2000

Document Sample
2000 Powered By Docstoc
					Agency Head
   Guide




 “iCan”
 www.HeartlandCFC.org
CFC…an Overview                             Eligibility of Non-profits
The Combined Federal Campaign (CFC)         The CFC is governed by OPM. Regulations
is conducted each year among Federal        issued in 1988 eliminated the “write-in”
employees to support the services of not-   option. Since 1989, OPM has required non-
for-profit local, national and              profits to apply to participated in the CFC. A
international human, health, welfare, and   committee of local federal employees reviews
character-building agencies. CFC is the     each application for its compliance with
only workplace charitable fund-raising      regulations. If deemed eligible, the
drive authorized by the U.S. Office of      organization is listed in the booklet made
Personnel Management and the Federal        available to employees. Only organizations
Executive Board.                            listed in the booklet are eligible to receive
                                            contributions.
         Administration
The FEB contracts with the Heart of
America United Way (HAUW) to serve
as the Principle Combined Fund                       Key CFC Dates
Organization (PCFO), who is
responsible for administering the           Agency Head calls done     by June 30
campaign. Campaign materials,               Day of Caring              June 6
campaign film, pledge cards, etc., are      Campaign Coordinator Trainings
produced specifically for the CFC. The      The Children’s Campus-KC August 5
office is located at:                       Sherwood Center –KC        August 13
      1500 E Bannister Rd, Room 1160        TARC - Topeka              August 25
      Kansas City, MO 64131                 Campaign begins            Sept. 30th
Telephone:      (816) 823-2010              Campaign ends              Nov. 12th
KC Contact:            Larry Hisle
E-mail: LarryHisle@gsa.gov
Kansas Director:       Harry Strader
Email: Harry.Strader@unitedwaytopeka.org           Key CFC Messages
                Costs                          You can direct your support to
                                                charities that work on the issues you
The 2008 CFC’s administrative expense           care deeply about.
was 5.41% (the lowest in the nation).
Workplace solicitation drives are one of       CFC is convenient. Through payroll
the most effective and efficient ways to        deduction, you can have a small
raise charitable dollars. Locally more          amount deducted each pay period.
than 94 cents of every dollar goes to the
agencies intended to benefit from your         The charities you support (through
contribution. CFC is the bargain hunter’s       CFC) focus on people who really
bargain. It’s convenient, efficient and         need help – including the hungry,
makes you feel great knowing you’ve             the homeless, the sick, the children
made a connection for caring.                   and families in need.
                            FEDERAL AGENCY HEAD1
                      ROLES AND RESPONSIBILITIES

INTRODUCTION
The first Role and Responsibility of an Agency Head is to recognize the mission of the
Combined Federal Campaign: Which is:
        “….to promote and support philanthropy through a program that is employee
        focused, cost-efficient, and effective in providing all federal employees the
        opportunity to improve the quality of life for all.”
An Agency Head must carefully consider the intent and purpose of the CFC campaign as
outlined in the Federal Regulations (5 CFR 950 ff) – and to run a campaign with the
appropriate purpose, enthusiasm and integrity, but never with or under any form of
coercion.


BECOME FAMILIAR WITH CFC

If you are not familiar with the inter-workings of the Combined Federal Campaign – there
are several ways this can be done.

     One way is to take a look at both the national CFC web site at
      http://www.opm.gov/CFC/ and our local web site at www.heartlandcfc.org. These
      sites will give you a great deal of information and are wonderful reference sites to
      resolve a variety of CFC related questions.

     Attend an Agency Head briefing session – usually scheduled early on in the campaign
      year.

     Read the hand-out materials provided.

     Another source of information is your Loaned Executive (LE). Each account
      (Agency such as yours) has an LE assigned to work with your component
      throughout the CFC campaign. Your LE will introduce themselves to you early
      on in the campaign.

       Meet with your Campaign Coordinator – on a regular basis.




1
 For the purpose of the Combined Federal Campaign – Federal Agency Heads may be defined as the senior most
management official for that particular Agency; Command; Site; Facility, and/or location.
AN OVERVIEW OF THE ROLES AND RESPONSIBILITIES

As an Agency Head – from the start - you deserve acknowledgement and words of
appreciation for your efforts. Without your support and campaign involvement, your
Agency’s success may not be as strong as it would be otherwise – especially when
considering your leading the way Federal employees efforts to give back to our
communities in need.

In fact, we have found that the more active and supportive you are, as an Agency Head,
and the more you personally participate in the CFC Campaign, the more Federal
employees will participate and the more they will also contribute per capita.

One of the most important elements to the success to any Combined Federal Campaign is
SUPPORT; ranging from the top to the bottom. Without your Agency head support – the
opportunity for a successful campaign can be very challenging, or even worse.

    Set the Example by Contributing to CFC – if you can get an EAGLE on your desk
     and participate in a variety of campaign events – you set a tremendous example of
     supporting CFC.

    Promote the CFC Campaign not only within your Agency/Component, but also
     amongst your peers. Challenge each other, challenge other Agencies. Remember,
     the winner is always those that are in need.

    Set aside enough time out of your busy schedule to advocate the campaign – from
     the very “kick-off” on through the campaign period.

    Be sure to thank everyone for their contributions and their campaign efforts.


SOME ORGANIZATIONAL THINGS YOU NEED TO DO
Everyone involved in the Combined Federal Campaign (CFC) has a variety of roles and
responsibilities which, in combination with others working on the campaign, plays an
important role in the success of your campaign. It takes a team, and it takes great
leadership - your leadership to have a successful campaign.

1. Appoint a Campaign Coordinator, and if possible and Associate Coordinator – to
   actually run your Agency’s campaign. If you have an Agency/Office/Component that
   has Union involvement – please be certain to include the Union in the Campaign – by
   appointing Co-Campaign coordinators one from Labor one from Management. Thus,
   the Co-Campaign coordinators would help run the campaign – working together for a
   successful event.

    Select folks (i.e., Campaign Coordinators, Loaned Executive. etc.) who have the
     kind of communication skills, energy, commitment, innovation, and dedication to
     make your campaign a success.
2. Meet with your Campaign Coordinator(s) – to help plan and strategize your campaign.
   Time lines and due dates are very important to set and follow, as you will see that
   events and time move very quickly.

3. Set your Agency’s contribution Goal (see below).

4. Meet with your Campaign Coordinator on a regular basis to see how the campaign is
   progressing and provide any support necessary.

5. For larger or more complex Agencies, forming a steering committee, under the
   direction of the Campaign coordinator is most often essential to the success of your
   campaign and is highly recommended.

6. Considering sharing ideas/consulting with other Agencies who have had successful
   campaigns.


SETTING THE DOLLAR GOAL FOR THE CAMPAIGN
The Federal Agency Head plays an extremely important role by setting your particular
component’s campaign tone, direction, and commitment toward success of the campaign
– but most recognizably is your responsibility to set your Agency’s dollar goal
(contribution) for the year’s campaign.

1. This is one of the most important responsibilities an Agency Head has – along with
   supporting and helping to ensure a successful campaign

2. Carefully analyze your Agency’s potential level of contributions – what we call the
   “goal.”

       a. Consider all factors such as previous levels of participation (i.e., last year’s goal
          and amount of contributions), per capita, average gifts, potential employment
          numbers (gains/losses), grade structure, etc.

       b. Setting of 100 percent participation goals or establishing personal dollar goals
          and quotas for employee is prohibited.

       c. Your LE and Campaign Coordinator(s) can be of great help here.

3. Set a challenging, but realistic campaign goal -- while looking for opportunities for
growth and success, as well as new ways to meet various campaign challenges.
MAKE CFC PART OF YOUR YEAR’S STRATEGIC PLAN

1. Make CFC an important challenge this year – part of your personal goals/performance
   assessment – part of you workload.

2. Become personally involved – the more you are, the greater the success.

       a.   Attend kick-off meetings
       b.   Send/release and endorsement letter
       c.   Host a manager’s breakfast on CFC
       d.   Give a speech(es)
       e.   Where appropriate – work with your Union leadership
       f.   Follow-up with email, text messages, voice mail, etc.

3. Allow sufficient time and resources for CFC for yourself AND all those involved in
   your Agency’s campaign.

4. Encourage use of readily available resources (i.e. films, speakers, written materials
   etc.).

5. Hold a group meeting – and conduct a group solicitation – saves time and is very cost
   effective.

6. Use your steering committee.

7. Keep in the communication loop.

8. Bear in mind why we are doing this in the first place, we see the people we help daily.


When in doubt, or if you can not find it on the web, or you need help, please:

    Contact your loaned executive or
    Contact the CFC office at (816) 823-2010
         THE BUILDING BLOCKS OF
  A WINNING COMBINED FEDERAL CAMPAIGN
I. Select the Best CFC Coordinator Possible
   Why?
            Other than your support, this will make the single biggest difference in your campaign.
            For the right person, coordinating a CFC Program can be a personal and professional growth
             experience.

      Who? Someone who:
            is well-liked
            has knowledge of your entire workforce
            has good communications skills
            is enthusiastic
            will have direct line to you

II. Consider Selecting Co-Coordinators
    Why?
            Co-Coordinators bring a combination of talents to the job
            Shared leadership reduces the time commitment of any one individual
            Develop a succession plan and always have experienced leadership of the CFC Program

      Who?
            Where applicable, always include management and organized labor
            Someone with strong analytical abilities
            Coupled with someone enthusiastic and creative

III. Use a Committee
     Why?
            Share responsibilities to minimize job disruption for any one individual
            Orchestrate a dynamic campaign which will appeal to the entire work force
            Create a contagious enthusiasm that spreads to each member of the committee and beyond
            This enthusiasm and sense of team last long after the campaign and leave you with an
             energized and more productive group of people
            The more people involved the more CFC “Champions” you will have

      Who?

      Employees who represent:
          All levels within your organization and all major Departments or Divisions
          All operational shifts
          Organized Labor

      Consider People Who Are:
          Well – liked
          Natural leaders
          CFC supporters
          Good communicators
          Volunteers or Recipients at a CFC non-profit organization

IV.      MOST IMPORTANTLY… Let them know that you value the job of the CFC Coordinator(s)
         and Committee Members that you want to help them succeed, and that the CFC is an important
         project to your agency.
                        Campaign Coordinator
Role of a Campaign Coordinator

The Campaign Coordinator organizes and works with his/her campaign team to plan,
coordinate and implement a successful employee campaign. The Coordinator should
consult with key union leadership if applicable and together carry out the specific duties
listed below. The key resource person for the Campaign Coordinator is the CFC Staff
Representative or Loaned Executive.

Specific Duties of a Campaign Coordinator

1. Analyze your agencies past employee contributions.

2. Recruit, organize and train all the people necessary to carry out total campaign
   responsibilities.

3. Develop an overall plan and timetable that works toward a successful employee
   solicitation, using the information provided in the training manual.

4. Set a goal for your campaign, which focuses on potential. Use the Goal-Setting
   Worksheet provided by your team leader.

5. Gain support for the campaign from all levels and groups within the organization. The
   resource people for this step in the campaign include your Team Leader, Division
   Chairperson, General Campaign Chairperson or Associate Chairperson.

6. Implement a campaign, which educates employees on how CFC works and solicits
   contributions from employees on peer-to-peer level.

7. Prepare the necessary paperwork to report your results, both within your agency and
   to the CFC.

8. Thank all employees for their participation in the CFC.


More information about the role of the Campaign Coordinator can be found in the
training manual.
              Planning a Successful Campaign

Plan – Steps 1-6
Publicize – Step 7
Conduct an Effective Campaign – Steps 8-9
Wrap up – Steps 10-11


                                        Step One:
                        Know the Facts about CFC
Knowing CFC background and operating principals will help you to believe what you are
promoting and to organize a solid campaign.

       Attend coordinator training.
       Read this manual from cover to cover.
       Browse the CFC local and national Website, so that you can introduce it to your co-
        workers. It is a valuable resource. www.heartlandcfc.org, www.opm.gov/cfc/
       Know how to use the pledge card as a donor.
       Know how to use the Campaign Report Envelope and to turn in contributions to your
        Loaned Executive.



                                        Step Two:
                     Analyze Last Year’s Campaign
Analyzing past campaigns will help you plan for this year. Talking to last year’s campaign
coordinator will help you build on previous success and will eliminate what doesn’t work in your
agency.

       Become familiar with your agency’s history of giving. (Provided at Agency Head calls
        or by your Loaned Executive)
       Compare your agency’s giving history with CFC’s averages for the previous year’s
        Campaign:
                Average gift: $
                Participation Rate:
       Ask former campaign coordinator about your agency’s largest area for
        improvement/opportunities and about the department or areas that usually give the most
        and why.
                                            Step Three:
          Recruit Your Team and Establish Objectives
Sharing the role of distributing the CFC message reduces the job of the campaign coordinator and makes
the best use of other people’s talents. Empowering employees allows them to take ownership of the
campaign.
         Include someone from each department on your team--recruit on a 1-to-20 employee basis if you
          can.      See ”Sample Articles and Letters” under Tab B.
         Recruit individuals that can organize, have good communication skills, are enthusiastic, are well-
          known, liked and respected by their co-workers.
         Involve labor representatives and stewards on your team. Ask for their help in recruiting key workers.
         Review your campaign goal and establish your objectives: Decide on the best way to ensure
          100% contact of all employees and establish your timetable. Remember when preparing for
          a campaign, 90% of the time is spent planning and organizing it, and only 10% is running it.
          See “Ideas on Increasing Participation” under Tab B.
         Design your team to split up the responsibilities, e.g., planning kickoff rally, speakers, tours,
          managing canvassers, pledge cards, incentive prizes, newsletters, etc.
         Delegate. The Campaign Coordinator cannot and should not attempt to do it all. Delegation
          signifies trust in your team’s abilities to follow through.
         Hold a planning meeting with your team, assign tasks, establish a timeline and distribute campaign
          materials.
         Develop a system for record keeping and reporting of pledges.
         Personalize the pledge forms.
         Emphasize payroll deduction for the first weeks of the campaign and then have special events.

Here are some helpful hints from a past coordinator: “When you organize your office committee to assist
with the campaign, it helps to pick “leaders” within the committee. Pick a treasurer/auditor to go over all
pledge cards and fill out the envelopes (I still review them quickly, but it helps). Pick people within your
committee to be “Event Heads.” Those people pick a fundraiser they are interested in, and organize it, i.e.
publicize it, get staff to work it, drum up participation, etc. Lastly, maybe see who on the committee would
be interested in being an assistant to the Chairperson(s). With a large agency, running the campaign is very
labor intensive, and this helps relieve some pressure. This person would also be someone good to turn the
campaign over to the following year, since they understand what is going on, if your agency likes to
revolve those who manage the campaign.”



                                       Step Four:
                               Secure the Support of Top
                           Management and the Union
Establishing top level and Union “buy in” for the campaign allows time and resources for planning
meetings, tours, and rallies.
        Plan an event that top level employees will want to participate in.
        Ask for senior management and the Union chapter president to show personal and professional
         support for the CFC, as well as to speak at campaign events about involvement and payroll
         deduction.
        Ask managers to include a CFC message at regularly scheduled meetings as much as possible.
        Request that top managers/union leaders turn in their Pledge Cards at the beginning of the
         campaign to kick things off.
        Giving to charities is a team effort not a labor/management issue.
        Discuss the Eagle program and schedule a presentation at an executive meeting.
        Request that pledge forms be returned within 48 hours of your executive meeting so that you can
         publicize cumulative results before your full kickoff.
                                             Step Five:
                        Train and Support your Team
The Campaign Coordinator is responsible for checking the paper pledge forms for accuracy which
are collected by the Campaign Coordinator or the Canvasser and compiled in a campaign report
envelope.

Educating canvassers is critical to their comfort with solicitation and their motivation to do the job
well. Training builds team sprit by creating an atmosphere of camaraderie and sets a team goal
that will benefit the community.
         Allow a CFC staff person or Loaned Executive to conduct the training for you!
         Outline Canvasser’s responsibilities, stressing the benefit of payroll deduction.
         Review the campaign timeline and materials.
         Training allows your employees to ask hard-hitting questions they know their co-workers
          will ask and lets your Loaned Executive help with the answers.
         Schedule a tour of a local charity, through your Loaned Executive—there is no better way
          to motivate and educate your team!
         Ask Canvassers to make their pledges at training. Individuals usually feel more comfortable
          asking for a pledge when they’ve pledged themselves.
         Schedule regular Canvasser meetings and times to turn in report envelopes, especially if
          your agency is large and the campaign will run for several weeks. Provide refreshments
          and a speaker from CFC or a charity to keep up momentum and energy.

See “Sample Letters” under Tab B for:
Pre-campaign letter to be used by the main agency coordinator to send to all the Canvassers as a general
information letter.
Post-campaign letter to be used by the lead agency coordinator to send to all supporting coordinators
following the campaign.




                                              Step Six:
                                Utilize CFC Resources
      CFC provides many resources to you--use them as they are helpful to your campaign.

        Your Loaned Executive will be your new best friend! He or she will have about 30-40 assigned
         Federal agencies and his/her full time job is to support your campaign activities. Let them help
         you train and schedule events, speakers, tours, etc.
        The Catalog for Caring is a list of eligible CFC agencies with vital information about the CFC.
         Each employee should receive one of these brochures and be encouraged to become familiar with
         the list of agencies. The Catalogue for Caring brochure is on-line at www.heartlandcfc.org.
         Encourage the employees to identify agencies they have volunteered for or received services from.
         This provides them with a reason to give and is one of our best education tools.
        The Canvasser Guide is a quick reference brochure designed to give your campaign team the
         information they need to get started.
        FUN(d) Raising Ideas is full of ideas for your campaign special event(s).
        The Goal Posters and Campaign Posters are available from your Loaned Executive.
        Campaign Video—one or more as needed.
        Charity speakers are anxious to share their stories with Federal employees—schedule through
         your Loaned Executive in the CFC office. Tours are available for your campaign team or co-workers.
Planning Checklist:
       Gather background information, if possible, from last year’s coordinator. Find out what worked
        and what did not. Get suggestions on how to improve this year’s campaign.
       Meet with agency leadership to discuss financial needs and the campaign in general.
       Expenses – determine amount needed (if any) (Campaign Support Funds).
       Recruit volunteers for – Events at Federal sites, multiple sites, and with second and third shift
        employees.
       Plan an event to draw attention to the campaign. Events can be held as a kick-off, at mid-stream,
        or to close the campaign.
       Plan refreshments and decorations – obtain approval for expenses. Order and arrange for
        pick-up/delivery. Provide cups, plates, and utensils if needed. Arrange for set up and clean up.
       Request prizes. The CFC has a small amount of trinkets to use as giveaways from the campaign or
        federations.
       Request charities to attend: Contact your Loaned Executive to schedule charity speakers.
       Schedule meeting rooms, or common areas.
       Campaign Supplies – have on hand the appropriate number of Heartland CFC Yellow Pages,
        posters, opens, campaign report envelopes, (personalized) pledge cards, giveaways.
See “Coordinator Checklist” under Tab B and Canvasser Action Checklist” under Tab C

Planning Your Promotional Event
A promotional event can mean anything from a full scale kick-off to a quiet video showing with popcorn.
The type of promotional event you do depends on the size of your organization, and what your agency is
willing to support. The event doesn’t have to be a grand affair to promote your campaign. For example,
serving coffee or popcorn, and showing the latest Combined Federal Campaign video is a simple,
inexpensive, yet effective event. The focus should be on the reason for having the event – raising funds
for charities through the Heartland Combined Federal Campaign.

Helpful Hints
It is quite helpful to invite the charities to be part of your promotional event. It gives employees the
opportunity to talk directly to the charities involved, to ask questions and to find out how to support their
communities along the lines of their individual interests. To arrange for the presence of charity
representatives at your event, contact your Loaned Executive.


Other Helpful Hints for Planning an Event
       Line up “fun” people to work with.
       Keep presentations SHORT!
       Increase attendance by offering door prizes and refreshments.
       Look in the phone book for: The dollar stores or U. S. Toy for discount party favors and supplies;
        fast food restaurants or stores that rent pop or soft drink dispensers; companies that rent popcorn
        machines; soft drink manufacturers discount party lines (i.e. Pepsi party); ice cream companies that
        can supply a freezer full of treats. Look for local manufacturers and distributors.
       Remind employees that donations for events are tax deductible, except when goods are exchanged
        for the donation. The cost of ingredients or donated food is also tax deductible.
       Use clip art to make your announcements, flyers, memos, etc. more noticeable. Display balloons
        to attract attention.
       Try to make a game or prize relevant to the charity being represented.
       Remember to inform co-workers about the simplicity of payroll deduction.
       Include second/third shift employees.
                                              Step Seven:
                                              Publicize
Your Role: To effectively spread the word throughout your organization that the
Heartland Combined Federal Campaign has begun.
        Keeping employees excited about the campaign increases donations. Publicizing the campaign is
         the key: You can’t expect donors to give to CFC if they do not know about it!
        Publish a calendar of campaign events.
        Put flyers on car windshields.
        Decorate the elevators, stairwells, and inside of restroom stall doors.
        Publicize specific charity programs that your employees’ contributions support (i.e., American
         Red Cross – disaster services, CPR training, first aid; American Cancer Society – education &
         screening programs.
        Announcing last year’s successes makes people feel good about giving this year!
        Ask someone within your agency receiving services from a CFC funded non-profit to tell about
         their experience.
        Make a video showing your Canvassers touring a CFC agency and show it after a staff meeting.
        Run an “Executive Campaign” first and publicize their collective donations to set the pace for the
         rest of the employees. (See Step 2)
        Run an editorial about agency/community need.

Publicize your Goals
Establishing a target serves as a motivator to achieve better results. Goals can be set in the form of dollars
raised or participation increased. Achieving goals makes people feel good about fundraising.

        Set 100% contact goal for your Canvassers.
        Focus on encouraging everyone to give through payroll deduction.
        Don’t pressure people to give but encourage participation.
        Post your goals and show progress publicly. Use our goal posters or create methods that work in
         your agency.
        Utilize e-mail, newsletters, posters, etc. Make CFC visible every day during the campaign and
         afterwards.

Select Date, Time, and Location
Your kick-off promotional event should be scheduled toward the beginning of the campaign and may
coincide with the distribution of campaign materials. When selecting a date, be sure the event does not
conflict with other events already planned (example: Health Fair). You may want to talk to your
organization head or Human Resources Director for a time and date that he/she can attend. Reserve a room
or location as soon as you have confirmation of the date and time. If you plan to show the campaign video,
reserve a television/VCR and have it moved to the location. Plan extra time in making your reservation for
set-up, takedown, and clean up. Ask others to help with the event. Schedule all visits of charitable
representatives through your Loaned Executive. You may have to hold the event more than once, or at a
time when two shifts overlap.

Event Follow-up
Please pass your notebook on to the next coordinator. Make notes about contacts, mailing lists, if the
amounts were too large or too small, what works and what doesn’t. This type of information is essential to
running a well-organized campaign event in the future.

Publicity Checklist
        Contact your organization’s Communications or Public Relations office for help and ideas.
        Publicize use of Heartland CFC Website www.heartlandcfc.org.
        Distribute Catalog for Caring brochure.
        Send an organization-wide e-mail about the campaign.
        Post campaign information on organizations internal website and bulletin boards.
        Distribute a letter/memo announcing the campaign from your agency head with that
         person’s permission.
        Make sure your multiple sites have complete information.
        Publicize your promotional event to draw attention to the campaign.
Will it be – a “Kick-off” event? a “Mid-campaign” event? or a “Close of the campaign” event?
Advertise your campaign event using:
-> Posters/signs
-> Employee newsletters
-> E-mail
-> Flyers
Submit a follow-up article in your newsletter thanking participants and all who helped.

Advertising the Promotional Event
Advertising is the key to promoting a successful event! The more people you have from different areas of
your organization planning the event, the more you will have word-of-mouth advertising. There are several
ways in which you can “get the word out.” You can advertise the event by putting up posters, sending
e-mails, talking about the event and posting information in your organization employee newsletter. A letter
from you and/or your agency head is effective in raising awareness about the campaign. Sending e-mail(s)
about the campaign is a great way to bring awareness to the campaign. It is important to include the
presence of the charities so employees have the opportunity to get information and ask questions about the
charities involved.

Please, remember to –
Consider distributing campaign event notification to special needs employees in Braille or extra large
print.
Schedule American Sign Language interpreters for your promotional event if you have employees who are
hearing impaired.
Include second and third shift workers in your plans.

See: “Sample Newsletter Article,” “E-mail Examples,” and “Endorsement from Agency Head” under Tab B.




                                            Step Eight:
             Conduct an Effective Employee Campaign
Have fun with CFC! Managing an effective campaign results in fundraising success and good
feelings all around.
        Plan a kickoff event, meeting or activity. Check out FUN(d) Raising Ideas for inspiration.
        Make personal contact with every single employee, either in group meeting format or personally.
         This is really the only way to do the campaign job effectively.
        Follow up with employees unable to attend the campaign meeting or kick-off.
        Be prepared to answer questions—or know how to find the answers through the CFC office.
        ASK for your co-workers’ support.
        Encourage payroll deduction as the easiest—and most effective way to give.
        Retrieve all Pledge Cards and say “thank you!”
        Collect donor recognition information and turn in your receipts and e-mail donor recognition form
         to the CFC office at larry.hisle@gsa.gov.
        Distribute appropriate donor recognition items to your co-workers. Certificates can be
         downloaded from the Heartland CFC website www.heartlandcfc.org.
        Make your own pledge.
        Another hint: As the pledge cards are turned in; give the donor his/her copy, and then the
         remaining copy to your payroll officer. As issues may arise during the year, this provides quick
         reference for all of us, and helps iron out our problems quickly.
                                             Step Nine:
                                Report Results Weekly
Call your Loaned Executive at least weekly (for agencies over 100 employees) for pickup and donor
recognition gift delivery. This will ensure a smooth flow in both directions. He/she will pick up receipts
within a day or two, to make your job easier.
        Regularly reporting results allows the team to monitor the progress of the campaign and
         allows your organization to get recognized at report meetings.
        Turning in reports regularly keeps you from having to hold cash, checks, and pledge forms.
        Hang posters in lobbies to let public know of your campaign achievements.
        Toot your collective horn in any effective way you can imagine! CFC is to be celebrated!
        E-mail your donor recognition list to the CFC office to: larry.hisle@gsa.gov
        Campaign Report Envelope-agency account number.




                                               Step Ten
                                             Wrap Up
After the formal solicitation ends, check with department coordinators about outstanding results/
campaign report envelopes. All outstanding envelopes should be turned into the CFC office within
15 days after the end of solicitation.
        Verify with your Loaned Executive the total for your agency or department.
        Make sure leadership list is accurate.
        E-mail leadership lists to: larry.hisle@gsa.gov
        E-mail final donor recognition lists to: larry.hisle@gsa.gov
        Make sure any donor recognition list is in and items are on their way back to you.
        Send in list of Canvasser names by end of solicitation.




                                            Step Eleven
         Say “Thanks” in Every Way You Can
       Recognize achievement internally, with e-mail, meetings, newsletters, etc.
       Publicly thanking employees demonstrates appreciation for your employees’ commitment to
        caring and builds momentum for giving in the next campaign.
       Have an awards ceremony as part of your wrap up/thank you meeting. Ask managers and
        labor leaders to join together in thanking the employees.
       Salute the Canvassers and other volunteers.
       Do post-campaign stories reporting how much was raised, the average amount donated per
        employee, and how the figures compare with previous years.
       Recognize outstanding performances by managers, departments, or union groups.
       Print a thank you letter from a CFC recipient thanking employees for contributing.
       Hang a sign in the lobby thanking the employees’ for their participation.
       Insert payroll stuffers in all employees’ paycheck announcing campaign results.
       See “Sample Letters” under Tab B

         Accept our thanks in advance for doing this important job in your agency.
                                            Ideas to Increase Participation
1. Analyze Past Campaign Results                                6.        Motivate People to Get Involved
                                                                           Make it Fun!
        Examine participation rates by department, area                   Introduce good-spirited competition (among
           location, rank.                                                   departments, floors, locations).
        Identify segments with lower participation rates                  Use and publicize incentives – can be a real
              Are there particular departments that                         motivator to that employee that’s “on the fence.”
                   have low levels?
              Do lower paid staff participate at a             7.        The Way You Ask Will Make a Difference
                  higher level than higher paid staff or
                  managers?                                                  Hold group solicitation meetings.
        Identify possible causes for the lower levels of                    Schedule people so they know which one to
          participation.                                                      attend.
              In the example of departments, are the                        Use PERSONALIZED PLEDGE CARDS.
                  heads of those departments giving you                      ASK EVERYONE to consider giving.
                  the support you’ve asked for and need.                     COLLECT THE CARDS at the end of the
              Share your findings with your Agency Head                      meeting.
                 and strategize with them how to make an                     Don’t forget to say THANK YOU
                 impact.
                                                                8.        Don’t Assume They Know the Basics, Tell
2. Conduct an Employee Survey                                             Them

      Find out what employees know/don’t know about                         You can direct your support to charities that
       CFC.                                                                   work on
     Identify THEIR interests and how they fit with                          the issues that you care deeply about.
      CFC.                                                                   CFC is convenient. Through payroll
     Consider these findings when developing your                            deduction you can have a small amount
        campaign plan.                                                        deducted each pay period.
                                                                             The Charities you support (through CFC)
3. Involve Agency Heads and Organized Labor                                   focus on people who really need help –
                                                                              including the hungry,
       Ask for an endorsement letter.                                         the homeless, the sick, the children &
       Invite them to speak at solicitation meetings.                        families in need.
       Use labor brochures and posters where appropriate.
                                                                     9.       Allow CFC to help Communicate the
4. Realize the Importance of Using a Committee                                      Message All Year Long

       Involve people from all areas and levels.                            Newsletters.
       Rotate 50% of committee membership each year.                        Posters.
       The more people involved, the more CFC becomes a                     Volunteer Opportunities.
         topic of conversation in the workplace.                             Remind givers what their gift is doing, and
                                                                              for those who didn’t, show what they
5. Have Goals Based on Increased Participation                                COULD be part of.

       Publicize the goal and how it was decided upon.
       Publicize both your participation and financial goal.
       Reward givers if goal is achieved:
         For example:
           1000 employees going from 40 to 45% = 50 new
           givers. If new givers gave $2 per week=5,200
           new dollars.
   Reproduced Internally By
Combined Federal Campaign
    www.HeartlandCFC.org

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:7
posted:7/20/2012
language:English
pages:17