If you need assistance at any time, contact your United Way representative

or call 415.808.4265.

Give. Advocate. Volunteer. uwba.orgJoin us in changing the game across the Bay Area!