1. business and industrial

Operating
Policies
Procedures
&
MANUAL FOR THE BUSINESS PLAN
DRAFT
April 21, 2014
DEO Due Date: May 31, 2014
TABLE OF CONTENTS
POLICIES & PROCEDURES
Statement of Equal Opportunity ......................................................................................................................... 6
Discrimination and Harassment ......................................................................................................................... 6
Immigration Law Compliance ............................................................................................................................ 7
Family Medical Leave Act (FMLA) ..................................................................................................................... 7
Health Requirements ........................................................................................................................................ 8
Drug-Free Workplace ....................................................................................................................................... 8
Confidentiality of Information ............................................................................................................................. 9
Employee Investigations ................................................................................................................................. 10
Workplace Violence........................................................................................................................................ 10
Safety Policy.................................................................................................................................................. 11
Reporting Injuries ........................................................................................................................................... 12
Incident Reports............................................................................................................................................. 12
During Work Activities .................................................................................................................................... 12
Fire Emergency Procedures ............................................................................................................................ 13
Severe Weather ............................................................................................................................................. 13
Hours of Work Schedule ................................................................................................................................. 15
Attendance and Punctuality............................................................................................................................. 15
Absenteeism.................................................................................................................................................. 15
Tardiness ...................................................................................................................................................... 16
Conduct ........................................................................................................................................................ 17
Customer Relations ........................................................................................................................................ 18
Dress Code ................................................................................................................................................... 18
Appearance ................................................................................................................................................... 18
Work Area ..................................................................................................................................................... 19
Telephone Courtesy and Usage ...................................................................................................................... 19
Use of Alliance Equipment .............................................................................................................................. 19
Desks and File Cabinets ................................................................................................................................. 20
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Gifts .............................................................................................................................................................. 20
Outside Employment ...................................................................................................................................... 21
Conflict of Interest .......................................................................................................................................... 21
Supervisors ................................................................................................................................................... 21
Employment Categories and Classifications ..................................................................................................... 24
Time Cards.................................................................................................................................................... 24
Payroll .......................................................................................................................................................... 25
Payroll Deductions ......................................................................................................................................... 25
Performance Reviews .................................................................................................................................... 25
Change of Personal Status ............................................................................................................................. 25
Paid Time Off ................................................................................................................................................ 27
Holidays ........................................................................................................................................................ 27
Acknowledgement Form ................................................................................................................................. 30
OPERATIONAL MANUAL: HOW-TO GUIDE
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Welcome To Southwest Florida
Economic Development Alliance,
Inc (Alliance).
Welcome to Alliance. At the Alliance, we are optimistic about the future and hope that your
employment with us will be mutually rewarding. We look forward to an enjoyable and productive
working relationship with you.
It is our goal at the Alliance to outperform the competition in the areas of employment, service and
safety. Pursuant to this goal, we strive to provide high quality products and services to our clients and
customers. The work and attitude of our employees is important to the success of our company.
This manual has been prepared for employees of the Alliance. As an employee of the Alliance, you
should review the manual and become familiar with all of the policies. Following your review of the
manual, you are to sign and return an Acknowledgement Form that will be provided to you. (A copy of
the form can be found at the last page of this manual.)
This manual is only a summary of current personnel policies of the Alliance compiled for convenient
reference. Neither the manual nor any policy set forth herein is a contract of employment, an offer to
enter into a contract of employment, or provides employees any contract rights. No contract of
employment is being offered or implied. No contract of employment is valid and binding on the
Company unless it is in writing and signed by the CEO/President.
The employees of the Alliance are “at will” employees. This means that the Alliance may terminate the
employment of any employee at any time for any reason, or no reason at all, and the employee may
terminate their employment at any time for any reason, or no reason at all. Employment is for an
indefinite period and is subject to change in conditions, benefits, and operating policies.
The information contained in this document is in summary form and is intended to give you an overview
of what is expected. Many items covered here may be covered in more detail in other company
documents, which documents are controlling. The Alliance reserves the right to at any time supplement,
revise, revoke or rescind any part or all of this manual or any or all of the benefits or policies set forth
herein.
The Alliance reserves sole discretion to interpret this manual or any policy or benefit contained in this
manual.
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EMPLOYMENT POLICIES
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EMPLOYMENT POLICIES
Statement of Equal Opportunity
The Alliance is an equal opportunity employer and will not discriminate in recruiting, hiring, training,
promotion, transfer, discharge, compensation or any other term or condition of employment on the
basis of race, religion, color, age, sex, national origin, or on the basis of disability if the employee can
perform the essential functions of the job, with a reasonable accommodation if necessary. Any
employee who is aware of discriminatory conduct or who has any concern about a possible violation of
this policy should immediately report the conduct or concern to his or her supervisor, designated human
resource personnel or any corporate officer.
Discrimination and Harassment
The Alliance disapproves of and strictly prohibits comments or actions by anyone that may create an
offensive or hostile work environment for any employee because of the employee’s race, color, religion,
age, sex, marital status, national origin, disability, ancestry, or medical condition. This policy extends not
only to prohibiting unwelcome sexual advances and offensive sexual jokes, innuendos, or behaviors, but
also prohibits offensive conduct related to or based upon factors other than sex.
Employees who believe they are victims of harassment or who are aware of harassment should
immediately report the situation to a supervisor, the director of human resources, a designated human
resources representative or any manager or corporate officer. An employee who thinks he or she is a
victim of harassment may discuss the offensive conduct with the offender(s) before reporting it to
management, but is not required to do so.
The Alliance will promptly investigate complaints or reports of harassment. The investigation will be
conducted, and complaints will be handled in a confidential manner to the extent realistically feasible.
When warranted by the investigation, the Alliance will take immediate and appropriate corrective
action. Such action may include disciplinary action against the offender(s), which may range up to and
include dismissal, depending on the severity of the conduct as assessed by Alliance.
No retaliation will be permitted against an employee who registers a complaint or reports a harassment
incident, or against any employee who provides testimony as a witness or who otherwise provides
assistance to any complaining or reporting employee, or who provides assistance to the Alliance in
connection with the investigation of any complaint or report.
After the Alliance has taken appropriate corrective action to resolve a complaint or report of
harassment, the Alliance will make follow-up inquiries after an appropriate interval to insure that the
harassment has not resumed and retaliation has not been suffered. However, victims and witnesses are
not required to wait for follow-up. If harassment resumes or retaliation occurs, the victim or witness is
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EMPLOYMENT POLICIES
encouraged to contact an appropriate Alliance supervisor, human resources representative, officer or
other company manager immediately so Alliance may promptly and effectively act.
Immigration Law Compliance
The Alliance is required by federal immigration laws to verify the identity and work authorization of all
new employees. In keeping with the obligation, documentation that shows each person's identity and
legal authority to work must be inspected. Each new employee must also attest to his/her identity and
legal authority to work on an I-9 Form provided by the federal government. This verification must be
completed as soon as possible after an offer of employment is made and in no event more than three
(3) business days after an individual is hired and before the individual begins work. A copy of this form
will be provided to you for your completion. All offers of employment with the Alliance are conditioned
upon furnishing evidence of identity and legal authority to work in the United States in compliance with
the federal law. Providing falsified documents of identity and eligibility to work in the United States will
result in cancellation of your consideration for employment or dismissal if employed. Every rehired
employee must also satisfy this requirement. It is the employee's responsibility to ensure that the work
authorization on file is current. The Department of Homeland Security recommendation is to apply for
renewed authorization a minimum of ninety (90) days in advance of expiration. Inability to provide
renewed authorization on or prior to the expiration date of the original document will result in the
employee's immediate termination.
Family Medical Leave Act (FMLA)
FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to
“eligible” employees for certain family and medical reasons. Employees are eligible if they have
worked for a covered employer for at least one year and for 1,250 hours over the previous 12 months.
In addition, the employee must be employed at a job site where at least 50 employees are employed
within a 75-mile radius.
Reasons for Taking Leave:
Unpaid leave must be granted for any of the following reasons:
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To care for the employee’s child after birth, or placement for adoption or foster care;
To care for the employee’s spouse, son or daughter, or parent, who has a serious health
condition; or
For a serious health condition that makes the employee unable to perform the employee’s job
Generally, FMLA leave is unpaid. However, under certain circumstances, FMLA permits an eligible
employee to choose to substitute paid leave for FMLA leave.
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Advance Notice and Medical Certification:
The employee may be required to provide advance leave notice and medical certification. A failure to
comply with the notice requirements may affect request for leave.
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The employee ordinarily must provide 30 days advance notice when the leave is “foreseeable”
An employer may require medical certification to support a request for leave because of a
serious health condition, and may require second or third opinions (at the employer’s expense)
and a fitness for duty report to return to work
Job Benefits and Protection:
For the duration of FMLA leave, the employer must maintain the employee’s health coverage under
any “group health plan.” Upon return from FMLA leave, most employees must be restored to their
original or equivalent positions with equivalent pay, benefits, and other employment terms. The use of
FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an
employee’s leave.
Contact the appropriate human resource personnel to determine FMLA eligibility.
Health Requirements
All employees shall be of sufficient good health to properly discharge their duties. Employees who have
an infectious disease shall not be permitted to work for the duration of communicability. If an employee
becomes ill or injured while on duty, it is his/her responsibility to report such illness or injury to his/her
supervisor immediately. Failure to do so may result in a loss of potential benefits for that illness or
injury. If an employee has excessive absences from work due to illness, his/her physical condition may
be reviewed to determine the ability to continue in that position, and a physician's release that he/she
is able to work may be required.
Drug-Free Workplace
The Alliance is committed to providing a work environment that is free from alcohol and illegal drugs,
and prescription or over-the-counter drugs that impair the performance of essential job functions or
increase risk of injury, death, or property loss. The costs of alcohol and drug abuse are staggering and
are manifested by accidents, tardiness, absenteeism, property damage, increased occupational injury
costs, increased health insurance costs, decreased productivity, the cost of replacing and retraining new
employees, and employee theft. In an effort to minimize the effects of alcohol and drugs in the
workplace, the Alliance has adopted the following policy.
A. The following are prohibited:
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EMPLOYMENT POLICIES
i.
ii.
iii.
iv.
v.
Purchase, use, possession, distribution or being under the influence of alcohol
on the Alliance or client property, during working hours or at any time while on
Alliance business.
Purchase, sale, possession, use, manufacture, distribution or being under the
influence of any illegal drug at any time during your employment by the
Alliance; or
Use or being under the influence of any prescription or non-prescription (over
the counter) drug that may adversely affect your performance of the essential
functions of your job or increase the risk of injury, death or property loss of you
or others.
Purchase, sale, use, distribution or possession, during working hours or while on
company business, of any drug paraphernalia, including, but not limited to, any
tools, equipment, supplies or materials used, designed or intended for the
illegal or improper use of any drug.
Reporting to or being at work with a measurable quantity of any alcohol, drug,
intoxicant or narcotic in the blood or urine (except for any prescribed or overthe-counter drug of the type and at a level determined in the sole opinion of
Alliance or its designee as neither interfering with performance of essential job
functions nor increasing the risk of injury, death or property loss of you or
others).
B. Any employee of the Alliance who at any time during his or her employment with the
Alliance is charged with, or convicted of, violating any law, the basis of which violation in any
way involves the use or being under the influence of alcohol or any drug shall immediately
report the charge or conviction to his or her immediate supervisor or any company official
and in all cases, no later than the beginning of the next work day.
Violation of any part of this policy (or any change or conviction described in “B”) may result in
disciplinary action, up to and including termination of employment.
Confidentiality of Information
Confidential information of the Alliance, of any nature and in any form whatsoever, including, but not
limited to, all data or information that is competitively sensitive or is not generally known or available
to the public, client lists and files, and personnel records and data, shall be kept confidential and
private and shall not be removed from the Alliance premises without the prior written authorization of
the Alliance. Such confidential information shall only be used for the benefit of the Alliance and its
interests. Employees will be required to sign a confidentiality agreement, non-solicitation agreement
and/or agreement not to compete containing such provisions as Alliance deems appropriate.
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Employee Investigations
The Alliance recognizes the importance of employees who are honest, trustworthy, qualified, and
reliable. For purposes of furthering these concerns and interests, before hiring an individual, the
Alliance reserves the right to investigate the individual's prior employment history, personal and/or
business references, educational background, and or other relevant information that is reasonably
available. In hiring for certain positions, the Alliance may review an applicant's credit report and
criminal background, if any. Consistent with these practices, all job applicants will be asked to sign a
Release of Information Authorization, which will include a release of liability for disclosure of
information by a third party. To the extent permitted by law, the Alliance reserves the right to exclude
any applicant from consideration for employment, where the applicant refuses to sign the Release of
Information Authorization form as requested.
In addition, the Alliance may find it necessary from time-to-time to investigate current employees,
where behavior or other relevant circumstances raise legitimate questions concerning work
performance, reliability, honesty, trustworthiness, or potential threat to the safety of co-employees or
others. Where appropriate, these investigations may include credit reports and criminal records,
including appropriate inquiries about any criminal investigation or arrest that is pending further
proceedings. Employees subject to such investigations are required to reasonably cooperate with the
Alliance to obtain relevant information, and may be subject to disciplinary action, up to and including
termination, for failure to do so.
All employees are strongly encouraged to immediately report any incidents of potentially threatening,
harmful, or criminal behavior of co-employees, supervisors, customers, clients, vendors, or visitors.
Workplace Violence
The following are prohibited and will not be tolerated of any employee on the Alliance premises or while
on Alliance business:
a. Any direct or indirect harassing, intimidating, abusive or threatening language, actions or
behavior.
b. Any direct or indirect plan, threat or act of violence, injury, death or property damage
(including, but not limited to fistfights, wrestling or other forms of physical fighting with or
without weapons).
c. Possession, use or display of a weapon on company premises or while on company business.
Any employee violating this policy will be subject to disciplinary action, up to and including termination
of employment.
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Safety Policy
The Alliance wants every employee to enjoy a safe workplace. Employees must comply with all safety
rules and policies (and rules and policies of clients when on client premises) and all requirements of
OSHA- the Occupational Safety and Health Act.
In accordance with applicable law, the Alliance has established a safety committee to constitute and
have such duties as defined by applicable state law. Employee members of the safety committee will be
paid for their time while attending committee meetings or while otherwise engaged in committee
duties. Employees must comply with the injury prevention program adopted by the safety committee.
Please observe the Alliance safety rules in every phase of your work, with particular emphasis on proper
lifting techniques when handling heavy objects. You are required to participate in the safety effort of
the Alliance by working safely and attending safety sessions when offered. Incidents involving personnel
are reviewed on a regular basis to identify safety hazards. If you should have an incident or injury or
observe an unsafe condition, report it to your supervisor immediately, no matter how insignificant it
may seem. Your particular job requirements may include additional specific safety guidelines, which you
are required to observe and practice with no exceptions. You will not be subject to reprisal or
retaliation for reporting unsafe conditions to management or outside enforcement authorities.
The following guidelines have been established as a part of the Alliance’s safety policy:
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The safe way is the right way to do each job. Shortcuts are not the way.
Know your job procedures. If in doubt, ask your supervisor.
Operate equipment only as authorized and with all safety guards in place.
Report unsafe acts to your supervisor before someone is injured.
Report unsafe conditions immediately to your supervisor.
Report unsafe equipment to your supervisor right away. Do not attempt repairs no matter
how skilled you feel you are.
Report any incident right away (even if no injury) to your supervisor.
At the scene of an incident, be helpful, courteous, and avoid argument or discussion of the
situation. Get your supervisor immediately (documenting conditions helps us help you).
Get medical aid even for small injuries. Delay can make it worse.
Arrive at work rested, clean, and in good health. Be able to give full attention to your job.
Report infections to your supervisor (which can be evidenced by conditions such as: skin
eruption, boil, sore throat, vomiting, fever, etc.).
If you feel ill at work, report to your supervisor. Get medical aid to protect yourself and
others. Keep health tests up to date.
Follow guidelines for health in the prevention of communicable diseases. These guidelines
are for your health and safety and those with whom you work.
Warning signs help you prevent incidents. Obey them! Remind others, too.
If using chemicals, read labels carefully to follow safety warnings, mixing instructions, etc.
Horseplay is NOT allowed. Practical jokes can cause serious injury.
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-
You are required to observe all safety notices posted and any specific safety requirements
for your particular job.
Violent acts in the workplace, including threats and intimidation are NOT allowed. This
includes all threats, verbal or physical. Any such occurrences should be immediately
reported to management.
Reporting Injuries
To ensure that proper attention is given and appropriate action taken when an injury occurs within the
workplace, please follow these procedures:
1. Report the injury to your on-site supervisor immediately. If your supervisor is not immediately
available, report to the manager or other authorized person. Seek or obtain medical attention if
required.
2. Report the injury to your Alliance supervisor and/or designated human resources representative
within 24 hours, or as soon as practical. Worker’s Compensation laws require the processing of
claims within reasonable time frames. All injuries/accidents MUST be reported promptly for
claim submission.
3. If you are involved in or are a witness to an incident, you should provide information in order for
the appropriate report to be completed. Please be aware of the importance of immediate
action in recording all details of the incident.
Incident Reports
An incident report must be filled out and signed by any employees who witness an incident or injury
immediately following the occurrence. Failure to do so may result in disciplinary action. This policy is
important to the safety and well-being of all our employees.
During Work Activities
You must observe and comply with the following:
1. Use CAUTION when lifting any item. A two-person team must handle packaged or heavy items.
Lifting heavy items requires a two-person lift. Remember, lift with your legs, not your back! Use
assistive equipment, such as a dolly, when transporting heavy objects. If in doubt, consult your
supervisor.
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Fire Emergency Procedures
The most frequent causes of fires are chemicals, grease, and careless smoking. In these conditions, a
major fire can be only three minutes away from the ''flashover'' It is vital that you utilize the three
major tactics: RESCUE, CONFINE, AND ALERT!
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First, RESCUE anyone in the immediate path of a fire.
Second, CONFINE the fire. Shut doors and/or windows in the room or area where the fire is
erupting. This will keep it from spreading into other areas, etc.
Third, ALERT. Utilize your fire alarm system to tell the fire department about the fire.
After you have completed the above steps, only then can you consider fighting the fire. Make sure you
use the correct extinguisher for the type of fire that you are fighting. Do not place your safety in
jeopardy. If you cannot RESCUE, CONFINE or ALERT without unreasonable danger or risk, then don’t!
Severe Weather
In the event of severe weather or a severe weather warning, take shelter in a designated severe
weather shelter. Ensure that you are aware of the location of designated shelter areas.
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EMPLOYEE RESPONSIBILITIES
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EMPLOYEE RESPONSIBILITIES
Hours of Work Schedule
The hours of your scheduled work shift will largely be determined by the operational needs of the entity.
If an employee has a specific schedule request, efforts may be made to accommodate that request,
taking into account the operational needs of the department or the Alliance as a whole. However, in all
events, work schedule and schedule changes are determined at the sole discretion of the Alliance.
Every employee is responsible for knowing and following his or her work schedule, including, but not
limited to, reading the schedule and schedule updates or changes, knowing start and end times or
workdays, shifts, and breaks, complying with such times, and knowing when meetings are and attending
such meetings on time. It is your responsibility to, if applicable, clock in and out at the designated times
on your schedule. Any desired schedule changes must receive prior approval from your supervisor.
Attendance and Punctuality
When you accept a position with the Alliance you assume obligations. One of those obligations is to
perform the duties of your position during the times specified. You are expected to be punctual and
keep absences to a minimum. Failure to report, unjustified or excessive absence or tardiness may result
in discipline, up to and including discharge from employment. Additionally, punctuality and attendance
are factors that may be taken into account when determining promotions, salary increases and
qualification for other benefits.
Absenteeism
Definition of Absence: Absence is any time (other than tardiness described below) that you are
scheduled to work and you fail to be present at the designated work location for all of the scheduled
time or shift or if you fail to report to your workstation more than 15 minutes late. It includes time off
for sickness, but does not include pre-approved time off for vacation, or leaves of absence, or for
designated holidays when you are not scheduled to work.
Reporting Procedure: In case of an absence, you must first notify your supervisor, department manager
or facility manager. Notification must be given each day you do not report to work at least one (1) hour
prior to the beginning of your scheduled shift. If you must be absent after you report to work,
notification must be given when you first learn that you must leave work, but (except in an emergency)
no later than one hour before you must leave work. It is your responsibility to personally make the
contact unless you are physically unable to do so, in which case, you should have someone else make
the contact for you. You must give the reason for your absence and the expected date of your return.
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One or more unreported or unjustified absences within any 12-month period may result in disciplinary
action, (up to and including termination of employment). If you are absent for 3 consecutive days
without reporting to work or contacting your supervisor, you will be considered to have voluntarily
resigned without notice at the end of the third day and your position may be filled.
Note: If you can provide an acceptable explanation, this policy may not apply. Such explanation may
require substantiation and/or verification from sources other than you.
Excessive Absenteeism: Even if an absence is reported, you may be subject to disciplinary action (up to
and including termination of employment) if you miss work too often. Examples of excessive
absenteeism include, but are not limited to:
a. Twelve full or partial days absent, consecutive or not, in any 12-month period.
b. Three full or partial days absent, consecutive or not, in a 30-day period.
c. Five full or partial days absent, consecutive or not, in any 6-month period.
The Alliance, in its sole discretion, will determine excessive absenteeism. Unless determined by the
Alliance to be an abuse, time off for medical/dental appointments, school activities (for you or your
children), or other personal business will not be counted as excessive absenteeism if your supervisor
approves it at least three business days in advance. However, this time off will be documented as an
absence.
Tardiness
Definition of Tardiness: You are tardy any time you arrive at your workstation, or are not appropriately
groomed, dressed and ready to work, at the beginning of your scheduled shift. Tardiness also includes
returning late from breaks or meal periods. If you are more than 15 minutes late, it will be considered
an absence.
Reporting Procedure: If you must be late for work, it is your responsibility to personally contact your
supervisor at least one (1) hour prior to the beginning of your scheduled work shift unless you are
physically unable to do so. If you cannot call, have someone call for you. Failure to report your
tardiness will count toward excessive absenteeism or excessive tardiness, as the case may be.
Excessive Tardiness: Even if tardiness is reported, excessive tardiness will result in disciplinary action, up
to and including termination. Examples of excessive tardiness include, but are not limited to:
a. Any tardiness on any three days in any 30-day period.
b. Any tardiness on any five days in any 3-month period.
c. Any tardiness on any twelve days in any 12-month period.
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Conduct
The maintenance of extremely high standards of honesty, integrity, performance and conduct is
essential to the proper performance of our business, the satisfaction of our clients and the maintenance
of our clients’ trust. The Alliance expects its employees to have careful regard for our standards and
avoid even the appearance of dishonesty or misconduct. Our employees are expected to conduct
themselves at all times in a professional and courteous manner, to exercise good judgment in the
discharge of their responsibilities, and to conduct themselves in a manner that can be supported by
management.
Any misconduct or violation of the policies in this manual or otherwise of the Alliance may result in
disciplinary action up to and including termination of employment. Following are examples of conduct
that may result in such disciplinary action:
1. Unsatisfactory or careless performance or neglect of duties.
2. Failure to use or maintain the Alliance or client property in a proper manner.
3. Altering, removing or destroying the Alliance or client records and/or property.
4. Deliberate or careless damage to the Alliance or client property.
5. Inappropriate, malicious, disparaging or derogatory oral or written statements
concerning Alliance, or any of its clients, employees or representatives.
6. Falsifying personal, client or Alliance records, including any employment application or
other employment information, or any other records or documents related to the
Alliance, its business or any of its clients, employees or representatives.
7. Excessive tardiness, absenteeism or abuse of any paid time off policy.
8. Failure to give proper notice of an expected absence.
9. Dishonesty of any kind, including theft or misappropriation of property of the Alliance,
its employees, or past, current or prospective clients or representatives.
10. Possession, use or display of any weapon on the Alliance premises or while on Alliance
business.
11. Possession, use or being under the influence of drugs or alcohol on the premises or
while on Alliance business.
12. Any conduct endangering, or any verbal or nonverbal threat to endanger, property, life,
safety or health.
13. Disrespect for management, or any supervisor or employee or client of the Alliance,
including insubordination, failure to perform any reasonable assignment, or obscene or
abusive language or behavior.
14. Willful violation of HIPAA privacy laws.
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15. Violations of the Alliance harassment policy or any other form of unlawful or unethical
conduct, harassment or discrimination.
16. Off-duty or pre-employment conduct that reflects or may adversely reflect on the
Alliance if the employee were to remain employed.
These examples are not all-inclusive, but merely illustrate the kind of conduct that may be detrimental
to the Alliance, its clients or employees. Employees may be discharged or disciplined for conduct not
specifically mentioned in this manual, as determined in the sole discretion of the Alliance.
Customer Relations
As an employee, you make a major contribution to our business growth. Your honesty, integrity, and
competence in performing your job are necessary for customer satisfaction. Your ability to develop
positive customer relations is essential to our job performance. If your duties include a support role,
other employees should be treated as customers.
Dress Code
A neat professional appearance is a requirement at the Alliance. It is expected that all employees will
exercise good judgment and dress appropriately for their jobs. Any employee not dressed appropriately
will be subject to discipline.
Appearance
Your personal appearance is an important part of the way you represent the Alliance to the public.
Customers form an opinion of the Alliance from your appearance and attitude. Neat and conservative
attire creates a favorable impression. Please refrain from eating, smoking, or chewing gum in the
presence of customers. Such actions may be offensive to customers and portray an unacceptable
image.
These are the factors you should consider:
1. Maintaining the highest standards relating to personal hygiene, including regular bathing
and use of deodorant, brushing of teeth and using mouthwash as necessary, maintaining
clean hands and fingernails at all times and the moderate use of cosmetics.
2. The nature of the work.
3. Safety considerations, such as necessary precautions when working near machinery.
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4. The nature of the employee's public contact, if any, and the normal expectations of outside
parties with whom the employee will work.
5. The prevailing practices of other workers in similar jobs.
6. The requirement of the Alliance’s management that all employees are expected to exercise
good judgment and dress appropriately for their jobs.
7. Any bandage worn must be kept clean and changed as often as necessary or appropriate.
An employee with an open sore or wound is not permitted to handle any food products and
may be restricted from other activities, especially in the health care area.
Please note: Your particular job may include more specific requirements, which will be provided by your
supervisor.
Work Area
The Alliance strives to make your working conditions as pleasant as possible. We ask your cooperation
in keeping your work area neat and company equipment in good working order. The need for repairs or
adjustments to mechanical equipment should be reported immediately to your supervisor. Secure
confidential work papers and computer files away before leaving your office or work area for the day.
Telephone Courtesy and Usage
A large portion of the Alliance business is conducted over the telephone. All telephone calls, whether
from customers, fellow employees, or outside business associates should be handled promptly and
courteously.
You may make necessary local personal telephone calls during the workday as long as they do not
interfere with daily business or your performance of your work. Personal calls must be short in duration
and very limited in number. Personal long distance telephone calls generally are not permitted. Your
supervisor must approve long distance telephone calls in advance and payment arrangements must be
made prior to placing the call.
Please make note that all telephone calls are subject to monitoring for training, or other Alliance
purposes.
Use of Alliance Equipment
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Equipment and resources such as copier, fax, computers, laptops, smart phones, postage machines, email, internet access, telephone, pagers, and voice mail systems are in place to facilitate effective dayto-day business operations. Employees may not use Alliance equipment or resources for personal use or
benefit without prior supervisor approval.
Desks and File Cabinets
The Alliance or its clients may from time to time provide office space, desks, computers or file cabinets
for employee use in the performance of employment responsibilities, or locker space for employee use
while at work. The Alliance does not guarantee the security of any locker and employees are
responsible for furnishing their own locks. Any lock will be voluntarily and immediately removed at the
direction of the Alliance. The Alliance is not responsible for any article or item placed in any office
space, locker, desk, file cabinet or computer, or otherwise brought on Alliance or client premises or on
Alliance business, that is lost, damaged, stolen or destroyed. Weapons, explosives, alcohol and drugs
are prohibited on Alliance premises, client premises or Alliance business and may not be placed in any
office space, locker, desk or file cabinet. Employees have no privacy rights in any office space, locker,
desk, file cabinet or computer (or their contents) on Alliance or client property, or provided by the
Alliance or a client of the Alliance, for or on Alliance business. The Alliance reserves the right to inspect
any such office space, locker, desk, file cabinet, computer, and their contents, and any other place or
item on Alliance or client property, with or without advance notice or consent of any employee. Any
person designated by the company or client may conduct such an inspection. Any employee who, upon
request, fails or refuses to cooperate with any such inspection may be subject to disciplinary action, up
to and including termination of employment.
Gifts
To avoid a conflict of interest between what's good for our customers and what might be personally
advantageous for an employee, we have set the following policy on accepting gifts:
1. Samples, T-shirts, hats, and desk accessories may by accepted, up to a total estimated value of
all gifts from a particular customer or vender at one time of $15.00 without prior approval of
your supervisor. You must report all such gifts to your supervisor.
2. All other vendor or customer gifts, including activities, travel, merchandise, and contests, must
be approved by your supervisor through use of a special form provided by him or her. Oral preapproval is acceptable for meals only.
3. Solicitation of vendors or customers for any gift or money is not allowed.
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Acceptance of any non-approved or non-qualifying vendor or customer gift may result in disciplinary
action, up to and including immediate termination of employment.
Outside Employment
Subject to other policies, including Conflict of Interest below, the Alliance has no objection to an
employee holding another job (in addition to his or her employment with the Alliance) as long as he or
she can effectively meet the performance standards for his or her position with the Alliance. However,
we ask employees to think seriously about the effects that another job may have on their endurance,
personal health and well being, performance, and effectiveness with the Alliance. Employees holding
another job must remember that the Alliance is the primary employer and is entitled to the loyalty and
primary efforts of the employee while employed with the Alliance.
All employees will be held to the same scheduling demands and standards of performance. We cannot
make exceptions for those who also hold outside jobs. If an outside position interferes with the
employee's ability to work for this Alliance, that employee will be subject to disciplinary action for
tardiness and unsatisfactory attendance or work performance in accordance with normal disciplinary
policy.
Conflict of Interest
During your employment with the Alliance, you are prohibited from directly or indirectly competing with
the Alliance, including, but not limited to, providing, owning an interest in, or assisting any other person
or entity that is in competition with the Alliance or that provides any product, service or offering of a
type that is the same or similar to that provided by the Alliance from time to time. Additionally, during
your employment with the Alliance, you are prohibited from at any time directly or indirectly working
for, assisting or owning an interest in any business or venture that constitutes a conflict of interest. The
Alliance will determine in its sole discretion whether any work or interest constitutes a violation of this
policy. Before you begin to directly or indirectly work for, assist or own an interest in any other business
or venture other than the Alliance, you must notify your supervisor.
Supervisors
Questions about your job, pay, benefits, relations with your co-worker, policies and procedures or
Alliance in general should be directed to your supervisor. Look to your supervisor for guidance and seek
his/her assistance when you encounter difficulties. Cooperation and communication with your
supervisor will promote a mutually beneficial work environment.
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Each employee must follow the directions of his/her supervisor. Your supervisor is responsible for
directing your work throughout your shift; evaluating your performance, providing instruction and
guidance in your job, and taking any disciplinary action that may be necessary; though others at the
Alliance from time to time also may exercise one or more of these responsibilities. Disrespect of
management or a supervisor, or disregard of the authority of either, will not be tolerated and may result
in disciplinary action, up to and including termination of employment.
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GENERAL PAYROLL INFORMATION
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GENERAL PAYROLL INFORMATION
Employment Categories and Classifications
Each employee is categorized as either exempt or non-exempt. Ask your supervisor if you are not certain
of your classification.
Non-Exempt employees are entitled to overtime pay. Overtime pay is paid to non-exempt employees at
the rate of one and one-half times the employee’s regular hourly rate of pay for each hour or portion of
an hour (rounded to the nearest tenth of an hour) worked in excess of forty hours per workweek. For
this purpose, the workweek begins at 12:01 a.m. Sunday and ends at 11:59 p.m. Saturday. Overtime
must be authorized and approved by your supervisor in advance.
Exempt employees are not entitled to overtime pay.
In addition, each employee is classified as either a full-time or part-time employee.
A full-time employee is defined as a common law employee employed in a category designated by
management and scheduled to work at least 35 hours per week, or 1,820 hours per year. Full-time
classification does not include part-time, temporary or occasional employees.
A part-time employee is defined as a common law employee employed in a category designated by
management and scheduled to work less than 35 hours per week, normally averaging 18-25 hours per
week. Part-time classification does not include full-time, temporary or occasional employees.
Time Cards
Certain employees must record their time on time cards. Your supervisor will provide you with time
cards for you to keep a current record of your time at work. You are responsible for maintaining an
accurate current record of your working hours. Accordingly, you must use the time card to record the
time you begin and end work each day, and the beginning and end of any split shift. You also must
record on your time card when you are absent from work, for any reason whatsoever.
Your time card is the record on which you (and in some cases the Alliance) are paid. Consequently, it is
important that your time card be accurate and complete and not be lost, falsified, or mutilated. If your
time card is lost you may not be paid. If you become aware of a mistake on your time card, you must
immediately inform your supervisor and/or the payroll liaison with the necessary correction.
Falsification of your time card (including, but not limited to hours) will result in immediate
termination.
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Payroll
Different categories of employees are paid on different schedules. Most Alliance employees are paid on
a biweekly basis every other Friday.
In addition, direct deposit of your payroll check is available and is strongly suggested.
Please contact your supervisor with any questions concerning the payroll process and your pay.
Payroll Deductions
Certain deductions are required by law to be taken from everyone’s pay while others are employee
authorized. Deductions required by law include federal withholding tax, social security and Medicare
contributions, and in most states, state withholding tax. Deductions from pay also will be made in
accordance with any legally binding order or garnishment. Employees also may voluntarily elect to
make certain deductions from pay for certain employee benefits offered from time to time by Alliance.
Employee authorized deductions are those which may include premium payments for benefits.
Performance Reviews
Your performance is reviewed in writing by your supervisor at least annually. It may also be reviewed at
any time at your supervisor’s discretion or upon your request. The reviews are designed to provide an
opportunity to discuss your position, review performance, and set goals and objectives for future
performance. Any adjustments to compensation are made based on a number of considerations,
including performance.
Generally, your compensation is reviewed in conjunction with your annual review. More frequent
evaluations do not include a review of, or adjustments to, compensation.
Change of Personal Status
Notify your supervisor or Client Support Department of any changes in your name, address, telephone
number, or marital status. This insures your benefit and employment records are current.
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BENEFITS
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BENEFITS
NOTE: Any benefits or benefit plans described in these policies are convenient summaries only. An employee’s eligibility for or rights to any
benefits will be subject to and governed by the governing benefit plan documents and applicable law, as either may be amended from time to
time. The Alliance reserves to itself and to any administrator or fiduciary of any benefit or benefit plan described or referred to in this manual (or
any other benefit or benefit plan of the Alliance), the discretionary authority to determine eligibility of any employee or claimant for or under
any such benefit or plan, pursuant to the terms of the relevant plan document and applicable law, as either may be amended from time to time,
and to interpret and construe the terms of any such benefit or plan. The Alliance further reserves the right to at any time add, amend, modify,
supplement or terminate any benefit, benefit plan or employee benefit. For answers to any questions you may have regarding any benefit or
benefit plan, first refer to the applicable plan documents. For additional assistance, you may contact the plan administrator listed in the plan
documents.
Paid Time Off
Alliance provides forty of paid time off (PTO) to employees who can use the time for personal needs
such as vacation, illness, doctor’s appointments or for any other personal reason.
Each full time employee will accrue PTO every pay period in hourly increments with the total prorated
over a twelve month period. These hours will be added to the employees PTO account and will be
subtracted from this account when used. Part-time and contract employees are not eligible for PTO. PTO
is accrued based on a 40 hour work week, and is prorated based on the number of hours worked.
PTO will not accrue in the case where the employee takes unpaid leave, is on disability, or worker’s
compensation leave.
Time that would not qualify under the definition of PTO would include jury duty, bereavement leave,
mandatory jury duty, and any paid company holiday.
In order to take PTO, a minimum of 48 hour notice must be given to the employee’s supervisor, unless it
is an emergency. Either way, the PTO must be approved by the employee’s supervisor in advance. It is
encouraged to give as much notice as possible when you are scheduling your PTO.
Holidays
The following holidays are observed by Alliance and its offices and work-sites will be closed:
•
•
•
•
•
•
New Year’s Day
Presidents’ Day
Memorial Day
Labor Day
Thanksgiving
Christmas Day
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•
New Year’s Eve
Full-time employees will be paid for a full eight (8) hour workday on such holidays. Holidays falling on a
Saturday or Sunday will be observed on either the preceding Friday or following Monday as directed by
management. If a recognized holiday falls during an employee’s paid time off, holiday pay will be
provided in place of the paid time off that would otherwise have applied. Paid time off for holidays will
not be counted as hours worked for the purpose of determining overtime.
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ACKNOWLEDGEMENT FORM
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ACKNOWLEDGEMENT FORM
Acknowledgement Form
By my signature below, I acknowledge that I have received and read the Policy and Procedure Manual
for the Alliance, that I have been given the adequate opportunity to ask questions and receive
clarification, regarding the policies and procedures set forth in the Policy and Procedure Manual, and
that I understand its contents.
I understand that I am required to abide by, and agree to abide by, the Alliance’s policies as set forth in
the Manual or as otherwise adopted or implemented by the Company from time to time. I understand
that there may be other policies or procedures in effect at the Alliance from time to time that are not
included in the Policy and Procedure Manual, and I agree to abide by those policies and procedures.
Unless otherwise agreed in writing by the Chief Executive Officer, Chief Operating Officer, or Chief
Financial Officer of the Alliance (or a designee of any such Officer), I understand that I have no contract
of employment with the Alliance for any definite period of time, either oral or written, and that either I
or the Alliance may terminate my employment at any time with or without cause or notice. I
understand that I am an “at will” employee of the Alliance and that no agent or employee of the
Alliance, other than the officers listed in the preceding sentence has any authority to alter or make any
agreement other than the “at will” relationship. I understand that neither this manual nor any provision
herein constitutes an employment contract, an offer to enter a contract of employment or part of an
employment contract, or confers any contract rights.
I understand that the Alliance may rescind, modify, change, or deviate from the Policy and Procedure
Manual or any of its policies or procedures at any time, and any such rescission, modification, change, or
deviation may become effective regardless whether the Policy and Procedure Manual has been revised
or I have been notified.
I understand that this signed acknowledgement will be inserted in my personnel file.
__________________________
Date
____________________________________
Employee Signature
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____________________________________
Print Employee Name
OPERATIONAL MANUAL
“How-To Guide”
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OPERATIONAL MANUAL: HOW-TO GUIDE
POLICIES AND PROCEDURES OPERATIONAL GUIDE OUTLINE
1) Mission/Vision/Goals.....................................................................................................................
2) Organization .................................................................................................................................
a) How and to whom calls are referred .................................................................................................
b) Information requested from the contact ..........................................................................................
c) Operational plan ................................................................................................................................
d) Outreach Plan ....................................................................................................................................
3) Marketing ......................................................................................................................................
a) Printed Materials Lifecycle.................................................................................................................
b) Lead Generation ................................................................................................................................
c) Fundraising ........................................................................................................................................
4) People ...........................................................................................................................................
a) Board Recruitment ............................................................................................................................
b) Positions .............................................................................................................................................
c) Job Descriptions ................................................................................................................................
8) Technology ....................................................................................................................................
a) Web Presence ...................................................................................................................................
9) Capital ..........................................................................................................................................
a) Financial Statement ..........................................................................................................................
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MISSION/VISION/GOALS
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MISSION / VISION / GOALS
Mission Statement
Create a regional entity that will work together across multiple jurisdictions to provide resources that
will promote a thriving global economy by attracting new businesses, jobs and investment to Southwest
Florida.
Vision Statement
Create a marketing presence representing Southwest Florida to enhance existing efforts to attract
businesses to the region and act as a non-parochial economic development coordinator to serve site
selectors, real estate consultants, targeted companies, and local economic development organizations
and to collaboratively build a brand for Southwest Florida that garners recognition in the marketplace
with business CEO’s and site selectors over time.
Goals and Objectives
The main goals for the Southwest Florida Regional Alliance, Inc. is to attract and increase investors by 10
percent the first year and 25 percent by year three to grow the entity. In order to achieve these goals,
the entity is pursuing the following objectives:
•
•
•
•
•
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Develop a coherent brand name for the entire region;
Cultivate an enhanced market awareness of the region both nationally and internationally;
Increase opportunity for attracting better jobs;
Coordinate active leadership engagement;
Alignment of local plans with regional presence to develop marketing plans and collateral with
the planned statewide marketing campaign; and
Provide consistent economic development information.
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MISSION / VISION / GOALS
ORGANIZATION
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Southwest Florida Economic Development Alliance
Organizational Chart 4/14/14
Board of Directors
Public, Private and Civic Sector Leaders
Executive Committee
Marketing
Advisory
Committee
Investor Advisory
Committee
Staff
Investors
Organization - Relationship Management
The regional entity will notify the Economic Development Officer (EDO) of the local governmental entity
prior to setting appointments with the local government officials and elected leadership to ensure the
EDO understands the purpose and expected outcomes. The discipline of this communication protocol is
critical to the mutual success of both the agency and the partner EDO.
The Importance of Communication
The companies that succeed in the competitive market do so because they use research and knowledge
of their customers to design products, services, and processes that the customer wants and will pay for.
They don’t make a product or service, and then try to find a market niche, or try to create a consumer
need for it.
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MISSION / VISION / GOALS
The companies that are successful will find out what their customers or clients need and want by
communicating with them. They collect market research data and then they record and analyze that
data. They conduct market audits, and they ask their customers what their needs, wants and
expectations are. Most importantly, they actively listen and then they act on the responses that they
have received. Successful companies will use all of the following knowledge driven measures to
maintain their ranking in the industry:
•
An understanding of industry.
•
An understanding of their consumer base.
•
Knowledge of marketing trends and economic changes.
•
Their ability to anticipate and react to change.
•
Their ability to be creative and innovative.
•
Their ability to match products and services with customer needs wants and expectations.
Successful companies will come up with marketing programs that attract customers to the products and
services they are offering. They provide quality product service bundles. They constantly monitor and
evaluate their production and marketing systems; and they use their customer’s feedback to measure
their successes.
They employ competent and motivated personnel, and they give their personnel ongoing training to
help them develop good customer service practices. They develop a system for rewarding their
employees when they consistently give good customer service, both internally and externally. They
make sure that the company’s information systems are both effective and efficient; and they build a
culture that focuses on developing effective consumer relationships. All of these processes require good
communication.
Tools that Help to Define Successful Customer Relationship Management Systems
•
A routine evaluation of performance data.
•
Communication policies, procedures and standards that are clearly defined.
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Continuous improvement processes that are routinely evaluated.
•
Corrective action policies, procedures and standards that are clearly defined.
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Customer feedback.
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Customer service policies, procedures and standards that are clearly defined.
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Data collection processes that give specific details about customer requirements.
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Developing customer feedback systems.
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Effective employee training processes.
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Effective information systems.
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Housekeeping policies, procedures and standards.
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ORGANIZATION
•
Policies, procedures and standards for maintaining adequate stocking levels & inventory.
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Quality assurance policies, procedures and standards.
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Standard operating procedures.
•
Standards for defining pricing policies.
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Valued customer policies, procedures and standards.
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Ways for measuring staff performance that is clearly defined.
How and to whom calls are referred
All calls and emails answered are processed through a content management system or database
created solely for the Alliance.
The agency will categorize inquires as follows:
Group A – Prospects: Distributed to EDOs for follow-up
Group B – Suspects: Agency to follow-up/or distributed to EDOs (if appropriate)
Group C – Rejects: No follow-up needed.
Information Requested From the Contact
The Alliance shall provide regional data and keep records of information requested from the customers.
Customer Service Plan
Effective: May 31, 2014
The Alliance is in business to provide to information to our customers, along with numerous related
services. We are dedicated to making every customer experience with us special and earning your
continued business. We work very hard to make your entire experience with us a positive one.
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ORGANIZATION
Although we are successful in this effort most of the time, there are times when things do not go as
smoothly as we, and you, would like. Servicing customers each day is challenging and complex.
Inevitably, our services are affected by adverse circumstances, some of which are within our control and
some of which are not.
This Customer Service Plan addresses a number of the service goals we have defined for ourselves. Every
customer is important, and we are dedicated to making every experience you have with us something
special.
PRINCIPLES
This Customer Service Plan is based on ideas, suggestions, and feedback received from our customers as
well as an extensive best practices search. It defines our customer service standards and processes for
building and maintaining high quality services to meet those standards. The following are principles used
in developing the plan:
Customers Know What They Want. Rather than sitting back and assuming that we know what the
customer wants and needs, we went out and asked. Through formal surveys, focus groups, and
conversations, we are listening to what our customers think about the types and quality of services and
products we offer. What we have learned is helping to shape the ways in which we strive to redirect our
services to ensure that we continuously improve our ability to meet your needs.
Communication Is Key to Our Success. Developing effective tools to maintain lines of communication
with our customers will perform our service goals better. By developing more effective ways to direct
information to our customers and by providing clearer paths to receive feedback, we will better address
customer needs and concerns.
STANDARDS
Handling of Customer Issues. Our goal is to be a service and product leader in the industry. When
customer service issues arise, we try to resolve them at the first point of contact. As a result, we have
devoted resources to the front line and rely on our personnel to solve most problems during daily
activity. Additionally, our customer relations department is dedicated to addressing unresolved
customer comments and concerns. The customer relations department will respond to our customers'
written complaints within days. Every complaint will be personally read and a response will be sent to
the customer. Customer Relations can be reached at: , Attn: Customer Relations Department, , , , or by
phone at . In your correspondence with customer relations, please be as specific as possible, including
dates and provide all supportive documentation.
We take the customer service goals in this plan very seriously. We know that you expect nothing less.
However, the Customer Service Plan does not create contractual or legal rights. For example, we are not
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SOUTHWEST FLORIDA ECONOMIC DEVELOPMENT ALLIANCE:
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ORGANIZATION
responsible for any special, incidental, or consequential damages for delays, cancellations, late refunds,
or other instances in which we do not meet our service goals.
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ORGANIZATION
MARKETING
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SOUTHWEST FLORIDA ECONOMIC DEVELOPMENT ALLIANCE:
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MARKETING
The agency will work with the EDOs to annually develop and implement an effective marketing program
that will create awareness and interest in Southwest Florida.
The agency will inclusively identify and define by name in all marketing materials, where appropriate,
the communities of Southwest Florida as the counties of Collier, Charlotte, Glades, Hendry and Lee.
Printed Materials Lifecycle
The Alliance shall produce an appropriate amount of printed materials and keep it in rotation
throughout a 2 year period.
Lead Generation
The Alliance will not work any leads directly. All inquiries will be funneled to local EDO’s. The Alliance
may respond to data requests strictly regarding the region.
The Alliance will contract with a globally focused prospect qualification and lead generation firm to
strategically target relevant companies that a) fall within the region’s industry and geographic targets; b)
are actively pursuing significant investment opportunities; and c) would consider the Southwest Florida
region as a potential location for that investment.
By employing a contract firm the agency can significantly increase the quantity and quality of company
interactions when planning marketing missions, attending tradeshows and hosting in-bound visits,
Global Media Outreach
Research consistently shows that C-level executives are influenced in their perceptions of a community
by third-party articles in leading business and trade publications. As such, the Alliance should commit to
a strong and consistent media relations program to position the Southwest Florida region as a top
location for successful business operations.
The media outreach efforts will focus on publications that will reach world-class talent and
entrepreneurs. Our goal is to showcase the region as an attractive option for starting a business and
advancing a career.
Website & GIS Mapping – New Platform Support
The increasing popularity of smart phones, iPads and other portable devices requires supporting
multiple communication platforms with both the website and GIS-driven mapping and reporting tools.
While the agency understands that the modified versions websites and online tools need to be
accessible using smart phones and tablet computers, it’s important to also continue to expand and
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evolve the digital platform to deliver a comprehensive, professional online experience to our various
target audiences.
Existing Business Testimonials (website and presentation content)
To take advantage of the powerful impact of existing local businesses telling the Southwest Florida
story, the agency will develop a series of business testimonials as well as an “Introduction to Southwest
Florida” video for opening prospect presentations.
•
The video should include an overview of the region’s lifestyle attributes plus footage of the
Regional Airport, key industrial sites and other significant business assets.
Sales Support Materials
To support business development activities aligned with the region’s strategy, a “tool kit” of
professionally designed templates, printed sales materials and branded premiums for the region will be
produced:
•
•
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A regional map highlighting the region’s colleges/universities, airports, R&D campuses and key
office and industrial parks
One-page regional profiles, including a general regional overview and a quality of life overview.
Branded promotional items, including thumb drives, tumblers, umbrellas plus “coffee table”
books featuring Southwest Florida regional photography.
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MARKETING
Fundraising
Investment that Supports Opportunity for all Business
Whether you choose to give your time, money or both, the regional economic development initiative is
a way to invest in the future of our entire community. On the theory that a rising tide lifts all boats,
greater economic stability will benefit all business. Diversification will lead to new growth, attract the
best talent in our area and allow greater Southwest Florida to enhance its competitive edge.
Investors can have an active voice in shaping our future. Several options have been designed to keep
investors involved and up-to-date, as well as to show others in the community how to work for the
future of Southwest Florida:
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•
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An invitation to quarterly Southwest Florida Investors meetings
Lead investors receive first opportunities to participate in economic development recruiting
trips, trade shows and special events, including the Initiative annual meeting and New York
Marketing Mission
Inclusion in the Initiative annual report and other marketing materials
Inclusion in profiles of investor companies by investment category on the economic
development website with a link to your own website
Opportunities for a member of your firm to be involved in an economic development committee
or task force
Newsletters distributed three times a year, as well as periodic "breaking news" email alerts prior
to major relocation announcements, mailings of new demographic research, and publications
BUDGETS
Before starting to raise money, calculate how much you’ll need. Consider all the costs involved and
breakdown the budget into various workable budget headings.
THE ATTITUDE BEHIND FUNDRAISING
In order to raise money you have to ask for it, which means risking being told "no." You can't let fear
stop you. Being told "no" is a part of all fundraising. Get used to it! Just keep a positive attitude, don't
take it personally, and keep at it.
Remember that experts say that the success of fundraising is 3%, meaning if you approach 100 donors,
probably 3 of them will donate to you.
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TRAITS AND QUALITIES OF A FUNDRAISER
Believe in yourself
Remember - you can be a great fund raiser. Believe in your own capabilities. Some people feel guilty
about asking for money, as if it made them a selfish person. But in asking for contributions, you're
spending your time working to bring in funds for a cause in which you believe. You are not raising the
funds for yourself but for a cause you believe in or are working to address. If you have self-appreciation,
people will instinctively trust you.
Believe in your cause
Know what you are working to support. You should first believe in the cause you are working in. You
should have all the necessary information needed to justify that cause.
Be professional
You should be professional. You should have a plan and strategy. You should be clear on how much you
need, for what and how you will spend it. It's important to type letters and proposals, return phone
calls, be in a quiet space while on the phone with potential supporters, and follow through on any
commitments you make.
Be friendly
The best way to secure a long-term supporter is to make friends with them. Try to meet in person at
least once whenever possible. For them to see you as a real human being, not just a voice on the phone
or another request for money, will make a big difference.
Remember - many people want to help
By approaching people with a great project or idea you believe in, you're doing them a favor. You're
giving them the opportunity to contribute to something wonderful.
Don't take "no" as rejection
If someone doesn’t give you a contribution, don’t take it personally or let that stop you. Ask them if you
should try again at a later time, and if they say yes, ask when and do it. If they say no, redirect your
energy somewhere else. In any case, contact many people or organizations. The more people you
contact, the more you increase your chances of receiving the support you need.
Any project, no matter how great, and no matter how good the fund raiser, will receive plenty of
rejections. The trick is to take these in stride, and keep right on raising money for what you believe. The
more times you ask, the more times you’ll be turned down - and yet the more funds you’ll raise.
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Celebrate success
Every time someone donates to a project or organization, they are taking a stand for something they
believe in. Take the time to appreciate and enjoy their support. Funders are new members of the team.
Always send a thank you letter, and follow up later to let them know how their money was used and the
results it created. Send them a progress report or completion report and appreciate the contribution
they have made which has made the success possible.
FUNDRAISING PROJECTS
Below are projects that clubs and organizations use to fund themselves. You may want to use them, or
some variation of them, in your fundraising.
Donor Campaign (Direct Mail)
Start by making a list of everyone you know. Some people will only be able to make a small
contribution. But many small contributions will add up. Challenge yourself to make your list as long as
possible. Write a letter which describes the project for which you are seeking funds. This letter should
be both friendly, and factual. Share your sincere enthusiasm for the project. Tell them why you want to
do this project, and how you think this project will help. Tell them how much money you need to raise
and by when and how are you planning to raise that money. Let them know how much you have already
raised and how far you have to go. It is usually good to ask for a specific amount of money. If these are
people you regularly meet, instead of writing letter, you can take an appointment and explain your
cause in person.
Follow up with phone calls or personal visits a few days after your contact receives their letter. This is
the most important part. It will more than triple your positive response rate. Make sure you don't skip
this step. Tell them you are calling to make sure they got the letter and answer any questions they might
have. If you leave a message, call at least one more time if they don't call back.
Send a thank you letter to everyone who contributes.
Also send letters to those who did not contribute and make options open for future contributions.
Putting up a Project Proposal
Another way to raise funds for your project is putting up a project proposal. Write a proposal of your
project. Identify possible donors (NGOs, INGOs and other donors) who would be interested to work and
support in that field. Check with them about the project application procedure and how their funding
system works. Then apply for the project as per their organizational guidelines.
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Some organizations have their own format and deadlines for project applications. Visit their website or
their office for more information on this.
Going To Local Businesses
Invite local businesses to be sponsors or supporters of your group or project. In return they could have a
letter of appreciation from your group that they can put up on their wall. More substantial support can
be acknowledged in other ways, such as mention in media coverage. It's also great to approach local
stores and businesses you already use and/or like. If you know the owners at all, that could be a big
help.
Going To Large Corporations
Many corporations give away a portion of their profits to good causes. Sometimes they'll donate their
products, as well. You can get a corporation's address from the back of their product labels. Just go into
a market and write down the addresses of any company that you'd like to see support your project.
Call the company and ask to speak to someone in charge of donations. Tell this person about your
project or organization, and invite them to contribute. They'll probably ask for some written
information, in which case you can ask for their address. It's crucial to establish a personal connection
(over the telephone) with someone at any large company. If you just write, your letter could get lost in
the shuffle. But after talking to a person, they'll remember you so your letter or package will stand out
when they get it.
Individual Philanthropists
Do some research into philanthropists. After you've got some names and numbers, call them. See if you
can set up a personal meeting. If that's impossible, at least tell them what you're up to over the phone
and send some information.
Follow-Up with Companies and Individuals
About a week after sending information, call to make sure it arrived and to find out if they've had time
to consider helping. If they haven't made up their minds, continue following up regularly until they
either say "yes," "no," or "maybe some other time" to your request for support.
Put on a Benefit Concert
Get a good local band to donate their time, find a good site, do some publicity, and have fun! This can
take an enormous amount of planning, and you need to make a careful budget because some benefit
concerts actually lose money. On the other hand, a well-planned benefit concert can be quite profitable.
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Organize A Benefit Dance
An excellent way to raise money and have a good time.
Get Media Coverage and Invite Donations
When your work is covered in the media, make sure to ask if your address can be printed or spoken, and
perhaps donations invited.
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PEOPLE
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Board Recruitment
See current By-Laws
Positions
The Role of the Front Line Staff
All of the players on the company team have specific areas of responsibility. Front line staff is usually
the first voice, face, or body that the customer comes into contact with. They are very important to
‘first impressions’. Everyone knows that you only have one time to make a good first impression. Front
line staff is usually involved in the ‘face-to-face’ meetings with the customer. It is extremely important
for these employees to represent the ‘culture’ of the company in their dress, and in their manners. They
must convey that ‘how can I help’ attitude at all times.
The Role of the Back Office Staff
Back office personnel are the nucleus of the company. These staff members will most likely be involved
with billing issues, personnel matters, and building maintenance matters. They will probably process
payroll and accounts payable and receivable. The back office personnel are responsible for maintaining
the business relationships. They will interact with outside vendors, the strategic partners, and the sales
representatives. They are the keepers of the statistics that report on the number of consumers that
have utilized the services, and the information that was obtained from those interactions.
The Makings of a Successful Company
•
A communication system that binds all of these tools together.
•
A company policy that clarifies their position.
•
A continuous improvement system that identifies improvement processes.
•
A customer service value system.
•
A performance measurement system that allows for feedback on staff interactions.
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•
A training process that enlightens and ensures competent staff.
•
An information system that allows for tracking and analyzing performance.
•
Information about what the customer expects.
•
Procedures to help employees learn how to do things consistently.
•
Standards for measuring employee performance.
Proposed positions
President & Director of Business Development
Manager of Operations
Project Manager
Administrative Assistant
Job Descriptions
JOB TITLE: Temporary, Part-Time Project Manager
The Southwest Florida Economic Development Alliance (SWFEDA) is a start-up regional effort with a
purpose of marketing and promoting Southwest Florida to business prospects. The SWFEDA is seeking a
temporary, part-time project manager, as an employee of the Greater Naples Chamber of Commerce, to
support the launch of the Alliance. The successful candidate is expected to work approximately 80 hours
per month and not to exceed to 100 hours per month, beginning June 1, 2014, for a period of
approximately 6 to 12 months until permanent staff of the Alliance is hired. The position will be housed
in the Greater Naples Chamber offices in Naples, Florida.
The position reports to the Greater Naples Chamber of Commerce president and will be responsible for
conducting the duties described below.
Position Responsibilities include:
Website Administration:
•
Address and respond to inquiries generated through the Alliance website.
•
Coordinate information updates and design enhancements to the website, working with FGCU
Regional Economic Research Institute for data and outside contractor for website programming.
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•
Assist outside consultant in developing a marketing plan for the website and support
implementation of the plan.
Economic Development Organization Outreach Events Marketing Plan:
•
Provide support for developing and executing the off-site marketing plan in cooperation with the
Marketing Plan Advisory Council.
•
Plan and coordinate consultant events and trade show participation including space rental, booth
logistics, design and creation of takeaway materials and booth films and staffing through economic
development offices.
Communications:
•
Prepare and manage internal and external communications and investor relations’ activities.
•
Generate and oversee distribution of regular investor informational emails, interested party
newsletters, and press releases, working with outside contractors as needed.
•
Plan and coordinate quarterly investor meetings, an annual meeting, and additional forums,
activities, and events as determined by the Alliance.
Administration:
•
Support the Alliance in fund-raising efforts by sending support materials, commitment forms and
invoices to potential investors and monitoring responses.
•
Manage investor billings and vendor payments and oversee cash activities and accounting and
record-keeping functions by outside contractor.
•
Coordinate and provide support for Board, subcommittee, and task force meetings.
•
Coordinate hiring of outside contractor for accounting and recordkeeping function, website
maintenance and marketing, and various other activities as directed.
Required Qualifications or Skills:
•
Bachelor’s degree in business administration, communications, marketing, or related field
•
Proven ability to organize and administer multiple projects and prioritize activities appropriately
•
Proven competency in the following areas: interpersonal skills, communications, motivation, selfmanagement and leadership
•
Basic computer and Microsoft-type software skills (Outlook, PowerPoint, Excel, etc.)
Desired Qualifications:
•
•
Marketing and communications background
Familiarity with or capability to quickly learn information technology associated with website
maintenance, administration, and marketing
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•
•
•
Familiarity with Southwest Florida
MBA or an advanced degree in a business, marketing or technical field
Supervisory or management experience
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SAMPLE EMPLOYMENT AGREEMENT
THIS EMPLOYMENT AGREEMENT (hereinafter referred to as the “Agreement”) is made and entered into
as of ____________________ [Instructions: Insert the date of this agreement] (hereinafter referred to
as the “Effective Date”), by and between ____________________ [Instructions: Insert the Company’s
name]
(hereinafter
referred
to
as
the
“Company”),
of
_______________________________________________________ [Instructions: Insert the Company’s
address] and ____________________ [Instructions: Insert the Employee’s name] (hereinafter referred
to as the “Employee”), of _____________________________________________________.
[Instructions: Insert the Employee’s address]
WHEREAS, Company desires to employ Employee to serve as Company’s receptionist, and, subject to
the terms and condition contained herein, Employee desires to accept such employment.
NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth below, it is
hereby covenanted and agreed by the parties as follows:
1. EMPLOYMENT
a.
Employee shall be employed by Company as Company’s receptionist. Following are the
essential job functions and duties of the receptionist position:
i.
Welcoming and greeting in-person visitors; directing in-person visitors to
appropriate staff member; answering telephone calls; directing calls to the appropriate staff member;
monitoring and logging in-person visitors and calls; taking messages and ensuring that the appropriate
staff member receives all messages.
ii.
Maintaining a safe and clean reception area; complying with office procedures,
rules, and regulations; communicating with staff
iii.
Drafting emails, light desk work, and word processing as directed by Company.
iv.
Employee shall also perform such other duties as are typically performed by
other persons employed as receptionists, as well as such other reasonable duties as may be assigned
from time to time by Company.
b.
Employee may engage in other business or professional activity, provided that such
activity is not performed by Employee during Company's normal working hours, is not performed at
Company's place of business, and does not compete with Company’s business. While working for
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Company, Employee shall honestly, diligently and faithfully serve Company and use Employee’s best
efforts to promote the interests of Company.
c.
Employee shall work no less than __________ (___) [Instructions: Insert the minimum
number of hours the Employee must work per week] hours each week, during periods designated by
Company. Employee understands and agrees that Employee will not work more than forty (40) hours in
any work week without the prior authorization of Company.
2.
TERM AND TERMINATION
Employee’s employment by Company shall be on an “at will” basis. This Agreement may be terminated
as follows:
a.
By Employee, at any time, for any reason, on the giving of __________ (___)
[Instructions: Insert the number of days notice Employee must provide to terminate employment]
days written notice to Company. Company may waive notice, in whole or in part and if it does so,
Employee’s entitlement to remuneration and benefits pursuant to this Agreement will cease on the date
that Company waives such notice.
b.
By Company, in its absolute discretion, without any notice or pay in lieu thereof, for
cause. For the purposes of this Agreement, cause includes: (i) any material breach of the provisions of
this Agreement; (ii) any conduct of Employee which as judged in the sole discretion of Company, tends
to bring Employee or Company into disrepute; (iii) filing of any criminal charges against Employee,
where such cause is not prohibited by law; and (iv) any and all omissions, commissions or other conduct
which would constitute cause at law, in addition to the specified causes.
c.
By Company, in its absolute discretion, for any reason on giving Employee __________
(___) [Instructions: Insert the number of days notice Company must provide to terminate
employment] days written notice or on paying Employee the equivalent pay in lieu of notice. The
payments contemplated in this paragraph include all pay under applicable state and/or federal statute.
In the event the minimum statutory requirements as at the date of termination provide for any greater
right or benefit than that provided in this Agreement, such statutory requirements will supersede the
payments contemplated hereunder. Employee agrees to accept payment in lieu of notice, as set out in
this paragraph, as a full and final settlement of all amounts owed to Employee by Company upon
termination (including any statutory or common law rights and/or remedies) and Employee expressly
waives any claim to any other payment or benefits from Company.
3.
COMPENSATION
a.
Wages. As full compensation for all services provided for herein, Company shall pay
Employee an hourly rate of __________ Dollars ($___) [Instructions: Insert the hourly wage amount]
per hour worked (the “Wages”) to be paid in [Instructions: Choose one] weekly /// semi-monthly ///
monthly installments, in accordance with Company’s usual payment practices. Such Wages shall be
subject to deductions by Company, as Company is legally required to make or as otherwise agreed by
Employee.
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b.
Overtime. The Wages set forth herein, are for a work week of forty (40) hours.
Employee shall be entitled to receive overtime compensation for hours worked in excess of forty (40) in
a work week at a rate and in a manner specified by law. Notwithstanding the foregoing, Employee
understands and agrees that Employee will not work more than forty (40) hours in any work week
without the prior authorization of Company.
c.
Bonus. In addition to the Wages, the Employee may receive a bonus. The bonus, if any,
will be distributed in accordance with Company’s established bonus policies, in such amounts as
Company may determine in its sole and absolute discretion.
d.
Annual Review. Company shall the right, but not the obligation, hold an annual review
of Employee’s work to discuss Employee’s performance and discuss potential adjustments to
Employee’s Salary.
4.
COMPANY’S POLICY MANUAL
Company has provided Employee with a complete copy of each of Company’s policies (“Company’s
Policy Manual”). Each of the terms and conditions of contained within Company’s Policy Manual are
incorporated herein. Employee expressly consents to each of the terms and conditions contained within
Company’s Policy Manual and agrees to comply therewith. A breach of any term or condition of
Company’s Policy Manual shall be deemed a breach hereof.
5.
BENEFITS
[Instructions: Insert this section if Employee will receive benefits]
a.
Vacation Time. Employee shall be entitled to vacation time in the amount of
__________ (___) [Instructions: Insert the number of vacation days Employee will receive per year]
days per year, during which time Employee’s compensation shall be paid in full. Such vacation time may
be taken at such time or times as is mutually agreed, provided that such vacation time will be scheduled
at such time as will least interfere with the business of Company. Employee [Instructions: Choose one]
shall /// shall not be permitted to carry forward any unused vacation into the next calendar year.
b.
Sick Leave. Employee shall be entitled to sick leave in the amount of __________ (___)
[Instructions: Insert the number of sick days Employee will receive per year] days per year, during
which time Employee’s compensation shall be paid in full. Employee shall not be permitted to carry
forward any unused sick leave days into the next calendar year.
c.
Health Insurance. Company agrees to provide health coverage for Employee,
Employee's spouse and dependents under a group accident and health insurance policy, the terms and
benefits of which shall be determined by Company, in Company’s sole and absolute discretion.
Company reserves the right to change or terminate such policy.
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d.
Work Computer. Company will provide Employee with a personal computer (the
“Computer”) to be used for business purposes only. Employee will treat the Computer with reasonable
care at all times. In the event that, due to Employee’s negligence or misuse, the Computer is damaged,
stolen, misplaced or lost, Company reserves the right to charge Employee the cost to repair or replace
the Computer.
6.
CONFIDENTIAL INFORMATION
Employee acknowledges that Employee will acquire information that is confidential to Company, and
which information is the exclusive property of Company (“Confidential Information”). Employee
acknowledges that the Confidential Information could be used to the detriment of Company.
Accordingly, Employee agrees not to disclose any Confidential Information to any third party during the
Term of this Agreement or at any point thereafter, without the express permission of Company. Any
unauthorized disclosure of the Confidential Information shall justify the immediate termination of
Employee. Employee acknowledges that in addition to any and all rights of Company, Company shall be
entitled to injunctive relief in order to protect Company’s rights in and to the Confidential Information.
7.
REPRESENTATIONS, WARRANTIES AND INDEMNIFICATION
a.
Employee represents and warrants that: (i) Employee has the full right and authority to
enter into and perform this agreement; (ii) Employee has not made and will not make any agreements
or commitments that will conflict with or impair the rights and/or privileges granted to Company
hereunder; and (iii) the compensation set forth herein represents Employee’s full and complete
compensation for all services provided hereunder.
b.
Employee agrees to defend, indemnify and hold Company and its successors, licensees,
assigns, shareholders, agents and employees, harmless from and against any and all third party
liabilities, losses, claims, demands, costs (including reasonable outside attorney's fees), and expenses
arising out of (i) any breach of any representation or warranty made hereunder; (ii) Employee’s
performance or failure to perform the job functions and/or duties hereunder; and/or (iii) Employee’s
conduct while engaging in any activity outside the scope of this Agreement, before, during or after the
termination of this Agreement. Employee understands that this obligation of indemnification survives
the expiration or termination of this Agreement.
8.
MISCELLANEOUS
a.
This Agreement constitutes the entire agreement between the parties hereto with
respect to the specific subject matter hereof and supersedes all prior agreements or understandings of
any kind with respect to the specific subject matter hereof.
b.
In the event that any provision or part of this Agreement shall be deemed void or invalid
by a court of competent jurisdiction, the remaining provisions or parts shall be and remain in full force
and effect.
c.
Any modification to this Agreement must be in writing and signed by the parties or it
shall have no effect and shall be void.
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d.
The rights which accrue to Company under this Agreement shall inure to the benefit of
and shall be binding upon Company’s successors or assigns. The rights of Employee under this
Agreement are not assignable or transferable in any manner.
e.
Any notice required or permitted to be given to Employee shall be sufficiently given if
delivered to Employee personally or if mailed by certified mail, return receipt requested to Employee’s
address last known to Company, or if delivered to Employee via facsimile. Any notice required or
permitted to be given to Company shall be sufficiently given if mailed by certified mail, return receipt
requested to Company’s main office, or if delivered to Company via facsimile.
f.
No failure by either party to pursue any remedy resulting from a breach of any provision
of this Agreement by the other party shall be construed as a waiver of that breach or as a waiver of any
subsequent or other breach unless such waiver is in writing and signed by an authorized representative
of the non-breaching party.
g.
This Agreement shall be governed in accordance with the laws of the State of
_________________________ [Instructions: Insert the state’s laws that will govern this agreement]
applicable to agreements to be wholly performed therein, without giving effect to its laws governing
conflict of laws.
IN WITNESS WHEREOF, the Company and Employee have executed this Agreement as of the date
written by their respective signatures below.
COMPANY
_____________________________
Name: ____________________ [Instructions: Insert the name of the Company’s signatory]
Title: ____________________ [Instructions: Insert the signatory’s job title or job position]
Date: ____________________ [Instructions: Insert the date of the Company’s signature]
EMPLOYEE
_____________________________
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Name: ____________________ [Instructions: Insert the Employee’s name]
Date: ____________________ [Instructions: Insert the date of the Employee’s signature]
Presence
CREATING A SME WEB PRESENCE THAT DELIVERS
In the today’s business environment the Internet has become an extremely powerful business tool. At a
minimum it can be used to generate plenty of juicy new sales leads or at its full potential delivering a full
e-commerce sales vehicle and revenue stream.
Unfortunately this been said it still tends to be the very large business groups or industry specific
groups such as the hospitality sector that use the internet to anywhere near its full potential.
Using the Internet for your companies’ business advantage need not be either a complicated or costly
measure. I believe armed with a little knowledge you can start to develop your company’s web presence
so that it will quickly become an important part of your business strategy and ultimately deliver plenty
of new sales and customers.
TECHNOLOGY
YOUR WEBSITE
Your website is your both your company’s shop front and product showroom on the web. Therefore it’s
critical that you put in some work beforehand and plan for its design, wording and creation so that it
delivers your company, people and products in their best light. Start by asking yourself questions. What
do you want to achieve from this process? Can your on line presence add to your bottom line?
Goal
Once someone visits your site they become a potential customer so the primary goal of a business
website needs to be to guide and encourage the visitor to make a positive next step such as giving
contact details (leads), picking up the phone to call (leads) or making a decision to purchase on line
(sales). Don’t forget a web designer’s business is the look and feel of the site not what your customers
will want so you are the one that is best placed to manage the process.
About
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Keeping your primary goal in mind your site is also a source of information to your potential customers.
In other words, it’s like a sophisticated on-line brochure providing potential buyers with relevant
information about the company, its people, products and existing customers. What is a potential
customer likely to want to know about your business to help them to buy your product?
Text
The text needs to contain a decent sprinkling of the key words (search terms) that your potential
customer is going to type into the search bar when searching for your product. In this way it’s very
different to a standard hard copy brochure and that why it’s never a good idea to just replicate existing
hard copy text on line. This bit requires some research beforehand. You may feel you have a good idea
of what people are lightly to be searching for but you also need to consider and research less obvious
keywords and search terms. Not doing this is lightly to be cutting off large numbers of potential visitors
and ultimately customers. Include all these keywords in the text of the site and where possible in the
text of your home page. It is also worth considering that search engines love new information so where
you can stay away from coping or replicating existing on line content.
Pictures and Bios
It’s a good idea to include pictures and bios of the main people within the company. This allows you to
demonstrate to the potential buyer the levels of experience within the organization and show off any
relevant qualifications and achievements.
Graphics
Buck the latest trends and keep graphics to a minimum. While they can look good they sometimes
create more trouble than they are worth. Heavy graphic dependent type-sites are extremely difficult to
get a good ranking on Google or the other search engines due to the nature of how websites are
indexed. Remember Information rich sites rather than flashy sites usually win the ranking battle within
the search engines.
E-content
Newsletters, blogs and free advice are a great way of keeping your potential customers on the site while
also giving you an opportunity to demonstrate your expertise in your chosen field. The process of having
a visitor sign up for a newsletter also provides you with sales leads.
Links Page
Create a links page in your site. This is to allow you to add relevant links to other sites within your site.
You include this page so that you can start to exchange links with other sites and build up the back links
to your site.
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SEO
Once you have created your website you first need to get it listed in Google, Yahoo and DMOZ. You can
wait for the search engines to discover your site or alternatively you apply to have your site listed. Yahoo
charge for the privilege but if you wait they will pick it up. Once this is done your next task is to ensure
that your site appears high enough up the search engine listings so that people actually click through
and visit your home page. This is called search engine optimization or SEO for short
One way to do this is to pay an SEO specialist company to do this for you or alternatively you can do it
for yourself. In simple terms search engine ranking is decided by three factors
The number of links backs to your site
1. The quality of these links
2. The relevance to your site of the sites linking in
Online Directories
Your first port of call should be on line directories. There are literally hundreds of directories out there
that will list your site. Some charge for the privilege but many don’t. Be warned this can be a time
consuming process because you have to enter the details about your site with each application and
many take months to list your site. Remember try to target directories that are in some way relevant to
your site i.e. Irish, Industry, business or product related.
Link Exchange
Exchanging links with other sites is another extremely effective way of building up the number of quality
back links. Again target sites that are relevant to your business. Contact their web or IT person by e-mail
or phone and propose to list their site provided they return the favor. Ideally you want to target sites
that have a better or at least similar page rank than yours. To see what page rank a site has download
the Google toolbar.
Online Articles
You can also write articles within your area of expertise and get them published online including a link to
your site. One way to do this is to set up a free account with a site such as www.ezinearticles.com.
These types of sites provide a service that allows their visitors to publish your articles on their website or
blog therefore creating additional links back to your site. Alternatively you can target relevant sites and
directly request to have your article published. Well-placed articles also deliver quality additional visitors
and potential customers.
Google Adwords
Adwords is an online advertising service provided by Google. You pay to have your site listed for specific
keywords and search terms. In effect you bid for relevant keywords and your site appears somewhere in
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the sponsored listing section. Where it appears depends on the popularity of the specific search term
and the amount that you are prepared to pay. Adwords is a good way to get visitors to your site while
you are building up your search rankings.
Google Page Rank
Page rank goes from 0-10 (10 being the highest) and is how Google views the importance of your
website. Building up the number of quality back links is the easiest way to achieve a higher ranking.
Results take time but it is worth the effort over the long term. Download the Google toolbar and you can
watch your rank increase over time.
Summary
Your website should be an effective on line marketing and selling vehicle for your company. It can be
used to generate good quality leads or be full e-commerce revenue stream for your business. Creating a
professional business website is only the first step, it also needs to appear high enough up the search
engine listings so as to attract sufficient visitor numbers. Lastly it will then need to hold these potential
buyers attention and guide and encourage them to make a positive next step. This process doesn’t have
to be costly provided you are prepared to invest some of your time and energies. What you will get back
depends largely on what you are prepared to put in.
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Acceptable Use Policy
Use of the internet by employees of SOUTHWEST FLORIDA ECONOMIC DEVELOPMENT ALLIANCE, INC. is
permitted and encouraged where such use supports the goals and objectives of the business. However,
SOUTHWEST FLORIDA ECONOMIC DEVELOPMENT ALLIANCE, INC. has a policy for the use of the internet
whereby employees must ensure that they:
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Comply with the current Acceptable Use Policy;
Use the internet in an acceptable way; and
Do not create unnecessary business risk to SOUTHWEST FLORIDA ECONOMIC DEVELOPMENT
ALLIANCE, INC. by their misuse of the internet.
Unacceptable Uses
In particular the following is deemed unacceptable use or behavior by employees:
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Visiting internet sites that contain obscene, hateful, pornographic or otherwise illegal material;
Using the computer to perpetrate any form of fraud, or software, film or music piracy;
Using the internet to send offensive or harassing materials to other users;
Downloading commercial software or any copyrighted material belonging to third parties, unless
the download is covered or permitted under a commercial agreement or other such license;
Hacking into unauthorized areas;
Publishing defamatory and/or knowingly false material about SOUTHWEST FLORIDA ECONOMIC
DEVELOPMENT ALLIANCE, INC., your colleagues and/or our customers on social networking
sites, blogs and any online publishing format;
Revealing confidential information about SOUTHWEST FLORIDA ECONOMIC DEVELOPMENT
ALLIANCE, INC. in a personal online posting, upload or transmission - including financial
information and information relating to our customers, business plans, policies, staff and/or
internal discussions;
Undertaking deliberate activities that waste staff effort or network resources; and
Introducing any form of malicious software into the network.
Monitoring
SOUTHWEST FLORIDA ECONOMIC DEVELOPMENT ALLIANCE, INC. accepts that the use of the internet is
a valuable business tool. However, misuse of this facility can have a negative impact upon employee
productivity and the reputation of the business.
In addition, all of the SOUTHWEST FLORIDA ECONOMIC DEVELOPMENT ALLIANCE, INC.’s internetrelated resources are provided for business purposes. Therefore, SOUTHWEST FLORIDA ECONOMIC
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DEVELOPMENT ALLIANCE, INC. maintains the right to monitor the volume of internet and network
traffic, together with the internet sites visited. The specific content of any transactions will not be
monitored unless there is a suspicion of improper use.
Sanctions
Where it is believed that an employee has failed to comply with this policy, he or she will face
disciplinary procedure. If the employee is found to have breached the policy, he or she will face a
disciplinary penalty ranging from a verbal warning to dismissal. The actual penalty applied will depend
on factors such as the seriousness of the breach and the employee's disciplinary record.
Agreement
All company employees, contractors or temporary staff who have been granted internet access are
required to sign this Acceptable Use Policy confirming their understanding and acceptance of this policy.
Employee Name: ____________________________________
Employee Signature: ___________________________________
Date: ____________________________
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