Welcome back to the final post on this 3 part blog series, “What Are Screening Vendors Hiding?” In Part 1, I discussed the use of 3rd party contractors and the risks & issues associated there. In Part 2, I discussed the common hidden costs associated with biometric screenings. Now, I want to bring it all together and talk about the Event Planning and Marketing that should be happening to ensure a successful and seamless experience.
Before you even select a vendor, it’s smart to ask what kind of assistance you’ll receive prior, during and after your screening event, or you may find yourself with a second job you didn’t know you signed up for.
As I mentioned in Part 1, I’ve worked as a Contractor in the past for some large national screening companies and I’ve seen constant frustration from employers, (perhaps you’re one of them) as it pertains to the level of support they thought they’d receive.
That’s why I want to walk you through two main components that don’t seem to get enough attention, Planning and Marketing.
Approximately 6-8 weeks prior to any screening your vendor should be working with you in the planning phase of your upcoming event. The three key tasks to focus on initially are the following, though this isn’t an exhaustive list.
Scheduling – What are the dates, times, and locations? Is an online scheduling tool needed? Is participation voluntary or tied to benefits?
Logistics – What’s the check-in process? Who’s the point person – your vendor or someone in HR? Are room(s) reserved? Are trash bins, electrical outlets, tables, and chairs available? Where do the screeners park? Who’s their site contact? Where are the bathrooms?
Reporting – What are your reporting expectations and when do you need them by? Do you need an eligibility report, something custom, or are standard reports good enough? Will the vendor review the reports with you? Are personal reports available online for download or are they mailed to employees work or home? Does the data need to be sent to a 3rd party? If so, in what format?
This first phase is critical to the success of your event because it’s all about creating a seamless experience for your employees, as well as your vendor’s screeners. Plus, once it’s over, you know exactly what kind of reports you and your team will receive and that’s really what you’re paying for – the results.
The next most important task is promoting your event, as you can’t have one if no one shows up! Most vendors provide posters and email templates, but that’s not enough. Employees need to be bought in to the idea of screeings first, and the best way to do that is by educating them why they should care about the health screening, how it benefits them, and even how participation and results impact the organization as a whole.
Two ideas to consider that we’ve found at Kadalyst to be really effective are:
Host multiple 15-minute webinars with your vendor for employees to learn about biometric screenings from them. For one, this allows an opportunity to humanize the vendor. Most of us who got into the wellness business, I believe, are pretty nice people and passionate about what they do, so who better to present the benefits of health screenings than your vendor?
Let them talk you up and recognize how amazing your company is for caring so much about your workforce. This is also a great time to talk about logistics, privacy, confidentially and make time for a quick Q&A session.
Create an animated explainer video for team members to watch. We use an online tool from, GoAnimate.com. It’s an easy to use drag-n-drop interface and I’m sure someone in your organization would love to give it a try, or perhaps ask your vendor for help. Typically, we use “kinetic typography,” so the video simply displays large moving text that people can read with background music, eliminating the need for a voiceover. I’ve seen these videos on TVs in lunchrooms and lobbies to help spread the word. Check out one we did recently for a client.
Thank you for reading my 3 part blog series. I hope you feel better equipped to navigate the biometric screening business to better understand how vendors staff your events, the potential hidden costs you're paying for and how best to plan and market your events. If you're interested in learning more, check out a previous post about, "4 Facts About Biometric Screenings You Need to Know."
If you have any additional feedback or questions, please contact me; I’d be happy to help in any way.