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Planning for Success: 6 Key Elements for Delivering a Voluntary Reporting Program

Planning for Success: Voluntary Reporting Program Header
We understand the importance of collecting good quality data and the diversity of programs delivered in Re-TRAC Connect speaks to that. The majority of the programs in Re-TRAC are mandatory reporting programs that rely on legislative mandates or membership requirements to drive participation. These programs collect and analyze valuable data about the sustainable waste management landscape; however they alone cannot capture the whole picture. Voluntary reporting programs, often viewed as complementary to mandatory reporting programs, are delivered to fill in the blanks.

Voluntary reporting programs are just what they sound like: programs that rely on voluntary participation. They’re often delivered by stewardship agencies, recycling organizations, and trade associations, to promote diversion activities and expand our understanding of how waste is managed. These programs collect data from diverse sources and cover a wide range of topics. Despite their diversity, they all face the same challenge: driving participation in the absence of reporting requirements.


CTA for 6 Key Elements Voluntary Reporting Program

Continue reading to learn about the 6 Key Elements to Delivering a Voluntary Reporting Program or download the


Guide to Managing a Voluntary Program
.


1 – Know your Program

As always, good planning and forethought will make your job easier. It’s important to understand your goals before tackling logistics and other details. Starting with the goal in mind simplifies decision-making and keeps you focused. Early planning and goal-setting will add value to your program and instill confidence in your leadership.

  • Set a goal, and know how you’re going to reach it
    Your program’s goal is the rallying point for existing members and new members alike. You need to be able to communicate how participating in your program will achieve that goal.
  • Anticipate challenges
    List out potential challenges and have a plan to overcome them. For example, if you intend to collect national data, make sure to have a plan for communication across time zones and geographic regions. Thinking through these challenges ahead of time will make them easier to face, when the time comes.
  • Prepare to talk about your program
    Always keep in mind that you’re asking participants to volunteer their time and information. Be ready to describe your program’s goals, how the data supports those goals, and how they benefit your participants. You’re the expert, so be prepared to (promptly) answer questions.

Re-TRAC’s Solutions Managers can help you design the perfect program. Request a demo


2 – Connect with your Audience

Remember that programs are only as good as the PEOPLE who take part in them. Everyone has to play their part for the program to be successful. Know your audience and make sure they know you. Building relationships with your reporting community will lead to better participation rates and stronger results.

  • Who are you?
    Before you go looking for program participants, answer these questions: what is your relationship to potential participants, what does your organization bring to the table, and why are you best suited to deliver this program?
  • Who are they?
    Identifying your ideal participants will depend largely on the types of data you intend to collect. Upon selecting your target audience, describe the information you are collecting, why you need support, and how the collected data will benefit participants. By choosing the right audience you will quickly cultivate a community of supporters that understands the need your program is addressing.
  • Who are your partners?
    Build a strong support system to help you effectively deliver and manage your program. Partner with organizations that can help drum up support, or provide tools to keep you organized (like Re-TRAC Connect).

Re-TRAC’s growing community of over 23,000 users will introduce your program to new audiences. Sign up for a free account today!


3 – Set Clear Expectations

Now that you have a swarm of willing participants ready to provide you with data, you need to be able to stay on top of the tidal wave of interest. Again, here is where good planning will come in handy.

  • Make participation easy
    When you’re designing surveys to collect data, stay focused on your goal. Be clear in your expectations, and don’t ask for more than you need.
  • Set targets and stick to them
    Set a clear program life cycle up-front so participants know what to expect when they sign up. Establishing deadlines will make it easier for you to follow up and easier for reporters to plan their participation. Be sure to stick to your own deadlines and lead by example!
  • Offer support and be accessible
    Ensure someone from your team is available to answer questions. Participants often have questions about reporting expectations, results, and targets. Be respectful of your participants’ time and remember that they’re volunteering this information.

Re-TRAC’s branded registration portals, customized program instructions, and configurable reporting cycles make delivering and managing programs simple.


4 – Reward Participation

In the absence of required participation, expect to hear “why should I?”. You will need to identify incentives for participation, clearly communicate your program’s value, and know how you will measure success.

  • Demonstrate your program’s value to participants
    Upon reaching your target, you must show the resulting program benefits. These should match your participants’ expectations to ensure continued participation.
  • Engage your community
    Don’t forget that your program relies on data collected from voluntary participation. Be sure to show your appreciation (and further promote your program) by offering incentives.
  • Share in the good news
    You’ve reached your goal! Sure, you are excited, but so are all those people who helped. Why not let them bask in the glory by offering personalized results that they can share on their Recyclesearch.com Profiles?

Re-TRAC Profiles and Recyclesearch.com are both great ways to recognize participation and share results.


5 – Keep in Touch

Your program must attract and retain participants to have a significant impact and reach that all-important critical mass so it’s imperative that you establish clear and open lines of communication with your reporting community.

  • Implement a communication strategy
    Your first task is to make people aware of your program. Develop a strategy to raise awareness and keep participants interested. Incorporate calls to action on your website and promote your program using Facebook, Twitter, and Recyclesearch.com.
  • Keep the lines open
    Encourage regular communication with your participants and keep a record of their questions, concerns, and feedback. Always let them know when and how you plan to address questions and concerns. Do this as soon as possible to promote positive word of mouth among participants.
  • Make it personal
    Personalizing your correspondence and making face-to-face connections goes a long way. Consider strengthening your program’s presence by supporting community events attended by your target audience.

Re-TRAC’s message center makes it easy to get the word out, and using Recyclesearch.com you can link your social media pages to your program’s results.


6 – Build Momentum

Completing your program’s first full life cycle doesn’t mean it’s time to relax. It means that it’s time to share your accomplishments by shouting from the rooftops! You will achieve even better results if you stay focused on communication in the second year as you maintain existing members and attract new participants. The ability to remain relevant to your participants is vital: if your program is a good one, it will only get stronger with time.

  • Grow your fan base
    Keep existing members engaged by staying connected. Highlight exemplary members, and organize friendly competition among participants. If you take care of your members they will become your cheerleaders and encourage others in their circle of influence to join. Offer introductory webinars and training to new members to make them feel welcome.
  • Learn from the past
    Make a plan for improving your program based on user feedback. Let members know how their contributions are used to bring about exciting changes.
  • Shout it from the rooftops
    Your successful program will have gained a loyal following of supportive participants, so share the good news and celebrate with them. If you share in your success your members will extol the benefits of your program, leading to greater participation and awareness!

Essentially, the key to running a successful voluntary reporting program comes down to being able to confidently promote the benefits while encouraging participants to join you. Be engaged! Understand what you are asking from your target audience. Tell them why they should join your cause and how their participation contributes to achieving the program goals. If you nurture the relationship with your partners, your program will benefit by reaching your goals even faster!

Happy Connecting!