Employee Campaign Coordinator Guide

7/17/2019 Employee Campaign Coordinator Guide

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EMPLOYEE CAMPAIGN

COORDINATOR GUIDE

(ECC)

45 Kent Street North, PO Box 472, Simcoe, Ontario N3Y 4L5

Phone: (519) 426-5660 Fax: (519)426-0017 E-mail: [email protected]

Charitable Organizaon No: 89606 0514 RR0001



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Table of Contents:

Page 3 - Welcome

Page 4 - About United Way of Haldimand and Norfolk

Page 6 - Campaign Plan

Page 7 - Best Pracces

Page 13 - Sample Campaign Model

Page 15 - FAQ’s

Page 16 - Membered Agencies

Page 17 - Tools and Resources



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Welcome to United Way of Haldimand and Norfolk’s Annual Workplace Campaign. We would like to

take a moment to thank you in advance for the job you are about to do.

We realize that organizing your team and planning your workplace campaign at mes may be

challenging. Our hope is that the key informaon presented in this guide will provide you with the

groundwork needed for a successful campaign. Whether you are new to your volunteer role or have

been with us for years, we want to make this campaign fun and enjoyable. We want you to feel

condent in your role as Employee Campaign Coordinator (ECC) and know that you are making a

posive dierence in our community.

ECC’s are an integral part of the United Way Campaign. You are the go to person. The one who

assembles a team, creates a plan and acts as an “ambassador” for United Way.

Some of your responsibilies include:

Learning about the United Way of Haldimand and Norfolk

What we do

Funded agencies

Collaboraons and partnerships

Recruing canvassers and other volunteers to assist you with your campaign

Communicang with your United Way sta partner

Creang awareness and movang your team

Collecng pledge forms and answering quesons

Conducng an evaluaon at the end of your campaign and making recommendaons for

next year

We are here to help.

Welcome



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United Way of Haldimand and Norfolk has been working to create opportunies to beer the lives

of everyone in our community.

With your support:

● We meet immediate short-term needs by providing stable funding to frontline agencies,

strengthening their capacity to help individuals when they need it most.

● We address the root causes of social problems by invesng in long-term eorts that work

to change whole communies.

● We bring community resources and partnerships together to tackle complex issues and

then together , make change happen.

Focus Areas

About United Way



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All that kids can be is a focus area where we

look to improve access to early childhood

learning and developmental programs, to

help children and youth do well in school

and complete high school. Our aim is to

support youth in making healthy transions

into adulthood and post-secondary educaon.

It’s important that acvies, both fun and

developmental, be available to your of all

ages.

We are commied to helping people break

the cycle of poverty. For our agencies under

From poverty to possibility, the focus is to

implement services and programs that will

provide stability. The goal is to provide basic

human needs such as geng and keeping

employment; nding aordable housing and

methods of transportaon; and being able toaccess food or shelter. We want to ensure

that families and individuals have immediate

support to avoid or move out of poverty.

Our focus on Healthy people, strong

communies is apparent in the way that we

aim to educate and engage the community.

Our goals are to improve access to social and

health related support, to mobilize and sup-

port resident and community engagement,

and to support community integraon and

selement. Our agencies are commied to

providing services that help build

relaonships, generate awareness and gives

someone a second chance.



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Meet

● Have a meeng with your United Way sta partner well in advance of your campaign to discuss

strategies and ideas that may help you with planning and implementaon.

● Invite senior management/labor to be a visible part of your campaign. (if applicable)

Recruit

● Organize a commiee of dedicated volunteers that are representave of you enre organizaon.

Prepare

● Invite your United Way sta partner to make a presentaon to your team.

● Learn more about United Way of Haldimand and Norfolk visit: www.unitedwayhn.on.ca and review

materials given to you by your United Way sta partner.

Goals and Strategies

● Set realisc, achievable goals for your campaign.

● Focus on increasing employee parcipaon and increasing the average gi.

Plan Approach

● Set campaign dates including canvassing meline(s).

● Schedule employee presentaons.

● Plan pledge package distribuon.

Promote

● Display posters and thermometers.

● Send out emails/memos.

Monitor and Report

● Communicate results regularly with your commiee, colleagues, senior management, labor and

United Way.

● Ensure that all dollars are submied to United Way in a mely fashion for receipng and recognion

purposes.

Thank

● Publicly acknowledge your commiee members canvassers for volunteering their me.

Campaign Plan



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Involve Senior Management/Labor

Successful workplace campaigns need a strong endorsement form management and labor (where

applicable). By agreeing to a campaign, your CEO/senior manger/union leader has already indicated an

interest in supporng United Way of Haldimand and Norfolk and our community. Encourage him or her to

take an acve and visible role in your workplace campaign. Some examples may include:

Sending a personalized message to each employee endorsing the United Way Campaign

Aending and/or speaking at your campaign events

Approving the employee me necessary to plan and implement your workplace campaign

Recruit Your Campaign Commiee

Because your commiee will help plan and implement your enre campaign, the single most important

element for its success is the recruitment of the right people.

Start this process early. Forming a commiee with a blend of new and returning members will encourage

new ideas while maintaining connuity. The size of your organizaon will determine how may members

your commiee will need and what their individual funcons will be. Once all members of commiee are

recruited, contact your United Way sta partner to help with orientaon.

Recruit Canvassers

Some of the most important members of your team will be your canvassers, the people on the frontlines

who are directly responsible for educang co-workers about the work of United Way and asking for their

nancial support. Building enthusiasm and commitment as well as preparing your team is one of your most

important roles. Invite your United Way sta partner to assist with the training process.

A canvasser guide has been created as a resource for your team. Contact the

United Way of Haldimand and Norfolk today to have your copy delivered.

Best Pracces



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Analyze Your Past Campaign

Review results of past campaigns. This will help your commiee to idenfy campaign strengths and

opportunies. It will also help you set realisc goals. Here are a few quesons to consider:

Was your CEO/senior management/labor involved?

Was there commiee members represenng every part of your organizaon?

Were commiee members and canvassers trained by a United Way sta partner?

Was United Way invited to parcipate as part of your campaign team?

What was your goal? Did you achieve it?

How were the pledge forms distributed?

Was payroll deducon available?

Were the special events eecve in generang fun, awareness and revenue?

How was your campaign promoted?

Did you have an employee presentaon with an Impact Speaker?

Were volunteers and donors thanked?

A review of these areas could lead to solving campaign challenges and assist in developing

recommendaons. United Way can help facilitate this process in an informave and friendly manner.

Set Your Goals

Set ambious yet realisc goals using the challenges and successes of previous campaigns as a

benchmark.

Increase last year’s achievement 5%

Increase parcipaon by 5%

Invite a United Way Impact Speaker to share their stories

Best Pracces



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Plan Your Campaign

A successful campaign is 80% planning, 15% implementaon and 5% evaluaon. The main objecve of

your campaign is to generate resources by increasing employee awareness of community needs, the

service available and how donaons are being ulized in our community. It is important that every

employee be given the opportunity to learn this informaon in order to make an informed decision.

The main areas to consider in your plan:

1. Establishing a meline or crical path

This will help everyone on your team see the full campaign picture.

2. Educang Employees

Awareness is achieved through ongoing communicaons and employee presentaons. Inving a

United Way Impact Speaker to preset is an excellent resource for movaon colleagues to take part.

A United Way presentaon can bring your campaign to life through real stories from people who have

overcome adversity.

3. The Canvass

At United Way of Haldimand and Norfolk, our philosophy is to give everyone the opportunity to make

an informed decision on whether or not to donate.

To plan the canvassing component of your campaign:

Recruit canvassers that are representave of your enre workforce and facilitate peer-to-

peer canvassing

Train canvassers

The #1 REASON people don't give?

They weren't asked!

Best Pracces



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The Ask

Approach your colleagues by choosing a method best suited to your workplace. Asking people for their

support is one of the most important, but oen overlooked aspects of fundraising.

→ Face-to-Face Ask

A canvasser personally connects with a fellow co-worker.

→ Group Ask

Pledge forms are distributed following a presentaon in and eecv3 an ecient method, ensuring that

everyone receives the same message. Your canvassing team sll has a one-to

-one role to play in these

situaons by encouraging colleagues to aend presentaons and then following up with those who

were not present.

→ Combinaon Ask

Similar to a group canvass, a presentaon is held but pledge forms are not distributed, allowing

canvassers to perform a one-to-one follow up with each employee. Canvassing should be done

immediately following the presentaon.

→ Mail

Pledge forms are distributed by mail. While the personal approach is the most eecve method of

canvassing, certain work situaons necessitate the use of a mail approach to eecvely reach all

employees. Experience shows that the most eecve mail solicitaons are conducted as a separate

communicaon and not included in pay envelopes, aer all, many never need to open those envelopes.

Promote payroll deducons. It oers an easy and convenient payment

plan which allows donors to support United Way over a 12 month period.

Best Pracces



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Promote Your Campaign

Publicity and promoon infuse spirit and help kick o the fun of your United Way Campaign.

Promoonal materials such as poster, brochures, progress thermometers, balloons and sckers are

available to help you generate awareness and encourage parcipaon.

Ideas to help your promote your campaign:

● Internal campaign kick-o

● Provide awareness opportunies such as a presentaon by a United Way Impact Speaker

● Work with your United Way sta partner to set up a tour

● Provide every employee with a brochure and pledge form

● Use your sta newsleer or intranet to present campaign highlights and success stories

● Send emails to provide the latest campaign progress- include a “did you know” fact

● Display posters and thermometers in highly viable areas

● Show our United Way campaign video (if available)

● Coordinate department challenges

Monitor Your Progress and Report Your Results

Make sure to update your thermometer and report campaign results regularly. This ensures that

everyone has the latest informaon, generang more campaign excitement and enthusiasm.

● Follow-up with individual canvassers shortly aer the canvassing begins

● Oer assistance if required

● Report results to your United Way sta partner and to senior management/labor

● Conduct a mid-campaign analysis to ensure your plans are on track

Best Pracces



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Recognion / Thank You

United Way relies on you to ensure that everyone involved in your campaign is appropriately THANKED

for their generosity and parcipaon. Remember to:

● Thank commiee members, canvassers and other campaign volunteers

● Thank senior management and labor

● Thank all donors

● Thank suppliers for incenve prizes

There are many ways to recognize the hard work and eorts of your volunteers. Examples include

sending an email or providing them with a appreciaon cercate.

Evaluate Your Campaign

It is important for the commiee to analyze and evaluate all aspects of the campaign. The analysis acts as

the foundaon for an even more successful campaign next year. If requested, United Way can help you

through this nal process.

● Review campaign results and compare them to your objecves. The recommendaons will be

valuable in planning next year’s campaign

● Write a report idenfying campaign acvies and results

● File the report in your organizaon’s United Way campaign le

● Send a copy of the report to United Way

Best Pracces



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Learn about United Way

Recruit your volunteer commiee

Have a meeng with your United Way sta partner to discuss training and

presentaon opportunies

Conrm senior management and labor leaders availability for your

campaign kick-o and wrap-up celebraons

Aend an ECC workshop, if available. Share best pracce with others

Have a meeng with your commiee to analyze last year's campaign and

to set goals for this years

Create fun incenves and giveaway programs to encourage giving; secure

prizes

Meet with your commiee to develop your campaign strategy, meline

including:

- kick-o

- canvassing structure

- special event

- wrap-up celebraon

Connue recruing canvassers if needed

Organize canvasser training through your United Way sta partner

Promote your United Way Campaign and kick-o celebraons via company

newsleer, email and/or sta bullen boards

Order promoonal materials including brochures, pledge forms, posters,

balloons and casual day sckers through your United Way sta

partner\request an Impact Speaker

Train canvassers

Connue promong your United Way campaign and kick-o celebraons

Hang posters in lunchrooms and other high trac areas

Pre-Campaign

6 weeks

prior

5 weeks

prior

4 weeks

prior

3 weeks

prior

1 week

prior

Sample Campaign Model



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Campaign (two week sample)

Kick-o

Celebraon

Canvass

Week 1

Canvass

Week 2

Wrap Up

United Way Impact Speaker/Campaign video (if available)

Introduce your United Way Commiee

Share your campaign schedule\Oer a snack and/or incenve to aend

the kick-o

Hand out pledge forms

Promote leadership giving

Start canvassing aer your kick-o. Remember to canvass by shi and

department\provide each employee with a brochure to help them

understand who United Way is and what we do

Give donors instrucons on where to drop o pledge forms or how they

will be collected

Promote incenves for early bird draws, new donors etc.

Mid-week, have early bird draw

Connue the canvass for the rest of the week

Update campaign thermometers

Update campaign status via email or intranet at the end of week one

Connue canvassing

Re-canvass anyone who has not returned a pledge form

Connue to update colleagues via email, announcements and the

thermometer

Run your special event (if applicable)

Update United Way with results to date

Thank all volunteers and donors

Announce results, wrap-up celebraon

Pledge forms to payroll and to United Way

Submit cash and cheque contribuons to United Way

Evaluate results against your goals and strategies

Sample Campaign Model



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What does United Way do?

United Way works to create opportunies to beer the lives of Haldimand and Norfolk residents. We

are commied to making posive, long-term changes that target the root causes of the social

challenges facing our community. Funds given through United Way are invested right here at home,

where you live, work and play. They support a network of programs and services with a focus on our

three priority areas:

All that kids can be

From poverty to possibility

Healthy people, strong communies

Why should I give to United Way?

By giving to United Way, you are invesng in your own community. We work together with local service

providers with the goal of ensuring a strong social support network. This network of services in turn

strengthens our enre community. Your contribuon helps us to build strong agencies, develop

partnerships to address complex social issues and advocate on our community’s behalf, so that every

contribuon brings as much impact as possible to the community.

Who runs the United Way?

Each United Way is autonomous and run by a local, volunteer Board of Directors with the assistance of

paid sta.

Will my donaon stay in my community?

Yes. Unless you designate your gi to another United Way, your donaon will remain in Haldimand

and Norfolk and will be invested into programs and services that benet residents in our community.

I do not support United Way because I don’t believe in one of the Member Agencies.

Everyone has dierent beliefs, needs and personal experiences or possibly may even have falseinformaon about an Agency or funded program. Concerns can oen be addressed by calling United

Way of Haldimand and Norfolk for further informaon.

I can’t aord it.

Even the smallest gif has impact. Donang through payroll deducon will spread your donaon over a

full calendar year making your gi aordable.

FAQ’s



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Norfolk Community

Help Centre

Member Agencies



United Way has many tools and resources that you may nd helpful when planning your workplace

campaign. We oer:

Brochures

Posters

Pledge Forms

Tip Sheet

Campaign Video (if available)

Casual Day Sckers

United Way Balloons

United Way Sckers

Plasc United Way Banners

Plasc United Way Table Cloths

Thermometer Posters

United Way Lapel Pins

(limited quanes)

Canvasser Guide

FAQ’s Sheet

Impact Stories

Annual Report

Audited Financial Statements

Lisng of United Way funded agencies

Lisng of Partnership and Collaboraons

United Way Aprons

United Way Stand Up Banners

(indoor use only)

United Way t-shirts

Campaign Resources Educaonal Resources

Loaned Items

Tools & Resources

Thank you for volunteering

Employee Campaign Coordinator Guide

Documents

Transcript of Employee Campaign Coordinator Guide