Employer Of Choice]

1

Employer of Choice

… means that workers – employees and contractors – choose to work for that employer … when presented with other choices of employment. This choice, then, is a conscious decision – or series of decisions – made when joining an organization and when deciding to stay with that organization.

2

Reasons for becoming an –Employer of Choice

Recruiting employees will become considerably easierRecruiting objectives change from just getting people to selecting the best of the bestIncreasing productivityHaving employees who choose to work and consciously choose to stayReducing turnoverGaining greater efficiency in customer serviceExciting environment developedHaving employees choosing to stay

3

Reasons continued …

Enhancing loyaltyFinding better employeesIncreasing efficiency and effectiveness ultimately increase profitabilityWaiting list of willing workersExperiencing less stress, more funPlanning for continuityGaining greater attractiveness to investorsIncreasing attractiveness to customers

4

Characteristics of a family-friendly workplace …

Values and standards Establish and enforce high standards Emphasize ethics Expect people to be honest and open Eschew mediocrity Hire only the best Honor older workers Support diversity initiatives Encourage fun in and out of office Celebrate at every opportunity

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Characteristics continued …

Develop strong internal & external support structures Make teamness a way of life Foster & encourage collaboration Teach core workplace values Remove status barriers Relax the dress code Eliminate parking hierarchy Question the executive dining room Reduce formality

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Provide access to informationBuild a culture of success Fuel excitement & enthusiasm Enable public recognition Expect high performance Welcome & encourage innovation Ensure the availability of resources Value research & development

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Design a successful communication system Practice “open book” management Demand strong communication

between departments Use internal marketing to keep

messages alive Rituals & traditions help define the

culture

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Employer of Choice – characteristics of the “enlightened” leader …

Future-orientedExercises visionary leadershipKnows where he/she is goingCommunicates the visionPeople-orientedVisible to allAccessible

Reaches out on a personal levelRecognizes special occasionsEncourages and embraces changeDelivers open and honest feedbackSupports transferSupports promotions within corporation

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Enlightened leader characteristics continued …

Supports termination of “dead wood”Removes corporate politics from decision makingFacilitates high performancePushes accountability down the ladderWelcomes enthusiastically new hires

Champions the concept of “Employer of Choice”Engages and supports an ombudsmanInspires servant leadership

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Strategies to Retain Valued Employees

Advocate work/life balanceEncourage “quality circles”Create a home-like environmentMaintain a safe., healthy environmentPromote convenienceUse technology to stay connected

Foster good working conditionsProvide the appropriate equipmentEncourage relationships among employeesChampion flexibilityStimulate and support recognitionInvolve employees’ families

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Retention continued …

Support simplicityMake vacation time mandatoryStage employee appreciation eventsEncourage creative breaks throughout the work shiftRecognize special occasions(e.g.,birthdays, anniversaries, birth of a child, child’s graduation)Remember returning employees

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Benefits of HR development

Increase in productionReduction in errorsReduction in turnoverLess supervision necessaryIncrease in the ability to advanceNew capabilitiesAttitude change

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Steps to become an Employer of Choice …

Gaining commitment from top managementChanging leadership styles to one of servant-leaderModifying corporate cultureAssessing the corporation culture & human resource needs

Developing mid-level managers and supervision so they can build & maintain positive relationships with their peopleReviewing internal records (e.g., absenteeism, employee turnover, employee longevity, educational level of workforce)

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Steps continued …

Using surveys, focus groups, and interviews to gather important information and insight into the corporate culture and the needs of the employeesTightening the hiring processExpanding the orientation process

Selling employees on the conceptBeing recognized internally & externally as an Employer of Choice”Answering key questions (e.g., How do things look? Are people happy and productive?

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Corporate Culture

Culture is a property of a group.Wherever a group has enough common experience, a culture begins to form. One finds cultures at the level of small teams, families, and workgroups.Cultures also arise at the level of departments, functional groups, and other organizational units that have a common occupational core and common experience.

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Corporate Culture Continued

Cultures are found at every hierarchical level.Culture exists at the level of the whole organization if there is sufficient shared history.Culture matters because it is a powerful, latent, and often unconscious set of forces that determine both our individual and collective behavior, ways perceiving, thought patterns, and values.

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Culture Formally Defined as …

“A pattern of shared basic assumptions that the group learned as it solved its problems of external adaptation and internal integration, that has worked well enough to be considered valid and, therefore to be taught to new members as the correct way to perceive, think, and feel in relation to those problems.” (Schein, 1999, 39)

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Sources of Cultures

The beliefs, values, and assumptions of founders of organizationsThe learning experiences of group members as their organization evolvesNew beliefs, values, and assumptions brought in by new members and leaders

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Process of culture formation

A single person has an idea for a new enterpriseThe founder brings one or more other people and creates a core group that shares a common goal and vision with the founder.The founding group begins to act in concert to create an organization by raising funds, obtaining patents, incorporating, locating work space, and so on.

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Patterns when a cultures merge …

Separation

Domination

blending

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Work/Life Balance Issues …

Spouses not accepting jobs because partner will not relocate due their own careers.Professional service firms are giving their clients the boot over quality-of-life disputes.Paid leave for infant care is a growing concern.Employers are beginning to offer meaningful support to elder caregivers.

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Issues continued …

Childcare continues to be a problem for female workers.Unscheduled absenteeism by American workers is at an all-time high.The top five work/life programs that small businesses perceived as effective were job sharing, flex scheduling, leave for school functions, emergency childcare, and a compressed work week.

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Top five work/life programs nationally …

Flex schedulingEmployee assistance programsCompressed work weekLeave for school functionTelecommuting

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Future Changes in Work/Life programs …

The lines between wellness, employee assistance and work/life will blurred.Work/life programs will need to be integrated into company intranets.Companies will offer more spousal benefits.Work/life will be integrated into a company’s global strategy.

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Future changes continued …

Work/life programs will play a more critical role in downsizing.Work/life programs will begin to be outsourced.Employers will continue to stress measurement and return on investment of work/life dollars.

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Current work/life offerings

Dependent care spending accountsFlextimeOpportunities for personal and professional growthOn-site personal services (e.g., banking, travel, dry cleaning, car repair)Assistance for eldercare programsAdoption assistance

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Building the case for work/life programs

Establish a solid argument for return on investment [ROI]Outline value-added categoriesDescribe program costsReview program savings

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Value-added categories …

reduced turnoverReduced new employee training costsImproved ability to recruit employeesImproved ability to retain employeesReduced recruiting costs

Improved quality improved productivityReduced equipment investmentReduced building spaceImproved moraleIncreased continuous improvement suggestions

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Categories continued

Reduced overtimeReduced sick leave Increased source of best and brightest peoplePositive recognition in the communityImproved competitive position

Improved customer serviceReduced employee stressReduced health care costsReduced medication costsReduced absenteeism and tardiness

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Categories continued …

Increased employee commitmentReduced need to relocate to a better labor areaPositive public relations exposure local, national, and international

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Work/life program costs

Backup staffingBenchmarking research and field tripsConsultant feesCost subsidiesEmployee reimbursementsEquipment purchasesStaff salaries and fringes

Management awareness trainingMarketing campaign (internal)Material purchasesOutsource feesProgram monitoring and results reportingRent seminar attendance

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Top 30 work/life programs

Part-time schedulesEmployee assistance programsPersonal daysFlextimePersonal leaves of absenceChildcare resource & referral

Spouse employment assistanceDependent care assistance programJob-sharing arrangementsFlexplaceFamily, childcare leaves for mothersFamily counseling in relocation

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Top 30 continued …

Work-family seminarsCafeteria benefitsWellness/health programsEldercare consultation and referralAdoption benefitsChildcare centersWork-family management training

Work-family support groupsCorporate foundation givingFamily illness daysDiscounts for childcareSick childcareWork family coordinators

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Top 30 continued …

Work family handbooksLong-term care insuranceConsortium centers for childcareOn-site caregiver fairsVouchers for childcare

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The successful employee store …

Prominent location(s)Personalized serviceCatalogs for employees to share with friendsMerchandise their productsConsider themselves retail outletsInnovative goods & productsConcentrate on apparel & accessoriesStocked regularly needed suppliesLicensed merchandise

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Employee Store Services …

Business card orderingDiscount ticket pricesDistribute bus/train tokensDry cleaningFood-to-goJewelryKey makingphotofinishing

Shoe repairSign-ups for employee programsStamp purchasesUtility bill payment centerAudio book/video/games rentalsCandy/gumPantyhose/nylonssundries

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Services continued …

Unveiling a new company productCelebrate the beginning of each new sport seasonHold special supplier salesCelebrate anniversary of store’s openingSport teams order uniforms and equipment

Offer information about travel packagesSell employee uniforms & safety equipmentSupply company recognition awardsOffer gift certificatesDevelop an on-line catalogue sales component

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Services continued …

Display public transportation schedulesBecome the center for purchasing supplies for the various employee hobby clubsHold photo contests for the various company picnicsOffer special promotions

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Components of outsourcing contract …

Type of merchandise & product lines to be soldLicense to sell logoed productsWhere products are producedOption to renew contractRight to terminate the contract with noticeCommission clauseinsurance

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Components continued …

IndemnificationRight to remove merchandiseMaintenance clauseEstablishment of a company-vendor merchandising committeeStore hoursSecurityVending machine contractMonthly meetings with vendor

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Enlivening the Employee Store …

Celebrate holidays with decorationsEncourage impulse buying at check-out counterUse all of your available space not just shelf spaceComputerize your storeReward frequent shoppers with special sales & discountsProvide customers with logoed shopping bags to carry their merchandise home

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How to catch a thief …

Lock it upPlay traffic copWatch who cleans upEncourage employees to monitor shrinkageKeep an eye on the future

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Basic store merchandise …

Weight glovesWrist wrapsDuffel bagsWater bottlesLifting beltsHeart rate monitorsBatteriesNutrition barsHealth drinks

Mineral supplementsVitamin supplementsEnergy/electrolyte replacement drinksTooth pasteMen’s & women’s razorsDeodorantMouth washBody lotion

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Most common mistakes made by retailers …

No business planNo marketing planNo sales planNo advisory planNo advisory boardNo cash reserve or real cash flowIgnoring the numbersNot being automated

Not knowing the customerIgnoring employeesBeing a lone rangerPoor location for the outletNo convenience itemsFails to understand corporation needs

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Community Service Projects

Battered Women’s SheltersBoy ScoutsMultiple Sclerosis SocietyEaster SealsMuscular Dystrophy AssociationFood banks

Suicide Prevention CentersGirl ScoutsUnited WayHomeless SheltersYMCA/YWCABoys/Girls ClubAmerican Red CrossAmerican Heart Association

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Community Service Campaign – Before the campaign …

Meeting with previous year’s campaign coordinatorsGetting management involvedSetting challenging goalsGetting helpTrying employee solicitation

Utilizing group solicitationPersonalizing all pledge cardsConsidering prizes & incentivesPromoting & educatingRequesting agency toursBuilding a campaign theme

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During the campaign …

Implement the planConduct employee ralliesConduct follow-up solicitationReport results promptly

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Blood Drives…

SchedulingRefreshmentsGetting management involvedGetting employees to participateThemesMotivators

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Convenience Services …

On-site sales of jewelry, books, wireless phones, etc.Bill payment centersCar servicesConcierge servicesGift wrap servicesLicense renewalsOn-site university coursesPostage stamp sales

Library return servicesVideo rentalsAudio book rentalsGame rentalsReferrals of local painters, plumbers, carpenters, and caterersDry cleaning

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Discounts & ticket sales

Attraction ticketsCruise linesAirlinesFacilitiesFamily entertainmentFitness equipmentHotels/motelsJewelryOffice accessories

PhotofinishingSporting goodsTheater ticketsTheme parksTravelComputers, monitors, printersSoftwareHome electronics

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Dependent Care

Childcare

Eldercare

Petcare

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Options to solve childcare problem …

Flex-time work schedulesOn-site dependent care centersRental on-site unused facilities to commercial childcare centerEnter a co-op with a number of other companiesOffer inter-generational programsEducate employees about before- and after-school programs available

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Options continued …

Contract with a licensed resource and referral companyProvide job sharing opportunitiesCreate permanent part-time work schedulesNegotiate discounts with community childcare facilitiesSchedule parenting seminarsProvide financial planning coursesOffer a dependent assistance plan

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Promoting childcare services

Word of mouthCommunity reputationSend expectant mothers care packagesChildcare referral services, coupons, or discountsMailersPostersE-mail

WebsiteCompany newsletterPayroll insertsInformation sheets on use of childcareFree breast pumpDiscount information on prenatal classes, exercise classes, massage discounts, & books

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Promoting services …

Host parenting fairs that provide information on company & community resourcesSchedule lunchtime seminars to address hot topics

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Childcare programs

Home careFamily daycareCenter based childcareDependent care reimbursement programsVoucher programs

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Establishing an on-site childcare center …

Corporation and management buy-inCorporation financial assistanceCorporation goal settingBefore- and after-school programsSick childcareReferral services for special problemsCapacity7day, 24 hourLocationLicensing

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Establishing center continued …

Other legal requirementsIndoor and outdoor spaceInsurance issuesStaffingControl of center … how will be organized?Fee structure to be usedAge grouping for licensing purposesPhysical standards for the center

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Physical Standards for Childcare …

Indoor spaceOutdoor play spaceHeating, air conditioning, & ventilationLightingPlumbingFire safetyKitchenRestroomsLobby-entrance

HallsBathroom closetsCabinetsClassroomsCoatroom spaceFood storage & preparationAdministrative spaceSleeping space

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Operating costs …

SalariesStaff developmentRent/mortgageUtilitiesTaxesRepairs/maintenanceInsuranceEquipmentSuppliesPrinting

DuplicationTelephonePostageMedical consultationPsychological consultationLegal AccountingComputer hardwareSoftware

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Eldercare issues …

Making informed decisionsSharing the caregiving responsibilities with others in the familyCommunity resources to bridge the gapLong-distance caregivingManaging medications & healthcareHiring professional caregiversManaging aging parentsStrategies to avoid family caregiver burn

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Eldercare employee programs …

Education & preventative-based programsProfessional advisory-based programsCrisis management-based programs

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Petcare services …

InsuranceBoarding Daily Vacation

Medical careGroomingSupplies

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Recreation programs …

Sport leaguesSport tournamentsSocial programsCultural programsSummer camps for employees’ childrenArt & painting programsCrafts & gardening programsTalent shows

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Components for effective program development …

Establishing a needs existsAppointing a diverse planning teamOrganizing personnel for planningIdentifying program objectivesGenerating program solutionsSelecting the program designImplementing the program designEvaluating the program

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Tournament planning …

Do you want all players/teams to play an equal number of contests?Does it matter whether the number of contests is the same per player/team?Do you want all contests to be close games?Does it matter if there are a few lopsided games?How important is it to know who comes in first, second, third, fourth or fifth?

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Types of tournaments

Single elimination

Double elimination

Round robin

Extended tournaments

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Scheduling patterns …

Seasons

Block periods

Monthly/weekly

Daily time periods

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Sports options …

BasketballBaseballBiking Bowling Exercise walkingGolfInline skatingPaddlesportsRock/ice climbing/ropes courses

SnowboardingSoccerTennisVolleyball Water skiingOther options

Bungee jumping climbing Down hill skiing Hunting

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Outdoor/adventure programming …

Boating/swimming/water skiingBiking & hikingCampingCanoeing Climbing Confidence coursesFishing

Golf HorseshoesPaintball fieldsSkeet & trap rangesSnow skiingTennisWhitewater rafting

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Keys to selecting activities …

Climate & geographic considerationsEconomic & social forcesPopulation demographicsCommunityFederal, state, & local legislation & regulationsAttitudes of managers & consumersStaffingFacilities & equipment

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Recognition awards & gifts…

SilverwareBinocularsLamps knife setsCompany logo setsService pinsLuggage tagsDesktop awardsPuttersDress knives

Key ringsCard caseMoney belt bucklesMoney clipTimepiecesSporting goodsCollectiblesElectronicsLuggage & fitness equipment

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Other gifts …

FurnitureGlobesVasesPens & pencilsCrystalCamerasToolsArt prints

Savings bondsShare of company stockGold coinsChina serving setsClothingJewelryPlaques

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Recognition program must have …

Recognition symbolDisplay optionsMeaningful presentationProgram promotion

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Positive recognition at a low cost …

Personal thank youPublic praiseThank you notesEmployee parking spaceTime with the presidentPass around trophyCar wash by management

Distributing ice cream, candy, or cookiesCook & serve meal by managementFeature in community newspaperWall of fame-photos of achieversTeam projects scrapbook in lobby

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Special Events – Basic steps

Know objectives of the eventKnow the facility and space requirementsKnow the limitationsDetermine the budgetStay currentBe a techieSelect qualified supportEvaluate results

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Planning questions to ask …

What are the goals?Will you plan the event from start to finish?Will committees plan it?Will you hire a special event planner?Do you have a theme?Is it a non-exclusive theme?Has the theme been designed to support the mission?

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Planning continued …

Are you inviting employees only, employees and families, outside guests?What is the dress?What facility will be used?Where will the guests park?Type of music?Type of entertainment?Will there be raffles?Do you need prizes?

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Special events graphics …

Determine graphics neededWill you need to order business stationary?Will you need media release letterhead?How many invitations will you need?Will you need tickets?Will the event require brochures, pamphlets, or other handouts?What size & number of promotional signs will be needed?

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Graphics continued …

How many posters will be needed?How many banners will be needed?What size?What will they say?Will programs or a schedule of events need to be printed?Does the facility furnish crowd-direction signs?Will you need to supply them?

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Five elements of special events…

The strategic planThe event designThe event productionSupplyEvent management

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Special event committees …

Event productionAccountingCommunicationsDecorationsEntertainmentFacilities, equipment & suppliesMaintenance Marketing

Risk managementSecuritySignage & bannersTransportationVendorVisitor servicesVolunteer resources

Working with event organizers

Soliciting, training & managing the volunteers

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Professionals involved …

Sponsorship solicitation mgrMarketing mgrEntertainment/sports event mgrAss’t the executive directorAss’t sponsorship solicitation mgrAss’t marketing mgrAss’t entertainment/sports event mgrVolunteer resources mgr

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Travel services …

Steps to a successful group trip … Choose destination/event Determine where you will stay Identify a mode of transportation reserve everything Publicize the particulars Clearly state deposit information Reconfirm details Promote fun Thank everyone & conduct a follow-up

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Relationship-building tips …

Group interest in destinations/activitiesLevel of activity group enjoysSpecial needs of the groupSightseeing only or a little adventureTalkative tour guide/quiet time for reflectionWelcome add-onsTouring with another group

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Vacation checklist …

Travel agent member of professional associationAgent offers consumer protection planCancellation & refund policiesCredit card to purchase tickets

Get a receiptAgent has professional liabilityAsk for referencesAvoid high pressure salesBeware of companies that send couriersDecline property sales presentations

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Checklist continued …

Prior to payment get details in writingRequest specific hotels & airlinesInsist on local phone #sNever use 900 #sHave local NTA operator verify vacation certificate

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Promoting travel services …

Flyers/handoutsPosters/flyers on bulletin boardsAnnouncement in employee newsletterE-mail announcementsSpecial presentations during lunchPayroll insertsFlyers in employee mail slots

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Outsourcing … why

Saves timeSaves moneyCustomer serviceEmployee sign up, payment, and confirmationPromotional materialsSocial eventsPreview nights

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Voluntary Benefits

Eldercare/long-term Care insuranceGroup legal insuranceSenior legal plansautomobile and home owners insuranceDental insuranceEye insuranceDiscount prescription cardsDisability and life insuranceSerious illness insurancePet insurance

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Wellness- Health related fitness components …

Cardiorespiratory enduranceMuscular strengthMuscular enduranceFlexibilityBody composition

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Motor skill related fitness

SpeedPowerAgilityCoordinationBalanceReaction time

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Fitness programs …

Aerobic danceAerobicsStep aerobicsRunningJoggingWalkingWeight trainingYogaRope skipping

Stretch classesPlyometricsTai ChiCircuit trainingSwimmingWater aerobicsCross country skiinggymnastics

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Encouraging wellness …

Offer flexible work hoursStretching during breaksCo-workers as fitness buddiesSpecial weekend for physical activity fairRequest employees to physical activity logReward wellness with bonuses, more vacation time, etc.Provide incentives for employees to park further away from entrance

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Encouraging wellness …

Involve the familyAcknowledge the employees for being physically activeCreate recreational sport teamsProvide free breakfast to the employees to support healthy eatingReward employees their own healthy lunch instead of eating outProvide free healthy snacks during breaksEncourage & reward employees who walk regularly

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Types of health assessments

General health assessmentFitness assessmentNutritional assessmentStress assessment

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Wellness programs

Smoking cessationStress reductionSubstance abuseWeight reduction & managementConflict resolutionDisease management

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Employee Association/Club …Trends affecting the future

leader’s roleValue-return on investmentResponsivenessTechnology useChange loopsRevenue sourcesGenerational issues

WorkforceOutsourcing & co-sourcingGovernanceCompetition & alliancesConsolidation & mergerGlobalizationImage building

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Incorporation advantages

It sets a limit to the liability of members.It provides for legal continuity of the association.It simplifies the negotiating and enforcing of contracts.

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Organizations official documents

CharterArticles of IncorporationNon profit tax exemption documents (social and recreation association or club)ConstitutionBy lawsRules of operation

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Advantages to Incorporating

Eliminates volunteer leaders’ liabilityEstablishes continuityCreates a business environmentProtection under libel lawsAllows ownership of propertyEasier to obtain liability insurance

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Components of By Laws

Statement of purposeForms & types of membershipDues structureElected officersChief executive officerVoting qualificationsGeneral assembly

Standing committeesAuditCorporate sealMeetings & quorumRobert’s Rules of OrderAmending the by lawsDissolution

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Motivating Volunteers

Do you have enough time to volunteer?How can you help the organization?Will you be able to learn from the experience?Will you like what you will be doing for the organization?What are the rewards and/or benefits?Will your time be spent well?Most importantly – Will you have fun?

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Recruiting Volunteers

Making the event or activity funFinding out what the employees respond toInvolving the employee and familyMaking it easy, attractive, and interesting to volunteerMaking the employee responsible for somethingTreating the employees with respect

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Recruiting Volunteers

Asking for referralsPlanning social events for the volunteersPaying for volunteer’s trainingPlacing volunteers’ photographs on bulletin boards, web sites, or in email messages

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Retaining Volunteers

Make the event or activity attractive to belongMake certain the event is well-organizedMake people feel needed and appreciatedMake sure there is a friendly atmosphereMake certain the volunteer understands their responsibilities

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Retaining Volunteers

Make a special effort to call volunteers by their first nameMake sure to get volunteers inputMake a special effort to recognize and reward their volunteer effortsMake the event or activity is funMake certain that everyone receives an appropriate “thank you”

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Retiree Club - Role

Updating the membership listCollecting dues and handling fundsProducing a newsletterCoordinating tripsEvent planningSecuring restaurant reservationsReserving meeting roomsSending out meeting noticesProducing mailingsWriting lettersMaking phone calls

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Why use a Committee?

Group participation to solve a problemCommittee has the authority to actRepresentative of all the interestsOther advantages include unification, motivation, coordination, consolidation, and communication

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Problems with Committees…

Committees cost more than an individual to do the workDoes the committee represent all stake holdersCommittee work is time consumingInitial leadership skirmishesMinority representation can slow the process

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Types of Committees

StandingAd hoc or specialAdministrativeProjectProblemliasion

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Typical Agenda

Call the meeting to orderRoll call (sometimes omitted)Minutes of the previous meetingPurpose of the meetingProgram for the meetingDiscuss and resolve agenda itemsNew businessAdjourn the meeting

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Role of the Chairperson

Planning meetingsUnderstanding human relationsProviding leadership and directionUnderstanding group dynamicsFacilitating the needs of the committeeConducting meetingsMaintaining recordsGetting the committee to actEvaluating the committee

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Checklist for selecting committee chairperson

A record of active participationThe ability to communicateA willingness to listenAn ability to command attentionThe ability to inspire and leadThe knowledge of parliamentary procedureA self-starterPrestige and respect of organization

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Selection criteria continued

An understanding of the power relationship within the committeeKnowledge of the subject matterAn understanding the group’s relationship to other committeesAn ability to think and act in terms of the organization’s overall goals and objectivesThe ability to create a constructive atmosphereThe availability to carry out the responsibilitiesA clear understanding of the position

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Selection of Committee Members

Members’ executive levelRepresentative of the diversity within an organizationRotate membersSet termsKnowledgeable of the task at handWillingness to serve

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Committee Orientation

Emphasize the importance of the chairpersonshipExplain chairperson’s dutiesReview committee objectivesReview and establish committee boundariesReview organization policies, practices, and authorityReview constitution and bylaws

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Orientation continued …Provide a list of members and their representationChairperson’s reviews current committee programReview minutes of previous meetingsReview all committee projects and programsReview schedule of meetingsReview all current assignments of each committee memberIdentify staff assistance available

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Preparation for Committee Meetings

Convenient location for meeting roomSoundproof roomDirectional signs if neededSign outside meeting room indicating --- “quiet please, meeting in progress”Room should be well ventilated and lightedKnow the name and extension of the engineer

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Preparation continued …

Determine seating arrangementComfortable chairsProvide water and glasses, note pads, hard candy, and pencilsUse name tags on table in front of each memberKnow location of rest roomsChalkboard or flip chart with eraser and chalk and markersTest all electrical equipment

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Preparation continued …

Make sure projectors work and other AVA equipmentMake sure people are seating in location easy to view visual aidsProvide beverages for breaksHave a lectern and gavel availableHave extra copies of all handouts

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Keys to meeting management

Start on timeBe a good hostStart with a clear objective of the objectivesReview factsEncourage participationSome members maybe well informed while others are notKeep the meeting movingKeep members on subjectSummarize major points

123

Meeting management continued

Pay attention to the group dynamicsTalk to group as a wholeWhen someone is talking, listen and indicate your reactionsConsider periodic recessesSolicit opinions and experiencesIf you sense trouble break off the discussionIf you are losing attention, direct a question or step up the meeting pace

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Meeting management continued

Draw out silent membersDo not allow domination by one or two partiesAdjourn on time

125

Steps to Gaining Non Profit Status

Complete Constitution and by lawsComplete articles of incorporationComplete application for employer identification number (EIN) Form SS-4

Prepare a full description of the organization – social and recreation association/clubFinancial statements & balance sheetsComplete 501 (c) 4 application Form 1024

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Policies

Internalexternal

127

Internal policies

Officers, board, and committeeMembershipFinancialPersonnelLegalGeneral

128

Influences on Policy Development

EthicalLegalPoliticalEconomicGovernment legislationGovernment rulesCompetitionenvironmental

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Why Consolidate?

Build consistencyStrengthen communicationImprove volunteer’s educationShare programsVolume discountsRenew management supportImprove volunteer recognition

130

Financial management

• Operational budget• Capital budget• Purchasing of

equipment and supplies

• Fundraising• Financial forecasting• Sponsorships• Licensing• Grants

0

20

40

60

80

100

1st

Qtr

3rd

Qtr

East

West

North

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Bid Process …

Writing specificationsAdvertise for bids from vendorsReceive bidsEvaluate bidsChoose vendorSubmit the purchase orderReceive the equipmentPay invoice after equipment or supplies are verfied

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Writing specifications …

Clear descriptionsWell-definedComplete set of specificationsFOB locationNo substitutes will be accepted unless listed above

133

Equipment control guidelines…

Carefully inspect equipmentLabel all equipmentProcedures developed for issuing and checking in equipmentEquipment should be maintained and stored in good repairEquipment should be inventoried and stored properlyGarments should be cleaned and cared for properly

134

Marking suggestions …

Felt tip pen, laundry penIndelible pencilBranding ironsStencilsDecalsProcessed numbersRubber stamps

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Qualities of an equipment manager …

Good interpersonal skillsKnowledge of equipmentGood judgementMaturityIntegrityBasic accounting skillsBasic management skills

Computer skills in word processing and spread sheetsKnowledge of equipment careUnderstanding of purchasing and bidding proceduresKnowledge of fitting equipment

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Equipment room operation …

Proper fitting of equipmentMaintenance of equipmentAccountabilityPractice coordination & cooperation

Permanent & daily assignmentsCleanlinessHelp each other

137

Equipment manager’s job description …

PurchasingFitting & equipmentMaintenanceAdministration & organizationManagement, professional relations, & educationAccountability for equipment

138

Fund-raising guidelines …

Program specificDevelop a prospect listEstablish an accounting systemAcknowledgment systemTimetable501 [c][3] statusBoard of directors established

Short & long term goalsPrioritized goalsPolicies & procedures should be simpleHire an attorney & CPACost-effective projectsTraining programs

139

Fund-raising committees

Site selectionPublicity & promotionEquipment & suppliesFinanceRefreshments & HospitalityInvitation & Program

TicketDecorationsPrizesSecurityCleanupProject assessment

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Operating budget

Income Membership fees Program income Fundraising Employee store Corporation

subsidy Catalog sales Royalties other

Expenses Personnel Program costs Facility costs Printing & duplication Postage Equipment & supplies Resale merchandise Phone Travel other

141

Advantages of budgeting

The budget translates programs and other services into financial termsThe budget provides a mechanism for appraising staff, officials, and other interested parties in the financial operationsThe budget provides a means for systematically identifying and evaluating procedures, programs, and other servicesThe budget provides a record of the financial transactions that take place

142

Documents of original entry

Payroll recordsTime cardsDaily journalAccount ledgerFinancial statementBalance sheetProfit and loss statement

143

Steps in budget process

Collecting data (i.e., employee input, statistical input, forecasting, equipment and facility needs, personnel needsApplying trend analysisCalculating $ requiredReview & interpretation

144

Revenue generation

Membership fees, ticket sales, and entrance feesConcessionsEmployee storeSponsorshipLicensed merchandiseFundraisingCorporate subsidy

145

Sponsorships must serve the interests of four groups …

Business interest of the sponsoring companyThe best interests of the event and its participantsAs a positive impact on the sponsor’s direct customersAs a benefit to the customers who but those products

146

Why buy into a sponsorship?

Demonstrate good citizenshipGenerate positive visibilityIncrease salesGenerate favorable media interest and publicityCompete with other companies

147

Content of sponsorship package

Objectives of sponsorship programProfile/background of sponsoreePromotional opportunities availableLevels of sponsorshipSponsor benefitsFee structureContract length & renewal optionsEvaluation methodology

148

Customizing the sponsorship package

Official statusSponsorship fee structureTitle rightsTelevision exposurePublic relations & media exposureLogo useSignageAdvertising rightsHospitality rightsPoint-of-sale promotion

149

Package continued …

Direct mail listProduct samplingLegal liabilitiesFuture optionsClientele use

150

Common sponsor benefits …

Season tickets or memberships, reserved seating, complimentary ticketsAdvertisement in yearbook, program, Press guide, employee store catalogScoreboard/P.A. exposureSpecial eventsFacility signageSpecial items (e.g., VIP room, parking passes, etc.)

151

Keys to setting sponsorship fee …

Degree of primary consumer match with the company’s target marketSize of the primary consumer basePotential media publicitySales opportunityPsychological associationExposure opportunity

152

Commonly outsourced services …

Food serviceSecurityTraining & developmentEmployee storesFitness centersTicket salesTravel servicesDependent care

153

Warning signs of a failing program …

Facility planning personnel visit to take measurementsAgreements, contracts, company support commitments, bylaws, and other survival mechanisms seem to no longer play a vital roleRequests for detailed justifications for everything doneRequested to be totally self-sustaining

154

Warning signs continued …

Manager no longer on the key mailing listInformation requested to prepare bid specifications for outsourcing the programAll mother departments are asked to return 20% and the your program is asked to return 65%The manager is requested to prepare a lay-off list

155

Warning signs continued …

The manager is requested to prepare a return on investment reportThe ReMax and Century 21 real estate personnel are shown around your building and/or ball fieldsThe upper and middle management support vanishesRequested to redo the budget with certain contingency plans and statements

156

Key components of Financial Success …

Business plan

Marketing plan

Financial plan

157

Keys to purchasing equipment and supplies

Meet program needsBe of good qualityBe acquired through appropriate proceduresBe properly secured and accounted forBe maintained for safe future use

158

Selection guidelines

Consider the National Operating Committee on Standards for Athletic Equipment (NOCSAE) suggestionsConsider the American College on Sports Medicine (ACSM) suggestionsConsider the United States Consumer Protection and Safety Commission (USCPSC) suggestions

159

Selection continued …

Determine purchasing powerBegin and maintain a wish listDetermine organization needsDetermine quality desiredConsider whether the product is both budget and maintenance friendlyIs manufactured by reputable companies

160


Consider whether old equipment can be reconditioned successfullyPurchases must be based on program goals, objectives, and budgetDetermine the priority need and amount of funds available for purchase

161


Consider those people with disabilitiesConsider only equipment that meets safety standardsObtain product information from various vendorsConsider the guarantee

162


Evaluate the usability of the equipmentEvaluate vendors in terms of service and dependability recordConsider trends in equipment and suppliesCreate a floor plan

163

Purchasing guidelines

All purchases must meet needsPurchasing should be done in advance of the needSpecifications should be clearly set forthCosts should be kept as low as possible without compromising quality or safety

164

Guidelines continued …

Purchase from only reputable dealersCentral and bulk purchasing can result in greater economyAll requests must have a purchase requisitionLocal firms should be consideredAll purchases must be accompanied by a purchase order

165

Guidelines continued …

Gifts or favors should not be acceptedA complete inventory and program analysis is essential prior to purchasingOrder earlyTake advantage of limited discounts

166

Procurement process

Need establishedManagement consultationInitial request madeRequest reviewedDetermine if funds are availablePreparation of specificationsReceipt of bids

167

Process continued …

Bids comparedRecommend appropriate bid for purchasePurchase order to supplierFollow-upReceipt of goodsPayment authorized

168

Process continued …

Accountability – inventory control number assignedEquipment inspected and payment made

169

Promoting Employee Participation – Why they do not participate?

Front desk area dirty and disorganizedDisheveled and disinterested personnelFacilities dirtyEquipment dirty and in ill repairRude employees

170

Uses of a business survey

Increase businessIntroduce new programs to customer baseDetermine why existing programs are not getting the attention they were designed forAscertain more about the existing customer baseDetermine why customers have decided not to renew memberships

171

Surveys will not …

Fully identify best prospects’ characteristics, wants, and needsDetermine why elements of a program are working or not workingMonitor how the perceptions of the facility, equipment, and services are changing over timeExplain why some programs are successful and others are failures.

172

Surveys can assist in …

Effectively defining the marketBecome more familiar with the existing and potential customersDetermine how customers perceive the facilities, equipment, programs, and servicesPositioning or repositioning facility among other competitorsIdentifying the kinds of program benefits that can be converted into advertising that sells.

173

Before conducting a survey ask …

What do I need to know?Why do I need to know?How much do I want to know?When do I need the information?How much is the information worth to me?Can I afford to make an uninformed decision?

174

Key points in developing a survey instrument …

Wording most be simpleWording must be easily understoodAvoid open-ended questionsDo not ask leading questionsDo not make survey look complicatedDo not make survey time-consumingMake survey look important by attaching a cover letterInclude premiums … a ball point pens & gift certificates

175

Points continued …Encourage a quick response with additional premiumOffer respondents a check-off for a copy of the resultsPlan on sending a follow-reminderAvoid confidential areasAvoid technical jargonInclude a brief cover letterProtect respondents confidentialityProvide a stamped addressed return envelope

176

A good instructor …Shows a sincere interest in the clientIs enthusiastic during instructionDevelops a personal relationship with clientConsiders the various reasons why a person is involvedInitiates client follow-upParticipates with the clientHonors special daysCounsels clientsMotivates clients

177

Costs of recruiting new members …

AdvertisingTelephone callsSales commissionsSales and processing timeDevelopment of a cold prospect listDirect mailingsPrinting direct mailing piecesTelemarketing

178

Retention strategies …

Call new members within a week of joiningGood programmingStaff becomes involved with membersWelcome letters or notesPersonalize thank you notesBirthday cardsAnniversary cardsGet well cards

179

Strategies continued …

Link members to their interestsBuddy new members with established membersPeriodic welcome partiesSpecial incentives to new members for bring other new membersFacilities and equipment are attractive, clean, safe, and well-maintained

180

Strategies continued …

Use focus groups and/or a suggestion boxDeal with problems before they turn members offOrganize special eventsOffer a discount for all renewals

181

Planning is …

The process of determining the organization’s goals and objectives, and selecting a course of action to accomplish them within the environment within and outside the organization.

182

Brainstorming rules

Criticism is prohibitedFreewheeling is welcomeQuantity is wantedCombination and improvement are sought

183

Brainstorming activities …

Castles in the sandCommunication gapsDetective workMake it worsePlaymatesPretend

184

Steps in planning process …

Identifying internal and external connections and relationshipsEstablishing objectivesDeveloping premisesDecision-makingImplementing a course of actionEvaluating the plan

185

Classifications of plans

Short- and long- term plans Applied strategic

plans – five years Operational plans

– two years

Standing plans Policies Procedures Rules

Single-use plans Budgets Programs Projects

Strategic planning

186

Objectives

Are predeterminedObjectives describe future desired results toward which present efforts are directedKey areas – market share, innovation, productivity, physical and financial resources, profitability, manager performance and development, worker performance and attitude, and social responsibility

187

Components of an applied strategic plan …

Situational analysisHighlightsIntroductionVision statementsValuesMission statementInternal environment

External environmentConnectionsMajor action plansAction prioritiesMonitoring and evaluatingReview and approvalcommitment

188

Situational analysis

Description of geographical location and pertinent demographicsDescription of the organizationA SWOT summaryOverview of major strengths and plansProgress since last review

189

Highlight

Describes major challenges Customer/client

needs Major

accomplishments

190

Components of major action priorities …

Specific problemProject summaryPriority issuesBackgroundVision of successAction plan Objectives Baseline data Action steps Resources Responsibility Timeline Vision of success

191

Pitfalls to planning

Management not involved in the processManagement too involvedFailure to clearly define & develop goalsFailure to involve line managersFailure to use plan

Failure to create a congenial & supportive climate for planningComprehensive planning is separate from the management processCreating a plan that lacks flexibility & simplicity

192

Pitfalls continued

Top management fails to endorse the planTop management makes intuitive decisions that conflict with formal plans

193

Common steps in benchmarking

Determine what to benchmarkPrepare to benchmarkConduct researchSelect with whom to benchmarkCollect & share informationAnalyze, adapt, & improve

194

Appropriate operational manuals

SchedulingFitnessOperationsEmergencyInservice trainingRisk managementSales & marketingRepair & maintenanceHuman resource

195

Delegation – why managers fail to delegate …

Nobody does it betterGuiltInsecurityLack of trustTakes time

196

Transforming a group into a team …

Management values individual initiativeEmployees are eager to learnEmployees that have a we can solve anything attitudeAccountability is based on process and resultsPerformance management systems are alignedManagement is willing to walk the talkStrong team values are established

197

Risk Management Steps

Know the corporate insurance broker and the insurance carrierRead all contracts/leases carefullySecure bonding for employees handling money as well as the corporation’s employee associationReview current litigation issuesCheck for appropriate employee certificationsBeware in daycare

198

Steps continued …

Follow all rules and regulations establishedReview and strengthen all waivers, warnings, and forms in general (e.g., releases to participate, medical releases, injury reports, inspection, maintenance, etc.)Keep a camera handyClean up all facilities and equipment regularlyReview current litigation issues (e.g., discrimination, sexual harassment, wrongful termination, etc.)

199

Tortious acts include …

Intentional

Negligent

Strict liability

200

A tort is …

An act or omission producing injury to another. A civil wrong for which remedy is a common law action for damages.A wrong done to a plaintiff, or injured party.

201

Negligence

Is the failure to do what a reasonably careful and prudent person would have done under the same or like circumstances, or the doing of something that a reasonably careful and prudent person would not have done under the same or like circumstances.

202

Levels of Negligence

MalfeasanceMisfeasanceNonfeasanceReckless misconductWilful/wanton conductGross negligenceSlight negligence

203

Components of Negligence

Damage

Duty

Breach of duty

Proximate cause