EMPLOYEE CAMPAIGN MANAGER CAMPAIGN TRAINING GUIDE

Transcription

1 EMPLOYEE CAMPAIGN MANAGER CAMPAIGN TRAINING GUIDE

2 YOU ARE MAKING AN IMPACT IN OUR COMMUNITY The United Way annual campaign is about bringing people together to address our community s most important issues. As a United Way Campaign Coordinator, you stand alongside thousands of other volunteers who are dedicated to making a measurable impact in the lives of the people in our community. Due to the success of the workplace campaign, the generosity of our donors, and the dedication of our volunteers, United Way of Auglaize County funds 24 programs through 20 of the best local non-profit agencies. These programs are hard at work every day improving lives and advancing the common good, right here in Auglaize County. This handbook focuses on the role and responsibilities of an Employee Campaign Manager. It is designed to lead you step-bystep through a United Way campaign while offering tools, tips, and best practices to ensure success. While this handbook offers a good overview of the United Way campaign, it does not answer every question. More resources are available by contacting a local United Way of Auglaize County representative. Thank you for volunteering to be a part of the annual United Way campaign. By giving your time, talent, and spreading the word, you are helping to advance the common good. Together, we can inspire hope and create opportunities for a better tomorrow for everyone. That is what it means to LIVE UNITED.

3 ABOUT YOUR UNITED WAY OUR STRATEGIC GOALS First Goal: Develop the United Way Story. Develop values, capture agency stories, personalize donor list, and develop a marketing timeline. Second Goal: Grow and diversify our Board of Trustees Increase board from 9 to 15 members, represent all communities, target specific industries and skill, promote current board, and look who s term is ending. Third Goal: Improve agency relations Review Letter of Understanding, continue agency visits, ask What do you want?, agency training, anonymous comment cards, follow Community Impact Model, and request client testimonials. Fourth Goal: Grow the United Way Campaign Have specific measurable goals, community chairs set goals for their community, identify who has not been contacted, recognize top givers, increase payroll deduction, show firms how others support the United Way.

4 WHAT WE DO At United Way of Auglaize County, we focus on advancing the common good by creating opportunities for a better life for all. Advancing the common good is less about helping one person at a time and more about changing the system to help us all. We all benefit when a child succeeds in school, when individuals and families are financially stable, and people are healthy. HOW WE DO IT United Way focuses on education, income, and health because they are the foundation for a successful life. United Way of Auglaize County, partner agencies, community experts, and volunteer teams help to identify the most important community needs and develop impact strategies designed to address the underlying causes. Our funding model ensures collaboration, efficiency, innovation, and accountability. WHY WE DO IT United Way plays a crucial role in our community. No individual or organization can solve our community s problems alone. United Way of Auglaize County brings together community stakeholders, contributors, and agency partners to create collaborative and innovative approaches to community issues. Working together, we can provide emergency services, basic needs, and create opportunities in the areas of education, income, and health. HOW YOU CAN HELP Becoming a part of the change is easier than you might think. United Way is asking everyone to give, advocate, and volunteer because together our resources, voices, and actions can make a real difference right here in Auglaize County. OUR COMMUNITY IMPACT United Way of Auglaize County focuses resources and relies on local expertise to provide solutions to the most critical needs facing Auglaize County. Our funding model strategically invests in health and human service partners and projects that demonstrate collaboration, efficiency, and effective use of resources with measurable results. Community Investment volunteers along with community experts and United Way of Auglaize County staff work together to identify and fund the best programs in our community. Our approach is unique because we address not only peoples immediate needs, but we also work toward changing the status quo so that people can avoid problems in the first place.

5 COMMUNITY INITIATIVES & PROGRAMS United Way of Eastern Maine is also involved in other initiatives that support diversity, build capacity, and champion volunteerism. For more information on all of United Way of Eastern Maine s programs and initiatives, please visit and click Community Impact. Early Literacy & Reading Readiness United Way of Auglaize County partners with The Auglaize County Educational Service Center and all county schools and libraries to bridge the readiness gap of Pre-K through Third Grade students. Ohio Benefits Bank Tax Preparation United Way of Auglaize County assists low and moderate income families file their federal, state, and school district taxes for free as an Ohio Benefits Bank Tax Preparation Site. FamilyWize Free prescription drug discount cards designed to help those families and individuals most in need to pay for necessary medicine. Day of Caring A one day event that mobilizes volunteers to complete improvement projects for our entire County such as landscaping, painting and repair. Last year's event had over 226 volunteers, working on over 24 projects. National Association of Letter Carriers Food Drive A large springtime food drive where our local Postal Letter Carriers collect food donations from Eastern Maine residents mailboxes and deliver them to local food banks. Christmas in July Food Drive A summer time food drive held at all Auglaize County supermarkets to both restock our local food pantries and raise awareness to the issue of hunger during the summer months. Auglaize Long Term Recovery Board A partnership between county churches, county government agencies and community organizations that was organized to assist Auglaize County families in long term recovery following natural disasters. TRANSPARENCY AND ACCOUNTABILITY United Way of Auglaize County provides efficient and cost-effective systems, policies, and processes that enable the delivery of programs and initiatives while ensuring the highest level of transparency and accountability. 17.7% In addition to an annual audit from an independent accounting firm, United Way of Auglaize County engages in strong fiscal management, legal and regulatory requirements, and oversight from a volunteer board of directors to ensure accountability. Fundraising overhead rate for United Way of Auglaize County

6 BEST PRACTICES AND STEPS TO SUCCESS Running a successful United Way campaign can be a fun, simple, and rewarding experience. Here are some best practices ideas and steps to get your United Way campaign to succeed. Get connected Contact your local United Way representative to learn how they can assist you. Talk to your company s leadership about approving a campaign committee, budget, and allowing use of company time for campaign meetings and possible activities. Discuss the possibility of matching a percentage of employee gifts with a corporate contribution. Develop a strategy for engaging top managers and leadership in the campaign and have them support, endorse, and participate in campaign events. Understand what employees feel is important in the community and their opinion of United Way Recruit a strong campaign committee Build a diverse campaign team, including individuals from multiple departments, union members, and from every level within the organization - those with previous United Way involvement or volunteer background would be strong candidates! Invite your local United Way representative to campaign committee meetings if needed for questions, ideas, and other support. Develop your campaign plan Set up a campaign timeline. Most of the strongest campaigns are the shorter ones - keeping it to a duration of about two weeks in the fall is the best choice. Set a campaign goal. Identify areas that could improve and set measurable goals to achieve. Your local United Way representative can help you identify areas of improvement and goals. Consider some incentives that can be used to entice new donors and encourage existing donors to increase their contributions. Choose campaign strategies and approaches that fit your company culture Identify campaign responsibilities and which team members will be responsible for them. Make sure to collect all United Way campaign material from your local United Way representative

7 Launch and promote the campaign Promote your upcoming United Way campaign a few days before launching, with posters, flyers, and various types of communication - a CEO memo on a company newsletter, for example. Invite all staff to a kick-off event that communicates management support and campaign goals, and consider having your local United Way representative speak at the event. Announce the campaign at various department and staff meetings and send out reminders and updates via about campaign roughly three times per week. Presentations during campaign Ask your United Way representative to speak during employee meetings to talk with employees about the mission, programs, resources, and aid provided by United Way. Tag on to an existing meeting to make efficient use of company time, and keep the United Way segment to 20 minutes or less. During the presentation, communicate campaign details such as timeframe, incentives, deadlines, and other events. Promote the meeting and presentation to employees, and follow up individually with the employees that missed the meeting or presentation. Make the ask Make sure that everyone is asked to give through kick-off, department meetings, and through one-on-one conversations. The number one reason people don t give is because they were never asked! Show donors the impact that their individual contribution makes. Knowing that their gift truly makes a difference in the community is a strong motivation to give back. Be prepared to answer questions about United Way to help employees understand how United Way works. Your local United Way representative can help you with this part. Have the campaign committee personally distribute pledge forms and ask their co-workers to join them in their support of United Way. Be prepared to talk about why you support the cause. Make sure employees know when the campaign ends, where to turn in their pledge forms, and how they can get more involved.

8 Monitor and report campaign progress As the campaign progresses, keep a running total of collected pledges and compare them against the goals identified by the campaign committee. Provide regular campaign progress updates to employees through various communications. Hold a mid-campaign review to check progress toward goal, and identify courses of action. Make personal follow-ups with individuals that have not turned in their pledge form. Campaign wrap-up Tally your results and schedule a meeting with your United Way representative to complete all required paperwork, if necessary. Report the campaign final total to all employees and leadership and compare to previous year. Hold a final campaign committee meeting to evaluate the campaign efforts and results. Distribute any incentives and thank everyone! Send thank-you s, a thank-you memo from the CEO, and hang thank-you posters. Don t forget to send a special thank-you to the members of your campaign committee! Year-round engagement Share United Way of Auglaize County updates and news with employees year-round so that they can see the impact of their contributions. Arrange a United Way of Auglaize County volunteer project to further engage the workplace. Include United Way material in new hire packets to introduce new employees to the cause, and include materials in retiree packets to allow retirees to continue their involvement.

9 CAMPAIGN CHECKLIST Prior to campaign [ ] Meet with your local United Way representative [ ] Secure CEO and senior management support [ ] Recruit a campaign committee to help with campaign [ ] Review campaign history and set your campaign goals [ ] Determine your campaign plan, timeframe, and any incentives [ ] Schedule your kick-off, United Way speaker presentations, and any special events [ ] Gather your campaign communications and materials [ ] Promote the campaign with a campaign announcement a few days prior to kick-off During the campaign [ ] Distribute pledge forms and campaign materials to every employee [ ] Work with your local United Way representative for presentations during meetings [ ] Promote the campaign and special events through various communications [ ] Send regular progress updates to employees and remind them of timelines and deadlines [ ] Hold a mid-campaign review to check progress toward goal [ ] Follow up individually with employees who have not turned in their pledge forms After the campaign [ ] Collect all campaign materials and take care of any corporate contributions or matches on giving [ ] If necessary, meet with your local United Way representative to complete all the paperwork [ ] Send thank-you notes to every employee and distribute any incentives [ ] Publish your company s campaign results along with a short story and photo [ ] Hold a post-campaign review to evaluate successes, challenges and to thank the committee!

10 CAMPAIGN AWARDS Every year, United Way of Auglaize County presents awards to the top-performing fundraisers in the area, categorized by Bronze, Silver, and Gold. The criteria for awards are as follows: Company average gift $260 Company gift per capita $80 Company % participation 40% Implementation of Best Practices Total amount raised previous year* *Must be met before receiving any award Gold Award: Company meets all 5 criteria Silver Award: Company meets 4 out of 5 criteria Bronze Award: Company meets 3 out of 5 criteria Bonus credit: Companies that increase their campaign total by 20% or more over the previous year will receive a boost in award ranking United Way of Auglaize County will continue to present special awards to the company with the highest Community Fund participation, the company with the greatest year-round involvement, the best supported agency-run campaign, the best new campaign, and the most outstanding ECM. All award winners will receive special recognition at the Campaign Finale celebration as well as in United Way of Auglaize County media throughout the year.

11 CONTACT US At United Way of Auglaize County, we are here to assist your campaign efforts along every step of the way. Your United Way representatives have years of experience running United Way campaigns and they can be a great resource to offer ideas and suggestions to take your campaign to new levels of success. Please feel free to contact us if you have questions, comments, or concerns. Randy Fisher Executive Director Phone: Fax: r.fisher@auglaizeunitedway.org Jessi Dingledine Administrative Assistant / Finance Coordinator Phone: Fax: j.dingledine@auglaizeunitedway.org United Way of Auglaize County 30 East Auglaize Street PO Box 18 Wapakoneta, OH East Auglaize Street PO Box 18 Wapakoneta, Ohio Phone: Fax: