ABOUT UNITED WAY OF BENTON & FRANKLIN COUNTIES

The best way togive where you live!

WHAT WE DO United Way builds systems to address the root causes of longstanding challenges in the Tri-Cities. We tackle complex problems in our community that can’t be solved by any one agency alone. We unite to solve homelessness and hunger, increase literacy and graduation rates, and ensure individuals and families can live quality lives through financial independence.

HOW WE DO THISWe bring all the resources together - the dollars, volunteers, partners, and talented experts - to strategize and implement local solutions.

We invest in programs that are focused on results. Our funded partners uphold strict standards and submit bi-annual reports. Your donated dollars and time support the most effective and high-performing non-profits, who provide immediate help to those in need and focus on lasting change.

AREAS OF GREATEST NEEDWhen donors give directly to our United Way’s areas of greatest need, funds target these critical areas:

...AND WE CAN’T DO IT WITHOUT YOU!The unexpected can happen - an accident, an illness, the loss of a job - and suddenly you may need support.

Our United Way helps your organization’s employees fill gaps in our community, and give to everything they care about. Employees can even designate to other non-profit organizations - we will verify that each is in good standing with the IRS and meets the requirements of the Patriot Act (doesn’t fund terrorism).

You can help your employees donate through the safety and convenience of payroll deduction and the workplace campaign that you plan!

EDUCATIONHelping kids succeed by educating parents, preparing children for kindergarten, and increasing high school graduation rates.

HEALTHIncreasing access to physical and mental health care, and supporting our vulnerable populations.

FINANCIAL STABILITYBuilding independence by providing the support and training that leads people toward financial stability.

BASIC NEEDSWorking to fight homelessness and hunger, meeting fundamental needs, and eliminating violence.

WELCOME TO THE TEAM!

THIS IS YOUR WORKBOOK.We encourage you to take notes, circle things, mark it up and make it yours!

Dear Campaign Coordinator,

Thank you for investing your time and resources toward making our community an even better place for everyone. Your role is incredibly valuable to neighbors in need of our help.

As you lead your organization in achieving their annual donation goal, we look forward to working alongside you.

Whether you volunteered or were selected for this position, we thank you and are here to help.

Dr. LoAnn AyersCEO & PresidentUnited Way of Benton & Franklin Counties

YOU ARE AN INTEGRAL PART OF YOUR WORKPLACE AND COMMUNITY.YOU ARE A LEADER, ORGANIZER, AND MOTIVATOR. YOU ARE A HAND RAISER, GAME CHANGER, AND WINNER. YOU HAVE THE HONERABLE TITLE OF CAMPAIGN COORDINATOR.

STEP 1: HOW TO PLAN

STEP 2: HOW TO ASK FOR PLEDGES

STEP 3: SEND YOUR THANKS!

STEP 4: HOW TO KEEP PEOPLE ENGAGED

+CREATIVE CAMPAIGN

EXAMPLES WITH PHOTOS!

+EASY TO USE CAMPAIGN

CHECKLIST!

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PLAN TO INSPIRE START PLANNING 6-8

WEEKS

BEFORE START DATE!1How to Prepare for Your Campaign

SECURE CEO/MANAGEMENTAPPROVALGet approval for team meetings and activities on company time.

•How much fundraising time is available?

•Can we display posters, send emails, and/or hold events?

•Can our United Way contact give a 10 min. talk?

PLAN & SCHEDULEDiscuss your company culture; which activities would be most effective and enjoyable?• Should your campaign run 1 week? 1 month?

Or, 2 months? Should it be during a slow time, or attached to a holiday?

• Look at your company and holiday calendar: what works best for most employee participation?

• Schedule your start and end dates, your events, and decide on any incentives/prizes.

SPEAK WITH YOUR UNITED WAY CONTACTThey can answer questions, provide insight, ideas, and more!

Name:

Email:

Phone:

GATHER YOUR MATERIALSYour United Way contact can provide you with:• Campaign posters, brochures, and other print

materials

• Videos and other digital messages

• A quick, 10-minute presentation for your team

• Ready-to-go and customizable email messaging for your staff

• LIVE UNITED T-shirts (while supplies last) and fun United Way merchandise as prizes for events!

RECRUIT YOUR CAMPAIGN TEAMMake it fun! Work together to collect ideas, divide and conquer. Consider people from different departments, levels of management, those with fundraising experience, new employees, and real go-getters!

REVIEW YOUR CAMPAIGN HISTORY & SET NEW GOALS!Set a challenging, yet attainable goal for your team.

TOTAL RAISED BY OUR EMPLOYEES LAST YEAR:

LET’S INCREASE BY AT LEAST 5%!

X 1.05 =

THIS YEAR’S EMPLOYEE GOAL!

=our awesome campaign total

+ ESTIMATED CORPORATE MATCH OR GIFT:

SUCCESSFUL CAMPAIGN CHECKLIST:

Secure CEO/ Senior Management support for campaign plans.

Meet with your United Way contact to review your campaign history and goals.

Visit www.uwbfco.org/coordinators-toolkit for ideas and materials.

If utilizing ePledge, finalize and submit: campaign planning survey, employee data file, and content document.

Recruit your campaign team to help plan and spread the word!

Gather your communication materials and tools.

Schedule your “kick-off”/start date, your United Way speaker, and any events.

Promote the start of your campaign with an annoucement.

Promote! Announce the campaign and special events through all channels

Make educational materials available to express why your company is campaigning and how United Way is helping our community.

Make sure to ask everyone! Give everyone the opportunity to help!

Provide paper pledge forms or an ePledge link to collect donations.

Follow up with anyone who hasn’t turned in their form, or wanted more info.

Hold a mid-campaign team meeting to review progress.

Send reminders about campaign events, incentives, and deadlines.

Collect all pledge forms and campaign materials.

Submit pledge forms to your payroll department.

Schedule a time to meet/speak with your United Way contact.

Complete all paperwork for corporate matches and/or gifts.

Send a thank you letter/email to everyone, including the CEO and your team.

Send an email, newsletter, and/or hang posters to thank the company for their great work and announce the campaign results!

Hold a post-campaign team meeting to evaluate challenges and successes.

Tell your United Way contact how they can help you more next year!

DUE DATE:

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DURING THE CAMPAIGN (RECOMMENDED DURATION: 2-8 WEEKS)

AFTER THE CAMPAIGN (WITHIN 1-2 WEEKS OF CAMPAIGN CLOSING)

BEFORE THE CAMPAIGN (6-8 WEEKS BEFORE STARTING)

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YOUR TOOLS & RESOURCESLet us help you succeed!

YOUR UNITED WAY CONTACT IS YOUR BEST RESOURCE.

THEY CAN HELP:• BRAINSTORM FUNDRAISING EVENTS • RE-ENERGIZE AN OLD CAMPAIGN• ENGAGE AND INSPIRE EMPLOYEES• ANSWER ANY QUESTIONS

A SHORT AND SWEET 10 MIN. INTRONot sure how to introduce the importance of giving? Easy! Just invite your United Way contact to your next staff meeting. We’ll keep it short but can stay for Q&A upon your request. A representative from one of our local non-profits can also attend upon request.

BROCHURESFeel free to distribute them throughout your building! We can also provide materials on some of the programs you’re helping to support.

POSTERSVarious posters are available. Hang different ones or change them throughout your campaign to keep the message fresh.

VIDEOSWe have a short video suited for employee gatherings, personal email communications, or social media sharing.

UNITED WAY T-SHIRTS & MERCHANDISEAsk your United Way contact for cool merchandise as special event prizes— while supplies last!

YOUR DIGITAL TOOLKITThis is your webpage:

www.uwbfco.org/coordinators-toolkit

There are posters, important documents, in-depth campaign ideas and tools, and more! You’re welcome to print, share, and add them to emails as needed.

EMAIL TEMPLATESWe have a series of short and simple email templates to be used for employee communications during the campaign, with customizations for a quick “letter from the CEO” and more.

IMPACT CALCULATORThe front page of our website features an “impact calculator.” You can enter any dollar amount and see real-life, local examples of how that amount will improve lives. This could be useful during your campaign, to show your organization why they are working toward a specific donation goal. It can also be useful after your campaign, to show what the actual raised amount can do for our community.

YOUR CUSTOM IMPACT POSTERFeaturing your company logo, this poster will be made to thank your company for their contribution last year and challenge them to beat those numbers this year! It can also display awards you’ve won and the real-life, local examples of their impact.

ADDITIONAL EVENT PAYMENT OPTIONS• The Square card-reader, set-up for direct credit

or debit payments to United Way.

• A custom website portal to collect online payment for your special event.

Reach out to your United Way contact for the following tools:

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WORKPLACE CAMPAIGNSFamously Fun, Generous and Award-Winning

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Brainstorming time! What ideas and examples did you like? Think about your company culture- What will your employees enjoy most and participate in?Will you hold one event? Multiple events? Or, will you provide one incentive for hitting a total pledge goal? Write down all of your team’s ideas here. Be sure to discuss:• How will this raise money? • How much time is needed to do this? • Is there a prize incentive?

OUR “FUN-RAISING” EVENT IDEAS:

PUT THE BEST EVENTS ON

YOUR SCHEDULE!

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CAMPAIGN SPECIAL EVENTS SCHEDULE:

START DATE:

IMPORTANT DATES (PRESENTATIONS, SPECIAL EVENTS, ETC.):DATE EVENT: WHAT, WHERE, AND INCENTIVE (IF ANY)

END DATE:DURATION: 1 WEEK 2 WEEKS 3 WEEKS 1 MONTH 2 MONTHS 3 MONTHS OTHER:________

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HOW TO ASK SUCCESSFULLY:• Give the donor your undivided attention; be

friendly and encouraging.

• Explain the purpose of your visit, or how you can help them when they approach you.

• Give examples as to how United Way helps improve our community.

• Have your materials ready and give everyone a brochure.

• Remember, you aren’t asking for yourself— you’re asking on behalf of someone who needs help.

• Be ready to answer their questions honestly. If you don’t know the answer, it’s okay to answer, “I don’t know that answer right now, but I will find it and get back to you!”

• Some donors will have real concerns and want to know detailed information before donating- that is 100% okay! Your United Way contact can provide any information you need.

• Keep in mind that giving is a personal decision. We want everyone to have the opportunity, but no one should be obligated. Regardless of what your donor decides, thank them for their time.

• When donors give, thank them for their gift and ensure they receive any promised incentives.

PROMOTE, PROMOTE, PROMOTE...Place posters in high-traffic areas around the office - entry ways, break rooms, restroom doors, and more!

• Use multiple communication methods: email, personal conversations, display posters and brochures, your company intranet, announce in staff meetings, use payroll stuffers, videos, social media, etc.

• Ask your campaign team and/or leadership to help you spread the word.

with tact + confidence!

ANNOUNCE THE KICK-OFF DATE!• Send a company-wide email (you will find

customizable templates in your digital toolbox).

• There is a door/cubicle sign in your digital toolbox. Post it proudly so coworkers know to talk to you about the campaign!

• Consider hosting a company-wide rally and presentation with CEO appearances, or inviting your United Way contact to give a quick 10-minute talk

ASK2During the Campaign

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TIME TO MAKE THE ASK!• Start at the top—have your leaders pledged yet?

• Ask if the company is willing to match what employees bring in—this is a great challenge as you start talking to employees about giving.

• If you are holding fundraising events, tell eveyone when they are being held and how they can contribute. • Start asking everyone! With a company-wide announcement going out earlier, they should be ready to

participate in your events, ask questions or give their donation.• Make it a campaign team goal to speak with every department and give everyone a chance to

contribute. • Remember to include off-site, contract, and remote employees. • With new givers, ask for a first-time gift.• For annual givers, encourage an increase from last year to help meet this year’s company goal.• Or, consider asking for a specific increase, such as $5 more per pay period. • Let employees know all the many ways they can give!

THE MANY WAYS THEY CAN GIVE:• Using the paper pledge form or online through an ePledge link, they can give once or regularly!

• “Set it and forget it”: Payroll deduction is the most popular choice because it’s quick and easy. Employees can choose any annual amount to be divided among their pay periods.

• A one-time donation via cash, check, credit card, direct billing, or stocks.• Contact your United Way contact if you would like to go electronic and setup ePledge!

• During your planned fundraising events! • They can give directly to you via cash, check, or debit/credit using a Square card-reader

device and account that can be made available for you. • We can also provide a customized webpage portal, making it easy for employees to

purchase things like event, lunch, and/or drawing tickets.

PROMOTE LEADERSHIP GIVING• Donors who give $1,000 or more are recognized

as Leadership Circle members. They can combine their contribution with their spouse or partner to equal $1,000.

• Consider meeting with potential leadership donors and asking them to lead by example.

• Leadership Circle members make a big impact in the community, and are thanked at special events.

Vintner: $1,000 - $4,999 annual givingVisionary: $5,000 - $9,999 annual givingTocqueville Society: $10,000+ annual giving

*be sure education materials go

out before pledge info.

Share & inspire, then ask!

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GIVE THANKSIt is just as important to officially close the campaign and thank everyone, as it is to begin the campaign.

• Thank employees for their participation, time, and support through a CEO recognition letter and/or email (customizable templates available).

• Recognize your campaign team and others who volunteered their time.

• Publicize results via email, voicemail, intranet, newsletters, social media, or even hang “Thank You” posters.

• Give out any promised incentives to those who donated or pledged a certain amount.

• Celebrate your success! Consider planning a “Thank You” event or presentation.

• Share on social! @unitedwaybfco #LIVEUNITED!

YOU DID IT! TIME TO WRAP UP.• Call or email your United Way contact.

• You will be asked to deliver or schedule a pick up for any physical pledge envelopes.

*If your campaign runs longer than one week, please arrange for delivery or have United Way pick up these envelopes weekly. We want to process payments for donors in a timely manner. You can always request more envelopes if needed.

• Be sure to account for all pledge forms, donor contact information (so we can also thank them), checks, and cash.

• Confirm any corporate gift, including a match, with your CEO and include that information when reporting your results.

• Email a summary of the events you held and any fun photos you took!

SEND YOUR THANKS3After your campaign

...and evaluate! THIS YEAR, WE RAISED:

WHAT WENT WELL:WHAT WE WANT TO IMPROVE NEXT YEAR

& HOW UNITED WAY CAN HELP US:

KEEP IN TOUCHThank you for dedicating valuable time to help your community through your United Way campaign.Here are some ideas to help you make the best use of your time when the campaign comes around again next year! With minimal-impact communications, you can save time on the education/introduction portion of your campaign.

• Post your “campaign results” poster for everyone to see how they performed, and show new employees that they’re in a generous and caring work environment.

• Post your campaign results on social media; you can even tag us, United Way of Benton & Franklin Counties, so employees can learn more on their own time.

• Encourage employees to provide United Way with their personal email addresses, so they can receive important updates and success stories (we don’t send junk and we don’t share emails).

• Make your United Way campaign a company-wide calendar event. This also gives folks time to prepare for any competitive fundraising events you hold!

• Add our United Way campaign and fundraising information to your new hire on-boarding packet.

STAY ENGAGED4All Year

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