EMPLOYEE CAMPAIGN

Table of Contents

W E L C O M E

W H A T I S A N E C M

C A M P A I G N T I M E L I N E & C H E C K L I S T

B E S T P R A C T I C E S

S E T T I N G A U W M E E T I N G / C A M P A I G N T H E M E S

C A M P A I G N T O O L B O X

M E S S A G I N G / F A Q

C L O S I N G C A M P A I G N S

Y E A R - R O U N D E N G A G E M E N T

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Words from our leadership

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Dear Employee Campaign Manager,

We know that United Way campaigns at more than 1,500 companies throughout our metro area

don’t just happen. They are envisioned, led and accomplished by dedicated people like you – our

Employee Campaign Managers (ECMs). And for that we offer you our deepest gratitude and

admiration.

The ECM at each company is truly at the heart of making a United Way campaign successful –

and successful campaigns mean that thousands of children, teens, adults and families throughout

Greater Kansas City will receive the help they need.

We know that serving as ECM means additional responsibilities for you, and we truly appreciate your willingness to provide that leadership in order to help our community.

We hope the information included in this guide will give you the tools, best practices and guidance

you need to make your 2016 United Way Campaign as successful as possible.

Our campaign theme this year is “You. Me. One KC.” It means that each one of us, coming together

through the United Way campaign, can make a stronger, more thriving KC possible for all of us. But

we also know the “you” in that tagline has special meaning when it refers to YOU, our Employee

Campaign Managers. This truly wouldn’t be possible without you and the tremendous leadership

you provide.

Thank you!

Steve Edwards

Chairman & CEO

Black & Veatch

2016 Campaign Co-Chair

Brent Stewart

President & CEO United Way of

Greater Kansas City

Alise Martiny

Business Manager KC Building & Construction Trades Council

2016 Campaign Co-Chair

W H A T D O E S A N E C M D O ?• Educates co-workers about United Way and provides opportunities for them to get engaged

• Assembles a committee of ambassadors; your colleagues help you build support for the campaign

• Sets goals to increase giving and volunteering (number of donors, dollars raised)

• Holds a campaign kickoff and coordinates other special events

• Distributes United Way materials and pledge forms to colleagues; prepares and submits completed pledge forms to your United Way liaison

B E N E F I T S O F B E I N G A N E C M :• Showcase your leadership and project management skills at work

• Network with colleagues at your organization and in other industries

• Create positive impact in your community

Y O U R T E A M A T U W

Donor Relations Manager | United Way staff member who assists ECMs with campaign efforts,

including year-round activities.

Loaned Executive or Campaign Associate | Staff member from a United Way corporate partner

who volunteers during campaign season and helps the donor relations manager.

Gift Processing | United Way team that processes pledges made during campaign.

ePledge and eWay Coordinator | (if applicable) United Way team that builds and supports

digital platforms for giving.

Employee Campaign Manager • A person who helps his/her organization work with United Way and leads the organization’s annual United Way campaign through planning, implementation and evaluation.

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Educating our new associates and pushing our existing donors from different markets to higher levels made our campaign fun and built up our team. It is fun to see your team work together toward a common goal for our community!

Working with United Way has given me a better appreciation for what United Way does

for the whole of our community. Such great, local programs make it easy to help

our employees find a connection that makes their giving meaningful.

Carly LepicECM | SCHEELS

Amanda HembreeECM | SULLIVAN HIGDON & SINK

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Campaign TimelineP R E - C A M P A I G N4 T O 6 W E E K S B E F O R E C A M P A I G N K I C K O F F

Attend ECM training

• Host planning meetings with your United Way Donor Relations Manager to map out campaign strategy

Analyze past results and set campaign goals: dollar amount and/or number of participants

• Build campaign team

• Plan Kickoff Rally

Attend United Way’s Spirit of Caring Kickoff Luncheon & Annual Meeting on September 8 at Intercontinental Hotel!

Meet Donor Relations Manager

P O S T - C A M P A I G ND U R A T I O N : 1 W E E K

Announce results to company

Thank ambassadors and employees with an event, email or letter

• Debrief with your United Way Donor Relations Manager

• Coordinate year-round engagement activities for your employees

C E L E B R A T E Y O U R C A M P A I G N

Attend United Way’s Victory Celebration on December 1 at the Intercontinental Hotel!

C A M P A I G ND U R A T I O N : 1 W E E K T O 1 M O N T H

Educate staff Host a kickoff event with a United Way Donor Relations Manager in attendance

• Conduct leadership giving meeting

• Encourage ambassadors to talk about campaign and giving options

• Schedule personal asks

• Send emails about activities (reminders about events, last day of campaign giving, volunteer opportunities, etc.)

• Collect pledge forms; if running an e-campaign, encourage completion of e-pledges

Volunteer Event

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Best PracticesT O P - L E V E L S U P P O R T A N D C O R P O R A T E M A T C H

Endorsement from your company’s CEO is vital to the overall success of your United Way

fundraising efforts. A corporate match on employee dollars is a great way to incentivize a donor’s

pledge.

C O N D U C T A F U N A N D E D U C A T I O N A L C A M P A I G N

• Don’t run your campaign alone — form a committee!

• Use incentives to turn special events donations into payroll deductions/monthly pledges.

• Educate before asking: communicate United Way’s work in Greater Kansas City and the needs of our community.

• Promote United Way via social media and internal resources.

E N G A G E L E A D E R S H I P T O S T R E N G T H E N Y O U R C O M P A N Y ’ S I N V E S T M E N T

• United Way leadership donors are leaders in their organization, leaders in our community and leaders in generosity.

• The success of UWGKC depends on the community working together to change people’s lives

and create lasting results. Leadership donors build the foundation of that success.

G O A L - S E T T I N G W O R K S H E E T

Set a challenging, yet attainable goal. Be ambitious but realistic so your co-workers have an

attainable goal to reach.

R E V I E W A N D W R A P - U P

• Thank all your donors

• Provide copies or scans of your pledge forms to your payroll department

• Meet with United Way staff member to review the campaign report envelope

• Inform your leadership team of campaign results

• Plan year-round activities with your Donor Relations Manager, like donation drives and volunteer events that match your company’s focus area

2015 T O T A L S 2 01 6 G O A L S

T O T A L $ % I N C R E A S E

EMPLOYEE CONTRIBUTION, SPECIAL EVENTS

$EMPLOYEE CONTRIBUTION + SPECIAL EVENTS =

CORPORATE MATCH/GIFT = $

CORPORATE GIFT

NEW LEADERS X $1,200 = $

# LEADERS

NEW DONORS X $ = $

AVG. GIFT% PARTICIPATION

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How to ask for a pledgeS T R A T E G I E S F O R A S U C C E S S F U L A S K

G E T D O N O R S ’ U N D I V I D E D A T T E N T I O N

• Start the discussion on a positive, friendly note

• Explain the purpose

• Find out what they know about United Way

E X P L A I N U N I T E D W A Y A N D W H Y Y O U S U P P O R T U S

• Bring UWGKC materials and be prepared to explain them. Provide flyers to each person or use a front-of-the-room presentation

• Share a personal story, success story or United Way facts

A S K F O R T H E P L E D G E

• With new donors, ask for a first-time gift and offer an incentive for giving

• For annual donors, encourage or incentivize them to increase their gift

• Consider asking for a specific increase, such as $1 more a week or pay period or a 10% increase

• Remember, you are not asking for yourself; you are asking on behalf of someone who needs help

• Offer incentives for turning in a pledge form or submitting an ePledge

A N S W E R Q U E S T I O N S A N D H A N D L E C O N C E R N S

• 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 Donor Relations Manager

• Recognize that some donors have real concerns; people have a right to feel good about their gift

S A Y “ T H A N K Y O U ”

• Regardless of what the donor decides, thank them for their time

• People like to know their gift is appreciated

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Setting a UW meeting

S A M P L E A G E N D A

C A M P A I G N T H E M E I D E A S I N C E N T I V E I D E A S

I T E M

M O S T I M P O R T A N T L Y — S A Y T H A N K Y O U !

P R E S E N T E R D U R A T I O N

Opening remarks

CEO Endorsement

United Way Overview

The Ask

Closing Remarks

ECM

CEO

DRM

ECM and DRM or CEO

ECM

2 minutes

1 to 5 minutes

9 minutes

2 minutes

1 minute

• Broadway/Hollywood/movies

• Pirates/cowboys

• Sports/local teams

• Hawaiian/beach

• Superheros

• James Bond

• Decades/History

• Carnival/Mardis Gras

• Olympics

• PTO – hour, half day, full day

• Coupons or gift certificates

• Movie or sports tickets

• Prime parking spaces

• Dress down days

• Sleep-in-late or leave-work-early days

• Mugs, t-shirts, key chains, etc.

• Lunch or dinner with CEO

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Campaign Tools

Print

United Way provides a variety of both print and digital materials for you to

use in building a campaign that will be most effective for your company.

Here are the items you can choose from:

You may order quantities of any of these materials that United Way will print and deliver to you, or

we can provide you with the artwork for your company to print internally.

C A M P A I G N O V E R V I E W B R O C H U R E Gives a brief overview of what United Way does

and what impact your gift to United Way can

make in our community.

L E A D E R S H I P B R O C H U R E

For donors with the potential to make a

leadership gift ($1,200 or more), this booklet

outlines the benefits and giving society

memberships available to our most generous

donors.

W H A T Y O U R G I F T P R O V I D E S / W H A T W E M A D E P O S S I B L E F L Y E R

Two-sided letter-sized flyer gives specific examples of what an individual gift provides and the

improvements that our combined investment in United Way have made possible in our community.

O U R W O R K B R O C H U R E

Provides an overview of how United Way invests in programs in our community that affect people

at all stages of life: Healthy Beginnings, Prepared Youth, and Thriving Adults & Families.

I N C E N T I V E S F L Y E R

Letter-sized page that outlines United Way’s Caring Club (open to those who donate $192 or more)

and other incentives that United Way offers for donors at varying levels.

P L E D G E F O R M S

Paper versions of our pledge form are available for all campaigns.

Be sure you make a copy of each paper pledge form before you turn the originals in to United Way.

T H E R M O M E T E R P O S T E R

11 x 17” poster to track your progress toward reaching your company’s campaign goal. (Artwork also

available for you to print in a larger size if your company has that capacity.)

Leading the way to a stronger community

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Digital

Video

All print materials can be viewed and downloaded as PDFs at

http://www.unitedwaygkc.org/creating-an-impact/campaign-tools/

E M A I L T E M P L A T E An Outlook email template designed with campaign graphics is available for your internal emails.

S A M P L E M E S S A G I N G and art for screens (intranet, screen savers, other internal screens)

S A M P L E C O P Y A N D A R T for social media use, including a badge/filter that employees can use on their personal social media pages to indicate they have donated to United Way.

U S E H A S H T A G S # U M E 1 K C A N D # U N I T E D W A Y G K C for all of your United Way-related social media posts.

View this year’s campaign video online:

United Way website: www.unitedwaygkc.org,

YouTube: https://youtu.be/QbnuXAveoV0

Download from Vimeo: https://vimeo.com/unitedwaygkc/videos

P O S T E R S Thirteen 11x17” posters that feature UMe1KC art and individual donor/recipient stories.

U N I T E D W A Y 2 - 1 - 1 C A R D S

Business cards that give brief information about the services provided by United Way 2-1-1, our

free 24-hour call center for those seeking community resources.

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Key Messaging/FAQsE L E V A T O R S P E E C H

U N I T E D W A Y 2 - 1 - 1

United Way helps people in the Greater Kansas City community reach their full potential. We do

this through raising money and support and investing that support into community programs that

positively impact those in need through every part of their lives. Our work is about connecting

children, teens, adults and families with the tools and support they need to thrive.

In short, United Way works with everyone in the community to make the community better for

everyone.

United Way also provides a free, confidential call center and a comprehensive online database to

connect those in need with the community resources that can help them. United Way 2-1-1 call

specialists are available 24 hours a day, 365 days a year.

O U R I M P A C T A R E A S

H E A L T H Y B E G I N N I N G S

Healthy, thriving young

children ready for school

success

P R E P A R E D Y O U T H

The next generation

ready for career and life

success

T H R I V I N G A D U L T S & F A M I L I E S Connecting children,

adults

and families with tools

and supports to thrive

C Y C L E O FS U C C E S S

Connecting children, adults and families with tools and

supports to thrive

HE

AL

TH

Y B

EG

INN

ING

S

PREPARED Y

OU

TH

TH

RIV

ING ADULTS & FAMILIES

Connecting children adults and families with tools and

supports to thrive.

C Y C L E O F S U C C E S S

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W H E R E D O E S M Y M O N E Y G O ?

A D M I N I S T R A T I V E C O S T S

All funds donated to United Way of Greater

Kansas City stay here to help those within our

own community.

United Way provides funding for major

initiatives we lead in collaboration with

community partners, as well as providing

funding for 158 programs at 308 partner

nonprofit agencies.

United Way of Greater Kansas City’s administrative costs are 12 percent, with 88 cents of every

dollar donated going directly to providing services. This is one of the lowest percentages of

administrative costs among all nonprofits in Greater Kansas City.

The Better Business Bureau recommends that all nonprofit organizations should have administrative

costs of 25 percent or less.

46%20%

15%

8%

12%

Program allocations and grants

Donor designations

Program services

Combined Federal Campaign

Fundraising and administration

More details about United Way’s financials can be found on our website at http://www.unitedwaygkc.org/discover-your-united-way/financials/

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Closing Out Campaign

• Upon closing the digital pledging portal, United Way will send you a final report containing all

giving information

• United Way will send you a payroll deduction file containing all payroll pledges;

Please provide contact information for your payroll department if you would like information sent directly to them.

• Submit payroll deductions to your HR or payroll team for filing

Handling Paper Pledge Forms During Campaign

Running ePledge or eWay Digital-Giving Platform

• At the close of the campaign, follow up with your staff to make sure no one has forgotten to

submit their pledge form to you

• The following information is required in order for the pledge form to be processed:

» Name

» Address

» Employer

» Total annual gift

• Make copies of finished pledge forms and submit to your HR or payroll team for filing

• Fill in the information on the front of the envelope to the best of your ability

» Place pledge forms, along with any cash or checks collected, into the Campaign Envelope

provided by United Way

» Remember to include documentation supporting any corporate gifts included in your

campaign total (corporate pledge form, email/letter confirming your organization’s intent

to make a corporate gift; please make sure document includes dollar amount)

» Don’t forget to include any special event money raised as well

• Reach out to your United Way contact to pick up the envelope

• Thank your staff!

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Tips for Year-Round Engagement

S O C I A L M E D I A

• Stay up to date on United Way’s work by following us on Facebook, Twitter, Instagram and

Snapchat.

• Participate in social media campaigns around United Way’s community focus on Healthy

Beginnings, Prepared Youth, and Thriving Adults & Families.

O U R P U B L I C P O L I C Y P L A T F O R M

• United Way works in collaboration with volunteers, community partners, and health and human

service advocates to support these policy positions and principles at the local, regional and

state levels in 2016.

• To read our public policy agenda, click here.

U N I T E D W A Y I S Y O U R H O M E F O R C O N N E C T I O N S T O V O L U N T E E R O P P O R T U N I T I E S A L L A C R O S S T H E C O M M U N I T Y

Check out United Way’s Volunteer Portal, where you can find opportunities that fit your schedule,

interest, and location!

U N I T E D W A Y V O L U N T E E R E X P E R I E N C E S

Year-round United Way engagement opportunities including Team Smile, Poverty Simulation, Mad

City Money and VITA (Volunteer Income Tax Assistance).

S K I L L E D V O L U N T E E R I N G

Opportunities abound for skilled volunteering. Please reach out to your United Way contact for

more information.

Advocate

Volunteer

United Way’s three core actions are: Give. Advocate. Volunteer. Upon

completing the end-of-year giving campaign, the rest of the year your

relationship to United Way should focus on advocacy and volunteering.

Meaningful community solutions require more than money or programs or policies. The kind of real

and lasting change that benefits everyone is only possible when people from all walks of life are

willing to roll up their sleeves and go where their time and talent is most needed.

Please visit www.unitedwaygkc.org to find an up-to-date list of volunteer opportunities around the

KC metro area. For questions or additional information on volunteering please contact

Liz Wilkin, Engagement Manager, at liz.wilkin@uwgkc.org or 816-559-4769.

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801 W. 47th Street, Suite 500 Kansas City, MO 64112

www.unitedwaygkc.org