Employee Campaign Coordinators Guide United Way of Northeast Mississippi unitedwaynemsorg Table of Contents 2 TOPIC PAGE United Way Workplace Campaigns 3 About United Way of Northeast Mississippi ID: 712642
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United Way Workplace Giving
Employee Campaign Coordinator’s Guide
United Way of
Northeast Mississippi
unitedwaynems.orgSlide2
Table of Contents
2
TOPIC
PAGE
United Way Workplace Campaigns
3
About United Way of Northeast Mississippi
4-5
The Workplace Campaign6Employee Campaign Coordinators7Conducting the United Way Campaign8-15Leadership Giving16Online & Mobile Giving27Campaign Timeline19-20Resources & Materials21-25
United Way of Northeast Mississippi
unitedwaynems.orgSlide3
United Way Workplace Campaigns
United Way of Northeast Mississippi
unitedwaynems.orgSlide4
United Way of Northeast Mississippi fights for the health, education, and financial stability of every person in Northeast Mississippi.
We do this by investing in programs and organizations that create impact in the areas of Academic Success, Family Stability, and Health & Wellness.
We cover the seven counties of Chickasaw, Itawamba, Lee, Pontotoc, Prentiss, Tishomingo, and Union, and funds raised here stay here to impact over 125,000 individuals each year.
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About United Way of Northeast Mississippi
United Way of
Northeast Mississippi
unitedwaynems.orgSlide5
United Way of Northeast Mississippi is one of 1,200 United Ways across the United States. Each local United Way is autonomous and governed by local volunteers.
United Way of Northeast Mississippi supports 64 nonprofit organizations and community initiatives covering 7 counties: Chickasaw, Itawamba, Lee, Pontotoc, Prentiss, Tishomingo, and Union.
Raised here, stays here: 99¢ of every dollar donated remains in Northeast Mississippi.
Funds donated to United Way of Northeast Mississippi only support the organizations listed in the campaign brochure.Donors can choose to designate their investment to any county within the U.S. or to a specific United Way agency listed in the campaign guide.
Funding decisions are made per county by a Community Investment Committee within each county. 5
About United Way of Northeast Mississippi
United Way of
Northeast Mississippi
unitedwaynems.orgSlide6
The United Way workplace campaign is the backbone of United Way’s fundraising, comprising over 75% of funds raised.
A workplace campaign is
a coordinated fundraising effort that takes place over a set period of time.
a way for employees to give through payroll deduction and create a bigger impact with their giving.
a great way to engage employees and coworkers and promote team-building.
an opportunity
to thank current workplace campaign partners,
volunteers,
and donors for their efforts.a chance to share the impact donors’ gifts have had over the past year.6The Workplace CampaignUnited Way of Northeast Mississippiunitedwaynems.orgSlide7
The Employee Campaign Coordinator (ECC) is a volunteer within the workplace who coordinates the United Way campaign drive.
ECC responsibilities include
becoming educated about United Way and our programs
working with company management and United Way staff
developing a campaign plan including dates, goals, incentives, etc.
recruiting a team to assist with the campaign
coordinating employee meetings and United Way presentations
distributing United Way materials
promoting the United Way campaign within your workplaceeducating coworkers about United Way and our programscollecting employee pledges and reporting to United Way staffdistributing United Way t-shirtsthanking your coworkers for participating7Employee Campaign CoordinatorsUnited Way of Northeast Mississippiunitedwaynems.orgSlide8
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Campaign
Planning Worksheets
unitedwaynems.org
Click on the images to download these handy worksheets.
United Way of
Northeast MississippiSlide9
Management support is the key to a successful United Way workplace campaign.
Gain approval for recruiting a campaign committee and holding campaign meetings and activities on company time.
Ask
for visible support from company leadership during the campaign. Discuss strategies for corporate support, i.e. corporate gifts or a corporate match.
Discuss options for engaging senior staff through a focused Leadership Campaign within your workplace campaign.
Discuss
options for incentives that can be used to encourage participation and increased
giving. Invite United Way staff to talk with your leadership to answer any additional questions they may have.9Conducting the United Way Campaign Step 1: Get Management SupportUnited Way of Northeast Mississippiunitedwaynems.orgSlide10
Consider recruiting a team to coordinate the workplace campaign, especially if you are in a larger workplace.
Recruit a diverse team that includes people from different departments and levels (i.e., management,
operations, etc.) within the company.
Invite both new and previously involved committee members to participate.
Set a schedule of committee meetings and distribute to members. Ask everyone on the campaign team to lead the way by making a personal contribution to United Way.
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Conducting the United Way Campaign
Step 2: Recruit a Campaign Team
United Way of Northeast Mississippiunitedwaynems.orgSlide11
Invite your United Way staff representative to your campaign planning meetings to answer questions and offer ideas. Discuss strategies that fit within the company culture.
Arrange
for delivery of your campaign materials from your United Way representative.
Determine the campaign timeline, including the pledging timeline and any presentations and activities that will be taking place. The best campaigns last no longer than two weeks.
Outline campaign activities and determine which team members will be responsible for implementing them. These may include a campaign kickoff, distributing and collecting pledge forms, arranging for incentives, etc.
Evaluate
past results and identify areas for potential increases in dollars raised or participation. Set a goal to focus on these
areas
.Consider inviting a United Way partner organization to speak during your campaign. Choose an agency that will resonate well within your workplace and among your colleagues.11Conducting the United Way Campaign Step 3: Develop a PlanUnited Way of Northeast Mississippiunitedwaynems.orgSlide12
Promote
Ask your United Way representative for posters or other promotional materials to advertise the upcoming campaign.
Place information in high traffic areas around your
workplace, such as entryways and break rooms, letting employees know about the upcoming campaign.
Use multiple methods of communication: posters, email, announcements during staff meetings, payroll stuffers, social media, etc.
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Conducting the United Way Campaign
Step 4: Implement the Plan
United Way of Northeast Mississippiunitedwaynems.orgSlide13
2. Kick Off the Campaign
If possible, hold a kickoff event or meeting to let everyone know the campaign is underway.
Make the kickoff event fun and engaging for employees and communicate campaign goals, timeline, activities, and incentives.
Providing a meal can be a big draw for participation!
Invite leadership to the kickoff to communicate management support of United Way. Express your (and your team’s) support for United Way and encourage participation.
Invite
your United Way representative to speak at the meeting(s).
Invite a United Way partner organization to speak at the meeting(s) as well.
13Conducting the United Way Campaign Step 4: Implement the PlanUnited Way of Northeast Mississippiunitedwaynems.orgSlide14
3. Make the Ask
Make sure that everyone has an opportunity to give.
The number one reason people say they didn’t give is because they weren’t asked!
Set up multiple meetings to cover all shifts, departments, etc., if needed.Personally
distribute and collect pledge forms. Ask everyone to fill out a pledge form, even if they choose not to give. Be prepared to answer questions about United Way. Many common questions are addressed in this guide, and your United Way representative can address any other questions or concerns.
Show
employees the impact of their contributions. Share stories of individuals and families helped by United Way agencies. Show the United Way video. Share personal stories.
Send
out reminders to encourage people to turn in their pledges. 14Conducting the United Way Campaign Step 4: Implement the PlanUnited Way of Northeast Mississippiunitedwaynems.orgSlide15
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. Wrap Up the CampaignCollect all pledges and one-time payments.
Contact your United Way representative to finalize the campaign and turn in pledges, receive t-shirts, etc.
Report your results to employees and leadership.
Thank everyone! Send emails, ask the CEO for a thank you message for employees, hang posters. And be sure to thank the committee for their help. Hold
a final campaign meeting to evaluate your efforts and discuss ideas for next year.
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Conducting the United Way Campaign
Step 4: Implement the PlanUnited Way of Northeast Mississippiunitedwaynems.orgSlide16
The campaign is only a couple of weeks of the year, but you can stay engaged with United Way all year
.Join United Way’s email list. Visit www.unitedwaynems.org
/join or text JOIN to 22828.
Join United Way’s text message list. Text UWNEMS to 50503.Follow United Way on Facebook, Instagram, and Twitter: @
unitedwaynemsShare United Way updates and stories with employees throughout the year. Volunteer at the Back 2 School Resource Fair or other United Way events.
Include United Way information in new employee packets or invite United Way representatives to employee orientations.
Become a United Way t-shirt sponsor. Your logo will be printed on over 8,000 t-shirts.
Have United Way t-shirt days where everyone wears their t-shirt to work.
16Conducting the United Way Campaign Step 5: Year-Round EngagementUnited Way of Northeast Mississippiunitedwaynems.orgSlide17
The Leadership Giving Society is comprised of three levels
The Emerging Leaders Society –
annual gifts of $500 or moreThe Pillar Society
– annual gifts of $1,000 or more
The Tocqueville Society – annual gifts of $10,000 or moreLeadership Givers receive special recognition for their generous gifts and set an example for others in the company and community.
Consider a targeted Leadership Giving campaign within your workplace campaign, targeting management and executives. Letters or emails from your campaign team or leadership who are already giving are an easy way to ask for these special gifts.
As little as $10 per week moves a donor into the Leadership Giving Society.
Spouses’ contributions can be combined toward Leadership levels.
17Leadership GivingUnited Way of Northeast Mississippiunitedwaynems.orgSlide18
We now have options for online and mobile giving through our
MobileCause platform.To donate online, visit
www.unitedwaynems.org/donateTo donate via mobile, text GIVEUW to 50503.
These options require a credit or debit card to complete the transaction.Online campaign pledging is available. Talk with your United Way staff contact about setting up a custom online campaign for your company
.MobileCause can also be used for special events (softball tournaments, etc.), both as a method for registration, sponsorships, and participation fees, and as a way to give during the event with a custom text-to-give keyword.
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Online & Mobile Giving
United Way of
Northeast Mississippiunitedwaynems.orgSlide19
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Campaign Timeline
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WEEKS BEFORE KICKOFF Meet with and obtain CEO commitment for your upcoming campaign.
Schedule campaign dates on the calendar. Limit your actual campaign to two weeks or one payroll period. Solicit
incentive items.
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WEEKS BEFORE KICKOFF
Establish a campaign committee from each department within your company. Contact your United Way representative for campaign materials. Schedule company meetings. 3 WEEKS BEFORE KICKOFF Ask your CEO to issue a letter to employees announcing campaign dates and details. Notify all department supervisors of campaign dates and ask for their support in having employees attend campaign meetings. Review previous year’s campaign and decide what ideas to repeat and which to re-evaluate. Establish a campaign timeline so everyone is on the same page. Set goals for participation and for funds raised.United Way of Northeast Mississippiunitedwaynems.orgSlide20
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Campaign Timeline
1 WEEK
BEFORE KICKOFF Hold company Leadership Giving and supervisor meetings prior to employee meeting.
Work with United Way to arrange speakers. Promote the campaign by hanging posters on bulletin boards, issuing emails,
and distributing flyers.
Include a campaign stuffer with one or two paychecks or employee mailings leading up to the
campaign
. Publish information about the upcoming campaign and incentives in company newsletter. Post a friendly email message to everyone alerting them to the upcoming campaign. Purchase/order refreshments in preparation for your kickoff. WEEK OF CAMPAIGN KICKOFF Hold an organization-wide event to build enthusiasm and start the campaign. Distribute pledge forms and promote 100% pledge form return. Post campaign tracking charts and update them daily. Make sure to follow up with past contributors who have not yet responded. Schedule company activities to promote awareness and excitement of campaign. Display your support and excitement of the campaign by the committee wearing United Way t-shirts or displaying United Way promotional items. United Way of Northeast Mississippiunitedwaynems.orgSlide21
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Campaign Timeline
IMMEDIATELY POST-CAMPAIGN
Tally final campaign results.
Fill in any missing hourly rates for Fair Share givers.Ensure that all pledge forms have employee signatures.
Meet with your CEO and report results.
Announce final report to employees and thank them for their support.
Conduct final meeting with campaign committee and choose a chairperson for next year.
Send yellow copies of pledge forms to your United Way staff contact, along with any extra information needed (pay rates, pay frequency, etc.).Include a rollover report if your company does rollover deductions.Distribute t-shirts to donors who qualify, if they were not already distributed during meetings.United Way of Northeast Mississippiunitedwaynems.orgSlide22
Resources & Materials
United Way of Northeast Mississippi
unitedwaynems.orgSlide23
Visit
unitedwaynems.org/workplace-campaigns to download promotional materials.
Campaign Guides
PostersECC Guide
United Way logosVideos
Help Guide
Request any of these materials from your United Way staff contact.
Have another idea or need? Ask! We are happy to provide customized materials for your workplace campaign.
23Campaign MaterialsUnited Way of Northeast Mississippiunitedwaynems.orgSlide24
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Campaign
Planning Worksheets
unitedwaynems.org
Click on the images to download these handy worksheets.
United Way of
Northeast MississippiSlide25
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Sample Letters & Emails
Pre-Campaign
Letter to Employees from CEO/Manager: Dear (Employee Name):
United Way is (insert company’s name)’s partner in caring for our community. United Way brings the community together to focus on our most pressing
issues and helps develop solutions so that everyone in our community can lead stronger, healthier lives.
An investment in United Way
is an investment in our children, our families, and our future. I hope you will join me in giving generously to United Way of Northeast Mississippi. With many thanks, (CEO/Manager) Sample Email Messages: To: All Staff Subject: United Way of Northeast MS Campaign Partnering with United Way enables us to make the greatest impact in improving peoples' lives – right here in our community. That’s why I invest in United Way, and why I volunteered to lead our company’s campaign. I know you share my desire for achieving real and measurable results, like increasing self-sufficiency and building safe neighborhoods. On (date), we will be kicking off (company’s name)’s United Way campaign. This is a great opportunity to get involved and make a difference in our community. I will be contacting you soon with more details. Thanks in advance for your participation. To: All Staff Subject: 2017 United Way Campaign Meeting (Add date, time, and location of meeting). Don’t miss this opportunity to hear how you can make a lasting impact in our community!United Way of Northeast Mississippiunitedwaynems.orgSlide26
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Key Links & Resources
United Way of Northeast Mississippi social media accounts to follow & tag:
Twitter: @unitedwaynems
Facebook: @unitedwaynemsInstagram:
@
unitedwaynems
LinkedIn: unitedwaynems.org/linkedinYouTube: unitedwaynems.org/youtubeUnited Way Worldwide Social Media Accounts to Follow and Tag:Twitter: @UnitedWayFacebook: https://www.facebook.com/UnitedWay/Instagram: @UnitedWayLinkedIn: /unitedwayworldwideKey Links and Resources: United Way Website United Way Workplace Campaigns Page United Way Email List United Way WorldwideUnited Way of Northeast Mississippi contact info:Website: unitedwaynems.orgPhone: 662-841-9133Campaign StaffRuss Wilson, Campaign Directorruss@unitedwaynems.org662-432-1610662-213-3302Mike Mitchell, Campaign Directormike@unitedwaynems.org662-432-1606662-687-1932
United Way of
Northeast Mississippi
unitedwaynems.org