Lend a Helping Hand Communication Suggestions for USECF Campaign Coordinators, 2020
UTAH STATE EMPLOYEES’
CHARITABLE FUND Lend a helping hand
usecf.utah.gov
As a USECF Campaign Coordinator, you can share a great message with fellow employees! Each October, state employees have the chance to give to one or several non-profit agencies through payroll deduction or one-time contribution. State employees donated over $350 thousand last year to help improve quality of life for people in our state, nation and world. Effectively communicating how, why and when to donate, lets you play an important part in the annual tradition of giving. This booklet has some best-practice communication tips to help you plan for a successful campaign at your agency. Thanks for taking on the assignment of USECF Campaign Coordinator and lending a helping hand! Please send any tips you’d like to share to chiggins@utah.gov
Get some help Some Utah government agencies are small with one or two offices, but more commonly, agencies are large with hundreds of employees in offices throughout the state. Enlisting helpers gives you an extra set of hands to hang posters or hand out flyers, and an extra person to answer questions or encourage employees to donate.
Learn about the campaign & USECF When you’re the coordinator for your agency, questions will come your way! You can be prepared to with answers by reading through the USECF website. See a list of frequently asked questions in the Donate section.
Check out the website: usecf.utah.gov
Set a goal Set a donation or participation goal to exceed the amount or number of people who donate. Be careful not to emphasize a donation amount; each employee should decide for themselves the amount that’s appropriate. The best strategy in the long run is increasing the number of participants, regardless of the amount donated, since employees tend to donate year after year. Many employees increase their donation amount in subsequent years when they find out how easy it is to donate, and how good they feel when they contribute.
Once you’ve got your helpers in place, meet in person or teleconference to plan the general communication strategy for the campaign. Aim to communicate with employees using a combination of methods, like email, presentations, posters or fliers; what you use depends on what works at your agency. Contact employees in your agency regularly during the campaign; once a week is a good rule of thumb.
UTAH STATE EMPLOYEES’
CHARITABLE FUND Lend a helping hand
Plan for success Write up your plan, including dates and assignments, and send the plan to all helpers to keep everyone on the same page. Features of your plan could include: • Placing posters in high traffic areas • Placing visual reminders at a stopping point, like a reception desk or a break area • Sending an introductory email or a reminder from a senior leader • Visiting staff meetings to talk about the drive
• Including reminders in newsletters or announcements • Holding an event, like an open house, to showcase the drive. Invite charities to display how their organizations lend a helping hand • Offering annual leave – Some departments have offered leave hours, with director approval
• Find more ideas on the USECF website under Coordinator Links
T As you grow older,
you will discover that you have two hands, one for helping yourself, • the other for helping
•
others. -Audrey Hepburn
Lend a helping hand
Your donation can help agencies care for the environment, feed families, Hill, mentorpast young people, teach childrenat to read, Jessee coordinator UDOT, made provide homes for pets, and support other important services. posters Audrey Socolorful please, give what you canwith and lendan a helping hand. Hepburn
quote, the “Lend a helping October 1st - 31st, 2015 hand” logo, the USECF website, and date range of the GIVE THROUGH PAYROLL DEDUCTION OR ONE-TIME DONATION campaign. Jessee also placed fliers and www.usecf.state.ut.us suckers tagged with a reminder to donate at reception areas.
Create useful, engaging content Posters, fliers and email attachments with useful information can help encourage employees to decide donate. Here are some ideas for providing useful content: • Emphasize the time range employees can donate • Always include the website URL • Always include your contact information • PDF the charity and codes and send to employees
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UTAH STATE EMPLOYEES’
CHARITABLE FUND Lend a helping hand
• Communicate the value of helping others • Use the “Lend a helping hand” logo
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Find different versions of the “Lend a helping hand” logo on the website:
USECF.utah.gov
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Target each audience group State employees are generally accustomed to getting information via email, but your agency may have work groups with different communication needs. Identify those groups and design a strategy, like attending staff meetings, making phone calls, or visiting satellite offices. For new employees, consider using face-to face contact so you can answer questions.
Choose a champion Employees pay attention to messages from department senior leaders. A sincerely worded email from a senior leader or other widely known person in your department can make the campaign seem real and important to potential donors.
• SAMPLE EMAIL • Dear Fellow Employees, One of the most compelling qualities I have experienced in this organization is the overwhelming generosity of the people who work here. Please join with me to translate that generosity to the Utah State Employees’ Charitable Fund Campaign. Please take the time to donate to the charity of your choice. In recent years, participation in the drive by department employees has seen a steady climb; let’s bump that percentage up again this year! As I looked over the options for charitable donations, it is really easy to connect with many of the organizations and causes. Even just a dollar per month from all of us would make a huge difference to the worthwhile charities available through this campaign, and the feeling of being part of a worthy cause is invaluable. Thank you for opening up your hearts and showing that our department is one of the most giving organization in the state. Here’s the link to donate online: www.usecf.utah.gov Your Department Director
Send updates
Say thanks
Agency coordinators have access to the donation totals at their agency. Sending out periodic updates to show where your agency stands may inspire or remind others to participate.
Thank employees in each communication, whether it be email or in person. After the campaign, remind employees that their contribution is greatly appreciated by sending an email or hanging thank you posters in your building.
Sometimes employees tune out updates or reminders that are too frequent. You be the judge about what will work best at your agency.
Don’t change what works Each agency is different, and there’s no one right way to handle a campaign. If you’ve run the campaign at your agency for many years, don’t change what works. If you just got the assignment, check with others at your agency to see what has worked.
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UTAH STATE EMPLOYEES’ CHARITABLE
FUND Lend a helping hand
The “Lend a helping hand” logo is available in different colors, versions, and file types on the USECF website:
usecf.utah.gov