EMPLOYEE CAMPAIGN MANAGERS
ACTION GUIDE
United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
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DEAR EMPLOYEE CAMPAIGN MANAGER Thank you for your committed partnership to United Way of Tarrant County. Across the United States, COVID-19 has placed an immense strain on our social safety net—Tarrant County is no exception. At the height of the pandemic, the unemployment rate in Tarrant County quadrupled. Meanwhile, local food banks saw increases in demand of almost 60%. As millions of Americans are struggling to overcome both persistent and new challenges posed by the pandemic, we are taking a lead in raising the tide to ensure that every member of our Tarrant County community has the opportunity to rebuild from this crisis. Caring individuals like you make that work possible. We are excited to offer this Campaign Action Guide to support your internal United Way of Tarrant County efforts and help you achieve our shared goals for a prosperous Tarrant County. It is this vision of our
future—a future of opportunity for all—that motivates us to work collaboratively and as a community. If 2020 taught us anything, it is the power of resilience. Your drive, dedication and passion for helping to grow our network of supporters and advance our mission are key to helping Tarrant County be stronger, better and more resilient than ever before. Thank you again for supporting United Way of Tarrant County by becoming an Employee Campaign Manager. Together, we can achieve opportunity for all. Sincerely,
Leah M. King, President and Chief Executive Officer United Way of Tarrant County
United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
TABLE OF CONTENTS 3
The Important Role of ECMs
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About United Way of Tarrant County
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Workplace Giving
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ECM Roles & Responsibilities
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Best Practice Steps to a Successful Campaign
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Virtual Fundraising Campaigns
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Campaign Wrap Up Checklist
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Setting a Challenging Yet Attainable Goal
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Campaign Materials Available to You
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United Way of Tarrant County Logo Usage
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United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
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THE IMPORTANT ROLE OF ECMS Employee Campaign Managers (ECMs), the link between United Way of Tarrant County and the employees of our corporate partners, play a crucial role in the success of Workplace Giving Campaigns. ECMs serve as point people who lead internal programs that engage employees and encourage them to give and understand the importance of their donations—all of which helps United Way fulfill its mission of solving Tarrant County’s toughest social challenges. Serving as an ECM also has professional benefits that allow you to showcase your leadership skills, create deeper connections with your peers and increase your work satisfaction and sense of pride in the community.
In this guide, you will find: • Step-by-step instructions on planning every aspect of your campaign, from the logistical to the fun. • Ideas and tips to make your campaign more engaging for all employees. • Links to additional resources to help you plan and execute a successful campaign. We hope you will use this guide as a go-to resource for your campaign needs. Also, do not hesitate to contact your United Way of Tarrant County representative at any time if you need help. Your United Way of Tarrant County Contact Is: ________________________________________________
United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
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ABOUT UNITED WAY OF TARRANT COUNTY United Way of Tarrant County has worked to improve the lives of those in our communities since 1922. As a nonprofit leader, we bring together individuals, groups, donors and service providers to help solve some of the toughest social issues affecting Tarrant County. Each year, United Way of Tarrant County helps more than 550,000 people through its resources. United Way of Tarrant County has no fees on donor designations, with 100 percent of the donation going to the selected agency or cause.
VISION
MISSION
VALUES
GUIDING PRINCIPLES
Thriving communities, welcoming neighborhoods and a strong economy across Tarrant County.
Integrity. Compassion. Excellence. Transparency. Teamwork.
Provide leadership and harness resources to solve Tarrant County’s toughest social challenges.
Our client is the donor. Our results tell our story. Our focus is the community. Our efforts are collaborative. Our solutions are equitable.
TARRANT COUNTY REPRESENTS AMERICA AND ITS CHANGING LANDSCAPE
3RD
most populous county in Texas
16TH
largest county in the nation
27%
of households speak languages other than English
110K
military veterans
WORKPLACE GIVING ANNUAL EMPLOYEE CAMPAIGN It feels good to be part of the solution. That is why more than 200 companies spread across more than 900 individual worksites in Tarrant County have United Way Workplace Giving Campaigns every year, accounting for the majority of the funding we invest in the community. When you hold a United Way campaign at your workplace, you are opening convenient avenues for employees and co-workers to make a difference, including donating through payroll deductions, participating in special events and volunteering with one of our partner agencies.
United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
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ECM ROLES & RESPONSIBILITIES WHAT ARE YOUR RESPONSIBILITIES AS AN EMPLOYEE CAMPAIGN MANAGER? • Become United Way Cheerleader in Chief at your worksite and have fun! • Become knowledgeable about United Way of Tarrant County and educate your co-workers. • Schedule a planning meeting with your United Way representative to develop an effective Campaign goal and plan. • Recruit and coordinate a team of company volunteers to assist you with the Campaign. • Share your Campaign goal and plan with the CEO or senior executives to get approval and ensure support for the Campaign. • Coordinate your company’s kick-off, special fundraising events, recognition events and distribution and collection of Campaign materials and pledge forms. • Promote the Campaign throughout your organization and allow everyone the opportunity to give.
• Encourage Leadership Giving levels in your Campaign (we have more details about this later in the guidebook). • Monitor Campaign progress and push routine updates to your team via email, intranet sites, newsletters, display or TV monitors and other communications channels. • Keep your CEO or senior decision-maker updated on Campaign progress. • Submit pledge forms and complete final United Way report form. • Say thank you to everyone at your company for their help and participation. • Commit to debriefing after the Campaign to identify successes and areas for improvement. • Feel good about the work you’ve completed to benefit the community!
United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
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BEST PRACTICE STEPS TO A SUCCESSFUL CAMPAIGN 1
EDUCATE YOURSELF ABOUT UNITED WAY OF TARRANT COUNTY
The more you know about United Way of Tarrant County and running a Campaign, the more successful you will be promoting your Campaign, communicating the mission of United Way of Tarrant County and leading your team. • Attend ECM Training • Keep this guide and refer to it often
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SECURE CEO & EXECUTIVE SUPPORT
Securing CEO and executive support is important to the success of your Campaign. Their involvement sets an example for employees and underscores the importance of the Campaign and the company’s commitment to Tarrant County. Their participation also adds excitement and momentum to Campaign programs and activities, helping you achieve your financial goal.
• Keep your representative on speed-dial • Bookmark our website: unitedwaytarrant.org/campaigncentral • Follow us on social media for up-to-date information about United Way of Tarrant County
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RECRUIT & TRAIN YOUR CAMPAIGN COMMITTEE
Don’t run your Campaign alone. Recruit a committee of enthusiastic, resourceful and committed employees to help you plan the best possible Campaign. Diversity is important. Involve representatives from various departments in your organization, such as marketing, communications, human resources, payroll, etc. Set up regular committee meetings and delegate responsibilities. You can ensure Campaign success by creating roles and responsibilities for committee members.
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DEVELOP A CAMPAIGN GOAL & PLAN
A Campaign goal and plan provide the roadmap for programs and activities and streamline implementation. We encourage you to include your committee in the goal setting and planning processes. It is important to share tasks so everyone on the committee is contributing and the workload is evenly distributed. On page 11 of this guide, we provide a worksheet to help you and your committee calculate a challenging, yet attainable goal. And in the following pages, we provide ideas on planning and implementing a great Campaign kick-off, promoting and publicizing your Campaign, as well as year-round engagement opportunities.
United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
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PROMOTE & PUBLICIZE YOUR CAMPAIGN ACTIVITIES
PLAN & IMPLEMENT A GREAT KICK-OFF EVENT
Campaigns with great visibility encourage everyone to take part. Consider using email, intranet sites, personalized letters, pay stub inserts and United Way of Tarrant County materials to promote the Campaign.
Make sure your CEO and senior management can attend and participate. Kick off the Campaign at an all-staff meeting already on the calendar (this prevents employees from having to attend an additional meeting or rearrange their schedules).
You and your committee can be creative in generating internal publicity and creating excitement and interest. You know your environment the best and what will be most effective for your company’s culture.
Hang posters and flyers in prominent places like lobbies, kitchens, lounges and elevators to announce your Workplace Giving Campaign dates and important information. The following campaign materials are available online for download: • Brochures • Posters • Pledge Forms • United Way of Tarrant County Videos • Client Success Stories
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PROMOTE LEADERSHIP GIVING
Leadership Giving is a great way for employees to not only donate to United Way of Tarrant County, but also become involved in the organization. To encourage participation by employees at the Leadership Giving level, ask your CEO or a senior executive to endorse and lead Leadership Giving efforts. Set a meeting designed to educate upper management and other organizational leaders about the benefits of giving at the Leadership Giving level. For a donation of $1,000 or more, employees become part of Leadership United. Membership in Leadership United provides exclusive invitations to network and collaborate with like-minded individuals who have a passion for philanthropy. It also provides volunteer opportunities.
A kick-off event is a very successful way to communicate a consistent message to your employees about the needs in the community and services United Way helps provide. Your kick-off event can help generate enthusiasm and support for the Campaign.
Use the theme Opportunity for All; educate your peers by showing the United Way video, invite United Way partner agencies as speakers and have your management and labor union representatives endorse the Campaign. If your company has multiple shifts, make sure to plan a kick-off event for other shifts, too (United Way staff are happy to help – no matter what time of the day!) You may wish to purchase promotional items such as T-shirts, coffee mugs or other items for distribution at the kick-off event or during your Campaign. Many companies order a few items and distribute them through a prize drawing during the event. Please contact your representative for a list of available items and prices.
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SCHEDULE A DAY FOR VOLUNTEERING
As part of your Campaign activities, host a Day of Caring, a designated volunteer day at your company that allows your employees time to volunteer in the community. Promoting volunteerism boosts staff morale and deepens your employees’ philanthropic commitment. United Way of Tarrant County can help facilitate volunteer opportunities throughout the year, including managing all project logistics. For more information and to get connected to volunteer opportunities, visit our website at unitedwaytarrant.org/volunteer.
United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
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MAKE THE ASK
YEAR-ROUND ENGAGEMENT
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• On-site Volunteer Activities
Do you know why most people don’t give? Because they were never asked. Most people are generous and want to give, so ask your employees to give and provide them with information outlining how easy it is to give through their company.
WRAP UP THE CAMPAIGN
After your Campaign activities come to a close, the final task is completing the report form. The report form gives United Way of Tarrant County an accurate overview of the money raised during your Campaign and helps us forecast our community allocations.
It is important to keep your employees updated year-round about how their dollars are helping in the community. United Way of Tarrant County can tailor options to support your company’s employee engagement and corporate social responsibility objectives throughout the year including:
• In-kind Donation Drives • United Way Partner Agency Tours on Day of Caring • VITA (Volunteer Income Tax Assistance) Volunteer Opportunities • United Way Lunch and Learns
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United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
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VIRTUAL FUNDRAISING CAMPAIGNS A virtual fundraising Campaign is an initiative that takes place entirely online and allows your workforce to engage with a United Way of Tarrant County Campaign from wherever they are. Instead of gathering together physically, participants gather online, using digital resources, live-streaming, web conferencing and peer-to-peer fundraising software. If part or all of your workforce is remote, virtual events are a great substitute for in-person activities.
VIRTUAL CAMPAIGN PLATFORMS 1. E-Pledge Online Giving Portal E-Pledge allows donors to use their personal devices to fill out online forms specifying how much they would like to give, to which agencies and in what manner. E-Pledge-specific Campaigns make employee giving more efficient, as well as ease the process for our participating companies by reducing paperwork in the distribution, collection and processing of pledge forms. Corporate E-Pledge giving portals can be customized to reflect the visual look and feel of your organization. E-Pledge also provides tailored electronic messaging that can be scheduled and disseminated to employees through the site. For companies that have offices in remote areas, E-Pledge can help extend the Workplace Giving Campaign to any location and thereby reach more employees.
For Employee Campaign Managers, E-Pledge provides a detailed analysis of the Campaign, and automatically sends each contributing employee a personalized confirmation and thank-you email. 2. Mobile Cause (Text-to-Donate) Text-to-donate is an easy way to give at home or on the go. Donors simply text a unique keyword to a 5-digit phone number, and they will receive an instant response with a link to your mobile friendly donation page, allowing them to donate right on their mobile device. Mobile Cause also provides a platform to host virtual fundraising events to connect with donors, build awareness and empower giving online. United Way of Tarrant County is here to assist you in setting up your E-Pledge and Mobile Cause fundraising Campaigns, as well as explore other virtual Campaign strategies.
United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
Setting up an E-Pledge Fundraising Campaign
Setting up a Mobile Cause Fundraising Campaign
United Way of Tarrant County’s E-pledge site can help you deliver your ideal Campaign by allowing you to upload your own company photos and customize giving options for each employee.
Through Mobile Cause fundraising, donors have the option of making a one-time or recurring donation.
1 Visit www.unitedwaytarrant.org/campaigncentral 2 Download and complete the E-pledge order form three weeks prior to the start of your Campaign. The form will allow you to choose the options best suited for your needs and preferences and create a formula for a successful virtual fundraising Campaign.
3 Your United Way of Tarrant County representative will provide a finalized snapshot of your custom E-pledge site one week prior to launch.
4 Launch your E-pledge site!
Your United Way of Tarrant County Campaign representative will work closely with you in setting up your Mobile Cause fundraising Campaign.
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United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
CAMPAIGN WRAP-UP CHECKLIST • Collect all pledge forms • Separate types of giving (check, credit card, cash, payroll deduction, special events) • Calculate results and complete Campaign report form • Contact your United Way representative to schedule a time to pick up your Campaign donations • Please DO NOT seal your Campaign envelope • Announce results to your employees • Thank all employees with a celebration event, email or letter • Thank your Campaign team and Leadership Givers • Conduct a Campaign debrief with your team and United Way representative and gather notes for next year
SET A CHALLENGING YET ATTAINABLE GOAL
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United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
CAMPAIGN MATERIALS AVAILABLE TO YOU OUR COMMUNITY PARTNERS
YOUR CONTRIBUTION
adults, students and to provide meals for older Your donation will continue other basic needs. mortgages and utilities and families, assistance with rent, older adult
$25 Pays for five meals for an four for a month for a family of $50 Pays for basic hygiene items meals for a family of four $120 Pays for one weekend of and insurance $500 Pays monthly car payment for a toddler $800 Pays for one month of childcare one month Pays rent or mortgage for $1,200 programs, educational development and training It also will help to create job as programs for general college readiness, as well programs for PreK-12 and can continue United Way of Tarrant County and mental health, while ensuring its work on behalf of the community.
A PATH FORWARD
ACH Child And Family Services Aids Outreach Center Alzheimer’s Association Texas American Red Cross of North YMCA* Arlington-Mansfield Area Big Brothers Big Sisters Council* Boy Scouts of America, Longhorn Tarrant County Boys & Girls Clubs of Greater Camp Fire First Texas
OPPORTUNITY FOR ALL
Across the United States, COVID-19 has laid bare many holes in our social safety net. When the pandemic hit, United Way of Tarrant County acted swiftly— delivering food to older adults in lockdown, paying utility bills for newly laid-off parents, and distributing Personal Protection Equipment to keep our frontline services providers safe.
The road to recovery will be long, but a strong United Way can help us build Tarrant County back better, stronger and more resilient than ever before.
In response to COVID-19, United Way of Tarrant County invested $5.5 in emergency relief and million resilience-building efforts in the community. Support for United Way of Tarrant County offers nonprofits the financial security to respond to crises, serve new populations, make upgrades to their infrastructure, and innovate new solutions to deeper challenges. Support also helps to address persistent barriers to improving the overall health and wellbeing of Tarrant County residents—challenges that United Way of Tarrant County is uniquely positioned to address as a trusted advisor to our community.
Cancer Care Services Catholic Charities Fort Worth Center For Transforming Lives
Challenge Of Tarrant County* Child Care Associates Child Study Center* Greater Tarrant County Communities In Schools of Community Enrichment Center Dental Health Arlington Easterseals North Texas*
We hope you’ll join us
as we set the course for
A future of opportunity
a brighter future.
for ALL of Tarrant County.
A strong and secure United Way guarantees a safety net in times of crisis and a path forward for every member of Tarrant County.
The Gatehouse* Plains* Girl Scouts of Texas Oklahoma Girls Inc. of Tarrant County Community Exchange) GRACE (Grapevine Relief And Guardianship Services Inc. Fort Worth and Tarrant County* The Jewish Federation of Lena Pope County Meals On Wheels Inc. of Tarrant Greater Tarrant County* Mental Health America of The Parenting Center Pathfinders
of Tarrant County Presbyterian Night Shelter Recovery Resource Council Safehaven of Tarrant County
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The Salvation Army of North Texas* Sickle Cell Disease Association Sixty & Better
Inc. Southwestern Diabetic Foundation Tarrant Literacy Coalition Inc. United Community Centers County The Women’s Center of Tarrant Worth YMCA of Metropolitan Fort *Receives only contributions
designated by donors
United Way of Tarrant County Fort Worth, TX 76164 1500 N. Main Street, Ste. 200,
WWW.UNITEDWAYTARRANT.ORG
CAMPAIGNWEBSITE.ORG
In times like these, you were a shining light. The stress and toll these conditions put on families is overwhelming . Yes, you did your job. But it was more than that. You answered EVERY email, you called me when I was at the end of my rope. So on behalf of my family, thank you. Client of CLC, Inc. (Community
Learning Center)
CAMPAIGN CENTRAL INCLUDES: • Videos • Stories • Additional publications (Annual Reports, etc.) • Electronic version of all materials https://www.unitedwaytarrant.org/campaigncentral/
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United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
UNITED WAY OF TARRANT COUNTY LOGO USAGE Full Color: The full-color version of the United Way brandmark is the primary brandmark of the identity system. It is required that this version be used in branded applications whenever possible. Pantone spot color is the preferred usage, but CMYK and RGB reproduction files of the full-color brandmark are available for specific application requirements.
Clear Space: Clear space frames the logo and separates it from other elements including text and the edge of printed materials. The logo must be surrounded with at least the required minimum of clear space which is determined by half the height of the symbol square.
Campaign Mark: Maintain the Campaign lock up as shown below left. Do not reduce white spacing around the logo and ensure the required minimum clear space is maintained as is shown below right.
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United Way of Tarrant County • Opportunity for All • Employee Campaign Managers Action Guide
Incorrect Uses: The consistent and correct application of the United Way brandmark and the local identifier is essential. Always follow the standards presented in these guidelines. The examples on this page illustrate some of the unacceptable uses of the United Way brandmark.
Note:For any external collateral involving United Way of Tarrant County’s logo, feel free to email marketing@unitedwaytarrant.org for assistance or approval.
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United Way of Tarrant County 1500 N. Main Street, Ste. 200, Fort Worth, TX 76164 (817) 258 - 8000 unitedwaytarrant.org