100 ACTIVE COMPANIES

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1 TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS top100.welcoa.org WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 1

2 You Are Getting Ready to Start a Movement And not just in your organization. You are joining the state of Wisconsin as the first group of employers in any state to rise up and take a stand (through some friendly competition) against employee inactivity. This could be the start of something big. As the Coordinator for your organization, you are responsible for making sure that employees know when to sign up, how to sign up and how to earn points each week. This guide will be your resource as you navigate WELCOA s Top 100 Active Companies site, complete your Coordinator Checklist, kick off registration, and keep employees motivated and informed throughout the 12-Week Competition. Thank you for committing to get your employees On the Move! Ryan Picarella, President, WELCOA Sean Foy, President, Personal Wellness Corporation The WELCOA Team NEXT» WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 2

3 Table of Contents 1 Checklist: Ramp-Up...4 Getting Signed Up... 5 Complete Your Profile... 6 Complete Coordinator Training Complete the Culture Audit...12 Review Promotional Materials Communicated the Top 100 to Management...17 Share CEO Support Checklist: Manage Registration...21 Send Registration Invitations...22 Manage Registration...25 Prepare for Weekly Challenges Checklist: Kick-Off & Weekly Management Getting Back to Your Checklist...30 Manage Your Team Strategies for Increasing Participation Checklist: Post-Challenge Update Winner Information...39 Tell Us About Your Experience...40 Have More Questions? WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 3

4 1 The Checklist: Ramp-Up planning phase of Top 100 Active Companies is critical. Putting some thought into how you will ensure the success of the competition now will make coordination during the competition a breeze! This section will go over your checklist for promoting the competition internally and soliciting participation before registration begins. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 4

5 1Checklist: Ramp-Up GETTING SIGNED UP When it is time to create your profile, you will receive a registration invitation with a unique code. This code is only for you to use as a coordinator and will allow you set up a special coordinator profile. Click here to set up your Coordinator Profile WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 5

6 1Checklist: Ramp-Up COMPLETE YOUR PROFILE As a Coordinator, your profile set-up process is slightly different from other employees. There are a few things you need to set up to make sure things go smoothly for your team. But first, here s a snapshot of the Profile Set-Up step of your Coordinator Admin Checklist. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 6

7 1Checklist: Ramp-Up COMPLETE YOUR PROFILE THING TO PAY ATTENTION TO #1: Number of Employees The number of employees that you enter for your company should be the total number of full and part-time employees who are eligible to participate in the program. This number will be used to calculate your organization s participation rate. THING TO PAY ATTENTION TO #2: Require Company Domain This field is not required; it is for security purposes only. If you would like to ensure that only employees at your organization can register to compete for your team, you can specify an domain in this field. TIP: If you specify the domain, employees will not be able to sign up using their personal address. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 7

8 1Checklist: Ramp-Up COMPLETE YOUR PROFILE THING TO PAY ATTENTION TO #3: Update Company Logo By the time you get to this step, you would have already uploaded your company logo. You can return to your checklist any time to upload a new company logo for the competition. See specifications below to ensure your logo displays properly. THING TO PAY ATTENTION TO #4: Update Profile Image By the time you get to this step, you would have already uploaded your profile image. You can return to your checklist any time to upload a new profile image for the competition. See specifications below to ensure your profile image displays properly. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 8

9 1Checklist: Ramp-Up COMPLETE YOUR PROFILE TAKE-AWAYS Completing your profile is the first step in your Coordinator Admin Checklist. Enter the number of employees who you will be inviting to register for the competition into the Number of Employees field. If you specify company domain during profile set-up, only employees with certain addresses will be able to register to compete for your organization. You can update your company logo and profile image any time from the Complete Your Profile step in your Coordinator Admin Checklist. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 9

10 1Checklist: Ramp-Up COMPLETE COORDINATOR TRAINING Now you are ready to take the Coordinator Training. If you have not already, register for training using the registration link in this step of your Coordinator Admin Checklist. You can also download a copy of this handbook any time from this page. Once you have registered for training, or if you had previously registered before getting to this step, check I have completed the registration step to mark this step as complete. TIP: You will not be able to move onto other parts of the checklist until you have participated in Coordinator Training. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 10

11 1Checklist: Ramp-Up COMPLETE COORDINATOR TRAINING TAKE-AWAYS You can register for the national training call from this step in your Coordinator Admin Checklist. You can download a copy of this manual from this step in your Coordinator Admin Checklist. After you have registered for training, be sure to mark this step as complete. You can update your company logo and profile image any time from the Complete Your Profile step in your Coordinator Admin Checklist. You will not be able to move onto other parts of the checklist until you have participated in Coordinator Training. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 11

12 1Checklist: Ramp-Up COMPLETE THE CULTURE AUDIT Why take a culture audit? Taking the time to complete this quick culture assessment will help you chart your progress at the end of the competition. WELCOA will be able to compare your answers to the responses given by employees and provide you with a report after the competition has ended! THINGS TO KEEP IN MIND: When responding to Culture Audit questions, be as honest as possible. Your first reaction is probably the best one. Do not spend too much time on any one question. The Culture Audit only has 15 questions, so you will not be able to save your answers and come back and finish at another time. TO COMPLETE THIS STEP OF YOUR COORDINATOR ADMIN CHECKLIST: Follow each step below in order. Step 3 will be automatically done for you after you complete steps 1-2. TIP: You will not be able to move onto other parts of the checklist until you complete the Culture Audit. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 12

13 1Checklist: Ramp-Up COMPLETE THE CULTURE AUDIT TAKE-AWAYS The Culture Audit will allow WELCOA to be able to compare your answers to the responses given by employees and provide you with a report after the competition has ended. The Culture Audit has 15 questions; because it is so short, you will not be able to save your answers and come back and finish at another time. There are three steps to this part of the checklist: Read about the Culture Audit, Take the Culture Audit, and Mark this Step as Complete. You will not be able to move onto other parts of the checklist until you complete the Culture Audit. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 13

14 1Checklist: Ramp-Up REVIEW PROMOTIONAL MATERIALS Top 100 Active Companies has created all the promotion materials you need to get your organization excited about the competition! Before you start registering employees, you can generate buzz by distributing the following pieces: TIP: Use these two pieces before registration starts! 6 STEPS TO GET ON THE MOVE Choosing Walking Shoes Do в at s W? To join your coworkers, go to: welcoa.org/top100 before April 6, USE COMPANY CODE Choose a flexible sole with a lot of bend in the toe. When you walk your foot should hit heel first then roll gradually from heel to toe. Don t let a heavy walking shoe slow you down. Choose a shoe that is light-weight and breathable. Make sure you can move your toes. There should be a thumbnail s width between your toes and the end of your shoe, and the shoe should be wide enough to let your toes move freely. X top100.welcoa.org For more info, contact at TIP: Don t use any customizable pieces during this step. They were created for the registration step only! Shop for shoes at the end of the day. Try on shoes when your feet might be slightly swollen, and bring the same socks you plan to wear on your walks. Walk around the store. Walking around on the hard surface of the store floor for a few minutes is worth the extra effort to ensure that the shoe doesn t slip or pinch. Wear your shoes around the house. WISCONSIN IS STARTING A MOVEMENT! Until you are sure the shoes will work for you, don t venture out and risk scuffing them up. Co e to be st в y r state! WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 14

15 1Checklist: Ramp-Up REVIEW PROMOTIONAL MATERIALS Once you have reviewed all downloadable materials, make a plan for when you will print and distribute each one. The list below includes all available materials with suggested dates for distribution. You can use this as a planning guide and include appropriate channels and quantities for each piece. TIP: Table tents are great for cafeterias & break rooms. Stack up table fliers in common areas and encourage employees to grab one and take it with them. PIECE QUANTITY NEEDED DISTRIBUTION CHANNEL TARGET DATE Wisconsin is Starting a Movement Flyer (PRINTS 8.5 x 11 ) How to Buy Walking Shoes Flyer (PRINTS 8.5 x 11 ) How to Buy Walking Shoes Table Flyer (PRINTS 3 x 5 ) Get on Your Feet Poster (PRINTS 11 x 17 ) Get on Your Feet Flyer (PRINTS 8.5 x 11 ) Get on Your Feet Table Tent (PRINTS 8.5 x 11 ) It Starts with a Single Step (PRINTS 8.5 x 11 ) Don t Just Sit There Table Flyer (PRINTS 3 x 5 ) 2/23/15 2/23/15 2/23/15 3/9/15 3/9/15 3/9/15 3/9/15 3/9/15 WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 15

16 1Checklist: Ramp-Up REVIEW PROMOTIONAL MATERIALS TAKE-AWAYS Top 100 Active Companies has created all the promotion materials you need to get your organization excited about the competition; all you have to do is print and distribute! Some promotional materials are for the Ramp-Up phase and you can start posting any time; some materials are only appropriate to post once registration begins. A planning template has been provided that will help you decide when to distribute each promotional piece. 6 STEPS TO GET ON THE MOVE Choose a flexible sole with a lot of bend in the toe. When you walk your foot should hit heel first then roll gradually from heel to toe. Shop for shoes at the end of the day. Try on shoes when your feet might be slightly swollen, and bring the same socks you plan to wear on your walks. START A MOVEMENT Choosing Walking Shoes For more info, contact at Don t let a heavy walking shoe slow you down. Choose a shoe that is light-weight and breathable. Walk around the store. Walking around on the hard surface of the store floor for a few minutes is worth the extra effort to ensure that the shoe doesn t slip or pinch. To join your coworkers, go to: welcoa.org/top100 top100.welcoa.org before April 6, USE COMPANY CODE Make sure you can move your toes. There should be a thumbnail s width between your toes and the end of your shoe, and the shoe should be wide enough to let your toes move freely. Wear your shoes around the house. WISCONSIN IS STARTING A MOVEMENT! Until you are sure the shoes will work for you, don t venture out and risk scuffing them up. Co e to be st в y r state! To join your coworkers, go to: welcoa.org/top100 top100.welcoa.org before April 6, USE COMPANY CODE For more info, contact at WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 16

17 1Checklist: Ramp-Up COMMUNICATE THE TOP 100 TO MANAGEMENT We all know the importance of achieving buy-in from leadership when seeking to increase engagement in wellness programming. That is what this step is all about. GOAL OF THIS STEP: Ask Managers to sign up for the competition before employees. TIP: Use this text in your ! It has already been written for you and can be found on your online checklist! TIP: Areas in parenthesis like this one and all those circled in orange above denote where you should personalize your message (e.g. add your name, insert your unique registration code, etc.)! TIP: Attach the CEO letter of support to this ! WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 17

18 1Checklist: Ramp-Up COMMUNICATE THE TOP 100 TO MANAGEMENT Below the suggested messaging, you will find your unique registration URL. You will need to include the URL in all registration s for this step and during employee registration. Here are the four things you need to know: The keycode and registration URL will ensure that your employees get registered for your organization! You must complete this step before continuing through the checklist. 4 WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 18

19 1Checklist: Ramp-Up COMMUNICATE THE TOP 100 TO MANAGEMENT TAKE-AWAYS The goal of this step is to ask managers to sign up for the competition before employees. We have written the text for you; just attach your CEO support letter and include your unique registration URL. You can update the keycode and registration URL to be something that employees will easily remember such as your company name. You must complete this step before you move on to registering all employees. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 19

20 1Checklist: Ramp-Up SHARE CEO SUPPORT This is the final step of the Ramp-Up phase of your checklist! You will start registering employees soon! But first, make sure they understand that their CEO (or another executive sponsor) is supportive of the initiative! YOUR 3 STEPS: 1. Publish the CEO letter on your organization s intranet or employee information website. 2. Send the letter via to all employees. 3. Print the letter and distribute via interoffice mail. You must complete this step before continuing through the checklist. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 20

21 2 You Checklist: Manage Registration are now ready to begin the registration phase of Top 100 Active Companies! is critical. This section will go over your checklist for managing registration and soliciting participation in an effort to reach your goal of 30% participation by the time the challenge kicks off! WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 21

22 2 Checklist: Manage Registration SEND REGISTRATION INVITATIONS Remember the step during ramp-up where you reviewed all promotional pieces? It is time to go grab those customizable fliers, posters, and table tents and start soliciting registration! TO SEND REGISTRATION INVITATIONS: Post and distribute promotional fliers, table tents, and posters with your organization s key code and your contact information. Send registration on March 9 th. TIP: The registration code information will be replicated in this step. TIP: Areas in parenthesis like this one and all those circled in orange above denote where you should personalize your message (e.g. add your name, insert your unique registration code, etc.)! TIP: You must complete this step before continuing the checklist. TIP: Use this text in your ! It has already been written for you and can be found on your online checklist! WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 22

23 2 Checklist: Manage Registration SEND REGISTRATION INVITATIONS This is an example of how to complete a promotional flier to use during registration. TIP: You will find your company code on this step in the Checklist. Enter it here. To join your coworkers, go to: welcoa.org/top100 top100.welcoa.org before April 6, USE COMPANY CODE Do в at s W? TIP: Enter contact information here before printing fliers! tact at For more info, contact at To join your coworkers, go to: welcoa.org/top100 Name Here top100.welcoa.org before April 6, USE COMPANY CODE ENTER COMPANY CODE HERE Phone or Here WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 23

24 2 Checklist: Manage Registration SEND REGISTRATION INVITATIONS TAKE-AWAYS The goal of this step is to solicit participation in the program by asking employees to register. There are two main steps to this portion of the checklist: Send registration invitations and post signage in the workplace. Do в at s W? messaging and signage have already been generated for you and can be found under this and the Review Promotional Materials section of the checklist. For more info, contact at To join your coworkers, go to: welcoa.org/top100 Name Here top100.welcoa.org before April 6, USE COMPANY CODE ENTER COMPANY CODE HERE Phone or Here WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 24

25 2 Checklist: Manage Registration MANAGE REGISTRATION After sending your registration invitations, you will have 4 short weeks to get all employees enrolled in the competition. It is important to complete this reminder step once a week until the competition begins on April 6 th. Send the message below to only those employees who still have not registered. TIP: Don t forget to personalize your message (e.g. add your name, insert your unique registration code, etc.)! WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 25

26 2 Checklist: Manage Registration MANAGE REGISTRATION TAKE-AWAYS The goal of this part of the checklist is to encourage at least 30% of employees at your organization to sign up for the Top 100 Active Companies. You can track participation by downloading a file from this step in the checklist or any time from the Manage Your Team page on the site. The registration reminder has already been written for you! Simply send it to all unregistered participants each week before April 6 th! WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 26

27 2 Checklist: Manage Registration PREPARE FOR WEEKLY CHALLENGES Before the competition launches, formulate a plan that will ensure you are communicating with registered employees every week. There are tips and tricks in your online Checklist to ensure you are prepared to be a constant source of support throughout the 12-week competition. Here is what that step looks like: TIP: Try walking trails close to the office, a route through the parking lot or even a stairwell. Set calendar reminders every Wednesday beginning April 8 th to message the team from the Manage Your Team page about an opportunity to walk. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 27

28 2 Checklist: Manage Registration PREPARE FOR WEEKLY CHALLENGES Check this step as complete. At this point you have completed all checklist items that are required before the competition launches. The last item, Update Winner Information, will not be available until the competition is over. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 28

29 3 Congratulations! Checklist: Kick-Off & Weekly Management The competition has kicked off and your employees are ready to Get on the Move! This section will show you how to interact with weekly challenges as a participant and as a coordinator as well as communicate with your employees throughout the competition! WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 29

30 3 Checklist: Kick-Off & Weekly Management GETTING BACK TO YOUR CHECKLIST First things first, you are ready to send out the Week 1 Kick-Off from the Prepare for Weekly Challenges item on your Checklist but where is your checklist? You can get back to it and all other coordinator resources any time using this menu: You can also review all promotional materials and sample s any time from the Resources page. Lastly, you can select Manage Your Team from this drop-down menu to download a participant file, remove employees from the competition who are no longer with the company, or message your team. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 30

31 3 Checklist: Kick-Off & Weekly Management MANAGE YOUR TEAM This page will let you do a few important things: 1. Download your participation report to see who has registered and who is participating each week. 2. Search for team members and deactivate or reactivate them. 3. Message your entire team. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 31

32 3 Checklist: Kick-Off & Weekly Management MANAGE YOUR TEAM To deactivate or reactivate participants, use the Team Members section of the Manage Your Team page. To deactivate a team member, simply click the deactivate button. Deactivate someone by accident? Click to show Inactive members Then reactivate them from the Team Member view. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 32

33 3 Checklist: Kick-Off & Weekly Management MANAGE YOUR TEAM To message your team directly from the Top 100 Active Companies platform, follow the simple instructions below. Type a message into the Message Team window and click Set Message Your Team will see your message every time they visit their Dashboard. Messages display until they are dismissed by each user. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 33

34 3 Checklist: Kick-Off & Weekly Management MANAGE TEAM TAKE-AWAYS You can download a participation file that shows who is registered and actively engaged in the competition from the Manage Your Team page. You can deactivate and reactivate team members from the Manage Your Team page. You can message all participants from the Manage Your Team page. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 34

35 3 Checklist: Kick-Off & Weekly Management STRATEGIES FOR INCREASING PARTICIPATION While every work environment is different and will require a variety of different strategies for increasing employee participation, here are a few ideas for ensuring that your employees stay engaged throughout the competition. 1. Take a second to brainstorm all the places that employees can walk while in the workplace Places to Walk: Now, make a plan Schedule weekly walking events and notify employees through your Messaging Center on your Manage Your Team Page. Note: walking events can be very casual such as, We are all meeting to walk on our lunch break today! See you down at the north parking lot at noon! See the example below for how your team will see your message. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 35

36 3 Checklist: Kick-Off & Weekly Management STRATEGIES FOR INCREASING PARTICIPATION 2. Reward Weekly Performers Download the participation file from the weekly challenge page to identify which employees have earned the most points: Then reward top points earners the following ways: With Walking 4 Wellness Books (visit or other small prize. With recognition via . With recognition via company intranet. With recognition via the Top 100 Active Companies site (use the Messaging Center on your Manage Your Team page to make it public!) TIP: Remember, while incentives are nice, the main goal is to communicate that you are creating a new physical activity culture at your organization and that participation is expected by your leadership team. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 36

37 3 Checklist: Kick-Off & Weekly Management STRATEGIES FOR INCREASING PARTICIPATION 3. Get Leadership Involved Make sure that a few of your events are sponsored and attended by leadership. If the executive leadership team is unavailable, encourage managers and directors to schedule their own walking events. Ask managers to schedule weekly walking touch base meetings Ask managers to schedule walking one-on-ones with individual employees Post your CEO Commitment Letter alongside motivational signage. Schedule weekly executive walks led by a member of the leadership team. Ask your CEO or executive sponsor to publish an encouraging note mid-competition to remind employees that they are in this together. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 37

38 4 The Checklist: Post-Challenge last section of this handbook has two major steps. First, we will supply you with what you need to communicate your organization s final ranking to employees. The second step is to tell us what you thought about the competition. We rely on your feedback to understand the impact that the challenge had on your organization and what we can do better in the future. WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 38

39 4 Checklist: Post-Challenge UPDATE WINNER INFORMATION Your checklist includes sample messaging for communicating your achievements in the Top 100 Active Companies. TIP: Don t forget to personalize your message! TIP: This is the same as your Team Average and can be found on the Leaderboard or Dashboard pages. It is the number that was used to determine competition rankings! WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 39

40 4 Checklist: Post-Challenge TELL US ABOUT YOUR EXPERIENCE When you complete this last step and hit Save, you will have fully completed your checklist! Completion of the checklist will make it possible for WELCOA to begin working on your post-challenge reporting package. TIP: Once you hit save, you have fully completed the checklist! You must complete the checklist before WELCOA can create your post-challenge reporting package. TIP: Type your competition feedback here! We might feature your achievements on future Top 100 Communications! TIP: You ll see this message when you are done! WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS/ 40

41 ? Have More Questions? See your Coordinator Resource Center for Coordinate Tutorials Contact WELCOA at WELCOA TOP 100 ACTIVE COMPANIES A GUIDE FOR COORDINATORS / 41

42 TOP 100 ACTIVE COMPANIES top100.welcoa.org

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