employee campaign coordinator guide
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United Way Haldimand and Norfolk Employee Campaign Coordinator Guide Simcoe County Ontario CanadaTRANSCRIPT
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.
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
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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