WORKPLACE CAMPAIGN GUIDE 2010 EMPLOYEE / UNION CAMPAIGN COORDINATOR United Way of Cambridge and North Dumfries 150 Main Street, 2 nd Floor Cambridge ON N1R 6P9 Phone 519-621-1030 Fax 519-621-6220 liveunited.ca info@uwcambridge.on.ca
Welcome to the Team Dear Employee/Union Campaign Coordinator: As I consider the impact of the economic crises, the words LIVE UNITED come to mind. Increasing numbers of families in our community are stretched beyond their means financially and emotionally. Now, it is our turn to help them. If everyone did what they can and contributed to this year's campaign, the impact on our community would be significant. Please LIVE UNITED with us to create an environment where children can reach their potential, families are strong, newcomers are welcome, neighbourhoods are inclusive and thriving, and fellow community members, who so desperately need our help, can feel economically secure. I invite you to LIVE UNITED with me GIVE, BELIEVE, VOLUNTEER, so together we can make a difference in our community. Underneath everything we are, underneath everything we do we are all people. Connected, interdependent, UNITED. When we reach out a hand to one; we influence the condition of all. I sincerely thank those of you who have changed lives by giving a donation in the past! This year my volunteer Campaign Cabinet and I are asking everyone to please be generous with a gift to United Way. Whether it comes corporately and / or personally we need your commitment and help. Together, we are creating long-lasting changes by addressing the underlying causes of problems to support our most vulnerable community members, and investing in prevention. It takes everyone in the community working together to create a brighter future. The success of our workplace campaign could not be possible without your dedication and energy. Thank you for being a Champion of United Way in your workplace. Together, we can accomplish more than any single group can on its own. UNITED, we are changing lives. Thank you! Sara McLennan 2010 Campaign Chairperson, United Way of Cambridge and North Dumfries VP Marketing & Broker Services, Gore Mutual Insurance Company 2
Table of Contents ITEM IMPORTANT INFORMATION What is United Way? 5 Frequently Asked Questions 6 Top 5 Reasons People Donate Tax deduction Information What is a Workplace Campaign? 8 Employee / Union Campaign Coordinator Job description Campaign Assistant / Committee Member Job description HOW TO: PAGE Ten Steps to Success 12-18 Planning Your Model Campaign 19 Campaign Planning Checklist 20-22 What is Leadership Giving? 23 IDEAS Fun Events & Incentives 25 Sample Messaging 26-29 Employee Campaign Meetings Sample meeting agenda Tips for Pledge Form Collection 31 Put Some Teeth into Your Employee Campaign! Ideas for your employee campaign, Incentive and participation strategies, Campaign themes Year Round Communication 34 7 9 10 30 32-33 Concerns and Objections 35-36 Questions and Answers 37 3
INFORMATION 4
WHAT IS UNITED WAY? United Way is a registered charitable organization that brings together people and organizations to address the most important needs of our community, both for the short and long term. We work closely with local organizations and individuals to raise resources that we invest back into the community through our funded agency programs and services. Together we can create lasting change. WHY UNITED WAY? Your United Way support provides the resources needed to achieve the greatest results for individuals and our community. Your investment not only helps meet immediate needs, such as food, clothing and shelter, but also helps us build capacity through supports like life skills development and counseling. We work in partnership with community agencies to provide basic needs and crisis supports, build individual, family and community capacity, and target the root causes of community issues. Your investment in United Way goes to: Strategically investing resources in a network of human care services and programs, delivered by necessary and effective organizations Supporting, developing and leading community based partnerships to work toward solutions for social issues, such as, child and youth development, poverty and newcomer isolation Investing in nonprofit agencies, with training and skills development for agency staff and volunteers, to ensure they are well equipped, strong and sustainable We are encouraging all members of this community to LIVE UNITED GIVE a donation to ensure the best resources remain available. BELIEVE that together we can continue to make long lasting change. VOLUNTEER to make a difference in the lives of others and our community. Be proud that through you re involvement with United Way, you LIVE UNITED! 5
FREQUENTLY ASKED QUESTIONS United Way is a unique organization. We bring people and resources together to create positive change in the community, to help people who need it most. We help to build the communities of tomorrow, delivering health and social services...from prevention, to counselling, to crisis intervention addressing human issues - large and small. We are helping individuals and families to be their best. WHO DIRECTS UNITED WAY? United Way is volunteer-driven, and is directed by a local, volunteer Board of Directors. WHAT IS A UNITED WAY PARTNER AGENCY? A United Way partner agency is a non-profit health and human service agency that provides programs and services that achieve meaningful and measurable results. United Way agencies must be registered as non-profit organizations in Cambridge and North Dumfries and show evidence of sound management practices, including an annual financial audit. United Way invests in agency programs and services that meet community-level objectives or core foundation services. WHY SHOULDN T I DONATE DIRECTLY TO A FAVOURITE AGENCY, RATHER THAN TO UNITED WAY? I am sure your favorite agency is a deserving agency, however, United Way provides some unique opportunities for your charitable investment. United Way is focused on community impact and your donation will be invested in programs that are getting to the underlying causes of our community problems. United Way funded agencies work together to deliver much needed programs and services. Many people rely on multiple agencies to address their needs. You are also free to designate your gift to your favourite agency through United Way, guaranteeing your donation goes to the programs at that agency. HOW CAN I DESIGNATE MY GIFT TO A SPECIFIC LOCAL AGENCY OR TO ANOTHER LOCAL UNITED WAY? The United Way of Cambridge and North Dumfries is committed to support our Partner Agencies. We would request that all or a portion of your donation be used to support these agencies. In addition to your annual United Way donation, if you have another charity which you want to support through the United Way, you can! With a minimum donation of $52.00, a $12 service charge will be applied to your donation to off-set the processing cost. You may designate your gift to any Registered Canadian Charity. There is no service charge for designations to our Partner Agencies or other United Ways. IF I DON T USE UNITED WAY SERVICES, WHY SHOULD I DONATE? Your donation is a personal investment in your community, enabling United Way to address the underlying causes of our community s most critical issues among them basic needs, mental health, racial inequity, illiteracy, substance abuse and other health problems. Through United Way, your dollars will be leveraged to effectively address long term and short term community needs. United Way helps people every day in Cambridge and North Dumfries. You may not need a United Way funded service today but we never know when tragedy will strike and we, or our loved ones could need help at anytime in the future. HOW IS UNITED WAY AUDITED? All United Way financial affairs are subject to an annual audit conducted by an independent public accounting firm. This audit is conducted according to strict standards, which have been developed for all not-for-profit organizations. 6
TOP 5 REASONS WHY PEOPLE DONATE: 1. Because you asked - This is the number one reason people give! 2. Personal interests Your fundraising campaign is most likely to appeal to those who have a personal interest in your cause. The United Way appeals to so many people because donations are allocated to issues which affect all aspects of the community. 1 in 3 Cambridge residents are directly touched by the United Way of Cambridge and North Dumfries. 3. People believe their monetary gift will make a difference You are offering a way for people to contribute to their community simply by giving money. Together we can help our community's most vulnerable people with basic needs today, and build a stronger community for everyone, for tomorrow. 4. People are generous Giving is a deeply held value for many people. Giving to charitable causes reinforces our belief that we are good people. 5. Tax Benefits Charitable donations can make you feel good and save you tax money! Gift Amount $100 $250 $500 $1,000 Federal Tax Credit $15 $45 $117 $262 Ontario Tax Credit $6 $18 $46 $102 Total Tax Savings $21 $63 $163 $364 Total Cost of Gift $79 $187 $337 $636 What is receiptable? 1. Direct cash, cheque, or credit card donations of $10.00 or more. 2. Payroll deductions generally receipted by company on employee s Statement of Remuneration (T4). a. If not, United Way will receipt 3. Gifts in Kind item(s) donated and not used by donor to produce business income. What is NOT receiptable? 1. Donations of business merchandise and assets which is stock in trade for donors or a business expense. 2. Donations of personal services United Way depends on many volunteers but this conforms with tax regulations 3. Proceeds from auction or raffles they are considered an incentive for giving. 4. Any gift where the donor has received some form of material or service related incentive to donate. A tax receipt is only available if no promotion of the organization donating a gift is involved. If you have any questions about tax deduction from United Way donations, please contact: Debbie Boomer at 519-621-1030 Ex.222 7
WHAT IS A WORKPLACE CAMPAIGN? Each year United Way works with local workplaces to raise money for the annual campaign. Workplace campaigns are held at organizations ranging from small businesses, international corporations, to the public sector. Through a coordinated solicitation effort, employees are asked to make contributions to the community through United Way. United Way workplace campaigns have many benefits for employees and our community: They make it easy for employees to give through payroll deduction; a gift can be made over the course of a year. They educate employees about community issues and giving opportunities allowing them to make an informed donation decision. They ensure that vital services in our community get the support they need. 1 in 3 lives are touched by United Way funded programs, meaning someone you know has probably received help from United Way of Cambridge and North Dumfries. Workplace campaigns let organizations help others while helping themselves. A workplace campaign combined with a generous corporate contribution not only makes your organization a good corporate citizen, but can build a greater sense of loyalty and trust from consumers and employees. Workplace campaigns are also a great tool to build employee morale! 8
EMPLOYEE CAMPAIGN COORDINATOR / UNION CAMPAIGN COORDINATOR Job Description Title: Employee Campaign Coordinator (ECC) Union Campaign Coordinator (UCC) Objective: Enable your co-workers to participate in creating a stronger community by planning, organizing and coordinating a successful United Way campaign within your workplace. Report to: - Your CEO - Work closely with your Loaned Representative and / or United Way Staff liaison Responsibilities: Attend Employee/Union Campaign Coordinator training offered through United Way. Work closely with your CEO, Loaned Representative and United Way Staff member to develop an effective campaign plan, including dates, goals, etc. Recruit and coordinate a team of volunteers to assist you. Request speakers from United Way to be used during presentations or staff meetings. Coordinate the distribution and collection of campaign materials. Coordinate your company or organization s kick-off and recognition events. Promote the campaign throughout your company. Encourage volunteerism among your co-workers. Educate your co-workers about United Way Attend United Way of Cambridge and North Dumfries Kick-Off, report meetings, and victory celebrations. You can invite your co-workers. Invite everyone to give. Make a gift yourself. Have fun! Complete your campaign by giving a final report and pledge forms to your Loaned Representative or United Way Staff liaison. Thank your donors and volunteers. Evaluate and make recommendations for next year. Don t forget to keep a folder for next year s campaign! You or your successor will be glad you did. 9
CAMPAIGN ASSISTANT / UNITED WAY COMMITTEE MEMBER WHAT IS A CAMPAIGN ASSISTANT or Committee Member? The Campaign Assistant/ United Way Committee Member has evolved into being a vital extension of the Employee Campaign Coordinator. They are part of the campaign from start to finish, helping with pledge card meetings, planning fundraisers, boosting participation, collecting pledge cards and most importantly, communicating the message of United Way. While some organizations still use one-onone solicitations, United Way has adapted this guide to include all possible responsibilities of this very important role. WHO IS A CAMPAIGN ASSISTANT or United Way Committee Member? The ideal Campaign Assistant is someone who is: - A United Way Donor - Organized - Enthusiastic - A Self Starter And at the same time be: - A Team Player - Flexible - Community Minded United Way s campaign will benefit from Campaign Assistants, but so will your organization and its employees. Campaign Assistants will develop: Leadership qualities Team building skills Experience with diverse people and situations Time management skills Sales skills Rejuvenated motivation WHY HAVE A CAMPAIGN ASSISTANT? The following are just some of the many benefits: Campaign Assistants are an extension of the Employee Campaign Coordinator during the United Way Campaign Campaign Assistants save time, while complementing the ECCs leadership. Campaign Assistants should be a diverse group of co-workers who can give ECCs insight into the makeup and character of other departments. Campaign Assistants can better answer their co-workers questions because of the educational training they will receive. Campaign Assistants can bring additional ideas to infuse enthusiasm among co-workers. For more information on how Campaign Assistants can aid in your organization s campaign, contact your United Way staff liaison: 519-621-1030. 10
HOW TO: 11
TEN STEPS TO SUCCESS 1. Review past performance and set campaign GOALS Review the results of past campaigns with particular attention to last year s campaign - identify campaign strengths and weaknesses. Know your organization: - Meet with your United Way Staff person or Loaned Representative to discuss the history of your organization s campaign. - Talk to last year s Campaign Coordinator. Find out what worked and what didn t work in your organization. - Work with your CEO to set an aggressive Campaign goal based on the number of employees you have and last year s campaign performance. - Complete Planning & Checklist form on Pg. 16-19 Consider these questions: - Was the CEO/Senior Manager involved? - Was Payroll deduction available? - Were pledge cards distributed? - How were the pledge cards distributed? - Was a goal set? - Were employee canvassers trained? - Were volunteers and donors thanked? The best campaigns have measurable goals. Analyze the results of last year s campaign, set one or more goals based on where you can make the greatest improvement. Meet with your United Way Staff Representative to help develop these measurable goals: Determine the amount raised last year and in previous years Determine how much was raised from payroll deductions, one-time givers, and special events Consider options on how to increase payroll deductions Possible Goals Increase participation (the number of employees giving) Goal of 100% pledge card collection Increase average investment (how much each employee gives) Goal of 100% education Develop a plan to encourage individuals to increase their gift to the next level Increase the number of Leadership Givers (those giving $1,000 or more). Remember, Leadership Giving starts with as little as $20 per week 12
2. Confirm CEO or Sr. Mgt staff SUPPORT Ask your CEO and senior management team to provide visible leadership for your campaign. Their support, endorsement, and participation sets a good example for others in your organization. Examples of CEO support: - Sending a personal letter to each employee endorsing the United Way campaign. A welcome to our 2009 campaign letter from the CEO can help set the tone for the campaign. - Approving the time necessary to plan and implement your campaign. (Including meetings, trainings, and events!) - Supporting your campaign goals, objectives, and plans, or participating in special events 3. Build a TEAM and host a training Utilize your United Way Staff Representative to help train and inform campaign volunteers. The size and shape of your campaign team will vary depending on the size of your organization. Your committee may involve 10 people or it may just be you! As long as it fulfills the following requirements, it is the best team for you! 1. Accurately reflects the structure of your workplace (i.e. there is representation from each area/department/labour/support staff etc.) 2. Each committee member has a specific role to play 3. Team members are United Way supporters In addition to yourself, Team Members will help you facilitate meetings, distribute and collect pledge cards, and ask employees for contributions. Training your campaign team is a key ingredient to your campaign s success. Your United Way representative is eager to work with your team so they are familiar with the key talking points and how to use United Way campaign materials. 13
4. PLAN your approach Decide on your solicitation style - How will you canvass your employees? Employees need information about United Way so they can make an informed decision to give. 1. Group canvass Employees are brought together in a group to hear the United Way message and are then asked to fill out their pledge cards at the end of the presentation. This is a sure way of delivering the same message to all staff. A group presentation including a United Way rep, agency speaker, a video or endorsement message from your CEO (and staff liaison if applicable) is best. Pledge cards can be personalized and ready to be distributed and/or collected at this meeting. 2. One- to-one canvass This style involves more employees, but personalizes the campaign and affords you a greater opportunity to answer individual questions. This approach is VERY EFFECTIVE, especially when employees are asked to donate by a peer. Canvassers using this approach must be committed to United Way and ready to answer any questions. 3. Combination approach Hold one group meeting or a series of group meetings and use the one-to-one solicitations as a means of follow-up for those who couldn t attend a group session, or who haven t handed in their pledge card. This customized approach is very effective in most workplaces. Employees are usually contacted immediately after the group presentation. 4. Mail solicitation Mail should be a separate piece of communication and not included in the pay envelope. 14
5. Establish a LEADERSHIP Giving program United Way Leadership Donors are those who invest $1,000 or more in United Way s campaign. United Way invests in solutions to our community s most pressing problems in areas such as education, poverty reduction and self-sufficiency. Leadership Giving Levels Benefactor $25,000 + Builders $ 10,000 to $24,999 Patrons $ 5,000 to $ 9,999 Sponsors $ 2,500 to $ 4,999 Founders $ 1,500 to $ 2,499 Leaders of the Way $ 1,000 to $ 1,499 Friends of the Way $ 500 to $ 999 Everyday Hero $ 365 to $ 499 Leadership Giving allows your employees to make a greater impact on the lives of people throughout Cambridge and North Dumfries and sets your organization apart as a leader in our community as a Leading Organization. A Leadership Giving Campaign is the most effective way to grow your campaign, and can often account for the majority of many organization s fundraising goals. Additionally, Leadership Giving creates opportunities for individual and company recognition. Leadership Giving begins with as little as $19.24 a week. Consider a Leadership Presentation to your Management team. This is a short 5-10 min presentation by a United Way Leadership volunteer, who outlines the benefits of contributing to the community at a Leadership level. Set a goal for Leadership Giving, and encourage employees to become Leadership Donors. Meet with your payroll department to determine Leadership Donors in previous campaigns. Allow current Leadership Donors at your company to speak to other employees at a company meeting. Speak with current Leadership Donors, to see if they will consider increasing their support possibly to the next giving level. Be an EVERYDAY HERO Be an Everyday Hero by giving at least $1 a day ($365 / year). You will ensure that your family, friends, and neighbours are living better lives everyday though United Way funded programs. $365 / year provides 3 counselling sessions for 2 children who have witnessed family violence $365 / year - provides 3 people with walkers allowing them more safety and independence within their homes and our community 15
6. ORGANIZE a Kick-Off and Finale Work with your Staff Liaison to establish a time frame that will enable your campaign to be a success from the planning stages to wrap up. Organize a kick-off event to generate a campaign starting point and provide excitement. Choose a strategic Kick-Off date when the workload will be light, to have maximum participation. If appropriate, use the campaign video during the campaign Kick-Off as a quick and simple way to explain United Way to employees. Make the location for the campaign Kick-Off and Finale convenient - have it in a lunch room or boardroom. Campaign Finale is an opportunity to report what your campaign raised, celebrate, and recognize and thank employees for their participation. Use a theme It is a great way to have fun and build support of your campaign. Theme Ideas Hawaiian - For a Hawaiian theme host a luau with things such as leis, a limbo contest, and themed pot luck to get into the spirit. Hollywood - This theme could entail dressing as movie stars or film characters. A red carpet event is then held with a screening of a movie at the office. Sports - Baseball, basketball, soccer, football or an Olympic theme works well and can bring a competitive edge to investing. Employees can form teams and compete in different events, paying to participate. Western - A chili cook-off, auction, and a western-themed dress day are always favourites. Catch the Spirit, or Help build a better community this enables you to focus on United Way themed initiatives. Promoting the basics of fundraising, Wow Facts, and testimonials of people who have been touched by the United Way of Cambridge and North Dumfries can be very effective. Special Event Ideas BBQ, pizza lunch or Pancake breakfast Casual dress down Day Office Decorating Contest Bake Sale Office Cookbook sales Walk a thon 7. PROMOTE your campaign Publicity and promotion builds spirit and adds to the fun of your campaign. Promoting your campaign will generate awareness and an understanding of the needs of donations to the United Way of Cambridge and North Dumfries. Start one or two weeks prior to the Kick-Off, market the campaign through promotions, communications, and activities that are both educational and fun. Use a variety of approaches to give employees opportunities to learn about United Way. Varied promotional materials such as posters, printed material and United Way progress thermometers help deliver the messages! [check out the United Way ECC Marketing guide for tips and suggestions] 16
Successful Activities to Engage Employees: 1. Highlight or tell a story of someone who has been helped by a United Way of Cambridge and North Dumfries Partner Agency. Distribute personal stories via email, company newsletter, or personally at staff meetings. 2. Using email, provide the latest campaign progress. 3. Post banners, flyers, and goal thermometers in high-traffic areas. 4. Show the United Way video in your lunch room. 5. Coordinating special departmental challenges for the best increase in donation or participation in the campaign. 6. Introduce incentive/reward programs with prize draws for those that donate early, or increase their donation amount. 7. Brown bag lunch with a United Way Funded Agency speaker Lunch & Learn 8. Display United Way s Community Impact posters to share how contributions are improving lives in our community. 9. A United Way Thank You screen saver. 10. Host a jeans or casual dress day (i.e. employees who buy a $5 ticket/sticker can dress down on a set day). Incentives will help you motivate your employees, increase participation and increase individual donation amounts. Remember, you don t need a big budget to get some fantastic incentives! Many local companies, when asked, will donate prizes/gift certificates to your United Way workplace campaign! Incentive examples: - An afternoon Off - Covered parking - Tickets to community events - Weekend getaways - Free lunch with CEO - Free Golf TIP: An effective campaign is 65 percent planning, 15 percent running and 20 percent closing. 8. Monitor progress and report results Communicate frequently with your team Regularly update your campaign thermometer and report campaign results to all employees. This way, employees will have the latest information, generating more enthusiasm. Also: - Ensure that every pledge card is returned, even when the employee has chosen not to give. - Follow up when donations/participation appears low (find out the issue). - Report results to your United Way Staff Liaison and CEO. Meet with your Team Members periodically throughout the campaign. During campaign keep in contact with your United Way staff on a regular basis. Be timely. Let us know how you did, and notify your organization of your results as soon as they are ready. 17
9. REPORT final results Complete campaign report envelope Before finishing your campaign, make sure everyone was given the opportunity to participate. Collect ALL pledge cards. Calculate the totals. Place cash/cheques and payroll deductions in separate envelopes. Please staple loose cheques to corresponding pledge cards. Call your Campaign staff liaison after these steps are finished to schedule a pick up. Evaluate your campaign It is important for the campaign team to analyze and evaluate all aspects of the campaign. The analysis is an important planning tool for future campaigns - your United Way staff can help you do this! Review campaign results and compare them to your objectives. Recommendations will be valuable in planning next year s campaign. A written report identifying campaign activities and results will be appreciated by next year s Employee Campaign Coordinator / Union Campaign Coordinator. 10. Recognize and THANK your volunteers and donors. Remember to Say Thank You. Be sure to celebrate your success and say thanks to everyone who helped make it a great campaign. Many of them have worked hard and deserve thanks! It s a nice way to finish off the campaign. Also, thanking donors is a key part of ensuring their investment in the future. They also want to know how their investment in United Way is impacting the community year-round. There are many ways to thank your employees and show how their investment is making a difference in our community. Ways to thank donors: Send an email or letter from you and your CEO or senior manager to every employee. Publish a thank-you message in your company newsletter. Schedule a thank-you event and invite everyone to attend. Send key volunteers to United Way s Campaign Achievement Celebration. You re Done! 18
PLANNING YOUR MODEL CAMPAIGN Your United Way staff liaison can help you to enhance your organization s campaign. He or she will help you set goals and provide resources to assist in your campaign. With his or her assistance, ask yourself some of the following questions: My organization s philanthropic goals? What are they, and how can they be achieved through a United Way campaign? What do we care about? What issues do management, as well as the employees feel are most important in the community? Who wants to learn about United Way and have fun at the same time? How does the organization feel about educational and volunteer opportunities that provide opportunities to see how United Way is getting to the heart of what matters in the community? Monetary Goal My Organization s Campaign 2007 Results 2008 Results 2009 Goals 2009 Results Participation Goal Average Donation Number of Donors Number of Leadership Donors (if applicable) Once you have your results filled in, please sit down with your United Way staff liaison TIP: Think BIG PICTURE. Be thoughtful in the timing of your campaign. Conduct your United Way campaign without other charitable conflicts or other internal distractions. 19
CAMPAIGN PLANNING CHECKLIST The following list will help you organize your campaign and achieve success! 1. BEFORE THE CAMPAIGN ITEM TARGET DATE RESPONSIBILITY COMPLETED DATE Secure campaign endorsement of CEO and/or union leadership (if applicable). Meet with United Way staff liaison and review last year s results. Recruit campaign committee. Set your campaign goals and dates. Conduct training sessions for volunteer campaign team. Include educational opportunities like agency tours. Provide educational information to your employees. Arrange for United Way presentations. Personalize employee pledge cards. TIP: Your United Way Staff is one of your greatest resources! 20
Once you have completed your planning and have dates set and arrangements made, it is time to run your campaign! Below is a list of tasks to complete during the campaign. Use your United Way staff liaison as a key resource during this time. 2. DURING THE CAMPAIGN ITEM TARGET DATE RESPONSIBILITY COMPLETED DATE Conduct employee presentations and events. Conduct Leadership campaign and/or separate executive solicitation for Major Gifts. Personally follow-up with employees who could not attend employee meetings. Chart progress toward your goal using the United Way Goal Thermometers. Post your progress for employees to follow. Issue progress reports to United Way. Contact your United Way staff liaison for more information. TIP: A mid-campaign committee meeting is a great way to keep everyone up to date on the campaign progress, and provides a forum for regrouping if things are not going according to plan. 21
When your campaign is finished and all of the pledge cards have been collected, it is time to complete your campaign report envelope and wrap up any loose ends. It is very important that you total campaign results with your United Way staff. Be sure to publicize your results and thank all donors and volunteers. Use the following checklist to be sure you successfully close your campaign. 3. AFTER THE CAMPAIGN ITEM TARGET DATE RESPONSIBILITY COMPLETED DATE Conduct the necessary campaign envelope reconciliation meeting with your United Way staff liaison. Submit final report to United Way. (NOTE: Be sure to include WHITE copies of pledge cards and Leadership donor totals.) Announce the final results to employees. Thank all employees. Recognize all campaign volunteers. TIP: Keep a United Way file on the entire campaign process to help plan for next year. Make sure to fill in all the charts with 2009 results and the record keeping page and keep this manual in the file. 22
WHAT IS LEADERSHIP GIVING? Leadership Giving is a term United Way uses for recognizing donors who contribute $1,000 or more annually. Your contribution will be recognized at one of the following levels: Benefactor Builders Patrons Sponsors Founders Leaders of the Way $25,000 + $ 10,000 to $24,999 $ 5,000 to $ 9,999 $ 2,500 to $ 4,999 $ 1,500 to $ 2,499 $ 1,000 to $ 1,499 Friends of the Way, leaders of the future $500 to $999 Everyday Hero $365 to $499 With more than 830 generous Leadership and Friend Level donations last year, $840,234 was raised for the United Way of Cambridge and North Dumfries. This substantial amount accounted for more than 30% of our final total raised. Leadership donors are recognized in our annual Leadership Honour Roll, which can also be found at WWW>LIVEUNITED.CA If you have any questions regarding Leadership Giving or Planned Giving please call Jen Loker, Manager of Development, Major Gifts & Leadership at 519-621-1030 Ex) 241. Please remember United Way in your estate planning. 23
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FUN EVENTS & INCENTIVES Fun Events: Incentives: Casual Day Softball/Volleyball Tournament Golf Tournament Bake Sale Executive Dunk Tank Silent Auction Management Service Auction Auction Premier Parking Space Sell Popcorn and Drinks Organizational Speaker Luncheon Company Picnic/Employee Cookout Ice Cream Social Pizza Party Pancake Breakfast Beach Party Carnival Office Olympics Halloween Costume Contest Children s Drawing Contest Campaign Slogan/Theme Contest Cubicle Decorating Contest United Way Trivia Contest Chili Cook-Off Ugly Tie/Ugly Earring Contest Funniest Home Videos Dress-Up Day Departmental Penny Wars Time off from Work Casual Day Reserved/Covered Parking Tickets to Games/Movies Grocery Certificates Company T-Shirts Dinner for Two Hotel Getaways Gift Certificates Flowers Each Month for a Year Sleep-in Passes Leave Work Early Passes Airline Tickets Trophy for Department with Highest Participation Extra Half Hour for Lunch for One Week 25
SAMPLE MESSAGING Sample Campaign Endorsement Memo To: The Employees of [organization name] From: [CEO/Union President name(s)] Date: Re: 2010 United Way Campaign LIVE UNITED When we reach out a hand to one, we influence the condition of all. We all win when a child succeeds in school, when families are financially stable and when newcomers feel welcome in our city.and these results have benefits that ripple out to the community as a whole. Each year, our organization asks employees to support United Way Cambridge and North Dumfries. We do this because of the confidence we have in United Way s ability to make a real and lasting difference in our community. United Way s research, expert staff and experienced volunteers ensure donor dollars are invested where they will have the greatest impact, improving lives and strengthening individuals, families and communities across our city. As in previous years, we support a joint union/management approach to the campaign because we believe that the only effective way to find solutions to community problems is by working together. United Way Cambridge and North Dumfries is the only major funding organization that provides core operating support to agencies that deliver vital social services to hundreds of thousands of people throughout our city. All United Way Partner Agencies are reviewed on a regular basis to ensure donor dollars are spent efficiently and effectively. We at [organization name] are very proud of our United Way track record. Last year, we raised a total of [$ amount] and we hope to exceed that amount in 2010. To do that, we need your support. We need to LIVE UNITED. When you receive your United Way pledge form and information brochure I urge you to review it carefully, complete it promptly and speak to your canvasser if you have any questions. Thank you for being a part of making the difference. LIVE UNITED (For unionized workplaces you may wish to add logos of the unions involved in the workplace campaign) Sample Campaign Update Memo from ECC and Committee (Can also be sent as an e-mail message) To: All Employees From: [ECC name] and 2010 United Way Campaign Committee Date: Re: 2010 United Way Campaign Results LIVE UNITED We are pleased to announce that our 2010 United Way Cambridge and North Dumfries campaign has successfully raised $XX,XXX to date or XX.X% of our total goal of $XX,XXX. We thank everyone who has generously donated so far. When we work together, we LIVE UNITED. Your gift will help make a difference in the lives of many. If you have yet to complete your pledge form, we kindly ask that you consider the impact your generosity would have on the people who depend on United Way programs and services across our city. Please take the time to fill out your pledge form soon and return it to your canvasser. Thank you for your support! LIVE UNITED 26
SAMPLE E-MAIL MESSAGES Announce the campaign: To: All Staff Subject: United Way of Cambridge and North Dumfries Campaign How would you like to make a difference for over 40,000 people in our community? On (Date), we will be kicking off (Company s Name) (Year) United Way Campaign. By giving to United Way, you can change the world, right here at home. Last year, our community raised (Last Year s United Way Workplace Campaign Goal) to help organizations address some of our community s most pressing problems. This year, we are going to follow that with even more success! Let s LIVE UNITED. This is a great opportunity to get involved and change a life by building the strongest community possible. I will be contacting you soon with more details. Thanks in advance for your participation. Announce the campaign Kick-Off: To: All Staff Subject: (Company Name & Year) United Way Kick-Off You are invited to a (Event Name) as we Kick-Off (Company s Name & Year) United Way campaign. Date: Time: Location: Don t miss this opportunity to hear how our contributions make it possible for United Way to help more people in more ways. You ll get to hear stories of how our donations make a difference in our community. (Name of United Way presenter) will be joining us to share some success stories and explain more about how United Way works. You can make a difference! LIVE UNITED. TIP: United Way of Cambridge and North Dumfries has campaign videos linked to our website. These may be used in emails to help educate employees on how their dollars can make a difference http://www.liveunited.on.ca/#/campaign-videos/4530971971 27
Sample Retiree Letter Dear [retiree's name] All employees, both current and retired, should be proud of our organization s tradition of supporting United Way. It has always been a great source of pride to me. When you give to United Way s Community Fund, you give United Way the flexibility to focus funding where it will have the greatest impact. Every day with your help, United Way agencies across our city assist many people by providing after-school programs to youth at risk, breakfast programs for young children who would otherwise go hungry, homecare to frail seniors so they can live independently at home, shelter to women escaping abuse, employment training to newcomers and much, much more. Many of you volunteer your time to the community because it s important to you. I volunteered to head up this year's campaign for retired employees because I truly believe that supporting United Way is one way we can truly make a difference in other people's lives and LIVE UNITED. Help make our community a better place for everyone. Please complete the enclosed pledge form and return it in the envelope provided. If you have any questions, please call me at [phone number] or e-mail me at [e-mail address]. I would be delighted to answer any questions you may have. I hope you will give this request careful consideration. On behalf of the 2010 [organization's name] United Way Campaign Committee, I thank you. LIVE UNITED Sincerely [name] Retiree Chair SAMPLE THANK YOU & WRAP UP These items are a way to communicate your final achievement, highlight some leading employees, and remind everyone of some important campaign highlights. Print them on your organization letterhead or send via e-mail. Sample Thank You Letter to Donors from ECC Dear : Thank you for making a donation to United Way Cambridge and North Dumfries and helping to make a real difference in our community. Your generosity will help make Cambridge and North Dumfries a better community for us all. On behalf of United Way and [organization name] s Campaign Committee, please accept my sincere thanks for your generous contribution to the 2010 campaign. You can be assured that your gift will have a significant impact on the lives of many. [Organization name] is proud to support United Way in its efforts to develop long-term solutions to community problems. This year we raised $XX,XXX thanks to the generosity of people like you. That s an increase of XX.X% over last year s achievement. The impact of your gift will reach far and wide, helping to build stronger neighbourhoods, create opportunities for youth, fulfill the potential of newcomers and much more. Ultimately, your gift represents an investment in the future of our city s health and well-being. Thank you for your support. LIVE UNITED. Sincerely [name] Employee Campaign Chair (Customize a thank- you email to Leadership donors and send it from the Leadership Chair.) 28
Sample Wrap-Up Memo to All Employees To: All Employees From: [ECC name] Date: Re: 2010 United Way Campaign Congratulations! Thanks to all of you, our 2010 United Way Cambridge and North Dumfries campaign exceeded its goal of $XX,XXX, raising a grand total of $XX,XXX. That s an increase of XX.X% over last year s achievement! Our great participation rate of XX.X% made this possible. There were many people who contributed to this achievement: the management team who supported us in every way, [our union reps who promoted United Way along the campaign trail,] our fabulous team of canvassers and event organizers and most importantly, the many donors who responded so generously to our requests. I would like to personally thank the dedicated and talented Campaign Committee for their hard work: [list names]. From the [list initiatives], to the committed team of canvassers, to the [well organized and successful silent auction] to the final wrap-up event this team was a pleasure to work with. On behalf of the Campaign Committee, I can say we are delighted with the results. It s a terrific feeling to know that we work with people who are not only great at what they do, but willing to go above and beyond the call of duty to help our community. To all of you who helped, contributed and supported the campaign thank you. You ve helped make Cambridge and North Dumfries a better community for us all. Thank you, together we LIVE UNITED. 29
EMPLOYEE CAMPAIGN MEETINGS An employee campaign meeting brings together your employees in a group setting to educate them about how United Way is helping people in your community. Make your role easier by bringing in a United Way representative to speak about United Way, and a Partner Agency rep to speak about how they use United Way dollars. These meetings give you the chance to motivate your employees, explain pledge cards, announce campaign events and answer any questions about United Way. EMPLOYEE MEETINGS: Conduct United Way meetings during work hours. Ask the CEO (or senior staff) to say a few words in support of the campaign. Combine the United Way meeting with a regularly scheduled staff meeting. Publicize the United Way presenter names and affiliations in advance. Draw for a prize at the end of the meeting by exchanging tickets for completed pledge cards. (Make sure this is publicized in advance.) Take the meeting to the employees. Instead of asking them to come to you, why not conduct it in their work area? If a United Way specific meeting can t be arranged, pass out United Way materials at all staff or department meetings. Arrange to have employees share their experiences with United Way programs or agencies. Ask community volunteers from your organization to share their experiences. SAMPLE CAMPAIGN MEETING AGENDA Agenda Item CEO welcomes employees and endorses campaign. Show United Way video. United Way Partner Agency speaks. United Way Rep speaks. Employee Campaign Coordinator distributes pledge forms and asks people to pledge. Employee Campaign Coordinator collects pledge cards and thanks employees. Time 2 Minutes 3 Minutes 5 Minutes 5 Minutes 5 Minutes 3 Minutes TIP: Provide Refreshments! For early morning meetings provide coffee, doughnuts and muffins. Pizza or subs are big hits at lunch meetings, and cookies or brownies hit the spot for late afternoon or evening meetings. 30
TIPS FOR COLLECTING PLEDGE FORMS Pledge forms are supplied by United Way but need to be personalized by you. Make sure your payroll department is involved in your planning and they have a process for personalizing the cards. Include a letter with the pledge form from senior management. Package the pledge form creatively include a free coffee certificate from your cafeteria or a chocolate. Your best donor is a past donor so start there! Use existing channels of communication to get the United Way message out to all employees (email, newsletter, staff meeting). Include human-interest stories in your newsletter or send them by email to all employees. United Way can provide you with stories of people who have been directly helped by a United Way funded agency Hold a United Way agency presentation to let your employees know where their donations go! Hold an inter-departmental challenge. The department who raises the most money in pledges or has the highest participation wins a pizza lunch. Have senior management involved in the kick off of your campaign to create awareness and to let employees know that management is behind the campaign. Position a senior manager at the entrance or elevator to hand out free coffee and a pledge form. Ask for 100% return of the pledge forms whether or not they donate or not. They can be returned in a sealed envelope to ensure confidentiality. This will simplify the tracking and likely result in additional donations Incentives can be awarded to employees who respond within a certain time frame, to canvassers who achieve the highest employee participation, or anyone who submits a pledge form could be eligible for a grand prize incentive draw at the end of the campaign. Some examples of employee incentives are: a day off with pay, pre-assigned parking spot close to the door, company products, or dinner for two. Hold a one-day campaign blitz. Communicate your campaign plans to the employees, organize a group meeting with a United Way speaker, offer coffee and donuts to encourage staff participation. Distribute the pledge forms and offer an incentive for the return of the forms before the end of the day. At the end of the day thank all employees for their participation and hold a draw for the incentive prize! Recognize and thank employees. Be creative. Include a thank you from your CEO in the payroll or send by email. Hold a thank you event at the end of the campaign. 31
IDEAS FOR YOUR EMPLOYEE GIVING PROGRAM 1. Use an all-employee gathering as an opportunity to thank all contributors and recognize those who have given consecutively for five years, 10 years, or more. 2. Find someone to establish a three-year challenge that will match and/or increase employee gifts. 3. Analyze how to make automatic payroll deduction more user-friendly. 4. Hold a draw for a donated prize (i.e. a bicycle, 100 L of gas), that includes the names of anyone who made a contribution. 5. Provide testimonials from last year s employees about why they participate. Include photos. 6. Split employees into teams and create competition among them (i.e. departmental competition). 7. Hold an Employee Kick-Off event. 8. Recruit an employee from each department willing to make a personal ask of their colleagues. 9. Follow up with employees who haven t given, halfway through the campaign. 10. Hold special events throughout the campaign that encourage involvement. 11. Publicize your progress. Maintain an up-to-date total of funds raised on your organization s community billboard or website; profile select employees etc. CAMPAIGN THEMES A themed campaign is easier to market to the employee population, and creates more excitement amongst donors. Listed below are 25 campaign themes which have been successful in communities across Canada. 1. LIVE UNITED 2. Be a Champion for Your Community 3. Be Somebody s Hero 4. Caring in Our Business 5. Caring Works Magic 6. Catch the Spirit 7. Celebrate the Caring Spirit 8. Changing Lives The United Way 9. Community Spirit at Work 10. A Caring Day for United Way 11. Everyday Heroes 12. Help Brighten Tomorrow 13. Help Build a Better Community 14. I d Walk a Mile for the United Way Campaign 15. Imagine What We Can Do Together 16. Join the Winning Team 17. The Magic is You 18. Mission Possible 19. Making Your Community a Better Place 20. Neighbor Helping Neighbor 21. Paint a Brighter Tomorrow 22. The Power of Caring 23. Reaching New Heights 24. SCORE for the United Way Campaign 25. Teaming Up for Tomorrow 32
How Should I Use INCENTIVES? The number of ways an incentive can be used is limitless. The important thing is to use incentives as a tool to increase participation or increase the average gift of your employees. Some examples of incentive use: Date Incentives 1. Early Bird Draws are used to motivate employees to turn in their donations early by a specified date. They are also used to build excitement. a. Employees who return their pledge form by (date) are entered into a draw to win (prize). Increase Donation Incentive 2. Donors who increase their donation by (x amount) will receive a (prize) OR are entered in to a draw to win a prize. Strategies to INCREASE PARTICIPATION Hold a draw at the end of each employee meeting for all who turn in a pledge card. Give everyone who turns in a pledge card a ticket. When the campaign is complete, draw for incentives. If you reach a company goal, throw a party. Hold a draw for all employees who go on a tour of a United Way organization, or volunteer their time to the United Way of Cambridge and North Dumfries Strategies to INCREASE THE AVERAGE GIFT of your employee donations Give employees extra time off for increasing their gift by 10%. Hold a Leadership Giving campaign. Establish a company leadership level ($1,000+) and recognize accordingly. Use What Your Dollars Can Do information. These Wow Facts help employees understand that every little bit counts! Reiterate the ease of payroll deduction. Ask employees to increase their donation from last year. Highlight the Everyday Giving Hero donation level ($365 / year). 33