This document provides guidance for employee campaign coordinators to conduct successful United Way workplace fundraising campaigns. It outlines key steps such as gaining management support, recruiting a campaign team, developing a campaign plan and timeline, implementing campaign activities, conducting leadership giving, and engaging employees year-round. The document also provides sample materials, worksheets, and contact information for United Way of Northeast Mississippi staff.

1. United Way Workplace Giving
Employee Campaign Coordinator’s Guide
United Way of
Northeast Mississippi
unitedwaynems.org

2. Table of Contents
2
TOPIC PAGE
United Way Workplace Campaigns 3
• About United Way of Northeast Mississippi 4-5
• The Workplace Campaign 6
• Employee Campaign Coordinators 7
• Conducting the United Way Campaign 8-15
• Leadership Giving 16
• Online & Mobile Giving 27
• Campaign Timeline 19-20
Resources & Materials 21-25
United Way of
Northeast Mississippi
unitedwaynems.org

3. United Way Workplace Campaigns
United Way of
Northeast Mississippi
unitedwaynems.org

4. United Way of Northeast Mississippi fights for the health, education,
and financial stability of every person in Northeast Mississippi.
We do this by investing in programs and organizations that create
impact in the areas of Academic Success, Family Stability, and
Health & Wellness.
We cover the seven counties of Chickasaw, Itawamba, Lee,
Pontotoc, Prentiss, Tishomingo, and Union, and funds raised here
stay here to impact over 125,000 individuals each year.
4
About United Way of Northeast Mississippi
United Way of
Northeast Mississippi
unitedwaynems.org

5. • United Way of Northeast Mississippi is one of 1,200 United Ways across the United States.
Each local United Way is autonomous and governed by local volunteers.
• United Way of Northeast Mississippi supports 64 nonprofit organizations and community
initiatives covering 7 counties: Chickasaw, Itawamba, Lee, Pontotoc, Prentiss, Tishomingo,
and Union.
• Raised here, stays here: 99¢ of every dollar donated remains in Northeast Mississippi.
• Funds donated to United Way of Northeast Mississippi only support the organizations listed in
the campaign brochure.
• Donors can choose to designate their investment to any county within the U.S. or to a specific
United Way agency listed in the campaign guide.
• Funding decisions are made per county by a Community Investment Committee within each
county.
5
About United Way of Northeast Mississippi
United Way of
Northeast Mississippi
unitedwaynems.org

6. • The United Way workplace campaign is the backbone of United Way’s fundraising,
comprising over 75% of funds raised.
• A workplace campaign is
• a coordinated fundraising effort that takes place over a set period of time.
• a way for employees to give through payroll deduction and create a bigger impact with
their giving.
• a great way to engage employees and coworkers and promote team-building.
• an opportunity to thank current workplace campaign partners, volunteers, and donors
for their efforts.
• a chance to share the impact donors’ gifts have had over the past year.
6
The Workplace Campaign
United Way of
Northeast Mississippi
unitedwaynems.org

7. • The Employee Campaign Coordinator (ECC) is a volunteer within the workplace who
coordinates the United Way campaign drive.
• ECC responsibilities include
• becoming educated about United Way and our programs
• working with company management and United Way staff
• developing a campaign plan including dates, goals, incentives, etc.
• recruiting a team to assist with the campaign
• coordinating employee meetings and United Way presentations
• distributing United Way materials
• promoting the United Way campaign within your workplace
• educating coworkers about United Way and our programs
• collecting employee pledges and reporting to United Way staff
• distributing United Way t-shirts
• thanking your coworkers for participating
7
Employee Campaign Coordinators
United Way of
Northeast Mississippi
unitedwaynems.org

8. 8
Campaign Planning Worksheets
unitedwaynems.org
Click on the images to download these handy worksheets.
United Way of
Northeast Mississippi

9. • Management support is the key to a successful United Way workplace campaign.
• Gain approval for recruiting a campaign committee and holding campaign meetings and
activities on company time.
• Ask for visible support from company leadership during the campaign.
• Discuss strategies for corporate support, i.e. corporate gifts or a corporate match.
• Discuss options for engaging senior staff through a focused Leadership Campaign within
your workplace campaign.
• Discuss options for incentives that can be used to encourage participation and increased
giving.
• Invite United Way staff to talk with your leadership to answer any additional questions they
may have.
9
Conducting the United Way Campaign
Step 1: Get Management Support
United Way of
Northeast Mississippi
unitedwaynems.org

10. • Consider recruiting a team to coordinate the workplace campaign, especially if you
are in a larger workplace.
• Recruit a diverse team that includes people from different departments and levels
(i.e., management, operations, etc.) within the company.
• Invite both new and previously involved committee members to participate.
• Set a schedule of committee meetings and distribute to members.
• Ask everyone on the campaign team to lead the way by making a personal
contribution to United Way.
10
Conducting the United Way Campaign
Step 2: Recruit a Campaign Team
United Way of
Northeast Mississippi
unitedwaynems.org

11. • Invite your United Way staff representative to your campaign planning meetings to answer questions
and offer ideas. Discuss strategies that fit within the company culture.
• Arrange for delivery of your campaign materials from your United Way representative.
• Determine the campaign timeline, including the pledging timeline and any presentations and activities
that will be taking place. The best campaigns last no longer than two weeks.
• Outline campaign activities and determine which team members will be responsible for implementing
them. These may include a campaign kickoff, distributing and collecting pledge forms, arranging for
incentives, etc.
• Evaluate past results and identify areas for potential increases in dollars raised or participation. Set a
goal to focus on these areas.
• Consider inviting a United Way partner organization to speak during your campaign. Choose an
agency that will resonate well within your workplace and among your colleagues.
11
Conducting the United Way Campaign
Step 3: Develop a Plan
United Way of
Northeast Mississippi
unitedwaynems.org

12. 1. Promote
• Ask your United Way representative for posters or other promotional materials to
advertise the upcoming campaign.
• Place information in high traffic areas around your workplace, such as entryways
and break rooms, letting employees know about the upcoming campaign.
• Use multiple methods of communication: posters, email, announcements during
staff meetings, payroll stuffers, social media, etc.
12
Conducting the United Way Campaign
Step 4: Implement the Plan
United Way of
Northeast Mississippi
unitedwaynems.org

13. 2. Kick Off the Campaign
• If possible, hold a kickoff event or meeting to let everyone know the campaign is
underway.
• Make the kickoff event fun and engaging for employees and communicate campaign
goals, timeline, activities, and incentives.
• Providing a meal can be a big draw for participation!
• Invite leadership to the kickoff to communicate management support of United Way.
• Express your (and your team’s) support for United Way and encourage participation.
• Invite your United Way representative to speak at the meeting(s).
• Invite a United Way partner organization to speak at the meeting(s) as well.
13
Conducting the United Way Campaign
Step 4: Implement the Plan
United Way of
Northeast Mississippi
unitedwaynems.org

14. 3. Make the Ask
• Make sure that everyone has an opportunity to give. The number one reason people say
they didn’t give is because they weren’t asked!
• Set up multiple meetings to cover all shifts, departments, etc., if needed.
• Personally distribute and collect pledge forms. Ask everyone to fill out a pledge form, even if
they choose not to give.
• Be prepared to answer questions about United Way. Many common questions are addressed
in this guide, and your United Way representative can address any other questions or
concerns.
• Show employees the impact of their contributions. Share stories of individuals and families
helped by United Way agencies. Show the United Way video. Share personal stories.
• Send out reminders to encourage people to turn in their pledges.
14
Conducting the United Way Campaign
Step 4: Implement the Plan
United Way of
Northeast Mississippi
unitedwaynems.org

15. 4. Wrap Up the Campaign
• Collect all pledges and one-time payments.
• Contact your United Way representative to finalize the campaign and turn in
pledges, receive t-shirts, etc.
• Report your results to employees and leadership.
• Thank everyone! Send emails, ask the CEO for a thank you message for
employees, hang posters. And be sure to thank the committee for their help.
• Hold a final campaign meeting to evaluate your efforts and discuss ideas for next
year.
15
Conducting the United Way Campaign
Step 4: Implement the Plan
United Way of
Northeast Mississippi
unitedwaynems.org

16. The campaign is only a couple of weeks of the year, but you can stay engaged with United Way all year.
• Join United Way’s email list. Visit www.unitedwaynems.org/join or text JOIN to 22828.
• Join United Way’s text message list. Text UWNEMS to 50503.
• Follow United Way on Facebook, Instagram, and Twitter: @unitedwaynems
• Share United Way updates and stories with employees throughout the year.
• Volunteer at the Back 2 School Resource Fair or other United Way events.
• Include United Way information in new employee packets or invite United Way representatives to
employee orientations.
• Become a United Way t-shirt sponsor. Your logo will be printed on over 8,000 t-shirts.
• Have United Way t-shirt days where everyone wears their t-shirt to work.
16
Conducting the United Way Campaign
Step 5: Year-Round Engagement
United Way of
Northeast Mississippi
unitedwaynems.org

17. • The Leadership Giving Society is comprised of three levels
• The Emerging Leaders Society – annual gifts of $500 or more
• The Pillar Society – annual gifts of $1,000 or more
• The Tocqueville Society – annual gifts of $10,000 or more
• Leadership Givers receive special recognition for their generous gifts and set an example
for others in the company and community.
• Consider a targeted Leadership Giving campaign within your workplace campaign,
targeting management and executives. Letters or emails from your campaign team or
leadership who are already giving are an easy way to ask for these special gifts.
• As little as $10 per week moves a donor into the Leadership Giving Society.
• Spouses’ contributions can be combined toward Leadership levels.
17
Leadership Giving
United Way of
Northeast Mississippi
unitedwaynems.org

18. • We now have options for online and mobile giving through our MobileCause
platform.
• To donate online, visit www.unitedwaynems.org/donate
• To donate via mobile, text GIVEUW to 50503.
• These options require a credit or debit card to complete the transaction.
• Online campaign pledging is available. Talk with your United Way staff contact
about setting up a custom online campaign for your company.
• MobileCause can also be used for special events (softball tournaments, etc.),
both as a method for registration, sponsorships, and participation fees, and as a
way to give during the event with a custom text-to-give keyword.
18
Online & Mobile Giving
United Way of
Northeast Mississippi
unitedwaynems.org

19. 19
Campaign Timeline
• 6 WEEKS BEFORE KICKOFF
• Meet with and obtain CEO commitment for your
upcoming campaign.
• Schedule campaign dates on the calendar. Limit
your actual campaign to two weeks or one payroll
period.
• Solicit incentive items.
• 4 WEEKS BEFORE KICKOFF
• Establish a campaign committee from each
department within your company.
• Contact your United Way representative for
campaign materials.
• Schedule company meetings.
• 3 WEEKS BEFORE KICKOFF
• Ask your CEO to issue a letter to employees
announcing campaign dates and details.
• Notify all department supervisors of campaign dates
and ask for their support in having employees
attend campaign meetings.
• Review previous year’s campaign and decide what
ideas to repeat and which to re-evaluate.
• Establish a campaign timeline so everyone is on the
same page.
• Set goals for participation and for funds raised.
United Way of
Northeast Mississippi
unitedwaynems.org

20. 20
Campaign Timeline
• 1 WEEK BEFORE KICKOFF
• Hold company Leadership Giving and supervisor
meetings prior to employee meeting.
• Work with United Way to arrange speakers.
• Promote the campaign by hanging posters on bulletin
boards, issuing emails, and distributing flyers.
• Include a campaign stuffer with one or two paychecks
or employee mailings leading up to the campaign.
• Publish information about the upcoming campaign and
incentives in company newsletter.
• Post a friendly email message to everyone alerting
them to the upcoming campaign.
• Purchase/order refreshments in preparation for your
kickoff.
• WEEK OF CAMPAIGN KICKOFF
• Hold an organization-wide event to build enthusiasm
and start the campaign.
• Distribute pledge forms and promote 100% pledge form
return.
• Post campaign tracking charts and update them daily.
• Make sure to follow up with past contributors who have
not yet responded.
• Schedule company activities to promote awareness
and excitement of campaign.
• Display your support and excitement of the campaign
by the committee wearing United Way t-shirts or
displaying United Way promotional items.
United Way of
Northeast Mississippi
unitedwaynems.org

21. 21
Campaign Timeline
• IMMEDIATELY POST-CAMPAIGN
• Tally final campaign results.
• Fill in any missing hourly rates for Fair Share givers.
• Ensure that all pledge forms have employee signatures.
• Meet with your CEO and report results.
• Announce final report to employees and thank them for their support.
• Conduct final meeting with campaign committee and choose a chairperson for next year.
• Send yellow copies of pledge forms to your United Way staff contact, along with any extra information needed
(pay rates, pay frequency, etc.).
• Include a rollover report if your company does rollover deductions.
• Distribute t-shirts to donors who qualify, if they were not already distributed during meetings.
United Way of
Northeast Mississippi
unitedwaynems.org

22. Resources & Materials
United Way of
Northeast Mississippi
unitedwaynems.org

23. • Visit unitedwaynems.org/workplace-campaigns to download promotional
materials.
• Campaign Guides
• Posters
• ECC Guide
• United Way logos
• Videos
• Help Guide
• Request any of these materials from your United Way staff contact.
• Have another idea or need? Ask! We are happy to provide customized materials
for your workplace campaign.
23
Campaign Materials
United Way of
Northeast Mississippi
unitedwaynems.org

24. 24
Campaign Planning Worksheets
unitedwaynems.org
Click on the images to download these handy worksheets.
United Way of
Northeast Mississippi

25. 25
Sample Letters & Emails
Pre-Campaign Letter to Employees from CEO/Manager:
Dear (Employee Name):
United Way is (insert company’s name)’s partner in caring
for our community.
United Way brings the community together to focus on our
most pressing issues and helps develop solutions so that
everyone in our community can lead stronger, healthier
lives.
An investment in United Way is an investment in our
children, our families, and our future. I hope you will join me
in giving generously to United Way of Northeast Mississippi.
With many thanks,
(CEO/Manager)
Sample Email Messages:
To: All Staff
Subject: United Way of Northeast MS Campaign
Partnering with United Way enables us to make the greatest impact in
improving peoples' lives – right here in our community. That’s why I invest in
United Way, and why I volunteered to lead our company’s campaign. I know
you share my desire for achieving real and measurable results, like increasing
self-sufficiency and building safe neighborhoods. On (date), we will be kicking
off (company’s name)’s United Way campaign. This is a great opportunity to
get involved and make a difference in our community. I will be contacting you
soon with more details. Thanks in advance for your participation.
To: All Staff
Subject: 2017 United Way Campaign Meeting
(Add date, time, and location of meeting). Don’t miss this opportunity to hear
how you can make a lasting impact in our community!
United Way of
Northeast Mississippi
unitedwaynems.org

26. 26
Key Links & Resources
United Way of Northeast Mississippi social media
accounts to follow & tag:
• Twitter: @unitedwaynems
• Facebook: @unitedwaynems
• Instagram: @unitedwaynems
• LinkedIn: unitedwaynems.org/linkedin
• YouTube: unitedwaynems.org/youtube
United Way Worldwide Social Media Accounts to
Follow and Tag:
• Twitter: @UnitedWay
• Facebook: https://www.facebook.com/UnitedWay/
• Instagram: @UnitedWay
• LinkedIn: /unitedwayworldwide
Key Links and Resources:
• United Way Website
• United Way Workplace Campaigns Page
• United Way Email List
• United Way Worldwide
United Way of Northeast Mississippi contact info:
• Website: unitedwaynems.org
• Phone: 662-841-9133
• Campaign Staff
Russ Wilson, Campaign Director
• russ@unitedwaynems.org
• 662-432-1610
• 662-213-3302
Mike Mitchell, Campaign Director
• mike@unitedwaynems.org
• 662-432-1606
• 662-687-1932
United Way of
Northeast Mississippi
unitedwaynems.org