Priah, United Way of Greater Atlanta Spokeskid EMPLOYEE CAMPAIGN MANAGER GUIDE

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1 Priah, United Way of Greater Atlanta Spokeskid EMPLOYEE CAMPAIGN MANAGER GUIDE

2 TABLE OF CONTENTS A WORD FROM OUR SPOKESKID 3 YOUR ROLE AS AN EMPLOYEE CAMPAIGN MANAGER 4 CAMPAIGN TIMELINE AND BEST PRACTICES 5 KICK-OFF EVENT IDEAS 6 COLLECTING PLEDGES 8 For more resources, visit 2

3 A WORD FROM OUR SPOKESKID Thank you for helping United Way of Greater Atlanta! I hear they gave you a pretty fancy title: Employee Campaign Manager. You get to tell all the people you work with about United Way and how, with the help of people like you, they re making our community awesome. That s really important to kids like me, because when our community is awesome, we ll be healthy, safe and smart and grow up to get a great job just like you! You might have a few questions, but don t worry, we ve answered as many as we can right here on this website. And if you don t find the answers you re looking for, you can always send me an at Our community can t be awesome without awesome people like you helping out. Thank you soooooooooooooooo much! United Way of Greater Atlanta Spokeskid For more resources, visit 3

4 YOUR ROLE AS AN EMPLOYEE CAMPAIGN MANGER (ECM) WHAT IS AN ECM? An ECM is a person who helps his/her organization work with United Way and leads the organization s annual United Way campaign through planning, implementation and evaluation. WHAT DOES AN ECM DO? Educate employees about United Way and provide opportunities for them to get engaged Assemble a committee of ambassadors - your colleagues at work who help you build support around the campaign Set goals to increase giving and volunteering (number of participants, monetary goals) Hold a campaign kick-off and coordinate other special events Distribute United Way materials and pledge forms to colleagues. Prepare and submit completed pledge forms to your United Way lead. BENEFITS OF BEING AN ECM: Showcase leadership and project management skills at work Network with colleagues at your organization and other companies across Greater Atlanta Create a positive impact in your community CAMPAIGN GLOSSARY: YOUR TEAM AT WORK Ambassador: a person at your company who helps you educate colleagues about United Way and build support and excitement around the campaign. Leadership Chair: a leadership giver (contributes $1,000 or more) at a company who encourages new and existing leadership givers during the campaign through special presentations, discussions and meetings. YOUR TEAM AT UNITED WAY Development Officer (DO): a United Way staff member who assists you with campaign efforts, including year-round activities Loaned Executive (LE): a staff member from a United Way corporate partner who volunteers during campaign season and helps the development officer Major Gifts Officer (MGO): a United Way staff member who helps plan leadership giving strategies, events, etc. Please visit for campaign resources (FAQs, logos, event ideas, video and marketing materials) For more resources, visit 4

5 CAMPAIGN TIMELINE AND BEST PRACTICES I. PRE-CAMPAIGN (4 TO 6 WEEKS BEFORE CAMPAIGN KICK-OFF) Attend ECM training on August 19 Host planning meetings with your United Way DO or LE to map out campaign strategy Set campaign dates Secure an of endorsement to distribute to coworkers Set campaign goals Dollar Amount and/or number of participants Secure ambassadors Ask coworkers from different departments and levels to serve Organize a training to teach ambassadors more about their role (Call in your DO for support, if needed) Work with them to plan presentations, kick-offs, rallies and other special events II. CAMPAIGN TIME (1 WEEK TO 1 MONTH DURATION) Host a kick-off event with a United Way DO or LE in attendance Encourage ambassadors to talk about the campaign, giving options and to answer questions Send s about activities (reminders about events, last day of campaign giving, volunteer opportunities, etc.) Collect pledge forms. If running an e-campaign, encourage completion of e-pledges III. POST-CAMPAIGN (1 WEEK AFTER CAMPAIGN COMPLETION) A. Announce results to company B. Thank ambassadors and colleages with an event, or letter C. Debrief with your United Way DO or LE D. Check out the year-round engagement calendar for ways to stay involved E. Attend the United Way campaign celebration in the spring For more resources, visit 5

6 KICK-OFF EVENT IDEAS The kick-off and special event formats listed below will help you coordinate effective and fun ways to spark interest in United Way and campaign giving. STEPS TO PULL OFF A GREAT EVENT 1. Welcome participants and thank them for their attendance (ECM) 2. Show campaign video. Provide brief explanation about your company s involvement and history with United Way. (Company leadership) 3. Share a personal anecdote or story about how United Way campaign dollars have been invested back into the community, transforming lives (United Way DO or LE) 4. Ask everyone to give and/or volunteer a. Be sure to provide a list of volunteer activities 5. Thank them again A FEW SUGGESTED EVENT FORMATS TRADITIONAL: 1. Welcome participants and thank them for their attendance (ECM) 2. Show campaign video. Provide a brief explanation about company priorities and involvement and history with United Way. (Company leadership) 3. Share a personal anecdote or story about how United Way campaign dollars have been invested back into the community, transforming lives (United Way DO or LE) 4. Ask everyone to give and/or volunteer a. Be sure to provide a list of volunteer activities 5. Thank them again LUNCH AND LEARN: 1. Welcome participants and thank them for their attendance (ECM) 2. Show campaign video. Provide a brief explanation about company priorities and involvement and history with United Way. (Company leadership) 3. Ask everyone to give and/or volunteer a. Be sure to provide a list of volunteer activities 4. Thank them again For more resources, visit 6

7 KICK-OFF EVENT IDEAS CONTINUED INTERACTIVE SESSION: 1. Welcome participants and thank them for their attendance (ECM) 2. Show campaign video. Provide a brief explanation about company priorities and involvement and history with United Way. (Company leadership) 3. Coordinate a carnival/fair where employees can meet with United Way leaders to learn more about United Way-specific programs, such as our Contact Center, Street to Home outreach or the Babies Born Healthy Network 4. Thank them again STILL HAVE QUESTIONS? CONTACT YOUR UNITED WAY DO OR LE. For more resources, visit 7

8 COLLECTING PLEDGES HANDLING PAPER PLEDGE FORMS DURING CAMPAIGN The following information is required in order for the pledge form to be processed: Name Address Employer Total annual gift Form of payment (i.e. payroll deduction, credit card, etc.) Signature Date WHO KEEPS WHICH COPY OF THE PLEDGE FORM? White copy goes to your United Way DO or LE Yellow copy goes to your human resources or payroll department Pink copy goes to the donor WHAT SHOULD I DO AT THE END OF THE CAMPAIGN? Compile all pledge forms with payments (if payment is in form of a check) Double-check to make sure the steps listed above have been completed Contact your United Way DO or LE to schedule a pick-up date and time for the pledge forms, donations and recap form(s). The DO can help you complete recaps on-site Thank your coworkers WAYS TO SAY THANKS Saying thanks and acknowledging participation are crucial to a campaign s success. Here are a few simple ways to thank your ambassadors and other coworkers. Allow people who return their pledge forms to participate in a casual or jeans day Provide employees with paid time off to volunteer with United Way or one of its agency partners Hold a company-wide breakfast or lunch; have senior staff serve and thank employees Send a thank-you letter from the CEO to campaign committee members and contributors Host a special reception or recognition ceremony Thank campaign committee members by holding a special coffee break For more resources, visit 8

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