Welcome to the BBB’s Torch Awards Workshop! Torch... · 2013-06-24 · Welcome to the BBB’s...

Welcome to the BBB’s 2013

2012 Torch Award Winner (1-4 employees)

Torch Awards Workshop!

2012 Torch Award Finalist (25-99 employees)

Better Business Bureau 2013 Torch Awards for Marketplace Ethics

What are the BBB Torch Awards?

• The BBB Torch Awards for Marketplace Ethics is an annual awards program to gain public recognition for businesses and organizations that maintain a solid commitment to ethical business practices.

• The Torch Awards promotes not only the importance of ethical business practices, but the willingness and efforts made by outstanding businesses to ensure that our marketplace remains fair and honorable.

• The Torch Awards are open to all businesses and organizations that service San Diego and/or Imperial County. BBB Accreditation is not a requirement, however all nominees must be in good standing with the BBB. (B rating or higher)

Better Business Bureau Torch Awards for Marketplace Ethics

How do I enter the BBB Torch Awards?

• Complete and sign a 2013 Torch Awards Entry Form;

• Submit a 2” three-ring binder or digital format (PDF or PPT) highlighting your commitment to high ethical standards of behavior in the following 4 judging criteria: 1. Management Practices

2. Community/Investor/Stakeholder Relations

3. Communications and Marketing Practices

4. Industry Reputation

• Include a 2-page summary explaining why your company merits consideration for a BBB Torch Award.

• Entry fee of $25, helps fund the Torch Awards Scholarship Program.

2013


How are the Winners and Finalists decided?

• Entries are judged by a panel of independent judges

• There are 8 categories based on number of employees (charity/nonprofit, 1-4, 5-10, 11-24, 25-99, 100-249, 250-499, 500+)

• Each category has up to 5 judges (switch every year)

• The 4 judging criteria carry a maximum point value of 10 each, for a total of 40 points

• One winner and up to two finalists will be awarded in each category

• Winners & Finalists are announced at the awards luncheon on December 3, 2013

Every winner & finalist

has an unprecedented

opportunity for public

recognition and

well-deserved visibility!


Guidelines for your entry:

• All binder entries must be submitted on 8.5”x11” paper, with the total entry limited to a 2” three-ring binder

• Both digital and binder entries are limited to 350 pages (includes both front & back sides)

• Label the cover and spine of your binder for easy identification. Use sheet protectors and label your pages

• The four judging criteria should be clearly defined

by binder tabs or title pages for digital submissions

• No commercials, video or music will be reviewed

• All entries should be attractive and well-organized

• Judges will not review video or web-based products


International Torch Guidelines:

• Submit International Torch entry form and supporting document in electronic form on a CD. Electronic documents on the CD may be Microsoft Word, PowerPoint, or PDF file types. Include company name on the CD and provide four additional copies along with binder.

• Applicants should retain a copy of their entry. All entries become the property of CBBB and cannot be returned.

• A non-refundable fee of $100.00 is required. (BBB pays for $100 fee)

• Businesses advancing to the next stage of the competition may be asked to provide contact information for customers, vendors, and suppliers whom the judges may contact about the firm’s entry.


Your Binder OVERVIEW: Marketplace Excellence

* A company should demonstrate its superior commitment to exceptional standards that benefit its customers, employees, suppliers,

shareholders and surrounding communities.

* The company must provide supporting documentation in four areas for consideration. While examples from all four areas must be provided,

the bullet points shown are only suggestions and not all bullet points are required to be addressed in order for a company to compete.

* Criteria are designed to provide flexibility to nominees in best

describing and supporting their company’s activities. Criteria also allow for flexibility in evaluation, leaving room for subjective consideration, rather than a judging process purely driven by statistical analysis.


Getting Started...


Your Binder: The Summary

Entries must include a two-page (max) summary that:

• Explains why the company merits consideration for award

• Highlights specific business and management practices relevant to award

• Illustrates company’s commitment to standards that build trust in the marketplace

• Explains company’s position on integrity and standards of conduct in relationships with all stakeholders (including a formally adopted policy or mission statement)


Your Binder: The Summary

Other items to include with the Summary and Mission Statement:

1. Any licenses your business may have

2. For charities and non-profits, include your organizations latest 990 form

2012 Torch Award Winner, Coles Fine Flooring


Your Binder:

Criteria 1 -

Management Practices


Your Binder: Criteria 1 - Management Practices Note: Owners of companies with no employees must explain how a personal commitment to exceptional standards is applied in business practices.

Suggested documentation to include:

• A vision, mission or core values statement describing commitment to exceptional standards

• Pertinent sections from employee handbook , company manual or training program

• Employee benefits packages

• Drug/alcohol free work environment

• Harassment policies

• Existence of Ethics Officer, Ombudsman or Compliance Officer

• Discuss scope and authority of this position

**TIP: If you don’t have an “Ethics Officer” describe who IS responsible for this position. Also, use actual excerpts from your Employee Handbook – but make sure to use relevant information only (benefits, vacation, sick time, harassment, open door policy, etc) .


Your Binder: Criteria 1 - Management Practices continued...

• Management practices that foster positive employee relations and retention • Tuition reimbursement

• Ongoing training and promotion from within

• Flex time opportunities

• Group outings / company picnics / holiday parties

• Employee benefits and/or practices contributing to the quality of family life • In-office day care

• Insurance coverage for spouse/dependents

• Recognition of birthdays / anniversaries

• “Bring your kids or pets to work day”

**TIP: If possible, include letters from happy employees! Tell the story using pictures and captions.



• Formal or informal policy to address safety issues

• Actions taken to assess and mitigate risk and prevent workplace injury

• Formal training and/or procedures used for employee concerns

• Open door policy

• Written policy for handling concerns

• Examples of practices focused on security and privacy issues

• Confidentiality agreement signed by employees

• Security code for office, with visitor check-in at door



• Examples of sound environmental practices

• Recycling paper/used materials/hazardous materials and liquids

• Donating reusable items to non-profits or those in need

• Examples of commitment to standards that build trust in the marketplace

• Customer service program

• Vendor/supplier relationships

• Referral programs

• Your BBB Accreditation, including your commitment to BBB’s Standards for Trust

**TIP: For examples include anything you can think of: turning off lights, recycling, saving water, using dishes not plastic, etc.


Your Binder:

Criteria 2 -

Community / Investor / Stakeholder Relations


Your Binder: Criteria 2 - Community/Investor/Stakeholder Relations


• Examples of company’s vision, mission and/or core values statement in action – describing how you leverage your beliefs for the benefit of consumers, suppliers, shareholders and community

• Explain how your company has prospered because of your dedication to ethics and integrity

• Has your business increased based on referrals?

• Has your BBB Accreditation helped you gain customers?

• Company policies/practices for accountability to community, investors, stakeholders

• BOD Meetings

• Audits

• QA Policies and Procedures


Your Binder: Criteria 2 - Community/Investor/Stakeholder Relations continued...


• Corporate governance practices that address accountability and responsibility to shareholders

• Customer service policies and procedures that ensure customer satisfaction and demonstrate accountability • Customer satisfaction surveys

• Warranties

• Customer referral programs

• Secret shopper programs

• 24/7 hotline / online info center

• Complimentary letters/feedback from customers, vendors, suppliers and/or community leaders

**TIP: BBB suggests 6-8 letters from customers and 4-6 letters from vendors/suppliers. You can ask people to write letters for you and the letters can say “Dear BBB”. Also check Facebook, Twitter, Kudzu and LinkedIn



• Actions taken that demonstrate service ‘beyond the call of duty’

• Did you provide extra work for a customer, above the contracted work?

• Case-study examples of when company made tough decisions that had negative short-term consequences, but created long-term value and benefits

• Examples of errors and how you corrected them

• Provide at least one or more examples

**TIP: The judges REALLY want to see how you corrected your errors. Omitting this information for fear of “looking bad” is not a good idea. Everybody makes mistakes, and the judges know it. They want see the steps you took to correct those mistakes



• Examples and results produced by any pro-bono work

• Free Workshops / Counseling

• Examples of working closely with community and making a positive social impact

• Community service projects

• Recognition for charitable and/or community service projects

• Participation in MS Walk, Light the Night or similar

**TIP: If you have pictures from your community service events, use them. Add captions and pictures to attract interest from the judges and show your company’s spirit.


Your Binder:

Criteria 3 -

Communications and Marketing Practices


Your Binder: Criteria 3 - Communications and Marketing Practices

Suggested documentation includes: • A vision, mission or core values statement describing commitment to

exceptional standards

• Description of methods used to ensure all sales, promotional materials and advertisements are truthful and accurate • How do you quantify your advertising?

• Routing process for promotional materials and marketing pieces

• BBB Advertising Review Program ([email protected])

• Examples of marketing and advertising materials • Yellow Pages / Newspaper / Magazine ads

• Your company’s website & social media

• Coupons and brochures

• Copy of radio/TV spot

• Banners on service trucks, company uniforms/logo shirts


Your Binder: Criteria 3 - Communications and Marketing Practices continued...

• Sales training policies and/or codes of ethics used by sales personnel to ensure all transactions are made in a transparent and honest manner

• Monitoring practices used by management

• Sales training for new hires

• Disciplinary action taken for employees violating sales standards

• Do your customers clearly understand what they are purchasing or do your donors clearly understand where their donated money goes?

• Examples of internal communications practices benefiting employees and contributing to overall company effectiveness and efficiency

• Sales training for new hires and on-going training

• Online “intranet” site w/updates and alerts?


Your Binder: Criteria 3 - Communications and Marketing Practices continued...

• Crisis communication efforts and marketing actions used to educate audiences, prevent negative outcomes and restore trust and confidence in company, and your products and services

• Special marketing pieces educating on new policies, expired policies, etc

• Recall notices

• Examples of advertising that was modified after company found that an ad was unintentionally misleading


Your Binder:

Criteria 4 -

Industry Reputation


Your Binder: Criteria 4 – Industry Reputation

Suggested documentation includes:

• A vision, mission or core values statement describing commitment to exceptional standards

• Media coverage reflecting company’s industry and community reputation as a trustworthy business

• Examples of articles in trade

• Articles in industry publications

• Copy of (or write-up of) any news media coverage

• Copies of awards, recognition and/or complimentary letters from others within your industry or trade group

**TIP: Take pictures of your awards and label them


The Benefits...

• Winners and finalists receive a special Torch Awards Winner or Finalist

logo to be used on any/all marketing pieces;

• Winners and finalists are included in a promotional piece given to all

luncheon attendees (400+), special ads in U-T and SDBJ, emailed to 6,500 ABs and 3,200 area consumers, and more;

• Winners’ photo will appear on San Diego BBB’s bbb.org homepage for one full year (rotating);


The Benefits...

• Winners have opportunity to appear on Channel 6’s “San Diego Living”

live TV show; • Winners and finalists are announced in special ad in BBB’s Yellow Pages (hand-delivered

to over 300,000 single family homes)

• Scores and judge’s comments are given to all entrants after awards luncheon


Promoting your award...

• Use your special Torch Awards Winner or Finalist logo on any/all

marketing pieces including business cards, Yellow Page ads, etc

• Advertise it on your company’s

website and social media sites • Use it as part of your “on hold” telephone message • Send a press release to local

publications


Important Things to Remember:

• Entries are due: Wednesday, August 28, 2013 by 5:00pm

• Be clear, concise, and consistent

• Remember to “think like an outsider” – give your binder to

someone who doesn’t work for your organization to see if they get a clear picture of your company after reviewing

• Label (and explain) everything

• Have fun! This should be a great time to look back at all the

things your organization has accomplished

• Awards luncheon is Tuesday, December 3, 2013


Common Questions:

How do I know if a worker is a 1099 contractor or a W-2 employee?

The Rule: The general rule from the IRS is that it depends on how much control the worker

has over the work. If the worker uses his or her own tools or equipment, and carries his or her

own insurance, the person is likely considered a contractor. The business should issue that

person a 1099-MISC reporting the income paid, and the contractor is then responsible for

paying all taxes related to that income (self-employment taxes). If the worker can be

considered an employee, the business is responsible for withholding income tax and paying

payroll taxes on behalf of the employee, and must issue a W-2 to report this.

Short Answer: Your company will have to decide if the workers are classified as contractors

or employees. If they are considered contractors than the entry should be based on full-time

employees only, not contractors.

What others are saying:

“Being a Winner of the coveted Torch Award is

such an incredible honor; while the process

seemed tedious at times, it is so humbling to

know that being transparent and ethical in the

marketplace is truly appreciated and recognized”

– Reilly Financial Advisors

“We are proud to have been chosen as a finalist

for the BBB 2012 Torch Awards. It is truly an

honor to be recognized for exemplary service in

our community. We hold ourselves to the highest

standards of excellence by adhering to, and

supporting, the most ethical business practices in

our industry. “– Bill Howe Family of Companies

“The importance of good ethical practices had

become of even greater importance after joining

the BBB and participating in the Torch Awards

process. It has become part of our business

culture.” – Anderson Plumbing, Heating & Air, Inc.

Remember:

Your BBB is here to help!

Contact info: Shelley Bradley [email protected] Brenna Simon [email protected] (858) 637-6199

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Welcome to the BBB’s Torch Awards Workshop! Torch... · 2013-06-24 · Welcome to the BBB’s...

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