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TRAINING OF TRAVELSMART OFFICERS, 2003

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:

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
Single or multiple sites

If multiple sites, which is the best to try? Are the different locations for the same or different purposes
e.g. Head office, Sales and Service, Manufacturing or a chain of stores/ point of contact

Size and make up of organization

How many employees/type of departments?

Type of work force and the structure of jobs.
Are they different divisions - Sales, Accounts, IT, Administration Process Workers, Management,

Where to start
How will you decide?

Best Contact Point HR, CEO, Specific Department?

This is where information from other contacts will be enormously valuable.
Having a name and a referral point assists with the ease of initial introduction.

What are their experiences?

Involvement in other programs.

What other programs have they taken part in?
Do you know the values the company is committed to already?
e.g. environmental, health, future planning, global commitments, customer service policies.

Planning Your TravelSmart Presentation

Critical
Must
Reason for Planning Options to Consider

Know

Company profile and image

Assists with identifying best

  • style of communication
  • options for contacts and future planning for involving company representatives
  • ideas/strategies for promoting key TS tools

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

  • verbal with or without materials
  • formal presentation with powerpoint show
  • demonstration

Will depend on audience:

  • Will it be a formal meeting,
  • open forum, informal staff meeting,
  • to CEO or panel of selected employees
  • Initial or subsequent

How can I present my information effectively?

Be:
Clear
Concise
Relevant
Confident
With Personality

Maintain Control of Audience

Use Communication Skills:
No Jargon,
Brief,
Identify audiences needs,
Know key messages and tools,
Adopt effective vocal techniques and be congruent and in rapport,
Listening, acknowledge and apply questioning techniques

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