COMMITTEE GUIDELINES

Transcription

1 COMMITTEE GUIDELINES

2

3 Dear Blue Energy Committee Members: I am excited to introduce our Blue Energy Committee guidelines. For the first time in our history, we are introducing a global initiative that will express the passion and commitment of our outstanding Hilton Hotels and Resorts Team Members, across the world, as we celebrate our Blue Energy Culture. Every hotel has a Blue Energy Committee that unites our team in continuing to deliver our Promise to ensure every Guest feels cared for, valued and respected. You and your Committee are an essential part of the success of your Team, your hotel and Hilton Hotels and Resorts in over 76 countries and 540 properties. You are the stewards of our Culture and you will have an impact every day on our ability to live our values, deliver our promise and celebrate our stories with our Guests, fellow Team Members and in the Communities we serve. I sincerely appreciate your passion, commitment and dedication to ensure Hilton Hotels and Resorts is a leader in the hospitality industry. I recognize that it is your talent, experience and enthusiasm that will bring our Culture to life across the globe! Thank you for engaging the minds, hearts and spirits of our Guests, Team Members and Communities as we journey together to continue Hilton s legacy of unparalleled hospitality. Sincerely, Dave Horton, Global Head - Hilton Hotels & Resorts

4 Committee Guidelines

5 WHAT IS BLUE ENERGY? Blue Energy is our passion to live our values, deliver our Promise and celebrate our stories. It s an expression of the unique spirit we show to our Guests, our communities, and each other as Hilton Team Members. Where did the term come from? As we traveled the world and in spite of the differences in cultures, traditions, and languages we encountered our Listen and Learn team was amazed at the degree to which Team Members everywhere shared the same levels of interest in and enthusiasm for shaping our brand s future. In meeting after meeting, we saw this enthusiasm make the entire room buzz with excitement. We gave this force a name Blue Energy to resonate with our corporate color. Blue Energy fuels our culture, and enables us to deliver service with positive spirit, strength and passion. It s based on our Hilton Values (Hospitality, Integrity, Leadership, Teamwork, Ownership, Now), and Blue Energy is implemented everyday through our teams Engagement, Accountability and Recognition. WHAT IS A BLUE ENERGY COMMITTEE? The Blue Energy Committee is the steward of our Hilton Hotels and Resorts Culture in each of our hotels. Building on our rich heritage, global presence, distinctive product and masterful service, we will continue to deliver exceptional hotel experiences for the world s travelers. At the heart of any successful business is a skillful, focused and engaged team. The committee s premier responsibility is to maintain a service culture that will support the hotel team s ability to live our values, deliver our Promise and celebrate our stories continually focused on the experience we are creating for our Guests, Team Members and Communities. Each Hilton hotel will establish a Blue Energy Committee including team members from each department. If hotels have an existing team member committee, its name should be changed to Blue Energy Committee. Page 1 Blue Energy Committee Guidelines

6 As the Blue Energy Committee, we will consistently live our values by: Hospitality Spread the light and warmth of hospitality throughout the hotel and the community. Demonstrate service excellence in all areas of the hotel. Support fellow Team Members through recognition, appreciation, communication and assistance. Integrity Take responsibility to attend all Committee meetings and be on time. Actively participate in Committee activities. Make realistic commitments to others and keep them. Leadership Be a role model for others in demonstrating our values and promise. Always be mindful of Guests, Team Members and the Community. Be positive, proactive and solution oriented at all times. Teamwork Gather ideas and feedback from Guests and Team Members to share at Committee meetings. Build trust and collaboration by celebrating the valuable contributions made by Team Members at every level of the organization. Promote strong relationships within and between all departments in the hotel. Ownership Proactively work to achieve hotel and Committee goals by identifying opportunities for improvement and taking action. Make a personal commitment to attain the goals outlined by the Committee and contribute to the success of the hotel. Ensure that department teams are informed of and involved in all Committee activities. Now Act with a collective sense of urgency to focus on creating exceptional experiences for every Guest every day in our Hotel. Be knowledgeable and communicate with others regarding current hotel and community information. Track action items and deadlines to ensure that progress is being made and follow up on all feedback and ideas in a timely manner. Blue Energy Committee Guidelines Page 2

7 Our Brand Promise to ensure every Guest feels cared for, valued and respected will guide our commitments: Guests Our Blue Energy Committee creates and maintains a service Culture at the hotel which continually delivers our Brand Promise. Team Members Our Blue Energy Committee promotes an engaging, collaborative work environment where every team member works together to achieve shared success and a personal sense of accomplishment. Community Our Blue Energy Committee develops and sustains Community partnerships ensuring that the Hotel has a positive presence adding value to the Community within which it operates. PURPOSE The Blue Energy Committee is a team in every hotel that creates a vibrant Hilton Blue Energy Culture. This committee ensures that the hotel team is consistently living the Hilton Values, delivering the Hilton Promise and celebrating our stories while maintaining a focus on Guests, Team Members, and Community. The line level Team Members and managers that serve on the committee are the global ambassadors of our rich Hilton Culture and will drive the success of our Brand around the world. The committee is charged with cultivating an engaging workplace that consistently demonstrates our Hilton Values (Hospitality Integrity Leadership Teamwork Ownership Now) and our Brand Promise - to ensure every Guest feels cared for, valued and respected. This committee will contribute directly to the success of your Team Members, your hotel and Hilton Hotels and Resorts around the world. We want to show the world that at Hilton we are a global team that works together to fill the Earth with the light and warmth of hospitality. The Committee is a volunteer group of approximately 10 to 20 Team Members and managers from each department of the hotel. The Committee meets monthly to set goals, identify key steps, and take the actions necessary to continuously share Blue Energy with your Guests, your Team Members and the Community. Because the members represent a cross section of the hotel team, each meeting is a rich exchange of opinions, ideas and perspectives resulting in a collective approach the H360 approach to drive exceptional results. At Hilton, we are a global team where the voice of the Guest, the Team Member and the Community will take us to new levels of success. Page 3 Blue Energy Committee Guidelines

8 PRIMARY FUNCTIONS The Blue Energy Committee is involved in Guest Service initiatives, Team Member programs and Community projects. Creating and maintaining a vibrant Blue Energy Culture is every Team Member s job, but the Blue Energy Committee will lead the charge! Specific Blue Energy Committee functions include: Reviewing product or service issues, and making proposals for solutions. Monitoring overall Blue Energy culture and programs, and finding opportunities to improve them. Communicating the current level of the hotel team s Blue Energy to the leadership team and making suggestions to enhance Team Member engagement in our Hilton Culture. Promoting an environment of cross-departmental communication and cooperation to create a more informed and cohesive team. Informing Team Members about key hotel business, initiatives and activities. Planning and executing Team Member events and programs to create Team Member loyalty and engagement. Actively participating in the H360 website and promoting the website throughout the hotel. Taking an active role in the hotel s LightStay/ sustainability commitments and activities. Creating and maintaining a strong positive presence in the Community by being involved in our Global Signature cause and forming partnerships with local organizations. DIRECTION Some suggested activities for each area of focus include: Guest Relations: Review the Brand Promise Scorecard, SALT, Guest comment cards, etc., and identify solutions/ recommendations to improve performance. Actively participate in the hotel s Problem Resolution and Meeting Guests Unanticipated Needs initiatives. Brainstorm, recommend and implement innovative ideas to enhance the Guest experience at the hotel. Identify and/or implement training and communication solutions to improve your team s ability to consistently deliver the Brand Promise. Implement and maintain the Blue Energy Board, (see page 15). Team Member Relations: Solicit Team Member suggestions/feedback to enhance the level of Team Member engagement and Blue Energy at the hotel. Assist in developing, reviewing and coordinating Team Member Recognition programs. Support the Value of the Month program by collecting, evaluating, and sharing Blue Energy stories both internally and externally via the H360 website, see page 15 for details. Contribute to the hotel s Team Member newsletter. Plan and execute Team Member events. Community Relations (Think Globally, Act Locally): Coordinate the hotel s participation in Hilton s Global Signature cause and communicate updates to the hotel team. Develop ongoing partnerships with local organizations to support your Community. Partner to ensure the success of the hotel s LightStay/sustainability initiatives. Blue Energy Committee Guidelines Page 4

9 COMMITTEE ROLES: Committee Mentor - The Committee Mentor is the General Manager/Hotel Manager, and he/she is not required to attend all Committee meetings. The Committee Mentor: Communicates purpose, objectives, responsibilities and structure of the Blue Energy Committee. Explains the importance of the Committee to the hotel s success. Shares relevant hotel performance information (SALT scores, Quality Assurance Audit results, business levels, focus areas, challenges, etc.) with the Chairperson. Shares hotel goals to assist Committee in identifying projects that align with the goals of the hotel. Reviews and approves recommendations made by Committee. Provides budget parameters and approves funding for projects. Invites Team Members to join Committee. Communicates expectation to managers that they support their department representative s participation and ensure their attendance at each meeting. Recognizes valuable contributions and achievements by the Committee members. Committee Chairperson: Demonstrates strong leadership skills and the ability to effectively facilitate a meeting. Develops strong relationships with Team Members and managers throughout the hotel to promote the Blue Energy Committee and encourage active participation. Meets with General Manager to determine priority areas of focus for Committee. Creates agenda prior to each meeting. Conducts monthly meetings and facilitates discussion while keeping group focused on agenda items. Communicates hotel information, goals and priorities to the Committee. Ensures that all Committee responsibilities have been assigned and that commitments are kept. Guest Champion: Leads Committee in making recommendations to the General Manager and developing initiatives/ projects that will enhance the Blue Energy Culture at the hotel to continuously improve the Guest experience. Shares Brand Promise Scorecard, SALT and other guest feedback information with the Committee. Coordinates the Committee s participation in the hotel s Problem Resolution and Meeting Guests Unanticipated Needs initiatives to ensure crossdepartmental engagement. Ensures that Guest Service project information, pictures and videos are posted on the H360 website. Reports progress on other Guest Relations initiatives to full Committee. Team Member Champion: Provides leadership for activities and projects focused on Team Members. Ensures that Team Member events/project information, pictures and videos are posted on the H360 website. Coordinates Value of the Month Story collection, evaluation and posting. Reports progress on other Team Member initiatives to full Committee. Page 5 Blue Energy Committee Guidelines

10 Community Champion: Provides leadership for activities and projects focused on the Community. Coordinates hotel s participation in Hilton s Global Signature cause. Ensures that Community events/project information, pictures and videos are posted on the H360 website. Coordinates public relations efforts with Sales/ Marketing to ensure that hotel community efforts are being effectively communicated both internally and externally. Reports progress on Community initiatives to full Committee. Sustainability Champion: Assists in auditing the hotel s alignment with Hilton sustainability standards and execution requirements of sustainability/lightstay. Communicates and encourages participation in hotel s sustainability initiatives. Partners to educate team members throughout hotel on the importance of our commitment to Sustainability and how they can participate both at work and at home. Reports progress on LightStay/sustainability initiatives to full Committee. Webmaster: Demonstrates strong communication skills and is well organized. Records attendance and monthly meeting notes. Uploads quarterly Blue Energy in Action updates on the H360 website. Promotes H360 website Team Member activity and recruits new H360 website members. H360 Webmaster in charge of posting stories, pictures, videos, and best practices on H360 website each month and downloading/printing items of interest from website to share with hotel team. Offers direction and support to members assigned to the Team Member Blue Energy Board as necessary. Handles additional correspondence for the Committee as necessary. Committee Member: Actively participates in meetings, Committee activities, and H360 website. Gathers input, feedback and ideas from their department team and shares with Committee. Communicates Committee projects and activities to department team. Advocates their department s participation in all Committee activities. Assists in selecting department s Value of the Month story and sharing it with Committee, (see page 15). Completes assigned tasks and duties. Additional Assignments: Additional responsibilities may be assigned to other committee members. Some roles to consider are: Team Member Blue Energy Board Newsletter Photographer Please note that smaller hotels may have smaller committees and may therefore need to combine some of the roles above. Also, consider rotating assignments quarterly or annually to give other members the chance to be involved with the different Blue Energy activities. The best way to approach rotation is to ask if everyone is happy with his/her role, and if necessary, re-assign roles. Most importantly, ensure that every member of the Committee has a role assigned. This will increase the effectiveness of your Committee because people are much more invested in things when they have something for which they can take ownership. Blue Energy Committee Guidelines Page 6

11 GETTING STARTED Does your hotel have an existing Team Member Committee(s)? If yes, please follow the plan below. If no, please skip to page 9 for a detailed plan for implementation. You will also find a Getting Started Guide on the H360 website. Hotels with an existing committee(s): General Manager and Director of Human Resources review Blue Energy Committee Guidelines and make note of differences between current committee(s) and Blue Energy Committee. If you have several existing Team Member committees you may opt to incorporate all of them into the Blue Energy Committee, or you may choose to have some of your committees continue to operate independently. It is important that if you have independent committees focusing on the initiatives listed below, you require a designate from each committee to participate as a member of the Blue Energy Committee, to provide updates and gather input. You may use the table below and highlight the appropriate column to determine what needs to be done. Our current committee If Yes, no or minimal change is needed** If No, must implement change Meets at least monthly See page 12 Includes line level representatives See page 11 from each department Has a Chairperson See page 5 Focuses on Guest Relations See page 5 Focuses on Team Member See page 5 Relations Focuses on Community Relations See page 6 Focuses on Sustainability See page 6 Has designated Champions/ Leads for Guest, Team Member, Community and Sustainability activities See page 5-6 Is actively involved in the H360 website (are members, post items, etc.) Is involved with training/ communication initiatives (Value of the Month program) Maintains a Team Member Board (Blue Energy Board) Is involved in Team Member of the Month/Year recognition programs Is reporting on activities/ projects accomplished in the areas of Guest, Team Member, Community Relations and Sustainability. **Need to develop plan for Committee to drive increased Team Member participation in website **Need to introduce Value of the Month program (see page 15) **Need to transition Team Member Board to Blue Energy Board (see pages 15-16) **Need to transition recognition to align with new Brand programs (see page 17) **Need to transition to Blue Energy in Action Report in H360 website (see page 14) See page 14 & explore website to identify opportunities. See page 15 See pages See page 17 See page 14 Page 7 Blue Energy Committee Guidelines

12 Our current committee If Yes, no or minimal change is needed** If No, must implement change Schedules meetings on the best day/time to optimize participation and minimize negative impact on operations. Is supported by key managers through their attendance and the participation of their Team Members. Uses effective criteria to select the best members. (They are actively engaged in the Brand culture and hotel s success.) Has well-attended meetings with active participation from all members. Spend its time on the right things effectively balancing Guest, Team Member and Community activities and projects. Produces positive results and outcomes. **Reschedule meetings to better day/time **Create guidelines/ expectations for management support and participation See page 11 of guidelines See page 14 of guidelines for incentive ideas See page 5-6 of guidelines for suggested activities See page 14 of guidelines for Blue Energy in Action reporting Develop a list of necessary changes from table above. Present executive overview of Blue Energy Committee to Management team and gain commitment from all managers for the Blue Energy Committee and their role in promoting changes/enhancements. General Manager, Director of Human Resources and key managers attend next Team Member committee meeting. Watch Blue Energy Committee video, available on the H360 Community website. Introduce Blue Energy Committee program and changes/enhancements identified above. Using the table above, facilitate discussion with the committee to identify how to best implement the new program while maintaining the successful components of the current committee. Emphasize that the Blue Energy Committee should build upon the foundation already laid by your current Team Member committee. Determine how to weave the Blue Energy Committee elements into your existing structure to create improved success while introducing the new Hilton Culture elements to your Team Members. Review H360 website and discuss how the Committee will increase participation and actively post items, pictures, videos, etc. Identify individual for new role of Webmaster. Review the Blue Energy in Action update and ensure that the Webmaster is comfortable posting on the H360 website. Discuss how to integrate the new Blue Energy theme and templates into existing committee communication tools. Create plan to detail implementation steps and assign deadlines and responsibilities to committee members. Pass out Blue Energy Committee gifts to members (pins, notebooks, and pens). Blue Energy Committee Guidelines Page 8

13 Hotels without existing committee: General Manager and Director of Human Resources review Committee guidelines before proceeding. Schedule meeting with management team to introduce Blue Energy Committee, provide executive overview, discuss effective implementation and gain their commitment. Gather management input and make decisions regarding implementation (you may choose to have this discussion with a smaller group of key leaders instead of the entire management team): Discussion Questions Scheduling: What is the best meeting day/time to maximize participation while minimizing negative impact on hotel operations? Participants: What are the criteria for Blue Energy Committee membership? What qualities should members demonstrate? How many representatives from each department (some larger departments may need more than one)? What language challenges will we have and how will we address them? Do we need an incentive program? (see pages 11-12) Management Support: How can Department Heads/managers best support the success of the committee? Which managers should be members? What next steps do Department Heads/managers need to take to ensure the success of the committee? Projects/Activities: What are some priority projects and/or activities the Committee could focus on to engage Guests, Team Members, and our Community in the Blue Energy culture? (see pages 5-6) H360 Website: How can the committee promote more hotel participation on the website? Recognition Programs: How will we utilize the Committee to implement/enhance recognition programs? Blue Energy Board: How will we best implement the Team Member Blue Energy Board? (see page 15) Actions Gain commitment from all management to promote the Blue Energy Committee with their teams, support their Team Members participation, and participate themselves. Ask all Department Heads to submit names of Team Members they recommend for the committee by a specified date. Schedule first meeting (allow two hours for first meeting) Send invitation (template provided in the Blue Energy Committee section on the H360 website) to identified individuals from each department and key managers. Set agenda for first meeting (template provided in the Blue Energy Committee section on the H360 website.) Arrange for a fun meeting environment select an appropriate location, order refreshments, and plan an ice breaker and interactive activities. Provide welcome gifts (pins, notebooks, pens) to members. Invite special guests who will provide insight, encouragement and fun activities for the first meeting. Page 9 Blue Energy Committee Guidelines

14 Have a kick-off-meeting filled with Blue Energy!! We suggest you include on your agenda: Introduction/welcome by General Manager Icebreaker/energizer activity Blue Energy puzzles and/or cards Overview of Program by Human Resources Director or designate: Purpose of Committee Brand Culture overview Member roles and responsibilities Guest Relations activities Team Member Relations activities Community activities LightStay/sustainability Review Blue Energy communication tools and templates Review H360 website and discuss how the Committee will increase participation and actively post items, pictures, videos, etc. Identify how the committee will download Blue Energy Challenge each month and update Blue Energy in Action each quarter. Select Committee members to fill the roles of: Committee Chairperson Guest Champion Team Member Champion Community Champion Sustainability Champion Webmaster Create plan to detail implementation steps and assign deadlines and responsibilities to committee members. Pass out Blue Energy Committee gifts to members (pins, notebooks, and pens). Blue Energy Committee Guidelines Page 10

15 WHOM TO CHOOSE? Leadership representation will be a critical part of your Committee s success. It is strongly recommended that leaders from Human Resources, Front Office, Housekeeping, Food & Beverage and Property Operations be members of the Committee. Feel free to include other department leaders, such as Sales and Finance, as their schedule permits. It is suggested that your Blue Energy Committee have at least one line level representative from each department. Larger departments may have more than one member. Also, consider the common languages spoken in your hotel and if possible be sure to include members who can communicate information to Team Members in these languages. It is important that you identify criteria for being a department representative on the Blue Energy Committee. Then select one or two individuals from each department who best meet the criteria identified. What characteristics will be most valuable to creating an effective Blue Energy Committee? We believe an outstanding Blue Energy Committee member will exhibit many of the following attributes. Make sure that your Committee has a balance of these qualities within its membership. No one individual may demonstrate them all. Identify those qualities that you feel are most important for your Committee. A great Blue Energy Committee candidate is a champion of the Hilton Brand Culture lives the Hilton Values and delivers the Brand Promise daily consistently demonstrates their Blue Energy to Guests, Team Members and the Community is a positive, solution-oriented voice in their department is respected by their peers and shows respect for others is an effective communicator enjoys their job and being a member of the hotel team proudly sells the hotel to others has confidence in their fellow Team Members enjoys helping others consistently recognizes others contributions has built strong relationships both within their own department and with other departments in the hotel values the opinions of others is responsible and dependable takes initiative to make improvements is a service role model is well organized Once you feel comfortable with the Team Members you ve selected, it s time to extend an invitation to them. Because it is a volunteer group, the Team Member must be willing to give his/her time and energy to the committee. Remember, it is an honor to be asked to join the Blue Energy Committee and it should be presented as such. You can send them a handwritten note to underscore why they have been selected. Also, it is recommended that you include the responsibilities and expectations so that they understand the commitment required. Print the invitation on nice stationery/card stock and be sure that it is hand delivered by the General Manager, Director of Human Resources or their Department Head/manager. The personal attention you give the invitation will determine the Team Member s first impression of the importance of the Committee. See the Invitation to Join template on the H360 website. Page 11 Blue Energy Committee Guidelines

16 ATTENDANCE The hotel should implement a Committee attendance policy and those members who are not able to meet the attendance requirements may be replaced. It is recommended that the attendance policy include expectations for attendance at activities/events in addition to meetings. LENGTH OF TERM This is at the discretion of the hotel. It is important that you regularly evaluate the dynamic of the committee. It is recommended that the hotel implement a system that periodically introduces new members and gives current members a respite. At the same time, it isn t effective to change the entire committee at the same time. A good idea is to rotate out a portion of the committee every 6 months or year. This will also aid in your recruiting efforts as it clearly defines the time commitment being required of the Team Member and will ensure that fresh energy, enthusiasm and ideas are being introduced regularly. MEMBER INCENTIVES (OPTIONAL) Some hotels have found it successful to implement incentives for Blue Energy Committee members. The General Manager and Director of Human Resources should determine the best option for your hotel. Some suggestions include: COMMITTEE MEETINGS Meetings should be regularly scheduled at least once each month. Members may agree to meet more often if necessary due to an unusual circumstance or upcoming event/project. Meeting schedules must be planned far enough in advance to ensure that Department Heads/managers are given ample notice to plan accordingly. They should be planned for a time to maximize participation and minimize negative impact on hotel operations. It is recommended that you have Department Heads input when selecting the best day/time for your meetings. An annual/quarterly/monthly calendar should be created to show meeting times and activities/events, and it should be distributed to Department Heads and Committee Members. It is a good idea to hold the meetings on the same day at the same time each month. It is suggested that you send a reminder to the Committee members and their Department Head/ manager one week prior to the meeting. The meeting should be approximately 1 to 1 ½ hours in length. It is critical that the necessary information and agenda for the meeting be prepared prior to the start time to ensure an effective and productive meeting. This should be done by the Chairperson. Anyone with an agenda item should be contacted to confirm their attendance and ensure they are prepared. Monthly the H360 website will feature a Blue Energy Committee discussion topic along with a follow up action item that must be addressed during your meeting that month. Purchase shirts for committee members to wear to events, etc. Have a raffle at each meeting, so members attending meetings have the opportunity to win a small prize each month. Organize a team building event periodically (may be tied to achieving a goal), such as bowling, movies, lunch, local attraction, etc. Provide a quarterly incentive based on points - a member may earn dinner, a hotel stay or other reward if they attend and actively participate in committee activities. Incentives are solely at the discretion of the hotel. Blue Energy Committee Guidelines Page 12

17 SUGGESTED FIRST MEETING AGENDA If you do not already have a Team Member committee: Introduction/welcome by General Manager Icebreaker/energizer activity Blue Energy puzzles and/or cards Overview of program by Human Resources Director or designate: Purpose of Committee Brand Culture overview Member roles and responsibilities Guest Relations activities Team Member Relations activities Community activities LightStay/sustainability Review Blue Energy communication tools and templates Review H360 website and discuss how the Committee will increase participation and actively post items, pictures, videos, etc. Identify how the committee will download Blue Energy Challenge each month and update Blue Energy in Action each quarter. Select Committee members to fill the roles of: Committee Chairperson Guest Champion Team Member Champion Community Champion Sustainability Champion Webmaster Create plan to detail implementation steps and assign deadlines and responsibilities to committee members. Pass out Blue Energy Committee gifts to members (pins, notebooks, and pens). If you are incorporating the Blue Energy Committee into an existing committee: Watch Blue Energy Committee video, available on the H360 Community website. Introduce Blue Energy Committee program and changes/enhancements using table from pages 7-8. Facilitate discussion with the committee to identify how to best implement the new program while maintaining the successful components of current committee. Emphasize that the Blue Energy Committee should build upon the foundation already laid by your current Team Member committee. Determine how to weave the Blue Energy Committee elements into your existing structure to create improved success while introducing the new Hilton Culture elements to your Team Members. Review H360 website and discuss how the Committee will increase participation and actively post items, pictures, videos, etc. Identify individual for new role of Webmaster. Review the Blue Energy in Action update and ensure that the Webmaster is comfortable posting on the H360 website. Discuss how to integrate the new Blue Energy theme and templates into existing committee communication tools. Create plan to detail implementation steps and assign deadlines and responsibilities to committee members. Pass out Blue Energy Committee gifts to members (pins, notebooks, and pens). Page 13 Blue Energy Committee Guidelines

18 MONTHLY AGENDA It is critical that an agenda is created that will encourage active participation by all members. Each month the H360 website will feature a Blue Energy Committee discussion topic along with a follow up action item that must be addressed during your meeting that month. We recommend that the agenda is distributed prior to the meeting so that everyone comes prepared to participate. It is also important to keep it simple and considerate of the intended meeting length. Use the monthly agenda template (available on the H360 website) to ensure productive use of your time while covering all the necessary subjects: Welcome members - Chair Attendance and introduction of guests Chair Review notes and action items from last meeting Webmaster Overview of current hotel information and updates Chair H360 website update, Blue Energy Challenge Webmaster Guest Relations update and recommendations Guest Champion Team Member update and recommendations (including Blue Energy stories and recognition) Team Member Champion Community update and recommendations Community Champion Sustainability update and recommendations Sustainability Champion Review next steps/assignments Chair MEETING NOTES/ BLUE ENERGY IN ACTION Each quarter your Blue Energy Committee will be asked to upload a brief description of your Blue Energy in Action on the H360 website. This update will take the place of formal meeting minutes. We want to hear what you are doing to share your Blue Energy with Guests, Team Members and your Community and we also want to encourage active participation on the H360 website so you can celebrate your success with other Blue Energy Committees around the world. Your Webmaster will take notes during your meetings and then be responsible for completing your Blue Energy in Action update on line each quarter (due by the last day of the quarter). BRAND PERFORMANCE SUPPORT Your Director of Brand Performance will review your Blue Energy in Action quarterly updates as posted on the H360 website. There is no need to provide hard copy documentation or a binder for their review. Blue Energy Committee Guidelines Page 14

19 BLUE ENERGY STORIES/VALUE OF THE MONTH The Blue Energy Committee plays a critical role in your hotel s Blue Energy Value of the Month program First, your Committee will equip managers to inspire their teams with story conversations and help them to generate their own Blue Energy Stories. Each month, you will provide Department Managers with the tools to run their team s HILTON value conversations: (1) Conversation Guide, (2) StoryWall, and (3) Blue Energy Story. Throughout the month, committee members will remind, support and encourage Department Managers to hold their value conversations and recognize and share Blue Energy Stories in their department. Second, the Blue Energy Committee will share and celebrate the best Blue Energy stories from that month. The committee members will collect the finest Blue Energy Stories from each department and bring them to the meeting. They will then share these with their Blue Energy Committee colleagues and select the best story to recognize and celebrate on your property. Your committee will produce the selected stories as story posters and postcards using the H360 website and post them on your hotel s Story Wall. Be sure to celebrate and recognize the heroes of the selected stories! You many choose to incorporate this into your Team Member of the Month program. Finally, your Webmaster must post the best story from your hotel on the H360 community website each month so we can share our Blue Energy stories across the globe and be inspired by one another. TEAM MEMBER BLUE ENERGY BOARD The Blue Energy Board is your outlet to share exciting news with the entire Hilton team. It should be prominently displayed in a high traffic area of the hotel such as the Team Member cafeteria or break room to ensure that all Team Members are kept informed of your committee s projects, activities and events. The Blue Energy Committee uses a bulletin board to share information with hotel Team Members regarding Guest, Team Member, Community and Sustainability initiatives. Each month, the information should be updated and may include: Brand Promise scorecard Most recent SALT scores Comment cards and guest letters (both complimentary and constructive) Items from the H360 website Upcoming groups, site inspections, hotel events, special promotions Blue Energy Committee projects and events Value of the Month stories Newsletter Team Member recognition programs and events Birthdays/anniversaries Department news Community news and events Training topics and information Pictures Page 15 Blue Energy Committee Guidelines

20 Some ideas to create a successful Blue Energy Board include: Assign a different department each month to be responsible for the Blue Energy Board. That department s Committee representative will provide direction, but the entire department will contribute to the board. Assign sections of the board to different departments. Have a contest for most informative, most creative, and/or most beautiful board/section. Be sure to keep it current. Assign a person to check it each week for updates. Distribute a quiz to Team Members each month including information they can find on the board. They can turn in their completed quiz to HR for a treat. Include fun facts, did you know information, or contests on the board, such as matching the baby picture with the Department Head or fun multiple choice questions about the hotel/ surrounding area. Post lots of pictures of hotel Team Members these are eye catching and fun to see! NEWSLETTER Your Blue Energy Committee is a great resource to assist with your hotel Team Member newsletter. There will be a newsletter template, optional articles, and pictures available on the H360 website that you can use to enhance your existing newsletter. Some ideas to incorporate your Blue Energy Committee in your newsletter include: Include a Blue Energy Committee update in each newsletter (can use the Blue Energy in Action monthly challenge uploaded on H360) Include pictures from Blue Energy Committee events and activities Assign articles/topics to Blue Energy Committee members Ask Blue Energy Committee members to provide a brief department update to be included in the newsletter Have the Blue Energy Committee assist in distributing newsletters Ask the Blue Energy Committee for ideas to enhance your current newsletter Assign the Blue Energy Committee Webmaster to download items from the H360 website to add to your newsletter TEAM MEMBER ACTIVITIES The Blue Energy Committee will assist Human Resources in planning, organizing, and executing Team Member activities. The Team Member Champion will lead these efforts. At a minimum it is suggested that you hold an all Team Member Blue Energy Rally at least once each quarter to report hotel news and performance, recognize Team Members and celebrate achievements. Other ideas include: Team Member birthday/anniversary cards (templates found on the H360 Website) New Team Member mentor program Team Member family events Team Member holiday events Blue Energy Committee Guidelines Page 16

21 RECOGNITION: TEAM MEMBER OF THE MONTH Each month a Team Member should be recognized who significantly contributes to the success of the hotel by living our values, delivering our Promise, and celebrating our stories with Guests, fellow Team Members, and the Community. This program may be integrated with the selection of the hotel s Story of the Month. At the end of each year, a Team Member of the Year will be selected. Larger hotels may opt to select a Team Member of the Month/Year from Front of the House and Heart of the House. Who is eligible? This is at the discretion of the hotel. We suggest that all full-time or part-time Team Members with at least 6 months of service and who have no disciplinary action recorded in the past 6 months be eligible. They must be an active Team Member at the time of selection. Who can nominate? You may use the Value of the Month to select your Team Member of the Month or you may create a nomination process. This is at the discretion of the hotel. Who decides? We encourage you to include the Blue Energy Committee in selecting a winner. It is also important that the General Manager and Blue Energy Committee will present the award to the winner within one or two weeks of voting to ensure timely recognition. MANAGER OF THE QUARTER/YEAR The Blue Energy Committee may also coordinate a Manager of the Quarter and Year program allowing Team Members and/or managers to nominate managers for this recognition. The hotel should determine the most effective method of selecting a winner and prize package. DEPARTMENT OF THE QUARTER/YEAR A program may also be developed to recognize a department each quarter/year. BRAND RECOGNITION The Brand will recognize the hotel in each region that achieves the highest level of performance with the Quarterly Blue Energy Award and Annual Blue Energy Award. The award criteria details are on the H360 website. To assess the success of your committee, each quarter your Blue Energy in Action updates and activity on the H360 website will be evaluated. We want to identify the Blue Energy Committees that are successfully involving the entire hotel team in living our values, delivering our Promise and celebrating our stories while driving measurable business results for the hotel. What is the award? The General Manager and Blue Energy Committee should decide on how to recognize the winners. Some hotels offer money, an engraved plaque or trophy, special parking privileges, a special name tag, and/or lunch with other nominees. Use your imagination to think of a great prize package. Page 17 Blue Energy Committee Guidelines

22 BLUE ENERGY TOOLS Various Blue Energy tools, templates and training resources will be available in the Blue Energy Committee section of the H360 website, such as meeting agenda templates, meeting invitation templates, newsletter templates, PowerPoint presentations, meeting activities and training topics. BLUE ENERGY COMMITTEE BRAND CONTACTS: If you have questions or need support or assistance, please don t hesitate to call on your Brand Support team. You may us at blue.energy.committee@ hilton.com. You may also contact your Director of Brand Performance, Global Brand Trainer, or Learning and Development Manager for assistance. Blue Energy Committee Guidelines Page 18

23 OUR THANKS TO YOU We thank you for your commitment and passion to do extraordinary things every day. We thank you for delivering our Promise and living our values in your own unique way. We thank you for celebrating your team s stories and the outstanding work you all do. We thank you for that amazing global energy that unites us together GO BLUE! With great admiration and gratitude, THE HILTON BRAND TEAM C OMMITTEE

24