Plan your journey to a successful campaign.

2014 Campaign

Employee Campaign Coordinator Guide

Change starts here.unitedwayoxford.ca

Page 1 Welcome Message

Page 2 About United Way

Page 3 Campaign Plan

Page 4 Best Practices

Page 10 Helpful Tools & Resources

Page 11 Funded Partners & Initiatives

Page 12 Sample Campaign Model

Page 14 FAQs

Table of Contents

The greatest good you can do for another is not just share your riches, but reveal to them their own.

- Disraeli

Welcome to the Team

Welcome to United Way Oxford’s 2014 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 times may be challenging. Our hope is that the key information 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 confident in your role as Employee Campaign Coordinator (ECC) and know that you are making a positive difference 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 responsibilities include:

• Learning about United Way - What we do - Funded partners - Grants and initiatives - Collaborations and partnerships

• Recruiting canvassers and other volunteers to assist you with your campaign

• Communicating with your United Way staff partner

• Creating awareness and motivating your team

• Collecting pledge forms and answering questions

• Conducting an evaluation at the end of your campaign and making recommendations for next year

We are here to help.

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About United Way

From Poverty to Possibility

Strong Communities

All That Kids Can Be

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Poverty is a far-reaching, complex issue. It touches everyone from children to seniors in our community. United Way works with partners including front line agencies, private sector and government to help ensure that people have access to help when they need it most.

To have a strong community, you need to have healthy individuals, families and neighbourhoods. United Way is working to improve access to social and health-related services while investing in programs that make a positive difference both today and in the future.

Children and youth are the future of our community. United Way funded programs and services provide access to skill development, literacy, recreation, mentoring, nourishment and after-school programs that provide our youngest citizens with the opportunity to develop their interests, abilities and self-confidence.

For 50 years, United Way Oxford has been working to improve lives. Having evolved from our roots as a ‘fundraiser’ to become a community convenor, United Way mobilizes partners - business, labour, service providers, community leaders, government and residents - helping to create opportunities for a better life for everyone in our community.

United Way inspires people to come together to make a lasting difference. Through community conversations, strategic relationships and research, we are working to achieve meaningful, long-term improvements to quality of life by addressing not only the symptoms of the problems but also getting at the root causes. Our Community Impact journey has helped us to identify key areas to focus our efforts and resources.

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1. Meet Your United Way Staff Partner Have a meeting with your United Way staff partner well in advance of your campaign to discuss strategies and ideas that may help you with planning and implementation.

Attend a United Way ECC Orientation Session. This will give you the opportunity to meet other ECC’s and to share ideas and best practices.

2. Involve Senior Management/ Labour (if applicable)

Invite senior management/labour to be a visible part of your campaign.

3. Recruit Your Committee Organize a committee of dedicated volunteers that are representative of your entire organization.

4. Prepare Your Team Invite your United Way staff partner to make a presentation to your team.

To learn more about the work we are doing in Oxford visit:unitedwayoxford.ca and/or review materials given to you by your United Way staff partner.

5. Develop Goals & Strategies Set realistic, stretch goals for your campaign.

Focus on increasing employee participation and increasing the average gift.

6. Plan Approach Set campaign dates including canvassing timeline(s).

Schedule employee presentations.

Plan pledge form distribution.

7. Promote Your Campaign Display posters and thermometers.

Send out emails/memos.

8. Monitor and Report Your Campaign Communicate results regularly with your committee, colleagues, senior management, labour and United Way.

Conduct an analysis halfway through your campaign.

Ensure that all dollars are submitted to United Way in a timely fashion for receipting and thanks.

9. Thank Your Volunteers Publicly acknowledge your committee members and canvassers.

10. Celebrate Your Success Celebrate your campaign successes with your entire organization.

11. Evaluate Your Campaign Analyze your campaign. Look at what worked really well and look for growth opportunities.

Campaign Plan

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Involve Senior Management/Labour

Recruit Your Campaign Committee

Recruit Canvassers

Successful workplace campaigns need a strong endorsement from management and labour (where applicable). By agreeing to a campaign, your CEO/senior manager/union leader has already indicated an interest in supporting United Way Oxford and our community. Encourage him or her to take an active and visible role in your workplace campaign. Some examples may include:

• Sending a personalized message to each employee endorsing the United Way Campaign • Attending and/or speaking at your campaign events • Approving the employee time necessary to plan and implement your workplace campaign

Because your committee will help plan and implement your entire campaign, the single most important element for success is the recruitment of the right people.

Start this process early. Forming a committee with a blend of new and returning members will encourage new ideas while maintaining continuity. The size of your organization will determine how many members your committee will need and what their individual functions will be. Once all members of your committee are recruited, contact your United Way staff partner to help with orientation.

Some of the most important members of your team will be your canvassers – the people on the front lines who are directly responsible for educating co-workers about the work of United Way and asking for their financial support. Building enthusiasm and commitment as well as preparing your team is one of your most important roles. Invite your United Way staff partner to assist with the training process.

01. ROUND THE TROOPS

Best Practices for a Successful Campagin

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02. PLAN YOUR ROUTE

Analyze Your Past Campagin

Set Your Goals

Review results of past campaigns paying particular attention to 2013. This will help your committee identify campaign strengths and opportunities. It will also help you set realistic goals. Here are a few questions to consider:

• Was your CEO/senior management/labour involved? • Were there committee members representing every part of your organization? • Were committee members and canvassers trained by a United Way staff member? • Was United Way invited to participate as part of your campaign team? • What was your goal? Did you achieve it? • How were the pledge forms distributed? • Was payroll deduction available? • Were the special events effective in generating fun, awareness and revenue? • How was your campaign promoted? • Did you have an employee presentation with an Impact Speaker? • Were volunteers and donors thanked?

A review and analysis of these areas could lead to solving campaign challenges and assist in developing recommendations. United Way can help facilitate this process in an informative and friendly manner.

Set ambitious yet realistic goals using the challenges and successes of previous campaigns as a bench-mark.

Examples may include:

• Increase last year’s achievement 3% • Increase participation by 5% • Invite a United Way Impact Speaker to share their story

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Plan Your Campaign

A successful campaign is 80% planning, 15% implementation and 5% evaluation. The main objective of your campaign is to generate resources by increasing employee awareness of community needs, the services available and how donations are being utilized in our community. It is important that every employee be given the opportunity to learn this information in order to make an informed decision.

The main areas to consider in your plan are:

1. Establishing a timeline or critical path

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

2. Educating Employees

Awareness is achieved through ongoing communications and employee presentations. Inviting a United Way Impact Speaker to present is an excellent resource for motivating colleagues to take part. A United Way presentation can bring your campaign to life through real stories from people who have overcome adversity. If there is no time for a speaker, request our United Way campaign video and/or distribute the link with a “campaign announcement” email.

3. The Canvass

At United Way, 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 representative of your entire workforce and facilitate peer- to-peer canvassing • Train canvassers

The #1 REASON people don’t give?

They weren’t asked!

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1. Get Prepared

2. Know Your Stuff

03. PACK THE CAR &

GO!

Have all of the necessary supplies ready, such as brochures, annual reports, and other marketing materials. These pieces will be provided by your United Way Staff Partner.

Read over the information given to you so that you feel comfortable talking about the United Way and answering questions.

3. 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 often overlooked aspects of fundraising.

Face-to-Face AskA canvasser personally connects with a fellow co-worker.

Group AskPledge forms are distributed following a presentation in an effective and efficient method, ensuring that everyone receives the same message. Your canvassing team still has a one-to-one role to play in these situations by encouraging colleagues to attend presentations and then following up with those who were not present.

Combination AskSimilar to a group canvass, a presentation 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 presentation.

MailPledge forms are distributed by mail. While the personal approach is the most effective method of canvassing, certain work situations necessitate the use of a mail approach to effectively reach all employees. Experience shows that the most effective mail solicitations are conducted as a separate communication and not included in pay envelopes - after all, many never need to open those envelopes.

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Promote Your Campaign

Monitor Your Progress and Report Your Results

ALMOST THERE

Make sure to update your thermometer and report campaign results regularly. This ensures that everyone has the latest information, generating more campaign excitement and enthusiasm.

Publicity and promotion infuse spirit and help kick-off the fun of your United Way Campaign. Promotional materials such as posters, brochures, progress thermometers, balloons and stickers are available to help you generate awareness and encourage participation.

Ideas to help you promote your campaign:

• Follow-up with individual canvassers shortly after the canvassing begins• Offer assistance if required• Report results to your United Way staff partner and to senior management/labour• Conduct a mid-campaign analysis to ensure your plans are on track

• Internal campaign kick-off• Provide awareness opportunities such as a presentation by a United Way Impact Speaker• Work with your United Way staff partner to set up a Seeing is Believing tour• Provide every employee with a brochure and pledge form• Use your staff newsletter 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 visible areas• Show United Way Oxford’s campaign video• Coordinate department challenges

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Since 1964, our community has raised over $23,700,000 for United Way!

Recognition/Thank you

Evaluate Your Campagin

United Way relies on you to ensure that everyone involved in your campaign is appropriately thanked for their generosity and participation. Remember to:

• Thank committee members, canvassers and other campaign volunteers • Thank senior management and labour • Thank all donors • Thank suppliers for incentive prizes

There are many ways to recognize the hard work and efforts of your volunteers. Examples include sending them a letter, posting a thank you note on your staff bulletin board, sending an email or providing them with an appreciation certificate.

It is important for the committee to analyze and evaluate all aspects of the campaign. The analysis acts as the foundation for an even more successful campaign next year. If requested, United Way can help you through this final process.

• Review campaign results and compare them to your objectives. The recommendations will be valuable in planning next year’s campaign • Write a brief report identifying campaign activities and results • File the report in your organization’s United Way campaign file • Send a copy of the report to United Way

04. YOU’VE ARRIVED!

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Helpful Tools & Resources

United Way has many tools and resources available that you may find helpful when planning your workplace campaign. We offer:

• 50 Ways to Make a Difference• Campaign in a Day• Campaign Videos• Casual Day Stickers• Plastic United Way Banners• Plastic United Way Table Cloths• Pledge Forms• Posters• Thermometer Posters• Tip Sheet• United Way Balloons• United Way Stickers• Sample Messages

Loaned Items

• United Way Aprons• United Way Stand Up Banners (Indoor use only)

Educational ResourcesCampaign Resources• Report to the community• Audited Financial Statements• Canvasser Guide• FAQ’s Sheet• Impact Report• Impact Stories• Listing of Partnerships and Collaborations• Listing of United Way Funded Partners and Grants• Lunch & Learn• Seeing is Believing Tours

Special Event Resources• Workplace Event Ideas

PROMOTE PAYROLL DEDUCTIONS! It offers an easy and convenient payment plan which allows donors to

support United Way over a 12-month period.

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Funded Partners• Big Brothers Big Sisters of Ingersoll, Tillsonburg & Area - Youth Mentoring Programs

• Big Brothers Big Sisters of Woodstock & District - Youth Mentoring Programs

• Canadian Mental Health Association - Education/volunteer services, including suicide bereavement and family education & support

• Canadian Red Cross - Woodstock/Oxford - Client Subsidies for the LHIN-funded Transportation Program

• Epilepsy Support Centre - Education and Support Services

• Fusion Youth Activity & Technology Centre - Youth Programming in Recreation, Life Skills, Leadership, Arts & Culture, and Technology

• Ingersoll Services for Seniors/Activity Centre - Foot Clinics, Transportation Subsidy and Community Outreach

• Navy League & Sea Cadets - Youth Activity & Leadership Mentoring

• Oxford County Nutritional Partnership - Healthy Breakfast/Snack - School Program

• Oxford Self Help Network - Peer to Peer Mental Health Support Program

• VON Oxford - Adult Day Program, Caregiver Support, Community Blood Pressure Clinics, Home Help, Sakura House, Meals on Wheels, SMART (Seniors Maintaining Active Roles Together), Special Services at Home and the Volunteer Visiting Program

• YMCA of Woodstock - Individual & Family Membership Program Subsidy

Funded Grants & Initiatives• 211 Oxford• Action for Community Change• After the Bell - Drumbo Opportunity Centre• Challenge Day - Ingersoll District Collegiate Institute• Cynthia Anne Centre for Addictions - Operation Sharing• Day of Caring• F.A.R.E. (Financial Assistance for Recreational Experiences) - Town of Tillsonburg• Garden Fresh Box Program - Woodstock District Developmental Services • Learning and Networking Forum - Oxford/Perth/Huron Funders Group• Marilyn Mann Youth in Crisis Fund• Oxford County Immigration Fund• Oxford Master Aging Plan• Salvation Army Wellness - Salvation Army Family Services• Social Planning Council Oxford • Stuff a Bus Backpack Event• Supportive Mothering Program - Children’s Aid Society of Oxford • Winter Warmth - Salvation Army Family Services

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• Learn about United Way• Recruit your volunteer committee• Have a meeting with your United Way staff partner to discuss training and presentation opportunities• Confirm the availability of senior management and labour for your campaign kick-off and wrap-up celebrations

• Attend an ECC workshop and share best practices with others• Have a meeting with your committee to analyze last year’s campaign and to set a goal for 2014• Create fun incentives and giveaway programs to encourage giving; secure prizes

• Meet with your committee to develop your campaign strategy/timeline including: - kick-off - canvassing structure - special event (if applicable) - wrap-up celebration• Continue recruiting canvassers if needed

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Sample Campaign Model

Pre-Campaign

6 weeks prior

• Organize canvasser training through your United Way staff partner• Promote your United Way campaign and kick-off celebrations via company newsletter, email and/or staff bulletin boards• Order promotional materials including brochures, pledge forms, posters, balloons and casual day stickers through your United Way staff partner• Request an Impact Speaker

5 weeks prior

3 weeks prior

4 weeks prior

• Train canvassers• Continue promoting your United Way campaign and kick-off celebrations • Hang posters in lunchrooms and other high traffic areas

1 week prior

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• Awareness vs. fundraising - keep it simple• United Way Impact Speaker/Campaign Video• Introduce your United Way Committee• Share your campaign schedule• Offer a snack and/or incentive to attend the kick-off• Hand out pledge forms• Promote leadership giving• Be an Everyday Hero for just $1 per day

• Start canvassing after your kick-off. Remember to canvass by shift and department• Provide each employee with an impact to help them understand who United Way is and what we do• Give donors instructions on where to drop off pledge forms or how they will be collected• Promote incentives for early bird draws, new donors etc.• Mid-week, have early bird draw• Continue the canvass for the rest of the week • Update campaign thermometers• Update campaign status via email or intranet at the end of week one

Campaign (two week sample)

Canvass Week 1

• Continue canvassing• Second early-bird draw (if applicable)• Re-canvass anyone who has not returned a pledge form • Continue to update colleagues via email, announcements and the thermometer• Run your special event (if applicable)• Update United Way with results to date

Canvass Week 2

Sample Campaign Model

Kick-offCelebration

Wrap Up

• Thank all volunteers and donors• Announce results• Wrap-up celebration• Pledge forms to payroll and to United Way• Submit cash and cheque contributions to United Way• Evaluate results against your goals and strategies

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Frequently Asked Questions

What does United Way do?

United Way works to create opportunities to better the lives of Oxford County residents. We are committed to making positive, 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: • From poverty to possibility • Strong communities • All that kids can be

Why should I give to United Way?

By giving to United Way, you are investing in your 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 entire community. Your contribution helps us to build strong agencies, develop partnerships to address complex social issues and advocate on our community’s behalf, so that every contribution brings as much impact as possible.

How much does United Way spend on fundraising and administration costs?

Because of our extraordinary volunteer commitment and numerous gifts-in-kind and sponsorships, United Way Oxford has a 15.7% fundraising cost. Copies of our audited financial statements are available on our website unitedwayoxford.ca or by contacting United Way.

Who runs United Way?

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

How does United Way Oxford raise funds?

Our fall workplace campaign continues to be our single largest - and most publicly recognized - method of fundraising, but it is not the only method. We also engage donors year-round through other fundraising initiatives including special events, sponsorships and mail campaigns.

Will my donation stay in my community?

Yes. Unless you designate your gift to another United Way, your donation will remain in Oxford County and will be invested into programs and services that benefit residents in our community.

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Frequently Asked Questions

Are donations to non-funded agencies accepted?

Yes. Some donors have requested that part or all of their contribution go to an organization that is not funded by United Way Oxford. A $12 processing fee applies (minimum $50 donation). This fee covers the costs incurred in tracking and processing the donation over the year.

I don’t support United Way because I don’t believe in one of the Funded Partners.

All programs, services and initiatives funded by United Way meet high standards of service and operation. They all depend on each other to form a strong network to support community issues. All applications for funding are thoroughly reviewed by our Allocations Committee and then approved by our local Board of Directors. This process ensures that funds are invested where they will have the greatest impact in our community. Making positive changes regarding complex issues cannot be done by one agency alone.

Does United Way Oxford have a privacy policy?

Yes. United Way Oxford is committed to protecting your privacy and the confidentiality of your personal information. This information will only be used to help us with our Campaign; to properly administer, acknowledge and recognize gifts; to process and receipt donations; to fulfill donor information requests; and to register your participation at meetings or other events. It will be disposed of in a safe and timely manner when no longer required. United Way Oxford does not sell or lease donor information. We take every step to ensure that the confidentiality of your information is maintained. Your information is kept in a secure database for the use of United Way Oxford.

When will I get a tax receipt for my donation?

In most circumstances, if you give through payroll deduction, your contribution will be on your T4 at the end of the next calendar year. If you give by cash, cheque or credit card, your tax receipt will be mailed to your home address by February 28 of the following year.

What if I change my mind?

You may change your pledge by notifying your payroll department in writing.

I can’t afford it.

Even the smallest gift has impact. Donating through payroll deduction will spread your donation over a full calendar year making your gift affordable.

How do I get involved with United Way Oxford?

United Way offers both short and long-term volunteer opportunities. You can get involved with your workplace campaign, volunteer at a special event such as the StairClimb or Day of Caring, sit on a committee or you can lend your talent to a specific project. Opportunities to volunteer with Funded Partners is also an option. Contact United Way for further information.

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Thank you for volunteering with United Way!

Questions? Contact us today!

447 Hunter St. Woodstock, ON N4S 4G7T: 519-539-3851| 877-280-1391

www.unitedwayoxford.cainfo@unitedwayoxford.ca

Charitable Registration Number: 11930 3642 RR0001

We’re stronger together