Employee Campaign Champion Guide

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1 Employee Campaign Champion Guide Changing lives. Building community.

2 Thank you... for stepping up to inspire your colleagues to make our community a better place. This guide will help you run an impactful and engaging workplace campaign from start to finish! What does United Way do? United Way creates opportunities for a better life for everyone by engaging people from all walks of life, and inspiring action to build a better community. It s all based on the simple but profound belief that together, we are stronger and can make a greater impact than if we were alone. Contents United Way Steps to a Successful Campaign Encouraging Union Involvement Campaign Workbook Fun in Fundraising Frequently Asked Questions Tax Table UNITED WAY

3 Top five reasons to give to United Way 1. Local giving, local results: The dollars raised in our community go to improve lives locally. This could be your friends, family, co-workers, or neighbours. 2. We do our homework: Each organization and program we fund goes through a rigorous approval process by community members to make sure our dollars are invested wisely. 3. We focus on prevention: We look at the root causes of social issues that people in our community are facing and work to prevent them. This way, we are building stronger communities for the future. 4. More of your money goes to where it should: Through the work of thousands of volunteers and numerous partnerships, United Way is able to make a significant investment back into the community. That means your donation has greater impact. 5. It s easy: Payroll giving makes it easy and affordable. By giving a little each pay period, the sum of your donation is a benefit to you and the community. Each gift is tax deductible and your donation appears directly on your T4. United Way 101 EMPLOYEE CAMPAIGN CHAMPION GUIDE 3

4 Our three focus areas Moving people from poverty to possibility Addressing the root causes of social issues Connecting people with food, shelter, education and community networks Building strong communities Helping seniors live independently and stay active Linking people in need to local supports such as bc211 Helping kids be all they can be Early childhood education through programs like Success By 6 Providing after-school programs to ensure school aged kids succeed Supporting individuals to be strong parents United Way UNITED WAY

5 Because of you Over $38 million was raised in 2016/17.* You are igniting change in your community. Thank you! Here s how you ve helped.** Over 400,000 people were helped. Children, families and seniors across BC received the support they need to move toward bright futures. Almost 1.4 million meals and snacks were served. By receiving nutritious food, children were better prepared to pay attention and to learn skills that helped make them school-ready. Almost 130,000 children benefited from early childhood, tutoring, social and recreational programs. They learned how to make friends, how to share, received homework help and learned how to play sports. Almost 60,000 seniors across BC were able to access resources and services. These kept seniors from feeling isolated and helped them stay connected to their communities. Your dollars at work Thanks to you, United Way invested in and supported almost 220 agencies to help kids, families and seniors in communities across the Lower Mainland, the Fraser Valley and the province. *Figures as of April **Results based on community impact figures. EMPLOYEE CAMPAIGN CHAMPION GUIDE 5

6 7 steps to a successful campaign 1 Recruit your team Involve a cross-section of co-workers from different departments. Create sub-committees within your team, sharing responsibilities for event planning, canvassers, campaign promotion and engagement. Canvassers are an integral part of your workplace campaign. These volunteers ask colleagues to donate and answer questions employees might have. They re usually the type of personality that s easy to find: outgoing, friendly and approachable! Union Members If your workplace is unionized ask the union to appoint a Campaign Representative. Ideally, this person should be part of the union executive and should be a co-chair of the campaign. Union campaign reps help secure joint union/ management endorsements and assist in formulating strategies and campaign events that appeal to union members. For a sample Campaign Committee outline, see page Review last year s results & set your goals Set ambitious, yet realistic, goals using the challenges and successes of previous campaigns as a benchmark. For example: >> Increase last year s fundraising or participation by 10% or 15%. >> Increase leadership gifts ($1,200 or more) by three. See page 16 of the Campaign Workbook for a previous campaign review worksheet! Elevator Pitch When you approach your colleagues, they ll likely ask you what United Way does and why United Way needs their help. Here is what you should tell them: United Way works to create opportunities for a better life for everyone by engaging people from all walks of life, and inspiring action to help build a better community. It s all based on the simple but profound belief that we are stronger and can have an even greater impact together than we ever could alone. How do we do this? We fundraise in over 700 workplaces across the Lower Mainland and Fraser Valley, investing the funds we raise right back into organizations in our communities. Through an in-depth research and granting process, organizations are selected to receive funding. This ensures donor dollars are used efficiently and effectively. We all win when our community is stronger and safer, and people are happier and healthier. uwlm.ca/campaign-toolkit/ 6 UNITED WAY

7 3 Leadership matters Start by targeting support from senior management and union leadership (if your workplace is unionized). These influential individuals help kick-start your campaign and stand as examples for others. Inspire co-workers to become United Way leadership donors ($1,200 or more each year) and create opportunities for even greater impact in our community. Recruit a Leadership Chair an existing leadership donor who can personally ask colleagues to make a similar commitment. Schedule a Leadership presentation that gives prospective leadership donors more detailed information on the powerful impact this level of generosity can have. Leadership Levels»» Bronze....$1,200 $2,499»» Silver...$2,500 $4,999»» Gold...$5,000 $9,999»» Platinum...$10,000 $24,999 The number one reason people give for not donating: I was never asked. Use social media Social media can help give your campaign momentum. Share your highlights and results. Add United Way on Facebook, Instagram and Twitter so we can celebrate with you! 4 Seeing impact Your co-workers will be much more invested when they can actually see and feel the difference they are making. That means enhanced results for both your workplace campaign and our entire community. Invite an Impact Speaker to present at your kick-off or a lunch and learn. We have a number of great videos and in-person activities to help deepen your co-workers understanding of the issues facing our communities. Take it one step further and organize an Agency Tour or Day of Caring volunteer opportunity to see your support in action! EMPLOYEE CAMPAIGN CHAMPION GUIDE 7

8 5 Make it fun! The more fun you can make your campaign, the better chance you ll have at capturing your colleagues attention and telling the United Way story. Wine Survivor, Office Mini Golf, and dressing up the boss are just a few of the great campaign ideas found on page 17. Pledge Passports Pledge Passports are one of our best campaign tools. Here s how it works: Set a minimum donation to buy a pledge passport. This can be a United Way Bracelet provided by your Staff Partner or a card with all of the campaign events listed. The pledge passport acts as an all-access pass to all United Way events. The minimum donation should be less than the total amount to go to each event separately, e.g. if you have three events that cost $10 each to attend ($30 total) a minimum donation of $25 is charged for the pledge passport. Campaigns that use pledge passports generally see an increase in both participation rates and dollars raised because donors don t feel nickel and dimed. Nickel-and-dimed vs. pledge-based Nickel-and-dimed: Sarah pays $5.00 to enter into the Office Olympics golf game, $8.00 for raffle tickets and $2.00 for Jeans Day. Because Sarah has already made three donations she does not submit a pledge form. Total donation = $15 Pledge-based: Sarah fills out her pledge form (for any amount) to get a Pledge Passport, which includes entry into all the Office Olympics games, Jeans Day and five free raffle tickets. Sarah pledges $1/day = $365 gift (Everyday Hero) and freely enjoys all the fun! Extra impact for our community = $ Online tools: Check out our online Campaign Toolkit for more resources including: United Way videos to inspire your colleagues To book an Impact Speaker or Day of Caring Social media shareables and templates Visit uwlm.ca/campaign-toolkit 8 UNITED WAY

9 6 Make the Ask! and Follow-Up The Ask Asking people for their support is one of the most important, but often overlooked aspects of fundraising. By committing to a 100% face-to-face ask, you give everyone the opportunity to support our community. Follow-Up Talk to individuals who may have given in the past, and follow up with donors whose pledge you haven t received as your campaign nears conclusion. SAMPLE ASK I just wanted to come by and drop off this United Way pledge form and information about some key United Way-supported programs that are happening right now in your community! You may also have received an pledge form so you can donate online. Your gifts make a difference right in your neighbourhood. To help the most people, we are striving for 100% employee participation. If you have any questions about United Way, please let me know. Thank you for your thoughtful consideration to pledge this year. TIPS FOR MAKING THE ASK Be positive A smile can go a long way. Call on co-workers you know first. Start by approaching the people you re most comfortable with first. You ll gain confidence and be ready to approach those whom you don t know as well after. Highlight the importance of each gift. Talk about the impact of each individual s gift and the difference it makes in the community. Mention the ease of giving. Encourage giving through payroll. Emphasize how their gift can be spread over 24 or 26 pay periods. Be sure to tell them that their payroll gift is recorded on their T4 so it s easy at tax time. This could also be a good time to remind them about tax breaks: charitable giving gives back. Contributing is voluntary. Share your enthusiasm and be a resource to help your co-worker make an informed decision about giving. But don t pressure people to give. uwlm.ca/campaign-toolkit/ See page 3 for 5 reasons to give to United Way and page 18 for FAQs and How to Handle Objections. EMPLOYEE CAMPAIGN CHAMPION GUIDE 9

10 7 Close the Deal Congratulations! You ve run your events and educated your colleagues about United Way. You ve made the ask and followed up. Now it s time to collect pledges from those who gave because you ve inspired them to. 1. Collect all pledge forms, cash and cheques. Have committee members canvass their work area for completed pledges. Send out an all-staff or newsletter telling people where and to whom they can bring their forms. 2. Say thank you. Two of the most important words in fundraising are THANK YOU. Plan a celebration or wrap-up event to announce your campaign achievements and to thank each and every employee for their support and participation. It s also a great idea to give individualized thank you notes to everyone who donated. Remember to thank everyone you ve contacted, even those who did not contribute. Each person s time and gift is appreciated and a heartfelt thank you is an important part of your efforts. The impression you leave is the one people will remember when they think of United Way. 3. Submit the dollars. Total all your donations and complete your campaign report. For epledge, you only need to complete the Special Event report. Then hand it all over to your Staff Partner. Other ways to give: Donors can give gifts to United Way by: Leaving a gift in their will Giving a gift of shares Naming United Way as a life insurance beneficiary For more information on planned giving, visit uwlm.ca/planned-giving. If you have questions, contact Michelle Bernard at or at , ext uwlm.ca/campaign-toolkit/ 10 UNITED WAY

11 Plan your campaign calendar United Way campaigns generally take place over 1-2 weeks but can be whatever length is best for your workplace. Always make sure you have a great campaign kickoff! Check out our sample timeline. Sample Timeline Pre-campaign Day 1 Day 2-5 Day 6 Day 7 Day 8-12 Day 13 Day 14 Analysis and planning ECC & Committee training Kick-off Event & United Way presentation Canvass Staff with pledge forms Early Bird Donor Draw Mid-campaign review Report results to your United Way rep Special Campaign Event Follow-up Canvass Final Draw for new donors and those increasing by 15% Wrap-up Event uwlm.ca/campaign-toolkit/ EMPLOYEE CAMPAIGN CHAMPION GUIDE 11

12 Get your union involved United Way and organized Labour have a strong and longstanding partnership. If your organization is unionized, run a joint union and management campaign. Here are some tried-and-true tips that you should include in your campaign: Union representative Ask the union to appoint a campaign representative. Ideally, this person should be part of the union executive and should be a co-chair of the campaign. Union campaign reps help secure joint union/management endorsements and assist in formulating strategies and campaign events that appeal to union members. National union and joint union/ management endorsements Use national and local union endorsement letters to build support for your campaign. These letters show solidarity between national and provincial unions and United Way. A joint union/management endorsement letter shows a similar level of support between the local union and employers. Union endorsement letters can be found online under Tools for Unionized Workplaces at uwlm.ca/toolkit. Joint union/management or a union endorsement letter can also be found there. Ask the employer and unionized executive to sign the joint union/management letter endorsing your campaign. Distribute both letters to all union and non-union members. Labour-focused presentations Appeal to social advocacy and justice as well as charitable giving when presenting to a unionized work environment. Have United Way s CLC Labour Participation Department or one of our high-profile union members serving on the Campaign Cabinet Labour Committee speak about the United Way/Labour partnership at union membership meetings. Make sure they ask that the membership support the upcoming campaign. Ask one of United Way s Labour Campaign Associates to speak at organization campaign events with a high number of unionized employees. Recognition Include union logos on all marketing materials produced in-house with a line noting sponsorship from unions, if applicable. Use union banners/flags at departmental and cross-departmental events. Tweet your union s support of United Way. At events, verbally credit both union and management support of the campaign. Ensure management credits union support of the campaign. uwlm.ca/campaign-toolkit/ 12 UNITED WAY

13 Your Campaign Workbook Campaign Review and Goal Setting Campaign Team Roles Running a Leadership Campaign Fun in Fundraising Frequently Asked Questions Tax Table EMPLOYEE CAMPAIGN CHAMPION GUIDE 13

14 Looking back and planning forward Please use this worksheet as a guide to plan for your upcoming campaign. Previous Campaign Details What were your campaign dates? Was there an overall campaign theme? Did you have a United Way representative/impact Speaker? Yes q No q Did you have an Agency Tour? Yes q No q Did you take part in a Days of Caring? How was the campaign publicized? Yes q No q The Team How many committee members were there? Did you have enough committee members? Yes q No q What positions should be included this year? Was there a Leadership Chair? Yes q No q Were management and the union on the committee? Yes q No q Who processed the pledge forms/donations? How many Campaign Representatives (canvassers) were there? (We recommend one for every employees) Events & Pledges (work with your UW Staff Partner) What took place at your campaign kick-off? What were your special events? How much did they raise? How were pledge forms distributed? Did every department receive one? Yes q No q Did everyone receive a personalized ask/pledge form from a Campaign Representative? Yes q No q Was there an early bird pledge draw? Yes q No q Was there a final pledge draw? Yes q No q How were donors and volunteers thanked? Did your organization have a Leadership presentation? Yes q No q How many in attendance? Set your Campaign Goals Most funds are raised through pledging. How much was raised through: Pledges: $ Special events: $ Corporate match/gift $ What was the United Way portion? Overall Campaign Total: $ How many donors did you have? How many have left the workplace? What was your participation rate? (# of employees donors) How many leadership donors did you have (+$1,200)? How many have left the workplace? Suggested Formulas (same can be applied to Leadership Giving goals) Current # Employees x Participation Goal % = Number of Donors United Way $ Total Total $ Raised x 100 = % United Way $ 14 UNITED WAY

15 The Campaign Team Each workplace campaign team is unique. Below is an example of a standard team structure. Senior Management Employee Campaign Chair or Co-Chairs Leadership Chair & Team Labour Representative Payroll & Finance Campaign Committee Positions may include: Communications, Special Events, GenNext, epledge, Retiree Rep and New Employee Recommend 1 Campaign Rep per staff UW Staff Partner & Campaign Associate Campaign roles and responsibilities Employee Campaign Chair (ECC) Project Coordinator for the United Way campaign Connect with past ECC Plan and set campaign goals and activities with your Staff Partner Attend an ECC Training Recruit Campaign Committee and arrange team meetings Work with Leadership Chair and team to schedule Leadership presentations Schedule Impact Speaker Monitor progress and report results Distribute thank you notes/gifts/awards Campaign Representatives (canvassers) Recruited from each worksite, floor and/or department Attend canvasser orientation Ask each employee to donate or increase current support Monitor campaign progress in department/site and report back to ECC Senior Management Support and endorse the United Way campaign Endorse Leadership Program Leadership Chair & Team Coordinate Leadership Giving campaign Recruit leadership canvassers, if required Canvass Leadership donors (previous donor list provided by United Way) Arrange and attend leadership presentation Thank leadership donors Labour Representatives Endorse and actively support the campaign Attend and speak at presentations Help canvass unionized staff (part of the Campaign Rep team) Finance & Payroll Provide updated employee lists Receive copies of pledge forms to be deducted from payroll EMPLOYEE CAMPAIGN CHAMPION GUIDE 15

16 Running a Leadership campaign (Gifts of $1,200+) Leadership giving is important, and your Leadership giving campaign can be as simple as an event asking leadership donors to give. The objective is to encourage and recognize personal contributions of $1,200 or more. Best practices for Leadership Giving 1. Recruit a Leadership team Your Leadership team members are ideally Leadership donors. Team members make 1:1 asks of all Leadership donors. 2. Communicate with your Leaders (and potential Leaders!) Share the impact of a $1,200+ gift. Thank your Leadership donors pre-campaign (for their past gift). Encourage gift increase (highlight tax benefits). 3. Drive Leadership activity and messaging Host a Leadership event before your campaign kick-off to build momentum. Book an Impact Speaker. 4. Ask your Leaders to give Make your ask right after your Leadership event or kick-off. 5. Recognize your Leaders Thank your leadership donors! The difference Leadership giving donations make: $1,200 provides four isolated seniors door-to-door transportation to participate in social, recreational, and education outings and meals with their peers. $2,500 helps 32 families access to nutritious, culturally appropriate foods. $5,000 provides four children 11 weeks of mentorship, guidance, and support. uwlm.ca/campaign-toolkit/ 16 UNITED WAY

17 Fun in Fundraising Your United Way campaign can be a great way to boost staff morale and build stronger teams because it brings people together and build awareness and excitement. The more you educate your co-workers about United Way and have fun doing it, the more success you will have. If you choose to have Special Events, make sure they are not the sole focus of your fundraising campaign. Use events to encourage pledges. Acts of Service We know some of our workplaces have limited budgets to host events or provide prizes. Each employee has a skill set and talent that co-workers may not know about. Auction off these talents! Maybe someone can donate an hour of garden work, host a cocktail night, or two hours of helping someone move. Balloon Pop Employees donate prizes for this event. Before filling a balloon, place a note with the name of the prize inside. Employees make a payroll pledge or donate $10 for each balloon and pop it to see what they have won! Casual Day For a minimum pledge, employees are given the I m Dressed this Way for United Way badges or stickers, allowing employees to dress casually. Dress up the Boss Including management is a great way to boost employee engagement. Set specific goals and have senior management dress up in silly costumes (how about a tutu?) once targets are met. Indoor Mini Golf Each department designs a creative round! Invite staff to play the course over lunch and to participate they must submit pledge form. Prizes are awarded to the department with the most creative hole, to the best mini golfers and best golf outfit! Plane Toss Departments and/or individuals are given 10 minutes to assemble their paper planes. Winner can be determined by distance and accuracy of plane toss. Entry is by completed pledge forms. Prizes and incentives Employ your campaign committee members to solicit management, local businesses, friends, family and co-workers for prizes. These could include: tickets to an event, a vacation day off, lunch at a local restaurant Prizes can be used to award many things, including: Rewarding early-bird donors for pledging in the first two days of campaign Acknowledging returning donors who increase their gifts by 10-15% from the previous year Creating raffle prizes, which encourage further donations towards the campaign Wine Survivor (Other items also work!) Compete against one another to win all the wine! To play, an employee needs to bring a bottle of wine ($15-20 value), a business card and a completed pledge form. Pull one or more business cards per day and send an or announcement to participants with the names. The last name drawn wins all the wine! uwlm.ca/campaign-toolkit/ EMPLOYEE CAMPAIGN CHAMPION GUIDE 17

18 Frequently Asked Questions How much are United Way s fundraising and administrative costs? Our combined fundraising administrative costs, which are fully disclosed in our annual reports, are between 14-15%. That means that 85 cents of every dollars goes to help those most in need in our community. Every charity has administrative costs, some more than others. United Way is on the lower side. The true measurement of a charity is the amount of good they do with the donations they receive. See how your dollars are working in the community at Who decides where the money goes? United Way accepts applications for Community Partner grants from local not for profits. A committee of volunteers from the community considers each request based on specific criteria and makes recommendations to the Board of Directors for approval. To achieve our vision of building a healthy, caring, inclusive community for all, every dollar is strategically invested to achieve the greatest impact. United Way invests in long-term programs, projects and activities that are aimed at prevention and results. Can I give to a different charity through United Way? Yes. United Way charges a $12 fee to cover administration costs when you designate your donation to another charity. United Way supports almost 220 local agencies. We encourage you to give your gift to United Way to allow us to invest it where it is needed most. How do I get a tax receipt for my donation? If your gift to United Way was by payroll deduction, you will not receive a separate tax receipt as the donation is recorded on the T4 statement from your employer. Otherwise, you will receive your receipt by mail sent to the the address on your pledge form by the end of February. How does United Way decide which agencies to invest in? Each agency we invest in goes through a rigorous assessment process that considers a number of different factors including program effectiveness, financial management, and partnerships in the community. Each agency we fund submits applications that demonstrate their progress they intend to make. United Way reviews organizations on the quality of services they provide, considers their mission, mandate and reputation, the kind of partnerships they have in the community, and their audited statements among other factors. uwlm.ca/campaign-toolkit/ 18 UNITED WAY

19 Handling Objections Occasionally, you may speak to someone who has misconceptions about United Way. You may find these responses helpful: In this tough economy people aren t giving as much to charity. By providing funding to programs and charities in our community, the United Way is creating the social safety net desperately required during difficult economic times. Your community needs the support of all the employed residents to help them now more than ever. I don t make enough to give. Every donation counts! Even a few dollars per pay adds up. I gave my donations already. That s great, thank you! Did you know that by signing up for payroll deductions, your contributions won t actually start until January? United Way of the Lower Mainland 2017 TAX TABLE Donation Amount $ $ $ $ $ 1, Total Tax Savings $ $ $ $ $ Net Cost to Donor $ $ $ $ $ Donation per pay based on 26 pay periods $ 1.92 $ 4.62 $ $ $ After tax donation per pay based on 26 pay periods $ 1.54 $ 3.69 $ 9.72 $ $ Rates reflect changes made in federal and provincial budgets as of March 22, uwlm.ca/campaign-toolkit/ EMPLOYEE CAMPAIGN CHAMPION GUIDE 19

20 4543 Canada Way Burnaby, BC V5G 4T4 P F Special thanks to our generous printing sponsor Statistics as of 04/

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