Guidelines on How to Organize An Employee Presentation
Elements Of A Good Presentation – An effective presentation, held on company time, can be completed in 15 minutes.
These suggestions save time and afford maximum control over pledges:
- Give each employee a pledge form and brochure
- Welcome and endorsement of the campaign by the CEO, with an explanation of why the company supports United Way.
- Introduction of employee campaign coordinator
- United Way speaker and/or United Way representative develops sound case for giving.
- Testimonial from employee (if available)
- Showing of the United Way campaign video
- Question and answer period
- Campaign Coordinator concludes by asking each employee to sign their pledge card and return it at that time.
Preparing for the Presentation – Contact the campaign coordinator the day before to see if everything is set for tomorrow’s presentation and what the order of events will be.
- Arrive 10-15 minutes early to set up the media equipment for the video, hand out campaign materials, etc.
- Begin your portion of the presentation by introducing yourself as a United Way Campaign Coordinator representing your company. Briefly state why you wanted to serve in this capacity or what you know about the United Way and introduce the video – example: “The United Way of Lewis County is a local organization raising money to help local not-for-profit human service organizations with specific programs that service, infants, children, families, elderly and many others. When you give to the United Way of Lewis County you are helping people you may work with and individuals in your community who at point in their life need the help of an agency funded by your United Way contribution. Did you know that one out of four of us has been helped by a United Way agency?”
- Watch the video.
- Ask for any questions. If you are not sure of the answer, get their name and tell them you will call back.
- Thank them for their time and consideration.
- Turn the presentation back over to the Employee Campaign Coordinator.
Remember...Your Enthusiasm COUNTS!
Elements of an Effective United Way Presentation
- First, welcome the opportunity. It’s a way not only to assist with the United Way campaign, but also an excellent way to increase public awareness, especially with groups whom you wouldn’t normally have the opportunity to speak. You have the chance to show how the United Way affects them personally. Many people seem to think of United Way in a distant, “it’s for the other guy” sense. You can help correct this impression.
- Be flexible. Be prepared to speak to both small and large groups. Be able to adjust to the circumstances.
- Be enthusiastic. The attitude you convey may very well create the listener’s impression of the United Way and may help form their opinion about giving.
- Consider who you are talking to. Think about what will appeal to them or what may be important to them. Ask United Way staff for help. Some groups are most interested in hearing what an organization does specifically, while others might be more interested in a mixture of organizations and how they fit in with United Way. All groups respond to specific and personal examples of how the services affect others. Share this. Listeners don’t necessarily want to know about “the process”, instead, talk about results. Make your presentation real to them.
- Respect your alloted time and be prepared. You have a limited time to get your story across. Your audience is either finished with their workday or needs to return to their job. People normally don’t have a long attention span and are given a lot of information in a short time.
- Talk about the “priorities setting” and “allocation process” from your perspective. The priorities setting process shows them that an attempt is being made to use the money in a way to benefit most people. The allocations process shows them that the money is distributed carefully. Share with them how partner agencies must demonstrate their need to a committee of United Way investment volunteers. State that United Way staff does not make the decisions. Share that there is never enough money to meet the needs of the programs, but don’t overstate this.
- Don’t attempt to answer questions you feel you know little or nothing about (i.e. donor options), but do offer your help in connecting the questioner with someone who can help. Get their name and phone number after the presentation and let United Way staff follow through.
- Remember that your main purpose is to share the ultimate results of this fundraising effort with the group and to help make them want to be a part of the service system. If you can make the meeting a positive and personal experience, you will contribute greatly to the credibility of United Way and make the employees more receptive to giving when asked.
- Finally and most importantly, recognize that your audience works hard for their money and thank them for their support!