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Page 1: TOP 10 STEPS TO A SUCCESSFUL CAMPAIGN...10 STEPS TO A SUCCESSFUL CAMPAIGN 1. Recruit a campaign planning committee 2. Evaluate campaign history and set S.M.A.R.T. goals 3. Gain CEO

United Way of North Central Florida fights for the Health, Education and Financial Stability of every person in our community.

TOP 10 STEPS TOA SUCCESSFULCAMPAIGN

Page 2: TOP 10 STEPS TO A SUCCESSFUL CAMPAIGN...10 STEPS TO A SUCCESSFUL CAMPAIGN 1. Recruit a campaign planning committee 2. Evaluate campaign history and set S.M.A.R.T. goals 3. Gain CEO
Page 3: TOP 10 STEPS TO A SUCCESSFUL CAMPAIGN...10 STEPS TO A SUCCESSFUL CAMPAIGN 1. Recruit a campaign planning committee 2. Evaluate campaign history and set S.M.A.R.T. goals 3. Gain CEO

10 STEPS TO A SUCCESSFUL CAMPAIGN

1. Recruit a campaign planning committee

2. Evaluate campaign history and set S.M.A.R.T. goals

3. Gain CEO and leadership support

4. Publicize your campaign

5. Create special events and have fun!

6. Conduct an educational campaign

7. Promote leadership giving

8. Ask everyone to give

9. Understand payroll deduction

10. Give thanks and report results

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STEP 1: RECRUIT A CAMPAIGN PLANNING COMMITTEE

You don’t have to do it alone! Engage employees in your workplace to become a part of a planning committee. Everything is more enjoyable when you have the support of others. Include United Way staff!

How to create a committee• Ask your supervisor for committee recommendations - it helps to have all levels and/or departments

represented.• Start with who you know- ask co-workers you are comfortable with if they will join you.• Create roles/jobs responsibilities (i.e., the fun committee, the food committee, the prize committee, etc.).• Ask your committee for ideas and suggestions on how to have fun and how to engage their co-workers and

departments.• Ask United Way staff to help you plan.• Recognize your committee and be sure to thank them!

UF Health’s 2017 planning committee with former University of Florida coach Steve Spurrier.

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To know what you want to achieve, you need to know your past campaign results! Campaign goals are an important part of the keys to success! Make sure they’re S.M.A.R.T — Specific, Measureable, Achievable, Reasonable, and Timely! An example of a S.M.A.R.T. goal is “to increase leadership dollars by 10 percent by November 1, 2018,” instead of “increase leadership dollars.”

How to evaluate your past results• Set up a meeting with United Way staff and review past history.• Determine what worked and what didn’t work in prior years.• Decide what is most important to your organization (i.e., average gift, employee participation, number of

leaders, total dollars raised, etc.)• SET GOALS!

Type Life Pledge 2017 Pledge 2017 Chg % 2016 Pledge 2016 Chg %Corp Gift $174,516.68 $33,377.92 0.034 $32,279.91 0.1474Employee Gift $361,268.99 $68,727.23 0.0293 $66,771.05 0.1794Other Non-Campaign Gift $1,000.00 $0.00 0 $0.00 0Workplace Special Events $6,759.59 $718.11 0.2151 $591.00 0.3463**CAMPAIGN TOTAL $542,545.26 $102,823.26 0.0319 $99,641.96 0.1697**NON-CAMPAIGN TOTAL $1,000.00 $0.00 0 $0.00 0Leader $ $172,514.34 $35,434.10 -0.0828 $38,634.32 0.1439# Leader 37 -0.119 42 0.1351# of Employees 257 0 257 0.3892# of Donors 257 0.0363 248 0.2984% Participation 1 0.0363 0.965 -0.0653Average Gift $267.42 -0.0068 $269.24 -0.0916C/Capita $129.88 0.0341 $125.60 -0.1741E/Capita $267.42 0.0293 $259.81 0.151United Way Campaign $543,545.26 $102,823.26 0.0319 $99,641.96 0.1697

2015 Pledge 2015 Chg % 2014 Pledge 2014 Chg % 2013 Pledge 2013 Chg % 2012 Pledge 2012 Chg %$28,132.50 0.0775 $26,108.94 0.488 $17,546.00 0.2784 $13,725.41 0.4428$56,612.26 0.0437 $54,242.38 0.4642 $37,046.00 0.3562 $27,316.82 0.3792

$0.00 0 $0.00 0 $0.00 -1 $1,000.00 0$438.99 -0.3021 $629.00 14.1749 $41.45 -0.8232 $234.50 -0.7706

$85,183.75 0.0519 $80,980.32 0.4822 $54,633.45 0.3236 $41,276.73 0.3604$0.00 0 $0.00 0 $0.00 -1 $1,000.00 0

$33,774.00 0.2499 $27,020.50 1.4625 $10,973.00 0.1584 $9,472.32 0.185537 0.3214 28 2.1111 9 0.125 8 0

185 0.0756 172 0 172 0 172 0191 -0.0104 193 0.1221 172 0.2555 137 -0.1543

1.0324 -0.0799 1.1221 0.1221 1 0.2555 0.7965 0$296.40 0.0546 $281.05 0.3049 $215.38 0.0802 $199.39 0$152.07 0.0018 $151.80 0.4881 $102.01 0.2783 $79.80 0$306.01 -0.0296 $315.36 0.4642 $215.38 0.3561 $158.82 0

$85,183.75 0.0519 $80,980.32 0.4822 $54,633.45 0.2923 $42,276.73 0.3934

STEP 2: EVALUATE CAMPAIGN HISTORY AND SET GOALS

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Organization: ____________________________________________________________________________________________

Campaign Coordinator(s): ________________________________________________________________________________

UW Staff Support: ________________________________________________________________________________________

Last Year Results: ________________________________________________________________________________________

This Year Internal Goal: __________________________________________________________________________________

Last Year Participation: ___________________________ Last Year Participation %: ____________________________

This Year Participation Goal: ______________________ This Year Participation %: _____________________________

Last Year Leadership Donors: _____________________ This Year Leadership Donors Goal: ____________________

CRITICAL CAMPAIGN ELEMENTS PLAN

Identify your top 3 elements to work on IMPROVING this year:

1. _______________________________________________________________________________________________________

2. _______________________________________________________________________________________________________

3. _______________________________________________________________________________________________________

Identify your top 3 elements you wish to ADD this year:

1. ________________________________________________________________________________________________________

2. _______________________________________________________________________________________________________

3. _______________________________________________________________________________________________________

Organization Campaign PlanSTEP 2: EVALUATE CAMPAIGN HISTORY AND SET GOALS

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STEP 3: GAIN CEO AND LEADERSHIP SUPPORT

The most successful campaigns happen when leadership is involved and present. Meet with your CEO/Leadership and request their support. This is a great time to ask your United Way representative to attend the meeting. United Way is here to support you!

How to Include Leadership and Gain Buy In• Request a meeting with your CEO/Leader and a United Way representative.• Ask your CEO/Leader to speak at a kickoff event.• Ask your CEO/Leader to share why they support a United Way campaign.• Request your CEO/Leader send an email or letter of support (United Way can help draft).• Request your CEO/Leader to host a leadership breakfast or luncheon.• Ask your CEO/Leader if you have a budget.• Review your strategy and request your CEO/Leader’s support.• Ask your CEO/Leader to participate in a celebration event after the campaign.• Ask your CEO/Leader to send thank you letters after the campaign (United Way can provide for them to sign).

Leadership donors at our Leadership Reception

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STEP 4: PUBLICIZE YOUR CAMPAIGN

Employees WANT to know what is going on in the workplace and want to be included. It is important to communicate, communicate!

Share campaign information with your team• Communicate via all tools provided by your organization (i.e., email, posters, fliers, interoffice memos,

newsletters and announcements).• Share campaign dates with your co-workers.• Share goals.• Share event happenings with the locations, dates and times and invite participation.• Share and update campaign results regularly.

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STEP 5: HAVE FUN AND CREATE SPECIAL EVENTS

Special events are your opportunity to add a little something extra to the campaign. Not only do they raise extra funding for United Way, but they can be instrumental in team development and great for company spirit. Use this as an opportunity to further educate your employees about United Way and most importantly, have FUN! Remember, not every special event has to be elaborate.

To have a successful campaign, plan some special events! Please stress that supporting the event is in addition to the individual campaign pledge.

• Jeans Day During Campaign• Pumpkin Carving Contest• ‘Thank you!’ Breakfast Featuring a Guest

Speaker Whose Life Has Been Impacted by United Way

• Golf Tournament or Indoor Golf Course• Live, Silent or Online Auction• Lunch and a Movie or Themed Lunches• Root Beer Floats or Ice Cream Socials• Chili Cook-Off or Iron Chef Competition• Texas Hold ‘em Tournament• Executive Car Wash for Employee Groups Who

Raise the Most Money• Talent Show

• Sucker for a Buck• Auction for Reserved Parking Spots or

Executive Valet Service• Garage or Bake Sale• Sell Cookbooks and/or Calendars• E-mail Bingo• Scavenger Hunt• Cookout or Company Picnic• Dunk Tank (Take Bids)• Sidewalk Chalk Artwork Contest• Popcorn Fridays• Potluck Luncheons• Window Dressings to Support the

LIVE UNITED message

SPECIAL EVENT IDEAS

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STEP 6: CONDUCT AN EDUCATIONAL CAMPAIGN

People feel better about participating in the campaign, and ultimately giving, when they are informed! Invite us to help you bring in powerful speakers to educate your organization about the company.

FREQUENTLY ASKED QUESTIONSI’m not sure what United Way does.United Way of North Central Florida (UWNCFL) is a local health and human services organization. We work to serve those living in Alachua, Bradford, Dixie, Gilchrist, Levy and Union counties. We are a part of a larger worldwide organization known as United Way Worldwide. We are one of 1,400 independent local United Way organizations across the country.

We are governed by our own local Board of Directors and led by our local president and CEO. We are not managed, controlled or directed by United Way Worldwide. We are North Central Florida’s single largest funder of human services and non-governmental funder of education initiatives. Since 1857, we have raised nearly $100 million for programs that demonstrate a lasting impact in the community and help to change people’s lives for the better.

Does United Way of North Central Florida run their Community Impact Partner agencies?No, every Community Impact Partner agency is a separate nonprofit organization with its own volunteer board of directors and professional staff. UWNCFL holds Community Impact Partner agencies accountable to achieve the results they commit to when applying and receiving program funding. UWNCFL vets Impact Partners with respect to best practices in accounting, operations and governance.

I can only afford to give a small amount. Is it worth giving at all?Yes, every donation makes a difference to someone in need. Giving in proportion to your ability gives a sense of belonging to a larger community. Payroll deduction makes it easy to give a little each pay period resulting in a substantial annual gift.

Why do United Way funded agencies do their own fundraising activities and charge for services?United Way’s fundraising campaign does not cover any agency’s entire budget. United Way funds are used for targeted programs. Therefore, agencies have larger budget needs that must be funded by other means, such as government contracts, fees and fundraising activities.

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STEP 6: CONDUCT AN EDUCATIONAL CAMPAIGN

Does the money stay in our community?Yes, your donations to the Community Investment Fund stay in our six-county service area to address the greatest needs. With everyone giving a little, together we can make a big impact.

Are donations to United Way tax deductible?Yes, UWNCFL is a tax-exempt, charitable organization recognized under section 501(c)(3) of the Internal Revenue Code and all donations are deductible. If you pay more than $250 at any one time, United Way automatically provides substantiation of that donation in January.

How do I know my contribution is well spent?To ensure our donors are comfortable giving, our past audited financials and completed 990s can be found on our website. Audits are performed annually by an independent CPA firm. Audit results and the auditor’s report are presented to the volunteer board of directors for review and approval.

Since 2011, UWNCFL has consistently received four out of four stars from Charity Navigator for accountability and transparency. We were also awarded a gold rating from GuideStar. In addition, one of the Better Business Bureau’s Code of Standards for nonprofit organizations is to limit overhead costs to no more than 33 percent of total revenues. With an indirect rate of 15 percent, UWNCFL distributes, on average, at least 85 percent of its annual revenue to human services in North Central Florida. To view the audited reports or for more information, please visit www.unitedwayncfl.org.

I get pressure to contribute. Do you endorse this?Absolutely not. Giving to UWNCFL is strictly voluntary. Your gift does make a difference, and we want you to make an informed and willing decision when you give.

Who decides how much money each program receives?Community Investment Council volunteers - people who live and work in our community - spend thousands of hours researching, visiting and discussing how best to invest your gift to United Way agencies. These volunteers participate in extensive reviews of program plans, budgets and agency financial responses. Ninety percent of United Way of North Central Florida’s funding goes to health, education and financial stability. Ten percent goes towards immediate needs, such as emergency food and shelter.

Where do I get more campaign supplies?If you need extra campaign supplies, please contact Amber Miller at [email protected] or at (352) 333-0856. You can also find more information at www.unitedwayncfl.org/campaigntoolkit.

FAQs CONTINUED

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STEP 6: CONDUCT AN EDUCATIONAL CAMPAIGN

Sharing the TRUTH about your support of United Way of North Central Florida!

Only a small percentage of my donation actually goes back to the community.United Way of North Central Florida takes pride in the fact that 85 cents of every dollar donated to the Community Investment Fund goes back to the community to help those in need. We continue to be nationally recognized for our efficiency and effectiveness.

Some United Way agencies charge for their services.United Way is never the single funding source for any of our community impact partner agencies and many offer services to the community regardless of the individual’s ability to pay. Some impact partner agencies offer a sliding-fee scale that allows those who can, to pay a portion of the fee. This allows partner agencies to stretch their United Way dollars to reach those who could not otherwise afford services.

I don’t need to give locally, because I already support a number of national charities.While we all have our favorite charities, United Way of North Central Florida is your community solutions provider and is uniquely positioned to both identify current and emerging needs in our area and provide targeted solutions. We support a range of programs and services that help our entire community for the better.

United Way agencies only provide support to the poor.United Way services are available to EVERYONE in our six-county service area.

My spouse or parents already give, so I don’t need to.United Way depends on the generous support of everyone in the community. Many couples choose to give at both workplaces because they want to participate with their coworkers. It’s also a great way to support your individual company’s efforts in building community. By everyone doing their part, we can continue to provide critical services to those in need. Additionally, combined gifts of $1,000 or more are recognized as Leadership donors.

United Way donations support church-related activities.United Way funds only health and human service programs, not religious activities. United Way does fund programs provided by agencies that offer a wide range of services including some that are affiliated with local churches. However, these programs are supported because they meet a critical community need and are not religious in nature or approach.

MYTHBUSTERS

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STEP 7: PROMOTE LEADERSHIP GIVING

Discuss ways to recognize leadership givers and engage new leaders with your CEO. Leadership donations generally contribute on average 60 percent of all workplace giving. Leadership donors are invited to a special “Night of Thanks” reception hosted only for leadership givers.

What is Leadership Giving and How Should We Promote It?• Leadership-level giving is not determined by job title but by the amount pledged.• A leadership gift for United Way of North Central Florida is $1,000 annually.• A gift of less than $20 a week equates to over $1,000 a year.• Leadership donors receive additional recognition in United Way of North Central Florida’s annual report.• Leadership donors are eligible for membership in an affinity group that applies to them, i.e., Women United and

Emerging Leaders United.• Join our Step Up to Leadership program for as little as $250 in your first year! Contact Dana Clayton at

[email protected] for more information.

Women UnitedWomen United (WU) celebrates the power of women to bring about positive change in our community through philanthropy and service. The mission of Women United is to increase philanthropy among women in support of United Way and their objectives in service to the community. For more information, contact Dana Clayton at [email protected].

Emerging Leaders UnitedEmerging Leaders United (ELU) is a group of community-focused, up-and-coming professionals making positive and long-lasting change in North Central Florida. ELU connects members (ages 24 to 44) to United Way and the community through professional development, educational opportunities and volunteering/networking events. For more information, contact Chad McGinnis at [email protected].

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STEP 8: ASK EVERYONE TO GIVE

Every day people just like you are impacting the lives of those in need. The strength of our community is our people and our willingness to reach out and connect with each other. As an employee campaign coordinator (ECC), you will advocate on behalf of United Way to the community and your co-workers by asking them to give generously to think year’s campaign.

BELIEVE IT OR NOT, ONE OF THE MAIN REASONS THAT PEOPLE DON’T GIVE TO UNITED WAY IS THEY HAVE NEVER BEEN ASKED!

Asking for support can be difficult, but it is very important. Thank you for lending your voice to remind others that we all play an important role in creating lasting change. If you need suggestions on how to ask contributions, please contact United Way staff.

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STEP 9: UNDERSTAND PAYROLL DEDUCTION

Lockbox Address:United Way of North Central FloridaP.O. Box 864790Orlando, FL 32886-4790

EFT/ACH Payments:Wells Fargo Bank - GainesvilleRouting #: 063107513Checking Account # 8047963569

Now that you have worked so hard on a great campaign, it is time to process the pledges! Your human resources manager or payroll processor is your best friend when it comes to helping make this happen!

Deduction periodFall 2018 campaign deductions usually being in January 2019 and finish with the last pay period in December 2019, although some companies are on a different cycle.

DocumentationPlease include documentation with your pledge forms that details the names of employees and the amount to be deducted/paid. Be sure to include the attached contact and information sheet, and a summary of total pledges inside the campaign envelopes, which will be provided to you.

New employeesInclude a pledge form in your company’s new hire packet to give new employees the opportunity to donate to United Way immediately. If you sign up new employees during the year, please include a copy of their pledge form with your next payment.

Terminated employeesPlease let us know when you have terminated employees and the balance remaining on their pledge. Include this information with your next payment. The remaining balance will be written off as uncollectible for terminated employees.

Pledge reminderYou will receive a monthly or quarterly pledge reminder that details the total pledges and the payments received. Please provide the billing address for pledge reminders.

Remittance of payroll deductionsPayroll deductions should be remitted on a pay period or monthly basis to United Way of North Central Florida. If circumstances do not allow for this payment frequency, please contact our office to make other arrangements with Rhonda Johnson at (352) 333-0843. Please make check payable to United Way of North Central Florida.

Remittance options

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STEP 9: UNDERSTAND PAYROLL DEDUCTIONPayroll Contact Form Example

United Way of North Central Florida, 6031 NW 1st Pl, Gainesville, FL 32607, 352-331-2800 (tel) 352-331-2111 (fax) Revised 6/4/18

2018 UNITED WAY CAMPAIGN Contact Information & Pay Periods

Please provide contact information for the person in your company who will be processing the payroll deductions and remitting the payments to United Way.

Company Name ___________________________________________________

Name ________________________________________________________

Address ________________________________________________________

Address ________________________________________________________

Telephone ________________________________________________________

Work Email ________________________________________________________

Number of Pay Periods in the 2019 Calendar Year ______________

Do you have different pay periods for different classes of employees? If yes, please list pay periods: _____________________________________________________________________

Please provide the billing address and the contact for monthly/quarterly pledge reminders if different from the address provided above:

________________________________________________________________________________

________________________________________________________________________________

Will another company be remitting your employee contributions directly to us? If yes, who will be remitting? ______________________________________________________________________________

Will you be remitting payments for any subsidiaries? If yes, please list company names: _____________________________________________________________________________

Please send completed form to Rhonda Johnson Fax: 352-331-2111 or Email: [email protected]

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STEP 9: UNDERSTAND PAYROLL DEDUCTIONPledge Form Example

PERSONAL E-MAIL ADDRESS

APARTMENT #

MR/MRS/MS/DR

HOME ADDRESS (for credit card charges, address listed must be billing address)

FIRST NAME

CITY

WORK PHONE

Release my name for recognition to the agencyDesignate to a specific 501(c)(3) agency ($50 or more)

COMPANY NAME

GENDER DATE OF BIRTH

EXTENSION

HOME PHONESTATE ZIP

MI LAST NAME

WORK E-MAIL ADDRESS

CELL PHONE

My Information

My United Way Investment (choose one or more of these giving options):

My Giving Options (choose one of these giving options):

Restrict My Gift (optional)

$50

Weekly (52/year)

Other $______________

Every two weeks (26/year)Twice a month (24/year)Monthly (12/year)

$40 $25 $10 $5

THE COMMUNITY INVESTMENT FUND is the best way to make the greatest difference in our community. Community Investment Council volunteers spend more than 1,000 hours reviewing agency financials and results, as well as visiting service locations to recommend how to best allocate funds. Dollars from the Community Investment Fund support agency programs that improve education, financial stability and health, as well as support immediate needs in our community.

Thank you for investing in United Way!

Signature (REQUIRED): Date:

Please check the accuracy of all your entries. Please see reverse side for more information. United Way= White; Employer= Yellow; Donor= Pink

UNITED WAY OF NORTH CENTRAL FLORIDAPledge Form

Please print clearly and firmly. Your personal information is kept confidential.

How would you prefer to receive communications from United Way? (check all that apply) Mail Text messageE-mail

I am a Leadership Donor, contributing $1,000 or more per year.I want my gift to remain anonymous in all recognition materials.I want to learn more about the Step Up to Leadership Program (minimum donation of $250 required).

I want to learn more about volunteer opportunities with United Way.

I want to be a member of Emerging Leaders United (ages 24-44).

I want to include United Way in my will to leave a lasting legacy.

I want to be a member of Women United. Please combine my gift with my spouse, name:Spouse/significant other employer:

List my/our name(s) as follows:

I want to support the Community Investment Fund with my gift and create happier homes and better lives.

Please be sure to keep a copy of this form for your tax records.

Gift restriction is offered as a service. The most effective way to help the community is by giving to the UW Community Investment Fund.

$

Agency Name (required) Agency Address (required) Agency City/State/Zip (required)

Only 501(c)(3) health and human services agencies in the state of Florida are eligible. Due to processing costs, designations must be a $50 annual gift or greater. Designations not meeting requirements will be automatically directed to the Community Investment Fund.

My total annual gift

Easy Payroll Deduction: I want to contribute the following amount per pay period.

A Direct Gift to be paid by:Cash (enclosed)

Personal check (enclosed)Check #__________, Check date _____________

Credit Card/Debit My Account(please call 352-331-2800 to make payment)

Bill Me ($50 minimum)Beginning _________________ (date) Annually Semi-Annually Quarterly Monthly

I want to support EDUCATION I want to support FINANCIAL STABILITY I want to support HEALTH I want to support IMMEDIATE NEEDS

My pay period is:$

THANK YOU!

(gift per pay period x pay periods)

(Book #57) (Book #58) (Book #59) (Book #52)

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Campaign Envelope Example Payment Breakdown Example

STEP 9: UNDERSTAND PAYROLL DEDUCTION

Cash

Value Quantity Total$0.01$0.05$0.10$0.25$1.00$5.00

$10.00$20.00$50.00

$100.00Subtotal

Checks

Value Quantity Total

Subtotal

Credit Card

Value Quantity Total

Subtotal

Pledges

Value Quantity Total

Subtotal

Event Cash

Value Quantity Total$0.01$0.05$0.10$0.25$1.00$5.00

$10.00$20.00$50.00

$100.00Subtotal

Event Checks

Value Quantity Total

Subtotal

Total Cash $Total Checks $Total Credit $

Total Pledges $Total Event Cash $

Total Event Checks $Corp. Pledge/Gift $

Grand Total $

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STEP 10: GIVE THANKS AND REPORT RESULTS

Everyone wants to be thanked! Be creative and have fun! Don’t forget to include those who helped you on the committee or in other ways.

How You Can Say Thank You!• Ask a United Way staff member to help you say thank you! We can provide you with some thank you tools.• Ask your CEO or leadership to send out thank you notes or emails.• Consider having a closing celebration or ceremony.• Have a special thank you event for your committee.• Have a special thank you event for your leadership donors.