GETTING THE MESSAGE ACROSS
Preparation
To effectively deliver TravelSmart information, it is critical that you know what approach is most likely to be effective for each individual contact.
Your aim must be to gather as much relevant background information as you can prior to any first or subsequent contacts, whether they be in person, by phone or correspondence.
Deciding what is relevant is important. Asking yourself a series of questions is the key. These questions can be broken down into three categories:
- Identifying companies to contact
- Researching selected company
- Planning Travel Smart presentation strategy
This information will provide insight into the profile and culture of the workplace and its workforce. Using this approach could equally be applied to a school or community setting. By investigating the unique structure or influences of a given environment you can then tailor your message in a way that is meaningful to the people within it.
It is the tailoring of the message that creates a perfect fit using the best materials for the job. Generally speaking, if a garment looks like it will fit and feels good, then there is a good chance it will be tried on. If the garment suits the shape of the person, it is more likely to bought and worn continually.
If the garment is well designed and of good quality, continual wear is ensured. These are the objectives you need to adopt when planning your approach to an employer if you want your strategies to be accepted and sustained.
Ask yourself: Which key messages are most likely to fit the size and shape of the organization? Why are these messages the best fit? How can I present these messages so that the employer wants to try them on?
It is necessary to create a series of questions that will assist you with your research. Use the checklists to guide you through each of the 3 planning categories.
Identifying Companies to Contact
| Questions | Ideas | Results |
|---|---|---|
|
What sources could I go to? |
Council Databases, Council Departments Internet, Newspapers/media (local/main) Local and metropolitan directories |
Database of all registered businesses, Provided by Business Development, Use 'advanced google' search for general or specific business listings, Watch for articles re: business section Promotions, changes, developments, Telephone, business, internet listings |
|
Who do I know who may be able to help? |
Specific people within council departments, Referrals from other companies, My own network. |
Use you internal search directories to Locate people dealing with local businesses. If they don't know, ask who may. Any contact is a potential source of information. Companies you deal with for any reason, business or private, Let your contacts know what you are searching for. Brainstorm ideas. |
|
How can I use my own network? |
Friends/family, Current and previous work collegues, Other TravelSmart officers and related organizations. |
All work with or know a variety of business contacts. As people move from job to job, new contacts are made. Liaise with your collegues, Other regions may find their company contact is actually serviced from your locality. Share information. Related organizations may have run programs already and have knowledge of your area |
Researching Selected Companies
|
Questions What information do I need? |
Research What do I need to Know? |
Results What do I already know/what have I found out? |
|---|---|---|
|
Type of Industry |
Products and Services Market Section / Share Uniqueness of Product /Service |
Do they manufacture, wholesale or retail product/service? Combination? |
|
Location of organization |
Location of organization |
If multiple sites, which is the best to try? Are the different locations for the same or different purposes |
|
Size and make up of organization |
How many employees/type of departments? |
Type of work force and the structure of jobs. |
|
Where to start |
Best Contact Point HR, CEO, Specific Department? |
This is where information from other contacts will be enormously valuable. |
|
What are their experiences? |
Involvement in other programs. |
What other programs have they taken part in? |
Planning Your TravelSmart Presentation
| Critical Must |
Reason for Planning | Options to Consider |
|---|---|---|
|
Know Company profile and image |
Assists with identifying best
|
Competitive? Traditional? Family Orientated? Corporate? Educational, Incentive Orientated |
|
Identify Essential Timing |
Initial Contact Visit on their terms. Gain permission 1st Anticipate possible problems with timing in workplace - shifts, end of month reporting |
Ask if timing is OK. "when would be a good time to call back Where and when to visit If hesitant: ask best time to visit. Find out who will be available then. Make sure appropriate people are present. |
|
Plan Questions What do you need to find out at visit? |
Prepare a list of questions you will need to ask at the meeting Plan carefully to avoid excessive questions Think about questions that are relevant and will provide detail and specifics about the organization, it's values and beliefs |
Why do I need to know this information? What purpose does it serve? How am I going to use it? What benefit will it be to my strategy? |
|
What type of Impression do you want to make? |
Style of Personal presentation, Style of Presentation
|
Will depend on audience:
|
|
How can I present my information effectively? |
Be: Maintain Control of Audience |
Use Communication Skills: |
|
What are my Comfort Zones? |
What am I confident with so far? What areas do I need to gain confidence? What effect is this having on my delivery? Where can I go for feedback? Is there additional training I may benefit from e.g Public Speaking, Presentation Skills |
Vocal qualities Flow of conversation Shaky hands Talking to more than 3 people |