Increasing Employee Participation

1. Increasing Employee Participation Tools Referenced in this Presentation are available in the Worksite Wellness Toolkit www.shpnc.org/worksite-wellness.html

2. 2 Develop a Communication Plan What are the best ways to: Send out information to employees? Gather information from employees? Advertise programs to employees? Tool: Sample Committee Announcement Poster Toolkit Committee Workbook - Appendix O, Pg 57 Advertising is a more general thing � communication will be important when giving folks information about how you will communicate with employees. This will be unique for each worksite. This is for direct communication � want to be sure that you get in touch with all employees Your wellness committee will want to let employees know that you have formed a new program (or are continuing with an already launched committee). You might want to have a kick-off event (this could be a brown bag lunch or a walk around the block) to get the ball rolling. Some other ideas include posters, emails, and newsletter articles. Be sure to let folks know in your first communication with them about upcoming events and programs. That way, they can put them on their calendars. You will also generate some excitement early on by having a fun program scheduled in the near future. This also lets employees know that you are organized and planning ahead. People will probably not respond well to programs that are poorly organized and thrown together at the last minute. Let folks know you�ve got your act together! Establish regular communication with employees � perhaps a monthly email wellness update, a weekly flier in the break-room, regular newsletter articles in employee newsletters, or monthly updates at staff meetings. Again, this will show employees that your committee is well-organized. Also, establishing regular communication with employees lets them know that wellness is a priority that deserves a spot on the schedule � that monthly reminder could really help someone who is thinking about adopting some healthy behaviors. Don�t overdo it � don�t send emails everyday, post new fliers every day, or announce your programs on the intercom each morning. Find a good balance for your worksite � it might be monthly communication, bi-weekly, or for worksites that are really into wellness, weekly could work if no one opposes it. In your communication to employees, again, you want to be creative and maybe even a bit flashy. What has caught your eye in the past? Bright colors and catchy graphics are fun to look at and might generate some interest in your flier or email. Think about what graphics or look might make you want to stop and read more. Too much flash can be disturbing, so be sure to let another committee member check out your letter or flier before it goes out. Two eyes are always better than one! Check out the ESMM graphics library on the ESMM press page for some beautiful color shots that you can download. Once you have your communication plan, your work for the first meeting is pretty much done. As soon as this meeting is done, type up minutes from meeting and send them out. Try to set the next meeting time at this meeting since everyone is there. Between the two meetings, you should probably have about 2 correspondences to keep folks in the loop. Sending the minutes could be one; be sure you are keeping folks invested. Advertising is a more general thing � communication will be important when giving folks information about how you will communicate with employees. This will be unique for each worksite. This is for direct communication � want to be sure that you get in touch with all employees Your wellness committee will want to let employees know that you have formed a new program (or are continuing with an already launched committee). You might want to have a kick-off event (this could be a brown bag lunch or a walk around the block) to get the ball rolling. Some other ideas include posters, emails, and newsletter articles. Be sure to let folks know in your first communication with them about upcoming events and programs. That way, they can put them on their calendars. You will also generate some excitement early on by having a fun program scheduled in the near future. This also lets employees know that you are organized and planning ahead. People will probably not respond well to programs that are poorly organized and thrown together at the last minute. Let folks know you�ve got your act together! Establish regular communication with employees � perhaps a monthly email wellness update, a weekly flier in the break-room, regular newsletter articles in employee newsletters, or monthly updates at staff meetings. Again, this will show employees that your committee is well-organized. Also, establishing regular communication with employees lets them know that wellness is a priority that deserves a spot on the schedule � that monthly reminder could really help someone who is thinking about adopting some healthy behaviors. Don�t overdo it � don�t send emails everyday, post new fliers every day, or announce your programs on the intercom each morning. Find a good balance for your worksite � it might be monthly communication, bi-weekly, or for worksites that are really into wellness, weekly could work if no one opposes it. In your communication to employees, again, you want to be creative and maybe even a bit flashy. What has caught your eye in the past? Bright colors and catchy graphics are fun to look at and might generate some interest in your flier or email. Think about what graphics or look might make you want to stop and read more. Too much flash can be disturbing, so be sure to let another committee member check out your letter or flier before it goes out. Two eyes are always better than one! Check out the ESMM graphics library on the ESMM press page for some beautiful color shots that you can download. Once you have your communication plan, your work for the first meeting is pretty much done. As soon as this meeting is done, type up minutes from meeting and send them out. Try to set the next meeting time at this meeting since everyone is there. Between the two meetings, you should probably have about 2 correspondences to keep folks in the loop. Sending the minutes could be one; be sure you are keeping folks invested.

3. 3 Ask someone in Human Resources for guidance in the plan development Appendix Q in the Toolkit has ideas for distributing the Employee Interest Survey that could be incorporated in to your plan Ask employees how they like to receive information Develop a Communication Plan

4. 4 Employee Interest Survey Survey your employees to find out what they are most interested in BEFORE you plan your wellness programs and activities. Tool: Sample Employee Interest Survey Toolkit Committee Workbook Appendix I, Pg 46 Available for download at the Toolkit site www.shpnc.org/worksite-wellness.html

5. 5 Employee Interest Survey

6. 6 Develop Brand Identity Create a personalized logo and name for your wellness committee that employees can identify Use your logo and name on all your advertising and communications with employees

7. 7 Examples � Brand Identity

8. 8 Examples � Committee Names Department of Agriculture � Committee On Wellness (COW) Department of Transportation, Raleigh � Highway to Health Department of Administration � Working On Wellness (WOW) Department of Commerce � Commerce Wellness/It�s Time Psychology Board � Psyched on Wellness State Health Plan � Plan 4 Wellness State Highway Patrol � Active for Duty Carteret CC � Health, Exercise & Living (H.E.A.L.) Central Piedmont CC � Be Well Catawba Valley CC � CVCC Health Connections Craven CC � HealthSmart Keys to Wellness Piedmont CC � PCC Wellness at Work East Carolina University � ACT-WEL (Advisory Council Team for Wellness Education Leadership)

9. 9 Advertise your Program Post announcements and sign up sheets at several high traffic locations Give employees dates and times for upcoming events well in advance Communicate regularly before and during the event with updates and reminders through email, staff meetings, etc Use �word of mouth� publicity throughout program implementation Wellness program suggestions in the Toolkit include sample announcement posters � use these or create your own!

10. 10 Advertise your Program

11. 11 Management Support Employees are more likely to participate if they are aware of the support from management. Management participation in wellness programs and activities can greatly boost employee morale and participation.

12. 12 Offer Incentives Incentives can range from �tokens� (such as coffee mugs, water bottles, t-shirts) to bigger rewards (such as gift certificates, bikes etc.) Discuss with your management if there are funds available for getting incentives for your programs Incentives should be offered for participation, motivation and completion of programs; consider carefully how to use incentives fairly for actual behavior changes Think about free incentives for your programs � certificates of achievement, recognition in staff meetings or employee newsletters

13. 13 More guidance on supporting employee participation in wellness activities by offering incentives is provided in the NC Office of State Personnel�s worksite wellness policy (under Policy Guidelines, Section II). This Policy is available online at: www.osp.state.nc.us/manuals/manual99/Worksite%20Wellness%20Policy.pdf Offer Incentives

14. 14 Small, individual incentives � great for kick-off events Pedometers, key chains, water bottles, healthy snacks, coupons for healthy foods Larger incentives � work well for competitions/raffles Gift certificates, massages, exercise equipment Workplace incentives � think recognition and praise Buttons, newsletter or meeting mention, certificates, bulletin board notices Ask your local merchants for freebies!* * Check with management first. What Could You Offer? Smaller incentives work well for one-time events; they might not be as effective for long term challenges or competitions. Use these small items to get folks to attend your events Larger incentives will help with competitions or raffles � ask around at your local merchants to find gift certificates for athletic stores, spas, grocery or general stores. Try to stay away from offering restaurant gift certificates � unless they are to a restaurant that offers healthy choices. Food example � behavior changes; we want the environment and social support to back people up for these behavior changes. Should be a lifestyle change; this is going to be supported by environment and social support. Don�t use food as a reward � can splurge, but don�t make that the prize. Workplace incentives will work for programs where recognition is appropriate. For example, this might not be the best way to reward smokers trying to quit. For a steps challenge, though, providing buttons for employees who are walking might help to create some solidarity among folks who are participating. Motivating buddies might be another incentive to help people get through rough spots � have members of the wellness committee or others send out quick �you�re doing great� emails to participants in a program, cards and personal conversations are always great as well. Be creative when thinking about incentives. People like to be rewarded for their hard work; this doesn�t necessarily have to take a lot of time or money. Be sure that members of the wellness committee are the first to congratulate people for making healthy behavior changes. Think about how good we all feel when we receive a compliment. Like seeing someone you know when you are out running, it can give you the incentive to keep going when things get tough. Smaller incentives work well for one-time events; they might not be as effective for long term challenges or competitions. Use these small items to get folks to attend your events Larger incentives will help with competitions or raffles � ask around at your local merchants to find gift certificates for athletic stores, spas, grocery or general stores. Try to stay away from offering restaurant gift certificates � unless they are to a restaurant that offers healthy choices. Food example � behavior changes; we want the environment and social support to back people up for these behavior changes. Should be a lifestyle change; this is going to be supported by environment and social support. Don�t use food as a reward � can splurge, but don�t make that the prize. Workplace incentives will work for programs where recognition is appropriate. For example, this might not be the best way to reward smokers trying to quit. For a steps challenge, though, providing buttons for employees who are walking might help to create some solidarity among folks who are participating. Motivating buddies might be another incentive to help people get through rough spots � have members of the wellness committee or others send out quick �you�re doing great� emails to participants in a program, cards and personal conversations are always great as well. Be creative when thinking about incentives. People like to be rewarded for their hard work; this doesn�t necessarily have to take a lot of time or money. Be sure that members of the wellness committee are the first to congratulate people for making healthy behavior changes. Think about how good we all feel when we receive a compliment. Like seeing someone you know when you are out running, it can give you the incentive to keep going when things get tough.

15. 15 Examples - Incentives Southwestern Community College � Virtual Plaque for walking trail www.southwest.cc.nc.us/info/walking-trail/virtual-plaque.html Central Piedmont Community College � Walking Hall of Fame www1.cpcc.edu/bewell/Walking Dept of Cultural Resources � water bottles; drawing for several prizes at the Walking Map Kick-off http://web.dcr.state.nc.us/Documents/HumanReources/WalkingMap.pdf