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.

… 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.

Reasons for becoming an – Employer of Choice Recruiting employees will become considerably easier Recruiting objectives change from just getting people to selecting the best of the best Increasing productivity Having employees who choose to work and consciously choose to stay Reducing turnover Gaining greater efficiency in customer service Exciting environment developed Having employees choosing to stay

Recruiting employees will become considerably easier

Recruiting objectives change from just getting people to selecting the best of the best

Increasing productivity

Having employees who choose to work and consciously choose to stay

Reducing turnover

Gaining greater efficiency in customer service

Exciting environment developed

Having employees choosing to stay

Reasons continued … Enhancing loyalty Finding better employees Increasing efficiency and effectiveness ultimately increase profitability Waiting list of willing workers Experiencing less stress, more fun Planning for continuity Gaining greater attractiveness to investors Increasing attractiveness to customers

Enhancing loyalty

Finding better employees

Increasing efficiency and effectiveness ultimately increase profitability

Waiting list of willing workers

Experiencing less stress, more fun

Planning for continuity

Gaining greater attractiveness to investors

Increasing attractiveness to customers

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

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

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

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

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

Provide access to information

Build a culture of success

Fuel excitement & enthusiasm

Enable public recognition

Expect high performance

Welcome & encourage innovation

Ensure the availability of resources

Value research & development

Characteristics continued … 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

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

Employer of Choice – characteristics of the “enlightened” leader … Future-oriented Exercises visionary leadership Knows where he/she is going Communicates the vision People-oriented Visible to all Accessible Reaches out on a personal level Recognizes special occasions Encourages and embraces change Delivers open and honest feedback Supports transfer Supports promotions within corporation

Future-oriented

Exercises visionary leadership

Knows where he/she is going

Communicates the vision

People-oriented

Visible to all

Accessible

Reaches out on a personal level

Recognizes special occasions

Encourages and embraces change

Delivers open and honest feedback

Supports transfer

Supports promotions within corporation

Enlightened leader characteristics continued … Supports termination of “dead wood” Removes corporate politics from decision making Facilitates high performance Pushes accountability down the ladder Welcomes enthusiastically new hires Champions the concept of “Employer of Choice” Engages and supports an ombudsman Inspires servant leadership

Supports termination of “dead wood”

Removes corporate politics from decision making

Facilitates high performance

Pushes accountability down the ladder

Welcomes enthusiastically new hires

Champions the concept of “Employer of Choice”

Engages and supports an ombudsman

Inspires servant leadership

Strategies to Retain Valued Employees Advocate work/life balance Encourage “quality circles” Create a home-like environment Maintain a safe., healthy environment Promote convenience Use technology to stay connected Foster good working conditions Provide the appropriate equipment Encourage relationships among employees Champion flexibility Stimulate and support recognition Involve employees’ families

Advocate work/life balance

Encourage “quality circles”

Create a home-like environment

Maintain a safe., healthy environment

Promote convenience

Use technology to stay connected

Foster good working conditions

Provide the appropriate equipment

Encourage relationships among employees

Champion flexibility

Stimulate and support recognition

Involve employees’ families

Retention continued … Support simplicity Make vacation time mandatory Stage employee appreciation events Encourage creative breaks throughout the work shift Recognize special occasions(e.g.,birthdays, anniversaries, birth of a child, child’s graduation) Remember returning employees

Support simplicity

Make vacation time mandatory

Stage employee appreciation events

Encourage creative breaks throughout the work shift

Recognize special occasions(e.g.,birthdays, anniversaries, birth of a child, child’s graduation)

Remember returning employees

Benefits of HR development Increase in production Reduction in errors Reduction in turnover Less supervision necessary Increase in the ability to advance New capabilities Attitude change

Increase in production

Reduction in errors

Reduction in turnover

Less supervision necessary

Increase in the ability to advance

New capabilities

Attitude change

Steps to become an Employer of Choice … Gaining commitment from top management Changing leadership styles to one of servant-leader Modifying corporate culture Assessing the corporation culture & human resource needs Developing mid-level managers and supervision so they can build & maintain positive relationships with their people Reviewing internal records (e.g., absenteeism, employee turnover, employee longevity, educational level of workforce)

Gaining commitment from top management

Changing leadership styles to one of servant-leader

Modifying corporate culture

Assessing the corporation culture & human resource needs

Developing mid-level managers and supervision so they can build & maintain positive relationships with their people

Reviewing internal records (e.g., absenteeism, employee turnover, employee longevity, educational level of workforce)

Steps continued … Using surveys, focus groups, and interviews to gather important information and insight into the corporate culture and the needs of the employees Tightening the hiring process Expanding the orientation process Selling employees on the concept Being recognized internally & externally as an Employer of Choice” Answering key questions (e.g., How do things look? Are people happy and productive?

Using surveys, focus groups, and interviews to gather important information and insight into the corporate culture and the needs of the employees

Tightening the hiring process

Expanding the orientation process

Selling employees on the concept

Being recognized internally & externally as an Employer of Choice”

Answering key questions (e.g., How do things look? Are people happy and productive?

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.

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.

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.

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.

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)

“ 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)

Sources of Cultures The beliefs, values, and assumptions of founders of organizations The learning experiences of group members as their organization evolves New beliefs, values, and assumptions brought in by new members and leaders

The beliefs, values, and assumptions of founders of organizations

The learning experiences of group members as their organization evolves

New beliefs, values, and assumptions brought in by new members and leaders

Process of culture formation A single person has an idea for a new enterprise The 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.

A single person has an idea for a new enterprise

The 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.

Patterns when a cultures merge … Separation Domination blending

Separation

Domination

blending

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.

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.

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.

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.

Top five work/life programs nationally … Flex scheduling Employee assistance programs Compressed work week Leave for school function Telecommuting

Flex scheduling

Employee assistance programs

Compressed work week

Leave for school function

Telecommuting

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.

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.

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.

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.

Current work/life offerings Dependent care spending accounts Flextime Opportunities for personal and professional growth On-site personal services (e.g., banking, travel, dry cleaning, car repair) Assistance for eldercare programs Adoption assistance

Dependent care spending accounts

Flextime

Opportunities for personal and professional growth

On-site personal services (e.g., banking, travel, dry cleaning, car repair)

Assistance for eldercare programs

Adoption assistance

Building the case for work/life programs Establish a solid argument for return on investment [ROI] Outline value-added categories Describe program costs Review program savings

Establish a solid argument for return on investment [ROI]

Outline value-added categories

Describe program costs

Review program savings

Value-added categories … reduced turnover Reduced new employee training costs Improved ability to recruit employees Improved ability to retain employees Reduced recruiting costs Improved quality improved productivity Reduced equipment investment Reduced building space Improved morale Increased continuous improvement suggestions

reduced turnover

Reduced new employee training costs

Improved ability to recruit employees

Improved ability to retain employees

Reduced recruiting costs

Improved quality improved productivity

Reduced equipment investment

Reduced building space

Improved morale

Increased continuous improvement suggestions

Categories continued Reduced overtime Reduced sick leave Increased source of best and brightest people Positive recognition in the community Improved competitive position Improved customer service Reduced employee stress Reduced health care costs Reduced medication costs Reduced absenteeism and tardiness

Reduced overtime

Reduced sick leave

Increased source of best and brightest people

Positive recognition in the community

Improved competitive position

Improved customer service

Reduced employee stress

Reduced health care costs

Reduced medication costs

Reduced absenteeism and tardiness

Categories continued … Increased employee commitment Reduced need to relocate to a better labor area Positive public relations exposure local, national, and international

Increased employee commitment

Reduced need to relocate to a better labor area

Positive public relations exposure local, national, and international

Work/life program costs Backup staffing Benchmarking research and field trips Consultant fees Cost subsidies Employee reimbursements Equipment purchases Staff salaries and fringes Management awareness training Marketing campaign (internal) Material purchases Outsource fees Program monitoring and results reporting Rent seminar attendance

Backup staffing

Benchmarking research and field trips

Consultant fees

Cost subsidies

Employee reimbursements

Equipment purchases

Staff salaries and fringes

Management awareness training

Marketing campaign (internal)

Material purchases

Outsource fees

Program monitoring and results reporting

Rent seminar attendance

Top 30 work/life programs Part-time schedules Employee assistance programs Personal days Flextime Personal leaves of absence Childcare resource & referral Spouse employment assistance Dependent care assistance program Job-sharing arrangements Flexplace Family, childcare leaves for mothers Family counseling in relocation

Part-time schedules

Employee assistance programs

Personal days

Flextime

Personal leaves of absence

Childcare resource & referral

Spouse employment assistance

Dependent care assistance program

Job-sharing arrangements

Flexplace

Family, childcare leaves for mothers

Family counseling in relocation

Top 30 continued … Work-family seminars Cafeteria benefits Wellness/health programs Eldercare consultation and referral Adoption benefits Childcare centers Work-family management training Work-family support groups Corporate foundation giving Family illness days Discounts for childcare Sick childcare Work family coordinators

Work-family seminars

Cafeteria benefits

Wellness/health programs

Eldercare consultation and referral

Adoption benefits

Childcare centers

Work-family management training

Work-family support groups

Corporate foundation giving

Family illness days

Discounts for childcare

Sick childcare

Work family coordinators

Top 30 continued … Work family handbooks Long-term care insurance Consortium centers for childcare On-site caregiver fairs Vouchers for childcare

Work family handbooks

Long-term care insurance

Consortium centers for childcare

On-site caregiver fairs

Vouchers for childcare

The successful employee store … Prominent location(s) Personalized service Catalogs for employees to share with friends Merchandise their products Consider themselves retail outlets Innovative goods & products Concentrate on apparel & accessories Stocked regularly needed supplies Licensed merchandise

Prominent location(s)

Personalized service

Catalogs for employees to share with friends

Merchandise their products

Consider themselves retail outlets

Innovative goods & products

Concentrate on apparel & accessories

Stocked regularly needed supplies

Licensed merchandise

Employee Store Services … Business card ordering Discount ticket prices Distribute bus/train tokens Dry cleaning Food-to-go Jewelry Key making photofinishing Shoe repair Sign-ups for employee programs Stamp purchases Utility bill payment center Audio book/video/games rentals Candy/gum Pantyhose/nylons sundries

Business card ordering

Discount ticket prices

Distribute bus/train tokens

Dry cleaning

Food-to-go

Jewelry

Key making

photofinishing

Shoe repair

Sign-ups for employee programs

Stamp purchases

Utility bill payment center

Audio book/video/games rentals

Candy/gum

Pantyhose/nylons

sundries

Services continued … Unveiling a new company product Celebrate the beginning of each new sport season Hold special supplier sales Celebrate anniversary of store’s opening Sport teams order uniforms and equipment Offer information about travel packages Sell employee uniforms & safety equipment Supply company recognition awards Offer gift certificates Develop an on-line catalogue sales component

Unveiling a new company product

Celebrate the beginning of each new sport season

Hold special supplier sales

Celebrate anniversary of store’s opening

Sport teams order uniforms and equipment

Offer information about travel packages

Sell employee uniforms & safety equipment

Supply company recognition awards

Offer gift certificates

Develop an on-line catalogue sales component

Services continued … Display public transportation schedules Become the center for purchasing supplies for the various employee hobby clubs Hold photo contests for the various company picnics Offer special promotions

Display public transportation schedules

Become the center for purchasing supplies for the various employee hobby clubs

Hold photo contests for the various company picnics

Offer special promotions

Components of outsourcing contract … Type of merchandise & product lines to be sold License to sell logoed products Where products are produced Option to renew contract Right to terminate the contract with notice Commission clause insurance

Type of merchandise & product lines to be sold

License to sell logoed products

Where products are produced

Option to renew contract

Right to terminate the contract with notice

Commission clause

insurance

Components continued … Indemnification Right to remove merchandise Maintenance clause Establishment of a company-vendor merchandising committee Store hours Security Vending machine contract Monthly meetings with vendor

Indemnification

Right to remove merchandise

Maintenance clause

Establishment of a company-vendor merchandising committee

Store hours

Security

Vending machine contract

Monthly meetings with vendor

Enlivening the Employee Store … Celebrate holidays with decorations Encourage impulse buying at check-out counter Use all of your available space not just shelf space Computerize your store Reward frequent shoppers with special sales & discounts Provide customers with logoed shopping bags to carry their merchandise home

Celebrate holidays with decorations

Encourage impulse buying at check-out counter

Use all of your available space not just shelf space

Computerize your store

Reward frequent shoppers with special sales & discounts

Provide customers with logoed shopping bags to carry their merchandise home

How to catch a thief … Lock it up Play traffic cop Watch who cleans up Encourage employees to monitor shrinkage Keep an eye on the future

Lock it up

Play traffic cop

Watch who cleans up

Encourage employees to monitor shrinkage

Keep an eye on the future

Basic store merchandise … Weight gloves Wrist wraps Duffel bags Water bottles Lifting belts Heart rate monitors Batteries Nutrition bars Health drinks Mineral supplements Vitamin supplements Energy/electrolyte replacement drinks Tooth paste Men’s & women’s razors Deodorant Mouth wash Body lotion

Weight gloves

Wrist wraps

Duffel bags

Water bottles

Lifting belts

Heart rate monitors

Batteries

Nutrition bars

Health drinks

Mineral supplements

Vitamin supplements

Energy/electrolyte replacement drinks

Tooth paste

Men’s & women’s razors

Deodorant

Mouth wash

Body lotion

Most common mistakes made by retailers … No business plan No marketing plan No sales plan No advisory plan No advisory board No cash reserve or real cash flow Ignoring the numbers Not being automated Not knowing the customer Ignoring employees Being a lone ranger Poor location for the outlet No convenience items Fails to understand corporation needs

No business plan

No marketing plan

No sales plan

No advisory plan

No advisory board

No cash reserve or real cash flow

Ignoring the numbers

Not being automated

Not knowing the customer

Ignoring employees

Being a lone ranger

Poor location for the outlet

No convenience items

Fails to understand corporation needs

Community Service Projects Battered Women’s Shelters Boy Scouts Multiple Sclerosis Society Easter Seals Muscular Dystrophy Association Food banks Suicide Prevention Centers Girl Scouts United Way Homeless Shelters YMCA/YWCA Boys/Girls Club American Red Cross American Heart Association

Battered Women’s Shelters

Boy Scouts

Multiple Sclerosis Society

Easter Seals

Muscular Dystrophy Association

Food banks

Suicide Prevention Centers

Girl Scouts

United Way

Homeless Shelters

YMCA/YWCA

Boys/Girls Club

American Red Cross

American Heart Association

Community Service Campaign – Before the campaign … Meeting with previous year’s campaign coordinators Getting management involved Setting challenging goals Getting help Trying employee solicitation Utilizing group solicitation Personalizing all pledge cards Considering prizes & incentives Promoting & educating Requesting agency tours Building a campaign theme

Meeting with previous year’s campaign coordinators

Getting management involved

Setting challenging goals

Getting help

Trying employee solicitation

Utilizing group solicitation

Personalizing all pledge cards

Considering prizes & incentives

Promoting & educating

Requesting agency tours

Building a campaign theme

During the campaign … Implement the plan Conduct employee rallies Conduct follow-up solicitation Report results promptly

Implement the plan

Conduct employee rallies

Conduct follow-up solicitation

Report results promptly

Blood Drives… Scheduling Refreshments Getting management involved Getting employees to participate Themes Motivators

Scheduling

Refreshments

Getting management involved

Getting employees to participate

Themes

Motivators

Convenience Services … On-site sales of jewelry, books, wireless phones, etc. Bill payment centers Car services Concierge services Gift wrap services License renewals On-site university courses Postage stamp sales Library return services Video rentals Audio book rentals Game rentals Referrals of local painters, plumbers, carpenters, and caterers Dry cleaning

On-site sales of jewelry, books, wireless phones, etc.

Bill payment centers

Car services

Concierge services

Gift wrap services

License renewals

On-site university courses

Postage stamp sales

Library return services

Video rentals

Audio book rentals

Game rentals

Referrals of local painters, plumbers, carpenters, and caterers

Dry cleaning

Discounts & ticket sales Attraction tickets Cruise lines Airlines Facilities Family entertainment Fitness equipment Hotels/motels Jewelry Office accessories Photofinishing Sporting goods Theater tickets Theme parks Travel Computers, monitors, printers Software Home electronics

Attraction tickets

Cruise lines

Airlines

Facilities

Family entertainment

Fitness equipment

Hotels/motels

Jewelry

Office accessories

Photofinishing

Sporting goods

Theater tickets

Theme parks

Travel

Computers, monitors, printers

Software

Home electronics

Dependent Care Childcare Eldercare Petcare

Childcare

Eldercare

Petcare

Options to solve childcare problem … Flex-time work schedules On-site dependent care centers Rental on-site unused facilities to commercial childcare center Enter a co-op with a number of other companies Offer inter-generational programs Educate employees about before- and after-school programs available

Flex-time work schedules

On-site dependent care centers

Rental on-site unused facilities to commercial childcare center

Enter a co-op with a number of other companies

Offer inter-generational programs

Educate employees about before- and after-school programs available

Options continued … Contract with a licensed resource and referral company Provide job sharing opportunities Create permanent part-time work schedules Negotiate discounts with community childcare facilities Schedule parenting seminars Provide financial planning courses Offer a dependent assistance plan

Contract with a licensed resource and referral company

Provide job sharing opportunities

Create permanent part-time work schedules

Negotiate discounts with community childcare facilities

Schedule parenting seminars

Provide financial planning courses

Offer a dependent assistance plan

Promoting childcare services Word of mouth Community reputation Send expectant mothers care packages Childcare referral services, coupons, or discounts Mailers Posters E-mail Website Company newsletter Payroll inserts Information sheets on use of childcare Free breast pump Discount information on prenatal classes, exercise classes, massage discounts, & books

Word of mouth

Community reputation

Send expectant mothers care packages

Childcare referral services, coupons, or discounts

Mailers

Posters

E-mail

Website

Company newsletter

Payroll inserts

Information sheets on use of childcare

Free breast pump

Discount information on prenatal classes, exercise classes, massage discounts, & books

Promoting services … Host parenting fairs that provide information on company & community resources Schedule lunchtime seminars to address hot topics

Host parenting fairs that provide information on company & community resources

Schedule lunchtime seminars to address hot topics

Childcare programs Home care Family daycare Center based childcare Dependent care reimbursement programs Voucher programs

Home care

Family daycare

Center based childcare

Dependent care reimbursement programs

Voucher programs

Establishing an on-site childcare center … Corporation and management buy-in Corporation financial assistance Corporation goal setting Before- and after-school programs Sick childcare Referral services for special problems Capacity 7day, 24 hour Location Licensing

Corporation and management buy-in

Corporation financial assistance

Corporation goal setting

Before- and after-school programs

Sick childcare

Referral services for special problems

Capacity

7day, 24 hour

Location

Licensing

Establishing center continued … Other legal requirements Indoor and outdoor space Insurance issues Staffing Control of center … how will be organized? Fee structure to be used Age grouping for licensing purposes Physical standards for the center

Other legal requirements

Indoor and outdoor space

Insurance issues

Staffing

Control of center … how will be organized?

Fee structure to be used

Age grouping for licensing purposes

Physical standards for the center

Physical Standards for Childcare … Indoor space Outdoor play space Heating, air conditioning, & ventilation Lighting Plumbing Fire safety Kitchen Restrooms Lobby-entrance Halls Bathroom closets Cabinets Classrooms Coatroom space Food storage & preparation Administrative space Sleeping space

Indoor space

Outdoor play space

Heating, air conditioning, & ventilation

Lighting

Plumbing

Fire safety

Kitchen

Restrooms

Lobby-entrance

Halls

Bathroom closets

Cabinets

Classrooms

Coatroom space

Food storage & preparation

Administrative space

Sleeping space

Operating costs … Salaries Staff development Rent/mortgage Utilities Taxes Repairs/maintenance Insurance Equipment Supplies Printing Duplication Telephone Postage Medical consultation Psychological consultation Legal Accounting Computer hardware Software

Salaries

Staff development

Rent/mortgage

Utilities

Taxes

Repairs/maintenance

Insurance

Equipment

Supplies

Printing

Duplication

Telephone

Postage

Medical consultation

Psychological consultation

Legal

Accounting

Computer hardware

Software

Eldercare issues … Making informed decisions Sharing the caregiving responsibilities with others in the family Community resources to bridge the gap Long-distance caregiving Managing medications & healthcare Hiring professional caregivers Managing aging parents Strategies to avoid family caregiver burn

Making informed decisions

Sharing the caregiving responsibilities with others in the family

Community resources to bridge the gap

Long-distance caregiving

Managing medications & healthcare

Hiring professional caregivers

Managing aging parents

Strategies to avoid family caregiver burn

Eldercare employee programs … Education & preventative-based programs Professional advisory-based programs Crisis management-based programs

Education & preventative-based programs

Professional advisory-based programs

Crisis management-based programs

Petcare services … Insurance Boarding Daily Vacation Medical care Grooming Supplies

Insurance

Boarding

Daily

Vacation

Medical care

Grooming

Supplies

Recreation programs … Sport leagues Sport tournaments Social programs Cultural programs Summer camps for employees’ children Art & painting programs Crafts & gardening programs Talent shows

Sport leagues

Sport tournaments

Social programs

Cultural programs

Summer camps for employees’ children

Art & painting programs

Crafts & gardening programs

Talent shows

Components for effective program development … Establishing a needs exists Appointing a diverse planning team Organizing personnel for planning Identifying program objectives Generating program solutions Selecting the program design Implementing the program design Evaluating the program

Establishing a needs exists

Appointing a diverse planning team

Organizing personnel for planning

Identifying program objectives

Generating program solutions

Selecting the program design

Implementing the program design

Evaluating the program

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?

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?

Types of tournaments Single elimination Double elimination Round robin Extended tournaments

Single elimination

Double elimination

Round robin

Extended tournaments

Scheduling patterns … Seasons Block periods Monthly/weekly Daily time periods

Seasons

Block periods

Monthly/weekly

Daily time periods

Sports options … Basketball Baseball Biking Bowling Exercise walking Golf Inline skating Paddlesports Rock/ice climbing/ropes courses Snowboarding Soccer Tennis Volleyball Water skiing Other options Bungee jumping climbing Down hill skiing Hunting

Basketball

Baseball

Biking

Bowling

Exercise walking

Golf

Inline skating

Paddlesports

Rock/ice climbing/ropes courses

Snowboarding

Soccer

Tennis

Volleyball

Water skiing

Other options

Bungee jumping

climbing

Down hill skiing

Hunting

Outdoor/adventure programming … Boating/swimming/water skiing Biking & hiking Camping Canoeing Climbing Confidence courses Fishing Golf Horseshoes Paintball fields Skeet & trap ranges Snow skiing Tennis Whitewater rafting

Boating/swimming/water skiing

Biking & hiking

Camping

Canoeing

Climbing

Confidence courses

Fishing

Golf

Horseshoes

Paintball fields

Skeet & trap ranges

Snow skiing

Tennis

Whitewater rafting

Keys to selecting activities … Climate & geographic considerations Economic & social forces Population demographics Community Federal, state, & local legislation & regulations Attitudes of managers & consumers Staffing Facilities & equipment

Climate & geographic considerations

Economic & social forces

Population demographics

Community

Federal, state, & local legislation & regulations

Attitudes of managers & consumers

Staffing

Facilities & equipment

Recognition awards & gifts… Silverware Binoculars Lamps knife sets Company logo sets Service pins Luggage tags Desktop awards Putters Dress knives Key rings Card case Money belt buckles Money clip Timepieces Sporting goods Collectibles Electronics Luggage & fitness equipment

Silverware

Binoculars

Lamps knife sets

Company logo sets

Service pins

Luggage tags

Desktop awards

Putters

Dress knives

Key rings

Card case

Money belt buckles

Money clip

Timepieces

Sporting goods

Collectibles

Electronics

Luggage & fitness equipment

Other gifts … Furniture Globes Vases Pens & pencils Crystal Cameras Tools Art prints Savings bonds Share of company stock Gold coins China serving sets Clothing Jewelry Plaques

Furniture

Globes

Vases

Pens & pencils

Crystal

Cameras

Tools

Art prints

Savings bonds

Share of company stock

Gold coins

China serving sets

Clothing

Jewelry

Plaques

Recognition program must have … Recognition symbol Display options Meaningful presentation Program promotion

Recognition symbol

Display options

Meaningful presentation

Program promotion

Positive recognition at a low cost … Personal thank you Public praise Thank you notes Employee parking space Time with the president Pass around trophy Car wash by management Distributing ice cream, candy, or cookies Cook & serve meal by management Feature in community newspaper Wall of fame-photos of achievers Team projects scrapbook in lobby

Personal thank you

Public praise

Thank you notes

Employee parking space

Time with the president

Pass around trophy

Car wash by management

Distributing ice cream, candy, or cookies

Cook & serve meal by management

Feature in community newspaper

Wall of fame-photos of achievers

Team projects scrapbook in lobby

Special Events – Basic steps Know objectives of the event Know the facility and space requirements Know the limitations Determine the budget Stay current Be a techie Select qualified support Evaluate results

Know objectives of the event

Know the facility and space requirements

Know the limitations

Determine the budget

Stay current

Be a techie

Select qualified support

Evaluate results

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?

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?

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?

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?

Special events graphics … Determine graphics needed Will 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?

Determine graphics needed

Will 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?

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?

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?

Five elements of special events… The strategic plan The event design The event production Supply Event management

The strategic plan

The event design

The event production

Supply

Event management

Special event committees … Event production Accounting Communications Decorations Entertainment Facilities, equipment & supplies Maintenance Marketing Risk management Security Signage & banners Transportation Vendor Visitor services Volunteer resources Working with event organizers Soliciting, training & managing the volunteers

Event production

Accounting

Communications

Decorations

Entertainment

Facilities, equipment & supplies

Maintenance

Marketing

Risk management

Security

Signage & banners

Transportation

Vendor

Visitor services

Volunteer resources

Working with event organizers

Soliciting, training & managing the volunteers

Professionals involved … Sponsorship solicitation mgr Marketing mgr Entertainment/sports event mgr Ass’t the executive director Ass’t sponsorship solicitation mgr Ass’t marketing mgr Ass’t entertainment/sports event mgr Volunteer resources mgr

Sponsorship solicitation mgr

Marketing mgr

Entertainment/sports event mgr

Ass’t the executive director

Ass’t sponsorship solicitation mgr

Ass’t marketing mgr

Ass’t entertainment/sports event mgr

Volunteer resources mgr

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

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

Relationship-building tips … Group interest in destinations/activities Level of activity group enjoys Special needs of the group Sightseeing only or a little adventure Talkative tour guide/quiet time for reflection Welcome add-ons Touring with another group

Group interest in destinations/activities

Level of activity group enjoys

Special needs of the group

Sightseeing only or a little adventure

Talkative tour guide/quiet time for reflection

Welcome add-ons

Touring with another group

Vacation checklist … Travel agent member of professional association Agent offers consumer protection plan Cancellation & refund policies Credit card to purchase tickets Get a receipt Agent has professional liability Ask for references Avoid high pressure sales Beware of companies that send couriers Decline property sales presentations

Travel agent member of professional association

Agent offers consumer protection plan

Cancellation & refund policies

Credit card to purchase tickets

Get a receipt

Agent has professional liability

Ask for references

Avoid high pressure sales

Beware of companies that send couriers

Decline property sales presentations

Checklist continued … Prior to payment get details in writing Request specific hotels & airlines Insist on local phone #s Never use 900 #s Have local NTA operator verify vacation certificate

Prior to payment get details in writing

Request specific hotels & airlines

Insist on local phone #s

Never use 900 #s

Have local NTA operator verify vacation certificate

Promoting travel services … Flyers/handouts Posters/flyers on bulletin boards Announcement in employee newsletter E-mail announcements Special presentations during lunch Payroll inserts Flyers in employee mail slots

Flyers/handouts

Posters/flyers on bulletin boards

Announcement in employee newsletter

E-mail announcements

Special presentations during lunch

Payroll inserts

Flyers in employee mail slots

Outsourcing … why Saves time Saves money Customer service Employee sign up, payment, and confirmation Promotional materials Social events Preview nights

Saves time

Saves money

Customer service

Employee sign up, payment, and confirmation

Promotional materials

Social events

Preview nights

Voluntary Benefits Eldercare/long-term Care insurance Group legal insurance Senior legal plans automobile and home owners insurance Dental insurance Eye insurance Discount prescription cards Disability and life insurance Serious illness insurance Pet insurance

Eldercare/long-term Care insurance

Group legal insurance

Senior legal plans

automobile and home owners insurance

Dental insurance

Eye insurance

Discount prescription cards

Disability and life insurance

Serious illness insurance

Pet insurance

Wellness- Health related fitness components … Cardiorespiratory endurance Muscular strength Muscular endurance Flexibility Body composition

Cardiorespiratory endurance

Muscular strength

Muscular endurance

Flexibility

Body composition

Motor skill related fitness Speed Power Agility Coordination Balance Reaction time

Speed

Power

Agility

Coordination

Balance

Reaction time

Fitness programs … Aerobic dance Aerobics Step aerobics Running Jogging Walking Weight training Yoga Rope skipping Stretch classes Plyometrics Tai Chi Circuit training Swimming Water aerobics Cross country skiing gymnastics

Aerobic dance

Aerobics

Step aerobics

Running

Jogging

Walking

Weight training

Yoga

Rope skipping

Stretch classes

Plyometrics

Tai Chi

Circuit training

Swimming

Water aerobics

Cross country skiing

gymnastics

Encouraging wellness … Offer flexible work hours Stretching during breaks Co-workers as fitness buddies Special weekend for physical activity fair Request employees to physical activity log Reward wellness with bonuses, more vacation time, etc. Provide incentives for employees to park further away from entrance

Offer flexible work hours

Stretching during breaks

Co-workers as fitness buddies

Special weekend for physical activity fair

Request employees to physical activity log

Reward wellness with bonuses, more vacation time, etc.

Provide incentives for employees to park further away from entrance

Encouraging wellness … Involve the family Acknowledge the employees for being physically active Create recreational sport teams Provide free breakfast to the employees to support healthy eating Reward employees their own healthy lunch instead of eating out Provide free healthy snacks during breaks Encourage & reward employees who walk regularly

Involve the family

Acknowledge the employees for being physically active

Create recreational sport teams

Provide free breakfast to the employees to support healthy eating

Reward employees their own healthy lunch instead of eating out

Provide free healthy snacks during breaks

Encourage & reward employees who walk regularly

Types of health assessments General health assessment Fitness assessment Nutritional assessment Stress assessment

General health assessment

Fitness assessment

Nutritional assessment

Stress assessment

Wellness programs Smoking cessation Stress reduction Substance abuse Weight reduction & management Conflict resolution Disease management

Smoking cessation

Stress reduction

Substance abuse

Weight reduction & management

Conflict resolution

Disease management

Employee Association/Club … Trends affecting the future leader’s role Value-return on investment Responsiveness Technology use Change loops Revenue sources Generational issues Workforce Outsourcing & co-sourcing Governance Competition & alliances Consolidation & merger Globalization Image building

leader’s role

Value-return on investment

Responsiveness

Technology use

Change loops

Revenue sources

Generational issues

Workforce

Outsourcing & co-sourcing

Governance

Competition & alliances

Consolidation & merger

Globalization

Image building

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.

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.

Organizations official documents Charter Articles of Incorporation Non profit tax exemption documents (social and recreation association or club) Constitution By laws Rules of operation

Charter

Articles of Incorporation

Non profit tax exemption documents (social and recreation association or club)

Constitution

By laws

Rules of operation

Advantages to Incorporating Eliminates volunteer leaders’ liability Establishes continuity Creates a business environment Protection under libel laws Allows ownership of property Easier to obtain liability insurance

Eliminates volunteer leaders’ liability

Establishes continuity

Creates a business environment

Protection under libel laws

Allows ownership of property

Easier to obtain liability insurance

Components of By Laws Statement of purpose Forms & types of membership Dues structure Elected officers Chief executive officer Voting qualifications General assembly Standing committees Audit Corporate seal Meetings & quorum Robert’s Rules of Order Amending the by laws Dissolution

Statement of purpose

Forms & types of membership

Dues structure

Elected officers

Chief executive officer

Voting qualifications

General assembly

Standing committees

Audit

Corporate seal

Meetings & quorum

Robert’s Rules of Order

Amending the by laws

Dissolution

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?

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?

Recruiting Volunteers Making the event or activity fun Finding out what the employees respond to Involving the employee and family Making it easy, attractive, and interesting to volunteer Making the employee responsible for something Treating the employees with respect

Making the event or activity fun

Finding out what the employees respond to

Involving the employee and family

Making it easy, attractive, and interesting to volunteer

Making the employee responsible for something

Treating the employees with respect

Recruiting Volunteers Asking for referrals Planning social events for the volunteers Paying for volunteer’s training Placing volunteers’ photographs on bulletin boards, web sites, or in email messages

Asking for referrals

Planning social events for the volunteers

Paying for volunteer’s training

Placing volunteers’ photographs on bulletin boards, web sites, or in email messages

Retaining Volunteers Make the event or activity attractive to belong Make certain the event is well-organized Make people feel needed and appreciated Make sure there is a friendly atmosphere Make certain the volunteer understands their responsibilities

Make the event or activity attractive to belong

Make certain the event is well-organized

Make people feel needed and appreciated

Make sure there is a friendly atmosphere

Make certain the volunteer understands their responsibilities

Retaining Volunteers Make a special effort to call volunteers by their first name Make sure to get volunteers input Make a special effort to recognize and reward their volunteer efforts Make the event or activity is fun Make certain that everyone receives an appropriate “thank you”

Make a special effort to call volunteers by their first name

Make sure to get volunteers input

Make a special effort to recognize and reward their volunteer efforts

Make the event or activity is fun

Make certain that everyone receives an appropriate “thank you”

Retiree Club - Role Updating the membership list Collecting dues and handling funds Producing a newsletter Coordinating trips Event planning Securing restaurant reservations Reserving meeting rooms Sending out meeting notices Producing mailings Writing letters Making phone calls

Updating the membership list

Collecting dues and handling funds

Producing a newsletter

Coordinating trips

Event planning

Securing restaurant reservations

Reserving meeting rooms

Sending out meeting notices

Producing mailings

Writing letters

Making phone calls

Why use a Committee? Group participation to solve a problem Committee has the authority to act Representative of all the interests Other advantages include unification, motivation, coordination, consolidation, and communication

Group participation to solve a problem

Committee has the authority to act

Representative of all the interests

Other advantages include unification, motivation, coordination, consolidation, and communication

Problems with Committees… Committees cost more than an individual to do the work Does the committee represent all stake holders Committee work is time consuming Initial leadership skirmishes Minority representation can slow the process

Committees cost more than an individual to do the work

Does the committee represent all stake holders

Committee work is time consuming

Initial leadership skirmishes

Minority representation can slow the process

Types of Committees Standing Ad hoc or special Administrative Project Problem liasion

Standing

Ad hoc or special

Administrative

Project

Problem

liasion

Typical Agenda Call the meeting to order Roll call (sometimes omitted) Minutes of the previous meeting Purpose of the meeting Program for the meeting Discuss and resolve agenda items New business Adjourn the meeting

Call the meeting to order

Roll call (sometimes omitted)

Minutes of the previous meeting

Purpose of the meeting

Program for the meeting

Discuss and resolve agenda items

New business

Adjourn the meeting

Role of the Chairperson Planning meetings Understanding human relations Providing leadership and direction Understanding group dynamics Facilitating the needs of the committee Conducting meetings Maintaining records Getting the committee to act Evaluating the committee

Planning meetings

Understanding human relations

Providing leadership and direction

Understanding group dynamics

Facilitating the needs of the committee

Conducting meetings

Maintaining records

Getting the committee to act

Evaluating the committee

Checklist for selecting committee chairperson A record of active participation The ability to communicate A willingness to listen An ability to command attention The ability to inspire and lead The knowledge of parliamentary procedure A self-starter Prestige and respect of organization

A record of active participation

The ability to communicate

A willingness to listen

An ability to command attention

The ability to inspire and lead

The knowledge of parliamentary procedure

A self-starter

Prestige and respect of organization

Selection criteria continued An understanding of the power relationship within the committee Knowledge of the subject matter An understanding the group’s relationship to other committees An ability to think and act in terms of the organization’s overall goals and objectives The ability to create a constructive atmosphere The availability to carry out the responsibilities A clear understanding of the position

An understanding of the power relationship within the committee

Knowledge of the subject matter

An understanding the group’s relationship to other committees

An ability to think and act in terms of the organization’s overall goals and objectives

The ability to create a constructive atmosphere

The availability to carry out the responsibilities

A clear understanding of the position

Selection of Committee Members Members’ executive level Representative of the diversity within an organization Rotate members Set terms Knowledgeable of the task at hand Willingness to serve

Members’ executive level

Representative of the diversity within an organization

Rotate members

Set terms

Knowledgeable of the task at hand

Willingness to serve

Committee Orientation Emphasize the importance of the chairpersonship Explain chairperson’s duties Review committee objectives Review and establish committee boundaries Review organization policies, practices, and authority Review constitution and bylaws

Emphasize the importance of the chairpersonship

Explain chairperson’s duties

Review committee objectives

Review and establish committee boundaries

Review organization policies, practices, and authority

Review constitution and bylaws

Orientation continued … Provide a list of members and their representation Chairperson’s reviews current committee program Review minutes of previous meetings Review all committee projects and programs Review schedule of meetings Review all current assignments of each committee member Identify staff assistance available

Provide a list of members and their representation

Chairperson’s reviews current committee program

Review minutes of previous meetings

Review all committee projects and programs

Review schedule of meetings

Review all current assignments of each committee member

Identify staff assistance available

Preparation for Committee Meetings Convenient location for meeting room Soundproof room Directional signs if needed Sign outside meeting room indicating --- “quiet please, meeting in progress” Room should be well ventilated and lighted Know the name and extension of the engineer

Convenient location for meeting room

Soundproof room

Directional signs if needed

Sign outside meeting room indicating --- “quiet please, meeting in progress”

Room should be well ventilated and lighted

Know the name and extension of the engineer

Preparation continued … Determine seating arrangement Comfortable chairs Provide water and glasses, note pads, hard candy, and pencils Use name tags on table in front of each member Know location of rest rooms Chalkboard or flip chart with eraser and chalk and markers Test all electrical equipment

Determine seating arrangement

Comfortable chairs

Provide water and glasses, note pads, hard candy, and pencils

Use name tags on table in front of each member

Know location of rest rooms

Chalkboard or flip chart with eraser and chalk and markers

Test all electrical equipment

Preparation continued … Make sure projectors work and other AVA equipment Make sure people are seating in location easy to view visual aids Provide beverages for breaks Have a lectern and gavel available Have extra copies of all handouts

Make sure projectors work and other AVA equipment

Make sure people are seating in location easy to view visual aids

Provide beverages for breaks

Have a lectern and gavel available

Have extra copies of all handouts

Keys to meeting management Start on time Be a good host Start with a clear objective of the objectives Review facts Encourage participation Some members maybe well informed while others are not Keep the meeting moving Keep members on subject Summarize major points

Start on time

Be a good host

Start with a clear objective of the objectives

Review facts

Encourage participation

Some members maybe well informed while others are not

Keep the meeting moving

Keep members on subject

Summarize major points

Meeting management continued Pay attention to the group dynamics Talk to group as a whole When someone is talking, listen and indicate your reactions Consider periodic recesses Solicit opinions and experiences If you sense trouble break off the discussion If you are losing attention, direct a question or step up the meeting pace

Pay attention to the group dynamics

Talk to group as a whole

When someone is talking, listen and indicate your reactions

Consider periodic recesses

Solicit opinions and experiences

If you sense trouble break off the discussion

If you are losing attention, direct a question or step up the meeting pace

Meeting management continued Draw out silent members Do not allow domination by one or two parties Adjourn on time

Draw out silent members

Do not allow domination by one or two parties

Adjourn on time

Steps to Gaining Non Profit Status Complete Constitution and by laws Complete articles of incorporation Complete application for employer identification number (EIN) Form SS-4 Prepare a full description of the organization – social and recreation association/club Financial statements & balance sheets Complete 501 (c) 4 application Form 1024

Complete Constitution and by laws

Complete articles of incorporation

Complete application for employer identification number (EIN) Form SS-4

Prepare a full description of the organization – social and recreation association/club

Financial statements & balance sheets

Complete 501 (c) 4 application Form 1024

Policies Internal external

Internal

external

Internal policies Officers, board, and committee Membership Financial Personnel Legal General

Officers, board, and committee

Membership

Financial

Personnel

Legal

General

Influences on Policy Development Ethical Legal Political Economic Government legislation Government rules Competition environmental

Ethical

Legal

Political

Economic

Government legislation

Government rules

Competition

environmental

Why Consolidate? Build consistency Strengthen communication Improve volunteer’s education Share programs Volume discounts Renew management support Improve volunteer recognition

Build consistency

Strengthen communication

Improve volunteer’s education

Share programs

Volume discounts

Renew management support

Improve volunteer recognition

Financial management Operational budget Capital budget Purchasing of equipment and supplies Fundraising Financial forecasting Sponsorships Licensing Grants

Operational budget

Capital budget

Purchasing of equipment and supplies

Fundraising

Financial forecasting

Sponsorships

Licensing

Grants

Bid Process … Writing specifications Advertise for bids from vendors Receive bids Evaluate bids Choose vendor Submit the purchase order Receive the equipment Pay invoice after equipment or supplies are verfied

Writing specifications

Advertise for bids from vendors

Receive bids

Evaluate bids

Choose vendor

Submit the purchase order

Receive the equipment

Pay invoice after equipment or supplies are verfied

Writing specifications … Clear descriptions Well-defined Complete set of specifications FOB location No substitutes will be accepted unless listed above

Clear descriptions

Well-defined

Complete set of specifications

FOB location

No substitutes will be accepted unless listed above

Equipment control guidelines… Carefully inspect equipment Label all equipment Procedures developed for issuing and checking in equipment Equipment should be maintained and stored in good repair Equipment should be inventoried and stored properly Garments should be cleaned and cared for properly

Carefully inspect equipment

Label all equipment

Procedures developed for issuing and checking in equipment

Equipment should be maintained and stored in good repair

Equipment should be inventoried and stored properly

Garments should be cleaned and cared for properly

Marking suggestions … Felt tip pen, laundry pen Indelible pencil Branding irons Stencils Decals Processed numbers Rubber stamps

Felt tip pen, laundry pen

Indelible pencil

Branding irons

Stencils

Decals

Processed numbers

Rubber stamps

Qualities of an equipment manager … Good interpersonal skills Knowledge of equipment Good judgement Maturity Integrity Basic accounting skills Basic management skills Computer skills in word processing and spread sheets Knowledge of equipment care Understanding of purchasing and bidding procedures Knowledge of fitting equipment

Good interpersonal skills

Knowledge of equipment

Good judgement

Maturity

Integrity

Basic accounting skills

Basic management skills

Computer skills in word processing and spread sheets

Knowledge of equipment care

Understanding of purchasing and bidding procedures

Knowledge of fitting equipment

Equipment room operation … Proper fitting of equipment Maintenance of equipment Accountability Practice coordination & cooperation Permanent & daily assignments Cleanliness Help each other

Proper fitting of equipment

Maintenance of equipment

Accountability

Practice coordination & cooperation

Permanent & daily assignments

Cleanliness

Help each other

Equipment manager’s job description … Purchasing Fitting & equipment Maintenance Administration & organization Management, professional relations, & education Accountability for equipment

Purchasing

Fitting & equipment

Maintenance

Administration & organization

Management, professional relations, & education

Accountability for equipment

Fund-raising guidelines … Program specific Develop a prospect list Establish an accounting system Acknowledgment system Timetable 501 [c][3] status Board of directors established Short & long term goals Prioritized goals Policies & procedures should be simple Hire an attorney & CPA Cost-effective projects Training programs

Program specific

Develop a prospect list

Establish an accounting system

Acknowledgment system

Timetable

501 [c][3] status

Board of directors established

Short & long term goals

Prioritized goals

Policies & procedures should be simple

Hire an attorney & CPA

Cost-effective projects

Training programs

Fund-raising committees Site selection Publicity & promotion Equipment & supplies Finance Refreshments & Hospitality Invitation & Program Ticket Decorations Prizes Security Cleanup Project assessment

Site selection

Publicity & promotion

Equipment & supplies

Finance

Refreshments & Hospitality

Invitation & Program

Ticket

Decorations

Prizes

Security

Cleanup

Project assessment

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

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

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

The budget translates programs and other services into financial terms

The budget provides a mechanism for appraising staff, officials, and other interested parties in the financial operations

The budget provides a means for systematically identifying and evaluating procedures, programs, and other services

The budget provides a record of the financial transactions that take place

Documents of original entry Payroll records Time cards Daily journal Account ledger Financial statement Balance sheet Profit and loss statement

Payroll records

Time cards

Daily journal

Account ledger

Financial statement

Balance sheet

Profit and loss statement

Steps in budget process Collecting data (i.e., employee input, statistical input, forecasting, equipment and facility needs, personnel needs Applying trend analysis Calculating $ required Review & interpretation

Collecting data (i.e., employee input, statistical input, forecasting, equipment and facility needs, personnel needs

Applying trend analysis

Calculating $ required

Review & interpretation

Revenue generation Membership fees, ticket sales, and entrance fees Concessions Employee store Sponsorship Licensed merchandise Fundraising Corporate subsidy

Membership fees, ticket sales, and entrance fees

Concessions

Employee store

Sponsorship

Licensed merchandise

Fundraising

Corporate subsidy

Sponsorships must serve the interests of four groups … Business interest of the sponsoring company The best interests of the event and its participants As a positive impact on the sponsor’s direct customers As a benefit to the customers who but those products

Business interest of the sponsoring company

The best interests of the event and its participants

As a positive impact on the sponsor’s direct customers

As a benefit to the customers who but those products

Why buy into a sponsorship? Demonstrate good citizenship Generate positive visibility Increase sales Generate favorable media interest and publicity Compete with other companies

Demonstrate good citizenship

Generate positive visibility

Increase sales

Generate favorable media interest and publicity

Compete with other companies

Content of sponsorship package Objectives of sponsorship program Profile/background of sponsoree Promotional opportunities available Levels of sponsorship Sponsor benefits Fee structure Contract length & renewal options Evaluation methodology

Objectives of sponsorship program

Profile/background of sponsoree

Promotional opportunities available

Levels of sponsorship

Sponsor benefits

Fee structure

Contract length & renewal options

Evaluation methodology

Customizing the sponsorship package Official status Sponsorship fee structure Title rights Television exposure Public relations & media exposure Logo use Signage Advertising rights Hospitality rights Point-of-sale promotion

Official status

Sponsorship fee structure

Title rights

Television exposure

Public relations & media exposure

Logo use

Signage

Advertising rights

Hospitality rights

Point-of-sale promotion

Package continued … Direct mail list Product sampling Legal liabilities Future options Clientele use

Direct mail list

Product sampling

Legal liabilities

Future options

Clientele use

Common sponsor benefits … Season tickets or memberships, reserved seating, complimentary tickets Advertisement in yearbook, program, Press guide, employee store catalog Scoreboard/P.A. exposure Special events Facility signage Special items (e.g., VIP room, parking passes, etc.)

Season tickets or memberships, reserved seating, complimentary tickets

Advertisement in yearbook, program, Press guide, employee store catalog

Scoreboard/P.A. exposure

Special events

Facility signage

Special items (e.g., VIP room, parking passes, etc.)

Keys to setting sponsorship fee … Degree of primary consumer match with the company’s target market Size of the primary consumer base Potential media publicity Sales opportunity Psychological association Exposure opportunity

Degree of primary consumer match with the company’s target market

Size of the primary consumer base

Potential media publicity

Sales opportunity

Psychological association

Exposure opportunity

Commonly outsourced services … Food service Security Training & development Employee stores Fitness centers Ticket sales Travel services Dependent care

Food service

Security

Training & development

Employee stores

Fitness centers

Ticket sales

Travel services

Dependent care

Warning signs of a failing program … Facility planning personnel visit to take measurements Agreements, contracts, company support commitments, bylaws, and other survival mechanisms seem to no longer play a vital role Requests for detailed justifications for everything done Requested to be totally self-sustaining

Facility planning personnel visit to take measurements

Agreements, contracts, company support commitments, bylaws, and other survival mechanisms seem to no longer play a vital role

Requests for detailed justifications for everything done

Requested to be totally self-sustaining

Warning signs continued … Manager no longer on the key mailing list Information requested to prepare bid specifications for outsourcing the program All 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

Manager no longer on the key mailing list

Information requested to prepare bid specifications for outsourcing the program

All 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

Warning signs continued … The manager is requested to prepare a return on investment report The ReMax and Century 21 real estate personnel are shown around your building and/or ball fields The upper and middle management support vanishes Requested to redo the budget with certain contingency plans and statements

The manager is requested to prepare a return on investment report

The ReMax and Century 21 real estate personnel are shown around your building and/or ball fields

The upper and middle management support vanishes

Requested to redo the budget with certain contingency plans and statements

Key components of Financial Success … Business plan Marketing plan Financial plan

Business plan

Marketing plan

Financial plan

Keys to purchasing equipment and supplies Meet program needs Be of good quality Be acquired through appropriate procedures Be properly secured and accounted for Be maintained for safe future use

Meet program needs

Be of good quality

Be acquired through appropriate procedures

Be properly secured and accounted for

Be maintained for safe future use

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

Consider the National Operating Committee on Standards for Athletic Equipment (NOCSAE) suggestions

Consider the American College on Sports Medicine (ACSM) suggestions

Consider the United States Consumer Protection and Safety Commission (USCPSC) suggestions

Selection continued … Determine purchasing power Begin and maintain a wish list Determine organization needs Determine quality desired Consider whether the product is both budget and maintenance friendly Is manufactured by reputable companies

Determine purchasing power

Begin and maintain a wish list

Determine organization needs

Determine quality desired

Consider whether the product is both budget and maintenance friendly

Is manufactured by reputable companies

Selection continued … Consider whether old equipment can be reconditioned successfully Purchases must be based on program goals, objectives, and budget Determine the priority need and amount of funds available for purchase

Consider whether old equipment can be reconditioned successfully

Purchases must be based on program goals, objectives, and budget

Determine the priority need and amount of funds available for purchase

Selection continued … Consider those people with disabilities Consider only equipment that meets safety standards Obtain product information from various vendors Consider the guarantee

Consider those people with disabilities

Consider only equipment that meets safety standards

Obtain product information from various vendors

Consider the guarantee

Selection continued … Evaluate the usability of the equipment Evaluate vendors in terms of service and dependability record Consider trends in equipment and supplies Create a floor plan

Evaluate the usability of the equipment

Evaluate vendors in terms of service and dependability record

Consider trends in equipment and supplies

Create a floor plan

Purchasing guidelines All purchases must meet needs Purchasing should be done in advance of the need Specifications should be clearly set forth Costs should be kept as low as possible without compromising quality or safety

All purchases must meet needs

Purchasing should be done in advance of the need

Specifications should be clearly set forth

Costs should be kept as low as possible without compromising quality or safety

Guidelines continued … Purchase from only reputable dealers Central and bulk purchasing can result in greater economy All requests must have a purchase requisition Local firms should be considered All purchases must be accompanied by a purchase order

Purchase from only reputable dealers

Central and bulk purchasing can result in greater economy

All requests must have a purchase requisition

Local firms should be considered

All purchases must be accompanied by a purchase order

Guidelines continued … Gifts or favors should not be accepted A complete inventory and program analysis is essential prior to purchasing Order early Take advantage of limited discounts

Gifts or favors should not be accepted

A complete inventory and program analysis is essential prior to purchasing

Order early

Take advantage of limited discounts

Procurement process Need established Management consultation Initial request made Request reviewed Determine if funds are available Preparation of specifications Receipt of bids

Need established

Management consultation

Initial request made

Request reviewed

Determine if funds are available

Preparation of specifications

Receipt of bids

Process continued … Bids compared Recommend appropriate bid for purchase Purchase order to supplier Follow-up Receipt of goods Payment authorized

Bids compared

Recommend appropriate bid for purchase

Purchase order to supplier

Follow-up

Receipt of goods

Payment authorized

Process continued … Accountability – inventory control number assigned Equipment inspected and payment made

Accountability – inventory control number assigned

Equipment inspected and payment made

Promoting Employee Participation – Why they do not participate? Front desk area dirty and disorganized Disheveled and disinterested personnel Facilities dirty Equipment dirty and in ill repair Rude employees

Front desk area dirty and disorganized

Disheveled and disinterested personnel

Facilities dirty

Equipment dirty and in ill repair

Rude employees

Uses of a business survey Increase business Introduce new programs to customer base Determine why existing programs are not getting the attention they were designed for Ascertain more about the existing customer base Determine why customers have decided not to renew memberships

Increase business

Introduce new programs to customer base

Determine why existing programs are not getting the attention they were designed for

Ascertain more about the existing customer base

Determine why customers have decided not to renew memberships

Surveys will not … Fully identify best prospects’ characteristics, wants, and needs Determine why elements of a program are working or not working Monitor how the perceptions of the facility, equipment, and services are changing over time Explain why some programs are successful and others are failures.

Fully identify best prospects’ characteristics, wants, and needs

Determine why elements of a program are working or not working

Monitor how the perceptions of the facility, equipment, and services are changing over time

Explain why some programs are successful and others are failures.

Surveys can assist in … Effectively defining the market Become more familiar with the existing and potential customers Determine how customers perceive the facilities, equipment, programs, and services Positioning or repositioning facility among other competitors Identifying the kinds of program benefits that can be converted into advertising that sells .

Effectively defining the market

Become more familiar with the existing and potential customers

Determine how customers perceive the facilities, equipment, programs, and services

Positioning or repositioning facility among other competitors

Identifying the kinds of program benefits that can be converted into advertising that sells .

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?

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?

Key points in developing a survey instrument … Wording most be simple Wording must be easily understood Avoid open-ended questions Do not ask leading questions Do not make survey look complicated Do not make survey time-consuming Make survey look important by attaching a cover letter Include premiums … a ball point pens & gift certificates

Wording most be simple

Wording must be easily understood

Avoid open-ended questions

Do not ask leading questions

Do not make survey look complicated

Do not make survey time-consuming

Make survey look important by attaching a cover letter

Include premiums … a ball point pens & gift certificates

Points continued … Encourage a quick response with additional premium Offer respondents a check-off for a copy of the results Plan on sending a follow-reminder Avoid confidential areas Avoid technical jargon Include a brief cover letter Protect respondents confidentiality Provide a stamped addressed return envelope

Encourage a quick response with additional premium

Offer respondents a check-off for a copy of the results

Plan on sending a follow-reminder

Avoid confidential areas

Avoid technical jargon

Include a brief cover letter

Protect respondents confidentiality

Provide a stamped addressed return envelope

A good instructor … Shows a sincere interest in the client Is enthusiastic during instruction Develops a personal relationship with client Considers the various reasons why a person is involved Initiates client follow-up Participates with the client Honors special days Counsels clients Motivates clients

Shows a sincere interest in the client

Is enthusiastic during instruction

Develops a personal relationship with client

Considers the various reasons why a person is involved

Initiates client follow-up

Participates with the client

Honors special days

Counsels clients

Motivates clients

Costs of recruiting new members … Advertising Telephone calls Sales commissions Sales and processing time Development of a cold prospect list Direct mailings Printing direct mailing pieces Telemarketing

Advertising

Telephone calls

Sales commissions

Sales and processing time

Development of a cold prospect list

Direct mailings

Printing direct mailing pieces

Telemarketing

Retention strategies … Call new members within a week of joining Good programming Staff becomes involved with members Welcome letters or notes Personalize thank you notes Birthday cards Anniversary cards Get well cards

Call new members within a week of joining

Good programming

Staff becomes involved with members

Welcome letters or notes

Personalize thank you notes

Birthday cards

Anniversary cards

Get well cards

Strategies continued … Link members to their interests Buddy new members with established members Periodic welcome parties Special incentives to new members for bring other new members Facilities and equipment are attractive, clean, safe, and well-maintained

Link members to their interests

Buddy new members with established members

Periodic welcome parties

Special incentives to new members for bring other new members

Facilities and equipment are attractive, clean, safe, and well-maintained

Strategies continued … Use focus groups and/or a suggestion box Deal with problems before they turn members off Organize special events Offer a discount for all renewals

Use focus groups and/or a suggestion box

Deal with problems before they turn members off

Organize special events

Offer a discount for all renewals

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.

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.

Brainstorming rules Criticism is prohibited Freewheeling is welcome Quantity is wanted Combination and improvement are sought

Criticism is prohibited

Freewheeling is welcome

Quantity is wanted

Combination and improvement are sought

Brainstorming activities … Castles in the sand Communication gaps Detective work Make it worse Playmates Pretend

Castles in the sand

Communication gaps

Detective work

Make it worse

Playmates

Pretend

Steps in planning process … Identifying internal and external connections and relationships Establishing objectives Developing premises Decision-making Implementing a course of action Evaluating the plan

Identifying internal and external connections and relationships

Establishing objectives

Developing premises

Decision-making

Implementing a course of action

Evaluating the plan

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

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

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

Are predetermined

Objectives describe future desired results toward which present efforts are directed

Key areas – market share, innovation, productivity, physical and financial resources, profitability, manager performance and development, worker performance and attitude, and social responsibility

Components of an applied strategic plan … Situational analysis Highlights Introduction Vision statements Values Mission statement Internal environment External environment Connections Major action plans Action priorities Monitoring and evaluating Review and approval commitment

Situational analysis

Highlights

Introduction

Vision statements

Values

Mission statement

Internal environment

External environment

Connections

Major action plans

Action priorities

Monitoring and evaluating

Review and approval

commitment

Situational analysis Description of geographical location and pertinent demographics Description of the organization A SWOT summary Overview of major strengths and plans Progress since last review

Description of geographical location and pertinent demographics

Description of the organization

A SWOT summary

Overview of major strengths and plans

Progress since last review

Highlight Describes major challenges Customer/client needs Major accomplishments

Describes

major challenges

Customer/client needs

Major accomplishments

Components of major action priorities … Specific problem Project summary Priority issues Background Vision of success Action plan Objectives Baseline data Action steps Resources Responsibility Timeline Vision of success

Specific problem

Project summary

Priority issues

Background

Vision of success

Action plan

Objectives

Baseline data

Action steps

Resources

Responsibility

Timeline

Vision of success

Pitfalls to planning Management not involved in the process Management too involved Failure to clearly define & develop goals Failure to involve line managers Failure to use plan Failure to create a congenial & supportive climate for planning Comprehensive planning is separate from the management process Creating a plan that lacks flexibility & simplicity

Management not involved in the process

Management too involved

Failure to clearly define & develop goals

Failure to involve line managers

Failure to use plan

Failure to create a congenial & supportive climate for planning

Comprehensive planning is separate from the management process

Creating a plan that lacks flexibility & simplicity

Pitfalls continued Top management fails to endorse the plan Top management makes intuitive decisions that conflict with formal plans

Top management fails to endorse the plan

Top management makes intuitive decisions that conflict with formal plans

Common steps in benchmarking Determine what to benchmark Prepare to benchmark Conduct research Select with whom to benchmark Collect & share information Analyze, adapt, & improve

Determine what to benchmark

Prepare to benchmark

Conduct research

Select with whom to benchmark

Collect & share information

Analyze, adapt, & improve

Appropriate operational manuals Scheduling Fitness Operations Emergency Inservice training Risk management Sales & marketing Repair & maintenance Human resource

Scheduling

Fitness

Operations

Emergency

Inservice training

Risk management

Sales & marketing

Repair & maintenance

Human resource

Delegation – why managers fail to delegate … Nobody does it better Guilt Insecurity Lack of trust Takes time

Nobody does it better

Guilt

Insecurity

Lack of trust

Takes time

Transforming a group into a team … Management values individual initiative Employees are eager to learn Employees that have a we can solve anything attitude Accountability is based on process and results Performance management systems are aligned Management is willing to walk the talk Strong team values are established

Management values individual initiative

Employees are eager to learn

Employees that have a we can solve anything attitude

Accountability is based on process and results

Performance management systems are aligned

Management is willing to walk the talk

Strong team values are established

Risk Management Steps Know the corporate insurance broker and the insurance carrier Read all contracts/leases carefully Secure bonding for employees handling money as well as the corporation’s employee association Review current litigation issues Check for appropriate employee certifications Beware in daycare

Know the corporate insurance broker and the insurance carrier

Read all contracts/leases carefully

Secure bonding for employees handling money as well as the corporation’s employee association

Review current litigation issues

Check for appropriate employee certifications

Beware in daycare

Steps continued … Follow all rules and regulations established Review and strengthen all waivers, warnings, and forms in general (e.g., releases to participate, medical releases, injury reports, inspection, maintenance, etc.) Keep a camera handy Clean up all facilities and equipment regularly Review current litigation issues (e.g., discrimination, sexual harassment, wrongful termination, etc.)

Follow all rules and regulations established

Review and strengthen all waivers, warnings, and forms in general (e.g., releases to participate, medical releases, injury reports, inspection, maintenance, etc.)

Keep a camera handy

Clean up all facilities and equipment regularly

Review current litigation issues (e.g., discrimination, sexual harassment, wrongful termination, etc.)

Tortious acts include … Intentional Negligent Strict liability

Intentional

Negligent

Strict liability

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.

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.

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.

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.

Levels of Negligence Malfeasance Misfeasance Nonfeasance Reckless misconduct Wilful/wanton conduct Gross negligence Slight negligence

Malfeasance

Misfeasance

Nonfeasance

Reckless misconduct

Wilful/wanton conduct

Gross negligence

Slight negligence

Components of Negligence Damage Duty Breach of duty Proximate cause

Damage

Duty

Breach of duty

Proximate cause