United Way Campaign - How to Help People During the Year

Transcription

1 HELPING PEOPLE LIVE THEIR BEST POSSIBLE LIVES 2015 EMPLOYEE CAMPAIGN COORDINATOR GUIDE

2 How you Help YOU ARE HELPING PEOPLE A gift to United Way of Greater St. Louis is a gift to the community. Your support matters to so many in our region. It's life-changing. It's everything. Thank you! Calhoun Greene Macoupin Lincoln Jersey Warren St. Charles Madison St. Louis Co. St. Louis City Clinton Franklin St. Clair Jefferson Monroe Randolph STRENGTHEN COMMUNITIES foster learning IMPROVE HEALTH $ 2 United Way of Greater St. Louis PROVIDE FOOD & SHELTER ESTABLISH FINANCIAL STABILITY

3 Job Description & Key Information Employee Campaign Coordinators encourage coworkers to create a stronger, healthier community by planning, coordinating and implementing an effective United Way workplace campaign. Here are some guidelines to help you along the way: What should I do prior to campaign? Attend United Way New Employee Campaign Coordinator training (July 16 or July 29 at Lindenwood Collinsville campus from 8 a.m. noon). Attend Employee Campaign Coordinator roundtable (July 21 at Maritz from 8 a.m. 10 a.m.). Meet with your United Way representative to develop a campaign strategy. Meet with your top-level management and confirm a commitment. Establish a campaign goal. Establish a committee (if needed). Establish a campaign timetable. Schedule an agency or torchlighter speaker/ volunteer project/agency tour. What takes place during the campaign? Launch your campaign with a kickoff rally. Present campaign materials at employee meetings. Schedule special events and games for staff. Follow up with employees who are unable to attend. Update employees with campaign information. Update/communicate with United Way staff. The campaign is over. Now what? tabulate results; submit campaign report envelope to United Way staff. thank your committee, solicitors and employees who participated. Draft a letter from the CEO to thank employees. Attend the United Way Campaign Victory Celebration. Pat yourself on the back for a JOB WELL DONE! Key Dates: Campaign start September 8 Watch. Enter. Win. Entries Submit no later than October 29 Campaign Victory Celebration November 12 Call ( ) Free and confidential, United Way connects you with caring call professionals who can put you in touch with the help you need. Available 24 hours a day, seven days a week. Additional materials Many materials are available at HelpingPeople.org/campaign-hq or by contacting your United Way representative. 3

4 7 Steps to a Successful Campaign Call your United Way representative or Nicole Tabron at with any questions about your campaign. We re here to help! Secure top-level management support Ask for time for you to coordinate the campaign. Send an from the CEO endorsing the campaign. Ask management to speak at employee meetings and events. Allocate time and budget for campaign-related activities and incentives. Recruit a team Make sure to include representation from all areas of your organization. Recruit people who believe in United Way and will help others get excited about the campaign. Develop a campaign plan Kick off with an event that generates enthusiasm and concludes within two or three weeks. Identify the culture of your company and choose strategies that are tailored to your corporate culture. Review the strengths of past campaigns and establish a challenging campaign goal with your CEO that focuses on potential. Look at previous participation levels in the campaign to find gaps and opportunities. Have you included all locations, shifts, part-time employees, retirees, divisions and labor unions? 4 Organize a Leadership Giving program Leadership Givers contribute an annual gift of $1,000 or more. Incorporating a Leadership Giving campaign is one of the best ways to increase the success of your campaign. Here are some things to know: Gain CEO or top management support. Hold a special event just for Leadership Givers and have the CEO speak. Ask Leadership Givers for their support prior to the start of campaign. This allows company leaders to set the pace for the campaign. Have your CEO or Leadership support team make one-on-one requests. Have the CEO send personal thank you letters. Visibly recognize your Leadership Givers throughout the organization. Allow United Way to recognize your Leadership Givers through the different Societies: - African American Leadership/ Charmaine Chapman Society - de Tocqueville Society - Men's Leadership Society - Multicultural Leadership Society - Women s Leadership Society - Young Leadership Society 4 United Way of Greater St. Louis

5 7 Steps to a Successful Campaign 5 6 Promote your campaign Offer agency tours to your employees. Use United Way brochures and posters. Use electronic resources such as intranet, or voic to pass along information about United Way to all employees. Incorporate incentives for certain giving levels. Kick off your campaign Having an event to signify the start of your campaign is very helpful. Be sure to include the following: United Way campaign video ceo and labor-leadership campaign endorsement United Way agency speaker or employee testimonial Ask your employees to make a United Way pledge Refreshments/snacks 7 Say thank you! Conduct a special celebration with food and words of thanks from management. Send a note or e-card letting employees know how much people in the community appreciate their gift. Use incentives. List names on the intranet or use other forms of recognition to thank employees for their generosity. SAMPLE 5-DAY CAMPAIGN PLAN DAY ONE hold company-wide kickoff breakfast Send out first e-bingo numbers Begin department meetings DAY TWO Participate in a volunteer project or agency tour Continue department meetings Send out e-bingo numbers DAY Three Have a massage therapist in building for chair massages as a fundraiser Post video, photo and written reactions from yesterday's Day of Caring project or agency tour on company's intranet/ Continue department meetings Send out e-bingo numbers Host discussion about U.W. Encourage cards be turned in that day to be entered into a drawing DAY four a campaign update including how much was raised so far Hold cubicle golf tournament Send out e-bingo numbers DAY five collect money for jeans day Host company-wide potluck Collect and share all cards. Fill out report envelope and call United Way representative 5

6 What Your Contribution Provides For the cost of everyday items and activities, you can help people live better lives. See what your gifts can provide. $50 Parent education class aimed at preventing child abuse and neglect Eyeglasses for a child in need Swim lessons for 10 children from low-income families Complete outfit and school supplies for the school year for a child in need $ nutritious meals delivered to a homebound senior Four hours of counseling for a victim of sexual abuse Three hours of treatment for a preschooler with severe developmental, behavioral or emotional problems 10 in-home visits by nurses to homebound elderly $250 A week of shelter for an abused woman and her children Four days of shelter, meals and counseling for individuals suffering from alcohol and chemical dependency Two weeks of day camp for an at-risk youth Books and learning supplies for an early childhood classroom $ textbooks on tape for visually impaired individuals One month of food for a family in crisis 50 pairs of shoes for children in need Emergency assistance for a family after a disaster, such as a fire $1,000 Five weeks of day care for a toddler from a low-income family, including healthy breakfasts, lunches and afternoon snacks 25 days of care or respite for caregivers of loved ones with Alzheimer s disease Arthritis medication for two seniors for a year Job skills and a training course enabling 10 people to get full-time jobs 6 United Way of Greater St. Louis

7 Successful Ask United Way research shows that a peer-to-peer ask is the most effective way of receiving a pledge. Sincerely communicating your commitment to supporting the community through United Way really does make a difference. Ways to start the ask Your generous support will go a long way... Please join me and many other caring individuals in giving... Will you invest in our community... Thank you for your previous generous gifts. This year, please consider... We are counting on you to... 1 Get the donor s undivided attention Start the discussion on a positive, friendly note. Explain the purpose of your visit. Find out what they know about United Way Explain the purpose of United Way and why you support it Bring United Way materials and be prepared to explain them. Share a personal story, a success story or United Way facts. Ask for a pledge With new givers, ask for a first-time gift. For annual givers, encourage an increase. Consider asking for a specific increase, such as $1 more a week or pay period. remember, you are not asking for yourself; you are asking on behalf of someone who needs help. 5 Answer questions and handle concerns Know your materials and answer questions honestly never guess. If you don t know the answer to a question, let the donor know you will find out, and then follow up with your United Way representative. Recognize that some donors have real concerns; people have a right to feel good about their gift. See page 14 for more information. Say thank you Regardless of what the donors decide, thank them for their time. People like to know their gift is appreciated. See page 12 for more information. 7

8 Educating & Showing the Impact Feature a video Create a short, 30-second video of the CEO asking for support or a fellow employee sharing his or her reasons for supporting United Way and or post it on your intranet. Include stories Send an , newsletter, thank you, etc., that includes a short story about how a gift to United Way is helping someone in the community. Visit us online to find stories to include in your communications. Show the impact of a gift Give employees the opportunity to tour a United Way agency or participate in a volunteer project so they can see first-hand how their gift is used. Year-round education Show your employees how a gift to United Way is helping throughout the year. Communicate volunteer opportunities and current news through the company newsletter, intranet or by . Add a testimonial Request that a speaker from a United Way agency attend your kickoff event. Consider asking a Torchlighter (a person directly helped by United Way) to speak during your campaign. Go to to find this information and more. 8 United Way of Greater St. Louis

9 Campaign Themes Using a campaign theme is a great way to tie your campaign together. Themes can also generate excitement and team building in your organization. Be a Superhero This theme is a fun way to make individual employees feel special by recognizing them as "superheroes." When you give your time or donate to United Way, you're truly making a "super" difference in our community! have senior management dress up in superhero costumes for your rally. participate in volunteer projects that will make employees feel like superheroes. Display superhero-related decorations. give action figures as a thank you or incentive. Under construction We all need to work together to build a better community. have hard hats available at your rally. hold a building contest. mission possible With your help, United Way's mission of helping people is possible. play a workplace "secret agent" game. Vegas Use the popular slogan, "What happens in Vegas stays in Vegas" to put a fun twist on United Way's message of "What's raised here, stays here." have a decorating contest among departments whoever does the best Vegas theme wins! Play e-bingo during the campaign. Set up a mock roulette wheel at your rally and let employees try their luck. We Love the '80s Party time! Celebrate your employees' memories of the '80s while having a fun campaign sprinkled with lots of laughter. hold an '80s movie marathon as an incentive. Bring a karaoke machine to your rally. Have a "worst '80s outfit" contest. 9

10 Campaign Activities & Incentives Including fun games or activities is a good way to generate enthusiasm, employee participation and additional dollars for your campaign. You can pair these up with your campaign theme or use them on their own. activities why add them to your campaign? Build morale Bring employees together Build excitement Promote United Way campaign Can be budget friendly what kind of activities should you add to your campaign? Wastebasket Shooting Contest Tricycle Races relaxation Day (bring a massage therapist into the office) Minute to Win It Games Chili Cook-Off Hot wing eating contest Themed Basket Raffle Executive (fill in the blank) for a Day Everyone who donates gets to vote for an executive. The executive with the most votes gets to: wash a raffle winner's car, wear a hot dog suit to work for a day, or even kiss a pig! INCENTIVES WHY ADD THEM TO YOUR CAMPAIGN? Build excitement Energize individuals Bring employees together Can be budget friendly Encourages first time givers & pledge increases how to structure an incentive program? By individual participation - Anyone who attends a rally is entered to win a door prize. Anyone who pledges is entered into a drawing. By timeframe - Anyone who contributes by a certain day is eligible for a prize/drawing. By increase - Anyone who increases their gift over the previous year by % is eligible for a prize. By gift level - Anyone who gives dollars or more is entered into a special drawing. By company goal - If the company achieves % participation, all employees can wear jeans on Friday. 10 United Way of Greater St. Louis

11 Campaign Activities & Incentives what kind of incentives should you add to your campaign? Corporate match Prime parking space Pizza party Use of company suite at event company coupons (jeans day), 3 (leave work early), call in well day (day off), sleep in late (arrive late) games Why add them to your campaign? Educating employees Build morale Bring employees together Can be budget friendly what kind of games should I add to my campaign? Crossword puzzles BINGO Funding game United Way trivia Making decisions game United Way cash All of these games and more are pre-made and available on

12 Saying Thanks Saying thank you is one of the most important pieces of your campaign. People want to feel appreciated when they have done something positive. Here are a couple of ways to show how important they are to the success of the campaign. Show impact of gift by playing a United Way thank you video thank you letter from the CEO or management hold a special thank-you breakfast or luncheon Feature a list of givers on the company intranet Send an e-card Leave a balloon at desks/chairs Recognize with a sticker or pin Candy gram - Pack of gum: Thanks for "chewzing" to give! - Crunch bar: Our agencies would be in a "crunch" without your support! - Dove Promise: Your "promise" will change lives! - Chocolate chip cookies: Thanks for "chipping" in for United Way! continue to show the impact. A United Way donation keeps giving throughout the year. Communicate simple messages, stories or links throughout the year so donors feel their gift is helping all year long. THANK YOU, Employee Campaign Coordinator, for going above and beyond to make your campaign successful. Your tireless efforts are appreciated. You are helping to make our community stronger and healthier through United Way. Thank you! 12 United Way of Greater St. Louis

13 Direct bill/credit card/securities Pledge cards required summary card and listing sheet total employee gift (Subtotal + Direct bill/credit card/ Securities + Payroll deductions) Special events: Special event dollars must be enclosed. Total dollars raised must equal amount enclosed. Organization name Campaign Wrap-up Collect collect all cash, checks, pledge cards and other gift information. Complete complete the online electronic listing sheet (preferred) with each donor s name, contribution amount and payment method. You can also use your own Excel spreadsheet. So United Way can thank and acknowledge all donors, please include the name of the donors along with their address. United Way will use this information to send a thank you note, show them how their gift is helping throughout the year and keep them updated on special events. Call call your United Way representative to pick up your sealed campaign report envelope. If employees turn in their pledge card after you ve sent your envelope, just give us a call. We ll bring you another envelope and pick up new cards. Congratulate pat yourself on the back. What you did is extraordinary. What you did is making a real difference in our community. You are the unsung hero in our community who is doing so much to help people. Thank you very much. please Sign Below. Be SURe SignatURe CoveRS the Seam of the SealeD Flap FoR SeCURitY purposes. thank YoU. Phone # Date Name (please print) Title authorization: The information on the face of this envelope is accurate to the best of my knowledge. I have verified the pledges and payments. United Way is authorized to issue statements for any pledges enclosed. Campaign RepoRt envelope Account # Address is this your Final campaign report? Yes No total number of employees in your organization number of pay periods: Other type of contribution number of donors total pledges raised total payments enclosed Cash pledges Pledge cards required Check pledges Pledge cards required SUBtotal (cash + check) Enclose all cash and checks payroll deductions Enclose payroll deduction Corporate gift Pledge card required total all gifts Company Representative - Please seal envelope and sign on back flap. FoR UniteD way pledge processing USe only main envelope By: Date Batch # Audit Data Entry Closure thank You picked up by Date 910 North 11th Street, St. Louis, MO ; (314) Berkshire Boulevard, Suite 270, East Alton, IL 62024; (618) Edison Avenue, Granite City, IL 62040; (618) bug 5988 Mid Rivers Mall Drive, Suite 238, St. Charles, MO 63304; (636) Boul Avenue, Swansea, IL ; (618)

14 Managing Objections Your potential donors may have questions or concerns regarding United Way or your campaign. Your sincerity and personal commitment are the best tools to use when responding to an objection. Since most objections are based on misconceptions, providing the correct information usually helps to overcome the objection, which may lead to a pledge or plant the seeds for future years. Common Objections I give directly to "XYZ" charity. Why should I give to United Way? One thing to keep in mind is United Way helps hundreds of causes, so when you make a gift to United Way, you are supporting a variety of needs. I encourage you to take a look at United Way's brochure to see the vast array of nonprofits United Way supports. I didn t get a raise; how am I supposed to increase my gift? Acknowledge the person's circumstances. Ask that they evaluate their capacity to give and do the best they can. You can use the impact calculator to show how much of a difference even a small increase can make. What about scandals and abuses of money at United Way and other charities? I still don t feel comfortable giving my money to a general fund. Every United Way is local and independent, including United Way of Greater St. Louis. Our United Way has a local board of directors that makes decisions that are right for our region, and United Way of Greater St. Louis has never experienced financial abuse. United Way stays efficient due to the volunteers who monitor the management and performance of United Way and the agencies United Way funds. You can learn more about how United Way allocates donations, our Board of Directors and our financial statements at: Tips for Managing Objections Listen to what is being said. Listening promotes openness and acceptance. Establish rapport. Objections are not personal and may just be a temporary stall. Do not argue if you receive objections from someone you are soliciting. Answer objections with facts. Say thank you. Regardless of the individual's response, always leave with a smile and a thank you. 14 United Way of Greater St. Louis

15 Frequently Asked Questions Q A When should our campaign take place? Most campaigns take place between early September and late October, but they can happen any time of the year when a company s employee base is largest. How long should our campaign last? Most campaigns can be wrapped up in two weeks or less. The goal is to distribute and collect pledge cards while United Way s message is still fresh in employees minds. When does payroll deduction start? Payroll deduction usually runs from January 1 through December 31. Some companies use their fiscal year as their schedule for payroll deduction. United Way does not set your payroll schedule; it is a company decision. How do I get an agency speaker at my rally? You can request a speaker through our online request form at HelpingPeople.org/campaignhq. Your United Way representative can also work with you to secure a speaker for your kickoff. How can I reach employees with multiple shifts and/or at multiple locations? Bring the campaign to them. Try using s, voic s and letters from the CEO to get the word out. Bring balloons with a United Way message to their desks or consider having a competition between locations. Designate one room as the United Way room, and have participants play games on their breaks and turn in pledge forms for prizes. Use your company s intranet to provide information and results. How can I make the campaign fun with little to no budget? There are many fun games and activities to make the campaign interactive and educational. Ask employees to bring in food for a potluck; use flee at three or sleep in late coupons; parking spots; or even lunch with the CEO as incentives. You can also show the impact of United Way by inviting a speaker to your kickoff or encouraging employees to visit an agency. Finally, incorporate games and contests like bingo, the funding game, United Way trivia, tricycle races, hula hoop contests or office putt-putt. Who decides how much and where to invest donors' dollars? Every year, United Way recruits and trains more than 400 community volunteers who strategically invest donated funds in our member agencies. These volunteers learn the agency s mission, assess the impact of their programs and organizational strength, and ensure United Way dollars are invested wisely. If you or your employees would like to serve on an allocations panel, visit

16 If you or someone you know needs help, call United Way (314) Downtown St. Louis (636) West Division (618) Southwest Illinois Division (618) Tri-Cities Division (618) Illinois Division