Provision of guidelines and recommendations to the building architects and designers. Recommendations and requirements for program areas and amenities usually include the following:

• Square footage requirements
• Space layout and environmental needs (i.e. lighting, HVAC)
• Functional and special area requirements
• Recommendations on the selection of interior finishes, .i.e. mirrors, lockers and flooring
• Furniture and equipment requirements including office needs (Fitness equip. below)
• Facility access and control requirements
• Expansion or growth criteria consideration

Fitness Equipment Specifications and Layout

Preparation of the following is usually included in this section.

• A comprehensive generic list of cardiovascular, weight training and other training equipment
• A comprehensive list of assessment equipment needs
• A list of vendors
• A projected budget (purchase vs. lease options)
• Equipment layout
• Electrical specifications and other special requirements i.e. multi-media entertainment systems, sound systems
• Preparation of Request for Proposal to vendors and competitive bid analysis for purchasing

Facility Staffing Model

Recommendations and options proposed for staffing based on safety requirements, desired service and supervision levels, and cost and program requirements.

• Staff positions and complement
• Schedules
• Professional management contract vs. in-house staff
• Contract class leaders and trainers
• Legal liability issues
• Volunteer leadership training
• Liaison with Company Advisory Committee
• Organizational structure and reporting relationships
• Projected salaries and costs

Policy and Administrative Procedures

• Facility operating procedures
• Hours of operation and access requirements, eligibility
• Membership guidelines, and registration procedures
• Participant health screening and assessment procedures
• Emergency procedures, guest/visitor procedures
• Facility cleaning and maintenance procedures
• Leadership considerations and management of the facility
• Rules, etiquette, code of ethics and signage
• Membership data, usage tracking and member follow-up/retention system

Motivation, Program Promotion and Marketing

• Employee awareness and communications updates
• Special events to promote the facility, programs and benefits of healthy lifestyle
• New member “welcome package”
• Workshops and seminars i.e. Lunch n’ Learn, Better Backs
• Pre-opening membership drive
• Facility Grand Opening celebrations

Safety and Liability Issues

• Liability insurance
• Medical emergency procedures
• Facility supervision
• Equipment selection and maintenance
• Participant screening and waivers
• Facility access, security and signage
• Implications for WCB

Preparation of Capital and Operating Budgets

• Projected budgets and options are developed base on the above areas and input from senior management
• On-going operating costs are projected with various staffing, management and membership fee structure options
• Capital means, primarily fitness equipment or other special equipment required to operate the program

Companies interested in pursuing the idea of an on-site Employee Fitness and Lifestyle Program often do not know where to start. What are the benefits to the company and its employees? Should it involve a facility? How much will it cost? Personal Best has developed a consulting process that generally includes three steps depending on what stage of development a company finds itself. Personal Best provides services and proven consulting methods to assist corporate leaders with the necessary background and information on which to base decisions to ensure your company receives the best return on it’s investment in a worksite program. The following outlines the various steps in the PB Consulting Process in more detail to show how we can be of assistance to a company during the early planning stages of a program.

Step 1: Justification Study

This first step is usually required to secure management support and commitment to a program.

• Provides rational for worksite fitness and health promotion
• Reviews anticipated benefits that accrue to employees and the organization
• Reviews other industry research and company programs
• Determines company’s goals and objectives
• Reviews cost/ benefits to fitness in the workplace
• Generally involves interviews with Senior staff and decision makers
• Identifies the benefits and barriers to participation
• Determines measurable outcomes
• Assists in developing a request for proposal,if necessary

Step 2: Employee Needs and Interest Survey

This second step involves the completion of an employee needs survey to gather data for planning and decision making.

• Assess current activity habits
• Assess perceived health and activity status
• Assess perceived needs on and off the job
• Determine fitness equipment preferences
• Determine barriers/motivators to participation
• Assess interest in various fitness programs
• Assess interest in various wellness programs
• Determine peak time usage
• Determine a membership fee structure if necessary
• Initiate employee ownership, volunteerism to the program
• Determine the appropriate size of the centre
• Determine group exercise interest
• Assess individual readiness to lifestyle behaviour change

Step 3: Feasibility Study

This step uses the information gathered from the needs/interest survey, staff interviews and management input along with the consultant’s expertise to develop a comprehensive business plan for the facility and program development, so that all necessary factors are considered to ensure a successful start-up.

The above three steps of the consulting process, and some of the areas of consideration may not be required depending the current needs of your company. Generally speaking however these are the things that need to get done one way or another to make your program a success. The above outline is provided to give you some understanding of the way we would approach your project. Obviously we would meet to agree to the exact scope of work and are confident that using our professional services could be the most important decision you make the development of a program for your employees.

For more information Contact Caron Shepley.

Once the planning and development stages are complete many firms still desire assistance to implement their plans and programs. Personal Best have successfully helped many firms through initial program implementation, program operation and on-going management services.

On the surface, there may appear to be no difference between hiring staff internally and contracting to a professional management group such as Personal Best Inc. Behind the scenes, however, an extensive support network exists for the PBI staff in any project. Rather than being the sole “health promotion/ fitness consultant” in the company, Personal Best employees benefit from on-going training, supervision from senior staff as well as, provision of proven methodologies, program ideas, promotional assistance and a variety of professional resources and contacts available through Personal Best.

The advantage of such a system to our client is threefold. First, your employees benefit from greater personal contact with a coordinator who requires less administrative time or supervision from your firm’s staff, who ever that person might be. Secondly, the responsibility for screening, hiring, training and supervising someone in an unrelated field is removed from the client. Control over policy and budget remains vested with the client, but the hassle of day-to-day operations is removed. And thirdly, you receive the most well-trained and well prepared worksite health promotion professionals’ available. Personal Best makes available systems and programs developed over many years of collective experience of the Personal Best senior staff which allows for efficient and effective project management.

Personal Best will take full responsibility for the programs, budgets, staffing and operation of the facility in cooperation with our client. We operate on a management services agreement with an agreed upon budget and project objectives. Our approach and commitment to providing well-trained, motivated staff and professional supervision is the key to our continued success.  Contact Caron for more information.