ARTMENT OF HEALTH
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When selecting and showcasing your Champion, it is important to try to capture their personality and style in your presentation of them to your employees. Whether their
approach is casual or more buttoned-down, your employees should be more likely to participate in your contest when they know leadership is committed to the cause.
“Get Fit with Fay”— Dr. Boozman sent letters to all Arkansas Department of Health employees and provided messages through e-mail, the employee newsletter and intranet site. In addition, he visited all regional offices and presented details of the contest along with a personal appeal to employees for their participation.
“Shape up with Sharon”— Mrs. Allen was featured on a series of internal posters and interviewed for employee newsletter articles for Arkansas Blue Cross, pictured on the employee intranet site, was the author of monthly motivational e-mail messages, and her image was transformed into a bobble-head character for internal promotion.
Both Mrs. Allen and Dr. Boozman were often seen and photographed in their business suits and sneakers — showing that exercise could take place anywhere, anytime.
In the post-contest evaluation of the Arkansas Fitness Challenge, employees from both entities indicated that leadership was a primary motivator for their participation in the contest.
Whatever your approach, your Champion should be presented in a way that makes the contest inviting.
Structure
Recruiting a Champion
Both the Arkansas Department of Health and Arkansas Blue Cross and Blue Shield selected a Corporate Champion — Fay Boozman, M.D., director, and Sharon Allen, president and chief operating officer,
respectively — to help motivate employees to participate in the Arkansas Fitness Challenge.
Each Champion made a personal commit- ment for fitness improvement during the con- test. Sharon Allen committed to meeting employees every weekday that she was in town at 7:30 a.m. on the steps of the company head- quarters at Sixth and Gaines streets and walking with them for 30 minutes before work. Dr.
Boozman also walked with employees every day
… in the morning, at lunch or after work.
ARTMENT OF HEALTH
Incentives/Rewards &
Recognition/Celebration
Obviously, encouraging your employees to participate in the contest and motivating them to continue the process is important to winning the competition.
In planning your employee fitness contest, build in incentives along the way — at registration, at certain checkpoints during the contest, and at the end of your contest. (See sample Registration Promotion/Incentive in Resource section.) These incentives should be based on your budget and need not necessarily be elaborate or expensive. Consider individual rewards as well as group rewards, based on your contest goals and objectives.
Incentives and rewards can range from gift certificates to gift baskets, apples to award certificates, T-shirts to time off. (See sample Prize List in Resource section.)
Recognizing employee accomplishments can be done during your contest through features on internal Web sites, in employee newsletters, e-mail, employee meetings, or even a participant directory produced at the end of the competition. (See sample Certificates and Directory in Resource section.)
Whether you win or lose the official contest, your employees will have gained a great deal in the way of personal health improvement.
Department lunches, receptions, picnics or other parties are a way to bring people together to celebrate success.
Other ideas for prizes and incentives can be found in the Resourceand Worksite Wellnesssections of this Kit.
Paper Registration and Logging— Although employees of the Arkansas
Department of Health and Arkansas Blue Cross registered online for the 2004 Arkansas Fitness Challenge through their respective employee intranet sites, your company or organization may find it necessary … or your employees might find it more rewarding … to utilize paper registration and logging. Compilation of the data will be manual and will require close tracking, but is certainly doable. (See sample in Resource section of this Kit.)
Again, you know your company or organization best and what works with your employees. Ensure your contest guidelines are the same for both competing entities and then package them in a way that suits you.
In the Resource section, you will find the following Structure samples/examples:
Guidelines and Checkpoints Map Prize List
Registration Promotion/Incentive Award Certificate (Governor’s Council on Fitness)
Award Certificate (Internal) Contest Participant Directory Paper Registration Tool Paper Logging Tool
ARTMENT OF HEALTH
Tools
There are numerous tools you can develop to successfully execute your Employee Fitness Contest.
Guidelines/Destination Checkpoint Map— Employees of both entities should receive the contest guidelines (and Arkansas destination map if you use it) as part of the registration process. The content of the guidelines should be exactly the same — the design may be different for each competing entity but the wording should be exact. The information should be available as a printed piece in the employees’ registration Kit (if your company creates one) as well as on the
internal/contest Web site. (See sample in Resource section of this Kit.)
Prize List— Whatever your incentives for helping motivate and reward employees, communicate them to your employees groups at various times throughout your contest: meet- ings, employee newsletter, registration packet, employee intranet Web site, etc. (See sample in Resource section of this Kit).
Registration Promotion/Incentives— When you begin the registration phase of your contest, you may want to consider offering an incentive to get employees to act. This incentive may come in the form of a prize to be awarded in a random drawing among employees registered by a certain date or in a contest designed to have employees explore a
communications vehicle, such as the Web site, to answer a trivia question. After the drawing or awarding has been done, communicate the winners to encourage more participation.
(See sample in Resource section of this Kit.)
ARTMENT OF HEALTH
Developing a Web site specifically for your Employee Fitness Challenge (or linking to an enhanced section on your employee intranet Web site) provides participants quick access to centralized information. Although not required, the site can be used to promote the contest, registration, activity logging during the contest, and act as an archive for guidelines, event calendars and fitness tips. Web sites also are a good promotional tool for communicating leadership support of contest activities, physical fitness and general wellness. A Web site is a great place to reinforce internal messages and goals.
WEB SITE DEVELOPMENT
The diagram below represents a sample Web site configuration designed to support the Arkansas Fitness Challenge. Simpler designs may include only registration, home and activity logging pages. A description of each section and screen prints are provided in the Resource section, along with sample data tables, a Web site development schedule, screen shots and encouragement messages. Note:
Organizations without Web site resources can easily use paper registration and activity logging methods. (See samples of both in the Resource section of this Kit.)
Registration Confirmation
Registration Home
Page
Disclaimer Pop-up*
Contest Guidelines
Contest Map
Contest Prizes
Fitness Events Calendar
Fitness Tips Individual
Activity Log
* A link to the Disclaimer Pop-up is on every Web page footer.
ARTMENT OF HEALTH
Web Page Descriptions
Home Page— This page sets the tone of the site, which makes it an important place to emphasize leadership support of the contest and related programs. Varying the home page content during the contest with new pictures and motivational text builds interest among the participants. Placing registration and later, exercise logging fields, on the home page ensures participants routinely return to the page.
Registration— Deciding what informa- tion to obtain about each participant during registration is an important step when designing the Web site and database. For example, including the specific location of each participant not only supports statistical analysis and promotion but also provides the data needed for distribution of contest-related items and recognition by location. Even with paper registration, gathering certain basic information is necessary for tracking and reporting contest progress. In either method, providing a list or drop down menu of the variable information, e.g., employee type and location, ensures consistent information and style. Basic information may include:
First Name Middle Initial Last Name
Employee Type (e.g., full-time, part-time, temporary, contract)
Location (e.g., first floor, south building, Little Rock, Arkansas)
Programming Note: To ensure consistent participant information, database edits should require an entry in each field. The system also should edit for duplicate registration.
Including a pledge statementin the final registration step reinforces individual commit- ment to meet contest goals.
FOR EXAMPLE
Arkansas Fitness Challenge Pledge 1. By registering, I pledge to participate in
the Arkansas Fitness Challenge to the fullest of my ability.
2. My goal is to complete the 30-city route one time or more during the contest period.
3. I agree to log my individual exercise data frequently. (Weekly entry is preferred but I understand I should enter data no less than every two weeks.)
4. I understand that registering but not exercising or failing to log my individual exercise data affects my team’s ability to win the contest.
ARTMENT OF HEALTH
FOR EXAMPLE
Arkansas Fitness Challenge Web Disclaimer
The content of the Arkansas Fitness Challenge Web site is for informational purposes only. This information is not intended to be a substitute for professional medical advice. You always should seek the advice of a physician or other qualified health provider before beginning any exercise program. The owners and creators of this Web site expressly disclaim
responsibility for any adverse effects arising from following the exercise programs and tips suggested in this Web site without appropriate medical supervision.
Individual Activity Log— The activity log is the central point for participants in tracking progress during the contest. Providing drop down lists of eligible activities and simple calendars for time tracking ensures consistent data. Designing the page to include an individual exercise history keeps participants on track. Adding other progress visuals to the individual logging page encourages the participant. A few ideas are:
Reduced size contest map showing individual progress.
Checkpoint and lap counter.
Encouragement messages based on check- point location.
Programming Note: Depending on the contest design, this page may require special database edits to prevent duplicate entries on the same date.
Contest Guidelines/Contest Map— Including a copy of the contest guidelines and map on the Web site provides employees with an easy access reference.
Fitness Events Calendar— The events section of the Web site provides a list of company activities, community/charitable walks and runs, bicycling and walking clubs, and other fitness opportunities. This informa- tion is often available from city Web sites, the chamber of commerce or the local tourism department. More specific information can be obtained through the Internet and by calling local organizations, such as the American Heart Association. Listing events in date order, sorted by location (if applicable), makes it easy for employees to access information and plan for participation. If you have regional offices, be sure to include statewide events. This calendar should be as complete as possible prior to begin- ning your fitness contest, but also should be fluid enough to be updated as needed.
Fitness Tips— This section contains fitness and safety tips specific to activities sanctioned by the contest, in addition to general health and wellness information. Links to related Web sites provide employees with additional tools and health information.
Example links:
American Heart Association Cookbook — www.deliciousdecisions.org
The President’s Challenge — www.presidentschallenge.org
American Heart Association Just Move Program — www.justmove.org
National Heart, Lung and Blood Institute
— www.nhlbi.nih.gov
American Diabetes Association Cookbook
& Meal Planning —
vgs.diabetes.org/recipe/index.jsp
Disclaimer— It is important to include a disclaimer about the use of the Web site contents and the participant’s individual responsibility. Placing the disclaimer in a standardized location on the home page and each page in the Web site makes it easily accessible.
ARTMENT OF HEALTH
In the Resource section of this Kit, you will find the following Web site Development samples/examples:
Encouragement Messages for Activity Logging
Specifications for Online Registration and Logging
Database Structure Reporting Structure
Web pages — Online Registration and Logging
Web pages — Content Examples
ARTMENT OF HEALTH
On-site fitness fairs are an exciting and inexpensive way to provide employees access to health and wellness information. They are typically informal in style, allowing employees to visit and progress through the fair at their own pace. Fitness fairs can be part of a wellness campaign of activities or a freestanding event anytime during the year. You can design the fair to address needs of your specific working population in addition to addressing general health and fitness topics.
Preparation Steps:
1. Determine date(s) and time(s).
Select the date and time for best attendance. For example, if your business uses flexible work hours and many employees are off on Mondays and Fridays, then the middle of the week would be a better choice. Wrapping the fitness fair hours around breaks and lunch allows employees access during normal time away from the job. You may find it necessary to schedule fairs on numerous shifts.
2. Locate and reserve space.
The location of the fair is best if
positioned with easy access by employees, such as lobbies, break rooms or conference facilities.
However, any open space that allows a free flow of employee traffic through the fair will work.
The shape and amount of space available for the fair affects the number and type of exhibitors solicited. If possible, include space near the fair for exhibitor and staff refreshments. Diagram the space before selecting the exhibitors, including electrical outlets, to determine the exhibitor capacity. (See sample layouts in Resource section of this Kit.)
FITNESS FAIRS
3. Determine in-house furnishings and supplies available to support the fair.
Generally, exhibitors bring their own specialty furnishings to display materials and equipment. However, simple tables for tabletop displays and chairs are usually supplied by the host organization. For example:
Tables and chairs for exhibitor displays.
Trays and other containers for wellness information and treats.
Easels for signage.
Trash cans.
Miscellaneous supplies — removable poster tape, packing tape, pens/pencils, scissors, thumbtacks, etc.
4. Develop exhibitor contact sheet.
It is important in the initial contact with the exhibitors to gain a full understanding of furnishings and other exhibit requirements.
Completing a contact sheet provides the
exhibitor and host with written documentation of the event. For example:
Space needed.
Electrical requirements.
Furnishing needs and custom set up (if applicable).
Signage.
5. Select and solicit exhibiting vendors and agencies.
Using the fair diagram, estimate the maxi- mum number of exhibitors. Then prioritize the list of potential exhibitors to ensure adequate space is available for preferred vendors.
6. Arrange for exhibitor parking, if applicable.
ARTMENT OF HEALTH
7. Send confirmation to exhibitors.
To confirm the fitness fair arrangements, send each exhibitor the following along with a cover letter that includes the name and telephone number of the fair coordinator:
Individual contact sheet.
Map of fitness fair.
Directions to location, including interior floor number, if applicable.
Parking instructions.
Building access instructions (e.g., securi- ty, loading docks, preferred entrances).
Set up and tear down times (some exhibitors may request set up the day prior to the fair).
8. Determine physical set-up resource needs.
Set up may require special assistance from internal or outside staff, depending on the size of the fair and required furnishings (e.g., tables, chairs, etc.).
9. Call or send a reminder postcard to exhibitors (two to three weeks before fair).
This follow-up is an excellent time to address last-minute requirement changes and remind exhibitors of access instructions, includ- ing parking.
10. Determine and develop signage.
This includes signage for promotional purposes and for exhibitor tables if the vendor is not bringing signs (or if vendor signage cannot be displayed because of size or mounting requirements). Signs can be produced inexpen- sively with magic markers or by using a copy machine. Simple signage just prior and on the day of the fair should direct employees to the location, and if in multiple areas, provide a travel route. Displaying the fitness fair map provides additional advertisement. Consider:
Location, date and time of fair — post around elevators, main access doors, stairs.
Directional signs — post around fair if vendors are in multiple locations.
Special offers — signs advertising special fair pricing of goods, drawings for door prizes, sponsor recognition, etc.
11. Identify building access and fair location issues.
Discuss with building management and security the fitness fair dates/times, location set up, and exhibitor access points. Determine special security requirements.
12. Arrange for exhibitor/staff refreshments.
See the fitness fair timeline in Resource section for practical application of the
preparation steps including the day of the fair.
ARTMENT OF HEALTH
Other Fitness Fair Considerations
Pre-event promotion— Announcing the fair early through articles in the company newsletter, signs on company bulletin boards, and e-mail and voice-mail messages builds excitement.
Door prizes— Promoting a door prize attracts employees to the event.
Exhibitors may contribute door prizes.
Employers can supplement the exhibitor prizes with inexpensive gift cards, time off coupons, special parking space rights, etc.
Discount coupons— Ask exhibitors during the initial solicitation if they want to offer a fitness fair-related discount coupon. Simple coupons can be developed and photocopied for this purpose if not supplied by the exhibitor. The type of discount, expiration date and eligibility requirements are decided during the initial solicitation. (See samples in Resource section of this Kit.)
Healthy treat— Offering a healthy treat is another way of attracting employees.
Apples, granola bars and other small items can be purchased in large quantities through discount stores and easily handed out by a selected vendor or company employees working the fair.
Demonstrations— If space allows, schedule drop in demos by local fitness instructors of stretching, exercise techniques, Yoga, etc.
Fund-raising activity— Arrange to provide a service for a small fee. The money collected is then donated to a local charity, e.g., 10 minutes of seated massage for $5. This type of activity adds substance to the fair and attracts
employee attendance, while raising money for a worthwhile cause.
Free fitness and wellness literature— Literature that can be photocopied is available free of charge from some govern- ment agencies and national fitness authorities. Information can be photo- copied for individual use or enlarged and posted in an information station at the fair. (See the resource list in the Worksite Wellness Ideassection of this Kit.) Exhibitor thank you— A small thank you memento or note is a nice gesture of good will that leaves a good impression with the exhibitors, e.g., wellness items normally given to employees, company logo items, sweet treat or fruit, etc.
ARTMENT OF HEALTH
In the Resource section of this Kit, you will find the following Fitness Fair samples/examples:
Planning Timeline Tool Exhibit Layout Diagram
Vendor/Exhibitor Information Sheet Signage Examples
Discount Coupon Examples
Exhibitor Types
The type exhibitors you select depends on the focus of the fair. Fitness fairs typically cen- ter around exercise, disease specific and general good health, preventive care and nutrition.
Organizations with limited space for multiple vendors, may want to select exhibitors that can provide a broad spectrum of information and services. For smaller fairs, exhibitors are often willing to provide materials in lieu of manning a station. Some exhibitor suggestions include:
Parks & Recreation (State & City) Health and fitness clubs including YMCA/YWCAs
Bookstores
Accredited massage therapy centers or schools
Governor’s Council on Fitness representatives
Yoga centers
Sporting good vendors Exercise equipment vendors Walking/running clubs Nutritionists/dietitians Clothing stores
Health education or disease management staff from insuring health plan
(See resource lists in Worksite Wellness Ideas section for more exhibitor types.)
ARTMENT OF HEALTH
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REPORTING
Internal Reporting
It is possible each company will want to look at the data, and even report some information, to their own employees
(internally) that they won’t need or necessarily want to share with their competitor, such as how some departments or areas rank within the company or progress reports with internal competitions. Just be sure that your employees are aware which data is proprietary and which data is being shared with your competition.
Always remember, this reporting is supplemental to your contest measure data reports. (See sample charts in the Resource sec- tion of this Kit.)
Also, remember in your communications pieces to notify employees that data gathered during the contest will be aggregate in nature and that no individual employee’s information will be reviewed.
In the Resource section, you will find the following Reporting samples/examples:
Data Schedule and Methods Structure Data Method for Specific Timeframe Example
Data Exchange Document Example Internal Data Reporting Chart Examples Reporting can take several forms during
the contest, from providing simple counts to more complex charting of participation and outcomes. Gathering data supports promotional efforts, determines the winner and aids in the final evaluation of the event. Reporting
typically occurs during registration, throughout the contest, and later as a part of the final evaluation. It is important to tie reporting to the contest measures outlined at the beginning of the contest.
Data Exchange
with Your Opponent
Developing a schedule for gathering and reporting data keeps contest organizers and competing entities on track. The schedule example in this Kit includes both the report timing and analytical methods. Also included in this Kit is an example of a document used to exchange data between competing organizations.
Types of data reported in the data sched- ule and exchange document examples include:
Eligible population — count of employees eligible to participate in the contest.
Count of registered participants.
Count of non-starters — registered participants with no data logged by four weeks into the contest.
Count and average of participant activity
— checkpoints completed per participant.
Count and percentage of participant activity compared to contest goals — month one (10 checkpoints), month two (20 checkpoints), month three (30 checkpoints).
At the beginning of the contest, determine the dates you will exchange data with your competing organization (usually within one week of the last day of the month) throughout the contest and plan accordingly.
