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TA K I N G C A R E O F B U S I N E S S I N RU R A L O N TA R I O / TA K I N G C A R E O F B U S I N E S S I N RU R A L O N TA R I O
/ T A K I N G C A R E O F B U S I N E S S I N RU R A L O N T A R I O




                                                                                                                                       T A K I N G C A R E O F B U S I N E S S I N RU R A L O N T A R I O /
BR+E




                                                                                                                                       BR+E
                                                                       Resource Manual
T A K I N G C A R E O F B U S I N E S S I N RU R A L O N T A R I O /




                                                                                                                                       / T A K I N G C A R E O F B U S I N E S S I N RU R A L O N T A R I O




      TA K I N G C A R E O F B U S I N E S S I N RU R A L O N TA R I O / TA K I N G C A R E O F B U S I N E S S I N RU R A L O N TA R I O
Acknowledgements


                      This BR+E Resource Manual is based on materials originally developed by the following organizations:


                                                Business Retention and Expansion International


                                                    University of Minnesota Extension Service


                                               Northeast Regional Center for Rural Development


                                                    United States Department of Agriculture


                                                             West Virginia University




                                        There are sections of the manual that cannot be reproduced outside

                            Ontario without written permission from the Northeast Regional Center for Rural Development




ISBN 0-7794-0190-5 (English edition)

Business Retention and Expansion (BR+E) = Maintien et Expansion des Entreprises (M+EE) Tool Kit

© BR+E Ontario



09/00-en-manual-250
ACKNOWLEDGMENTS
              BR+E Ontario gratefully appreciates the assistance provided by the organizations
              and individuals that contributed to the development of our Canadian resources.
              Our BR+E Resource Manual is based on the series of booklets entitled
              Implementing Local Business Retention and Expansion Visitation Programs
              (NERCRD Publication No. 72), authored by Scott Loveridge (West Virginia
              University) and George Morse (University of Minnesota) and published by the
              Northeast Center for Rural Development (7 Armsby Building, The Pennsylvania
              State University, University Park, Pennsylvania, USA 16802, (814) 863-4656).
              The series includes the following five booklets:
              •   Is It for Our Community?
              •   Initiator's Manual for Starting New BR&E Visitation Programs
              •   Visitation Co-ordinator Manual
              •   Local Leadership Team Manual
              •   Using the Video to Introduce the Program and Train the Volunteers
              Several organizations provided financial support for the development of the
              concepts in this series, the research to test these ideas, or workshops to disseminate
              the information: North Central Regional Center for Rural Development,
              Western Rural Development Center, Northeast Regional Center for Rural
              Development, Southern Rural Development Center, The Ohio Cooperative
              Extension Service, West Virginia University Extension Service, The Aspen
              Institute for Humanistic Studies, USDA Extension Service, and Farm Foundation.
              This material is based upon work supported by the Cooperative State Research,




                                                                                                       TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
              Education and Extension Service, U.S. Department of Agriculture. Programs of
              the regional rural development centres are available equally to all people, and
              materials are provided on an at-cost or no-cost basis.
              We are grateful to the Northeast Center for permission to quote and paraphrase
              these materials. However, because numerous adaptations have been made from
              the original booklets, the BR+E Ontario authors take responsibility for the final
              edition. If you are serving as a BREI certified Consultant, we encourage you to
              obtain a copy of the original booklets from the Northeast Regional Center for
              Rural Development, which will serve as an excellent additional resource.
              Writers and editors of the BR+E Ontario manual include:

               Selena Hazlitt       Chuck Bokor            Clare Wastenays
               Harold Flaming       Stuart Budd            Bea Gosselin
               Susan Leuty          Mary Ellen Norry Car   Jane Muegge
               Norman Ragetlie      Brita Ball             R. Jane Cunningham
               Eric Lawlor          Pat Parent

              We would also like to acknowledge and thank Business Retention and Expansion
              International (BREI) and the University of Minnesota for collaborating with us
              on the development of the BR+E Consultant Certification Course copyrighted



        BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
by the University of Minnesota and certified by Business Retention and
                                                                Expansion International. For additional information on BREI, see their web site
                                                                at www.brei.org.
                                                                None of the Resources for BR+E Ontario would have been possible without the
                                                                contribution of a number of partners:


                                                                Government of Ontario
                                                                Ministry of Agriculture, Food and Rural Affairs
                                                                Ministry of Training, Colleges and Universities
                                                                Ministry of Environment
                                                                Ministry of Northern Development and Mines

                                                                Government of Canada
                                                                Industry Canada/FedNor
                                                                Human Resources Development Canada
                                                                Canadian Rural Partnership
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




                                                                Microsoft is a registered trademark of Microsoft Corporation




                                                  BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
TABLE OF CONTENTS
                BR+E Introduction ............................................................... 1
                    Introduction To Business Retention And Expansion:
                    The BR+E Program ................................................................................................ 1
                    Is Our Community Ready For BR+E? ................................................................... 2
                    Getting Started ........................................................................................................ 3
                    Using The BR+E Resource Manual ........................................................................ 4


                BR+E Process ...................................................................... 6
                    BR+E Four-stage Process ........................................................................................ 6
                    Key Players .............................................................................................................. 7
                    Key Players’ Roles, Responsibilities and Duties ........................................................ 9
                    Leadership Team Roles, Responsibilities and Duties .............................................. 11


                BR+E Four-stage Process .................................................... 14
                    STAGE 1 — Project Planning and Business Visits .................................................. 14
                    STAGE 2 — Immediate Followup ........................................................................ 25
                    STAGE 3 — Data Analysis and Recommendations ................................................ 27
                    STAGE 4 — Public Meetings and Implementation ................................................ 29


                BR+E Resources
                    Appendix 1             BR+E Volunteer Requirements................................................... 35
                    Appendix 2             BR+E Financial Costs.................................................................. 36
                    Appendix 3             Community-readiness Checklist ................................................... 37




                                                                                                                                                   TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
                    Appendix 4             Trained and Certified BR+E Consultants In Ontario ................... 44
                    Appendix 5             Leadership Team and Task Force Members ................................... 51
                    Appendix 6             BR+E Work Plan ........................................................................ 52
                    Appendix 7a            Overall Co-ordinator Job Description .......................................... 55
                    Appendix 7b            Visitation Co-ordinator Job Description ....................................... 57
                    Appendix 7c            Red-flag and Resource Co-ordinator Job Description .................. 59
                    Appendix 7d            Media Co-ordinator Job Description ............................................. 61
                    Appendix 7e            Survey and Data Analysis Co-ordinator Job Description .............. 63
                    Appendix 7f            Task Force Member Job Description ............................................ 65
                    Appendix 7g            Volunteer Visitor Job Description................................................. 67
                    Appendix 7h            Data-entry Volunteer Job Description .......................................... 69
                    Appendix 8             Sample Media Releases................................................................. 70
                    Appendix 9             Confidentiality Contract............................................................... 76
                    Appendix 10            Guidelines for Sampling and Selecting Businesses ......................... 77
                    Appendix 11            Sources of Information ................................................................. 79
                    Appendix 12            BR+E Local Question Guidelines ................................................ 82
                    Appendix 13            List of Volunteer Visitors .............................................................. 84
                    Appendix 14            Volunteer Visitation Team Assignments........................................ 85
                    Appendix 15            Volunteer Visitors’ Training Invitation ......................................... 86
                    Appendix 16            Volunteer Visitors’ Training Agenda.............................................. 87
                    Appendix 17            Tips for Preparing Volunteer Visitors’ Packages ............................ 88




         BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL                                                                                      i
Appendix 18   Guidelines for Volunteer Visitors.................................................. 89
                                                                      Appendix 19   Guidelines for Using the BR+E Survey......................................... 91
                                                                      Appendix 20   Volunteer Followup Suggestions .................................................. 96
                                                                      Appendix 21   Volunteer Thank-you Letter ........................................................ 97
                                                                      Appendix 22   "Red-flag" Worksheet.................................................................. 98
                                                                      Appendix 23   "Red-flag" Followup Activity..................................................... 100
                                                                      Appendix 24   Letter to Businesses..................................................................... 101
                                                                      Appendix 25   Business Thank-you Letter ......................................................... 103
                                                                      Appendix 26   BR+E Data Analysis .................................................................. 104
                                                                      Appendix 27   Agenda for Task Force Retreat................................................... 109
                                                                      Appendix 28   BR+E Action-planning Guidelines ............................................ 110
                                                                      Appendix 29   BR+E Action–planning Worksheet............................................ 115
                                                                      Appendix 30   Agenda for Initial Public Meeting............................................... 116
                                                                      Appendix 31   Final Report............................................................................... 117
                                                                      Appendix 32   Evaluation Guide........................................................................ 118
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




                                                  ii   BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
BR+E INTRODUCTION

               INTRODUCTION TO BUSINESS RETENTION AND EXPANSION:
               THE BR+E PROGRAM
               Business development and job creation are key factors in developing healthy and
               vibrant communities. Depending on the characteristics of your community’s
               economy, anywhere from 40 to 90 per cent of new jobs come from existing
               businesses.
               Traditionally, municipal officials, economic development officers, representatives
               of Chambers of Commerce or Boards of Trade, and others have visited business
               people to hear their concerns, and then addressed the issues facing the business
               community. Another approach some communities use is to hire Consultants to
               systematically survey businesses and prepare reports based on the findings. The
               BR+E approach is different.

               What is BR+E?
               BR+E takes the best of both approaches to create an even better one. This
               approach combines the initiative of community business visits with a systematic
               interview process, using community leaders and other citizens to make it work.
               This combination is the real secret to effective and well-managed economic
               development that leads to increased economic opportunities and improved quality
               of life in a community. The combination builds wealth and human capacity.




                                                                                                      TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
               Business Retention and Expansion (BR+E) is an action-oriented and
               community-based approach to business and economic development. It promotes
               job growth by helping communities learn about issues and concerns of, as well as
               opportunities for, local businesses and set priorities for projects to address these
               needs. Ultimately, communities will have greater success in attracting new
               business if existing businesses are content with local economic conditions and
               community support.

               Community-based, Volunteer-driven
               BR+E is community-based because it involves a variety of people who bring
               experience from all sectors. It is a multi-stakeholder process that can build the
               commitment needed from a variety of community organizations to implement
               action plans. Broad citizen participation is a key first step for future community-
               based initiatives.
               BR+E is volunteer-driven because key roles are played primarily by people who
               volunteer their time. In other instances employers allow BR+E volunteers time
               during work hours to be involved in the project. Business visits are completed by
               teams of community members who are trained before interviewing business people.




         BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL                                         1
Benefits of the BR+E Approach
                                                                    The overall goal of visiting community businesses is to identify needs and
                                                                    concerns that enable businesses to retain or create jobs. BR+E provides a number
                                                                    of additional benefits, including
                                                                    • lower direct costs for systematic business visitations due to the donation of
                                                                      goods and services from community supporters and time from volunteers;
                                                                    • citizen support for the recommendations and actions they helped create;
                                                                    • increased citizen awareness of business concerns and broader economic
                                                                      development issues;
                                                                    • increased community capacity and enthusiasm to take on future economic
                                                                      development projects.

                                                                    Short-term BR+E Objectives
                                                                    • Provide community support for local business and improve profitability
                                                                    • Identify and address immediate concerns of individual business
                                                                    • Let local businesses know how much they are valued in the community

                                                                    Long-term BR+E Objectives
                                                                    • Increase the competitiveness of local businesses
                                                                    • Establish and implement a strategic action plan for economic development
                                                                    • Promote business development and job creation
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




                                                                    IS OUR COMMUNITY READY FOR BR+E?
                                                                    Every community is different and will approach community economic
                                                                    development with a different combination of strengths and assets. As a guide for
                                                                    groups that are considering BR+E, we offer the following three “readiness
                                                                    criteria” as a starting point.

                                                                    Answer These Three Questions
                                                                    1. Do we have a core group of four to six community members who understand
                                                                       and believe in the concepts of the Business Retention and Expansion program
                                                                       and who are willing to commit the time and energy needed to champion the
                                                                       community BR+E project? (see Appendix 1 — BR+E Volunteer Requirements)
                                                                    2. Do we have an established volunteer base with the ability, willingness, and
                                                                       time to become active participants on the BR+E Task Force? (see Appendix 1
                                                                       — BR+E Volunteer Requirements)
                                                                    3. Do we have adequate financial resources to carry out a BR+E project?
                                                                       (see Appendix 2 — BR+E Financial Costs)




                                                  2   BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
YES to all three?
        Your community is ready for BR+E. You may also wish to use Appendix 3,
        the Community-readiness Checklist, to give more thoughtful consideration to the
        first two questions.

      NO to one or more?
        Your community probably needs a bit more preparation before taking on a
        project as demanding as BR+E. Appendix 3, Community-readiness Checklist,
        may help you to pinpoint more specific areas that need strengthening.

      NOT sure or need more information?
        If you are not already in contact with a BR+E Consultant, contact one now.
        See Appendix 4 for a list of trained and certified Consultants in your area.



      GETTING STARTED
      The BR+E Tool Kit
      The BR+E tool kit contains all the resources to guide you through a BR+E
      project. The kit includes a BR+E resource manual, a video, a CD-ROM and
      many other resources.

      BR+E Video




                                                                                               TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
      Watch the video first! This will give you the overall picture of the BR+E process
      and will make the other resources easier to use.

      BR+E Resource Manual
      The BR+E resource manual is the map to the BR+E process. Fifteen steps are
      outlined in detail along with appropriate resources to help your community plan
      and implement a successful BR+E project.

      BR+E CD-ROM
      The CD-ROM contains the survey and the Ontario-developed database program
      with a User Guide that is critical to the collection and analysis of the data that you
      will collect in your community. The CD-ROM also contains electronic versions
      of the resource manual and all the resources.

      Supporting Resources
      A BR+E project will not work without the leadership and support of a host of
      individuals in the community. Without the dedication and commitment of many
      volunteers, this community initiative will not be possible. The BR+E project
      relies on people—their hard work, their ability to work together, and their




BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL                                           3
ingenuity in addressing business concerns together. The booklet Working with
                                                                    People contains ideas, tools, and techniques to support the people involved in the
                                                                    local BR+E project. This focus on the “people aspect” of the project will help
                                                                    the Leadership Team, the Task Force, and the Volunteer Visitation Teams
                                                                    achieve their objectives.
                                                                    As the BR+E project in your community progresses, remember to stand back
                                                                    and reflect upon what you have accomplished. By documenting and assessing
                                                                    your work, you will be able to learn from your experience and to assess what
                                                                    worked and what didn’t in order to improve your BR+E activities in the future.
                                                                    The booklet BR+E Evaluation Guidelines for Communities will help your
                                                                    community develop tracking and reporting systems that document your progress
                                                                    with BR+E, plan a long-term results-assessment strategy, and communicate your
                                                                    results to the community.

                                                                    BR+E Consultants
                                                                    There are over 100 BR+E Consultants in Ontario who have been trained in the
                                                                    BR+E process and who have been certified by BRE International (see below).
                                                                    Experience has shown that a Consultant familiar with BR+E is a valuable asset to
                                                                    a community planning a BR+E project. The BR+E Consultant is there as a
                                                                    coach for you and your community. Refer to Appendix 4 for a list of Ontario
                                                                    Consultants.

                                                                    BR+E Ontario
                                                                    BR+E Ontario has evolved since 1998 from a public-private steering committee
                                                                    that was formed to guide and support a number of BR+E pilot projects. The
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




                                                                    steering committee continues to play an important role in enhancing the delivery
                                                                    of BR+E projects, heightening the credibility of BR+E in Ontario, and
                                                                    educating partners, their staff, and clients. See the Ontario BR+E web site hosted
                                                                    by the Ontario Ministry of Agriculture, Food and Rural Affairs at http://
                                                                    www.gov.on.ca/OMAFRA/english/rural/BRandE/resources.htm

                                                                    BRE International
                                                                    Business Retention and Expansion International (BREI) is a nonprofit,
                                                                    professional association of economic development professionals who are working
                                                                    for the advancement of business retention and expansion as an economic
                                                                    development strategy for communities. Visit the BREI web site at www.brei.org



                                                                    USING THE BR+E RESOURCE MANUAL
                                                                    The BR+E Resource Manual is designed as a guide for communities undertaking
                                                                    a BR+E project. Four stages and 15 steps are clearly outlined; however, these
                                                                    stages and steps will not produce the same product every time. Every community
                                                                    is different and has its own history, assets and mix of people, organizations, and
                                                                    values. What works well in one community could be much less successful in



                                                  4   BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
another community. Your community may also have specific local concerns, e.g.,
      tourism issues or downtown revitalization, which could focus your BR+E
      program quite differently than in another community.
      The BR+E process has been developed over time and represents a successful tool
      for community economic development. BR+E has been tried and tested in many
      communities. Each of the steps is important, and communities should not change
      or eliminate any fundamental parts of the process—but, in keeping with
      community-development principles, BR+E is designed for flexibility. If one of
      the steps does not seem to fit well with what is happening in your community
      right now, or if the timing of some of the events would make more sense in a
      slightly different order, please make adjustments.
      It would be advisable to discuss significant changes to the process with a trained
      and certified BR+E Consultant.




                                                                                               TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL                                           5
BR+E PROCESS
                                                                                  A BR+E project should involve the community, demonstrate a pro-business
                                                                                  attitude, and set priorities for community-sponsored programs that meet the
                                                                                  needs of local businesses. To best achieve these objectives, there are four stages to
                                                                                  BR+E.
                                                                                  This section is based on the copyrighted series of booklets entitled Implementing
                                                                                  Local Business Retention and Expansion Visitation Programs (NERCRD Publication
                                                                                  No. 72), authored by Scott Loveridge (West Virginia University) and George
                                                                                  Morse (University of Minnesota) and published by the Northeast Center for
                                                                                  Rural Development. The section cannot be reproduced outside Ontario without
                                                                                  written permission from the Northeast Center for Rural Development.



                                                                                  BR+E FOUR-STAGE PROCESS
                                                        STAGE 1                          STAGE 2                   STAGE 3                  STAGE 4
                                                        Project Planning and             Immediate                 Data Analysis and        Public Meetings and
                                                        Business Visits                  Followup                  Recommendations          Implementation

                                                        Step 1                           Step 7                    Step 8                   Step 11
                                                        Introducing BR+E to the          Immediate Action on the   Data Entry               Initial Public Meeting to
                                                        Community                        “Red-flag” Issues                                  Present Findings and
                                                                                                                                            Recommendations
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




                                                        Step 2                                                     Step 9                   Step 12
                                                        Leadership Team and Task Force                             Analysis of Survey       Committees to Implement
                                                        Recruitment and Orientation                                Responses                the Recommended Action
                                                                                                                                            Plans


                                                        Step 3                                                     Step 10                  Step 13
                                                        Project Design                                             Task Force Retreat       Implementation of Action
                                                                                                                                            Plans


                                                        Step 4                                                                              Step 14
                                                        Volunteer Visitor Recruitment                                                       Monitoring the Progress of
                                                        and Training                                                                        the Implementation Strategy


                                                        Step 5                                                                              Step 15
                                                        Business Visits                                                                     Followup Public Meetings


                                                        Step 6
                                                        Review Completed Surveys for
                                                        “Red-flag” Issues




                                                  6   BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
KEY PLAYERS
                                  A BR+E project involves five key players or groups that work together to make
                                  an effective community project:
                                  • Leadership Team
                                  • Task Force
                                  • Volunteer Visitation Teams
                                  • Resource Network
                                  • BR+E consultant
                                  These players, as groups or individuals, have specific roles to play in the BR+E
                                  process. All contribute to its success.
                                  The Leadership Team is the executive committee and has a central role in
                                  managing the local project on a day-to-day basis. The Leadership Team members
                                  are also members of the Task Force.
                                  The Task Force supports the Leadership Team by determining the objectives,
                                  design, and policies for the local process, assisting in responding to immediate
                                  business needs, and developing and implementing the strategic action plans.
                                  Task Force members and other volunteers pair up to create Visitation Teams
                                  that interview the businesses.
                                  The Resource Network comprises people from various agencies who support the
                                  project by providing information and assistance to address identified business
                                  needs. Some Resource Network members may sit on the Task Force; others may




                                                                                                                         TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
                                  be Volunteer Visitors, while others may provide advice only for specific needs.
                                  The BR+E Consultant may contract with the Leadership Team to provide
                                  information, guidance, and training through all phases of the project.

                                  Leadership Team
  The Leadership Team should      The Leadership Team is the executive committee of the Task Force and provides
 comprise individuals who will    ongoing project management. The Leadership Team should comprise individuals
   “champion” the project and     who will “champion” the project and motivate others to take action so the project
motivate others to take action.   can succeed. The Team introduces and promotes the project in the community,
                                  contracts for the services of a BR+E Consultant, and co-ordinates volunteer
                                  activities, Task Force meetings, and immediate followup to the survey results. The
                                  Team should be a mix of people who are representative of the community.
                                  Because each community is unique, Leadership Teams will differ. However, there
                                  are a number of important tasks that are common to successful BR+E projects.
                                  The following is a list of volunteer positions on the Leadership Team:
                                  • Overall Co-ordinator — oversees entire BR+E project and serves as chair of
                                    Leadership Team.
                                  • Visitation Co-ordinator — organizes Volunteer Visitation Teams and
                                    arranges business visits.



                     BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL                                                7
• Red-flag and Resource Co-ordinator — organizes response to urgent
                                                                                      businesses concerns and requests for information.
                                                                                    • Media Co-ordinator — communicates the progress and results of the BR+E
                                                                                      project to the public.
                                                                                    • Survey and Data Analysis Co-ordinator — oversees data analysis and co-
                                                                                      ordinates Task Force Retreat to review survey findings.
                                                                                    The Task Force is a broad-based group of community leaders. It should include,
                                                                                    where appropriate, representatives of local economic development committees,
                                                                                    Community Development Corporations, Chambers of Commerce, local
                                                                                    government, financial institutions, relevant federal and provincial representatives,
                                                                                    area utilities, education officials, and other respected and influential community
                                                                                    leaders. Depending on the diversity of organizations in the community, the Task
                                                                                    Force should range in size from 15 to 30 members.
                                                                                    Volunteer Visitation Teams consist of two people per team who visit two to
                                                                                    four businesses. These teams may comprise Task Force members, educators,
                                                                                    business people, retirees, accountants, bankers, youth, etc.
                                                                                    All volunteers should be enthusiastic about the local BR+E project and must
                                                                                    understand and respect the confidentiality of the information gathered.
                                                                                    The Resource Network is a group of people from various agencies that may
                                                                                    provide useful information or assistance to businesses.
                                                                                    Prompt and effective followup is crucial to the success of BR+E. People in the
                                                                                    Resource Network should be able to respond to issues, concerns, and
                                                                                    opportunities identified in the business surveys.
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




                                                                                    The Resource Network must be in place before starting the business visitations. Its
                                                                                    main purpose is to provide people who can provide quick action and assist by
                                                                                    following up on “red-flag” issues. For example, a Resource Network member
                                                                                    specializing in real estate may be able to help a business looking for a new location.
                                                                                    In addition, people in the Resource Network may be interested and able to
                                                                                    participate in BR+E by being members of the Task Force.
                                                      The BR+E Consultant may       The BR+E Consultant may work with the community through all stages of the
                                                       work with the community      project. BR+E Consultants may be found by contacting BR+E Ontario.
                                                        through all stages of the   Consultants will have completed BR+E training and understand the BR+E
                                                                         project.   process. The Leadership Team will want to contract with the Consultant to
                                                                                    identify how to best work together.
                                                                                    The Consultant is a coach to the team implementing the project and may play a
                                                                                    role in facilitating various tasks and events, depending on the needs of the
                                                                                    community.
                                                                                    A list of trained BREI-certified Consultants can be found in Appendix 4.
                                                                                    The chart below outlines the main tasks, duties, and responsibilities of the key
                                                                                    players at each stage in the BR+E process.




                                                  8    BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
Key Players’ Roles, Responsibilities and Duties
                                                                                                                                            Volunteer
                                                                          Leadership Team                    Task Force                 Visitation Teams           Resource Network                    BR+E Consultant
                                                   STAGE 1
                                                   Project Planning    • Introduce and promote      • Work as a team to support       • Must participate in        • Could consider being     • Initially review BR+E concept with four
                                                   and Business Visits   BR+E project in the          BR+E project development          volunteer training           members of the Task        to six key community leaders
                                                                          community                 • Set overall scope,                session before               Force                    • Conduct a community-readiness
                                                                        • Contract with BR+E          objectives, design, policies      interviewing businesses                                 assessment
                                                                          Consultant                  for project (e.g., Number of    • Complete business visits                              • Assist Leadership Team to identify
                                                                        • Recruit Task Force          businesses to visit, types of     as jointly determined                                   local sponsor
                                                                          members                     businesses to include,            with Leadership Team                                  • Assist in identification of Co-ordinator
                                                                        • Co-ordinate overall         number of visitation teams,     • Work with partner and                                   within Leadership Team
                                                                          development of BR+E         etc.)                             interview business people                             • Provide Leadership Team and Task
                                                                          project                   • Assist in securing written      • Identify "red-flag" issues                              Force with orientation and training
                                                                        • Facilitate and manage       endorsements from local           and information requests
                                                                                                      organizations                                                                           • Meet with Leadership Team to discuss
                                                                          BR+E work plan and                                          • Submit completed                                        organization and implementation of
                                                                          implementation of project • May take part in volunteer        surveys and followup                                    BR+E e.g., recruitment and training,
                                                                          on a day-to-day basis       visitation training and           forms to designated                                     identification of business sector(s) to
                                                                        • Facilitate Volunteer        business interviewing             person                                                  be targeted for visits
                                                                          Visitor recruitment and                                                                                             • Advise on development of work plan
                                                                          training                                                                                                            • Assist with formation of Resource
                                                                        • Ensure business visits                                                                                                Network
                                                                          completed                                                                                                           • Take the lead in implementing an
                                                                                                                                                                                                appropriate volunteer training session
                                                   STAGE 2
                                                   Immediate            • Ensure immediate          • Participate in meetings to                                  • Provide critical          • Assist in facilitating appropriate
                                                   Followup               followup on "red-flag"      handle immediate concerns                                     information and/or          responses to "red-flag" issues
                                                                          issues                      of local businesses ("red-                                    services to address "red-
                                                                        • Send requests for           flag" issues)                                                 flag" issues of
                                                                          information to businesses • Help in followup work                                         businesses




BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  9
                                                   TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




  10
                                                                                                                                            Volunteer
                                                                          Leadership Team                     Task Force                Visitation Teams           Resource Network                    BR+E Consultant
                                                   STAGE 3
                                                   Data Analysis and    • Oversee data entry and     • Participate in Task Force                                   • Provide information       • Provide options for data analysis
                                                   Recommendations        preparation of preliminary   Retreat                                                       and/or service to         • Facilitate data interpretation and
                                                                          report                     • Review research results in                                    businesses as required      recommendations
                                                                        • Arrange for interpretation   preliminary report and set                                                              • Assist Leadership Team in organizing
                                                                          of findings and              priorities for long-term                                                                  Task Force Retreat to review
                                                                          development of               action plans                                                                              preliminary report
                                                                          recommendations            • May lead the                                                                            • Facilitate Task Force Retreat
                                                                        • Organize and participate     implementation of certain                                                               • Facilitate development and
                                                                          in Task Force Retreat        action plans                                                                              prioritization of action plans in
                                                                        • Ensure development of                                                                                                  response to findings
                                                                          action plans
                                                                        • Summarize outcome of
                                                                          Task Force Retreat and
                                                                          prepare Final Report
                                                   STAGE 4
                                                   Public Meetings      • Host and present survey      • Assist in planning initial    • Participate in initial    • Participate in initial    • Assist in facilitating Public Meeting, if
                                                   and                    findings and                   Public Meeting                  Public Meeting              Public Meeting              requested to by Leadership Team
                                                   Implementation         recommendations at           • Participate in Public Meeting • Consider involvement in   • Consider involvement in   • Provide support in implementation of
                                                                          initial Public Meeting       • Assist, as appropriate, in      implementing action         implementing action         identified projects
                                                                        • Oversee establishment of       implementation of plans         plans                       plans                     • Assist Leadership Team to establish
                                                                          action plan committees       • Attend quarterly progress                                 • Provide information         and implement method of identifying
                                                                        • Track progress of action       reporting sessions for a year                               requested by businesses     benchmarks and tracking results of
                                                                          plans and implementation       after adopting priority                                     carrying out action         BR+E project
                                                                          strategy                       action plans                                                plans                     • Provide options for documenting and
                                                                        • Assess results of the BR+E   • Participate at future Public                                                            communicating project results to
                                                                          project against short-term     Meetings                                                                                community members and others
                                                                          and long-term objectives                                                                                             • Identify possible links with other BR+E
                                                                          of project (evaluation)                                                                                                communities to share information and
                                                                        • Ensure followup Public                                                                                                 documentation
                                                                          Meeting held in one year
                                                   Time                 • Overall Co-ordinator—        • Total—20–30 hrs each         • Total—10–12 hrs each       • Varies depending on       • Varies depending on needs
                                                   Commitment             100+ hrs                                                                                   needs of community        • 10–100 hrs
                                                                        • Other Co-ordinators—45
                                                                          hrs each




BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
                                                   People Required      • Generally four to six;       • 15–30 with a broad range of • Depends on number of        • Depends on community      • one
                                                                          enough to share                experience; varies            businesses to visit; can      needs
                                                                          responsibilities and tasks     depending on community        include Task Force
                                                                                                         needs                         members

                                                   To ensure the integrity of the BR+E project, all BR+E volunteers and Consultants who have access to confidential business information will be asked to:
                                                   • Sign a confidentiality contract
                                                   • Maintain confidentiality
Leadership Team Roles, Responsibilities and Duties
                                                                                                                                                  Red-flag and
                                                                                                              Visitation                           Resource                        Media                   Survey and Data Analysis
                                                                     Overall Co-ordinator                    Co-ordinator                         Co-ordinator                  Co-ordinator                    Co-ordinator
                                                   STAGE 1
                                                   Project           • Act as primary contact and   • Identify and recruit Volunteer         • Take lead role in          • Establish contacts with the • Co-ordinate survey preparation
                                                   Planning and        possibly spokesperson for      Visitors                                 establishing a Resource      media                           and data entry
                                                   Business Visits     BR+E                         • Identify and communicate with            Network                    • Ensure media coverage to      • Prepare local questions for survey
                                                                     • Dedicated to BR+E, with        businesses to be visited               • Prepare and gather fact      introduce BR+E to the           (if needed) in consultation with
                                                                       sufficient time to manage    • Ensure appropriate number of             sheets about local           community                       the Task Force
                                                                       and implement activities       business visits occur                    programs and resources     • Prepare background
                                                                     • Co-ordinate the Leadership   • Co-ordinate practice visits for          for businesses               information sheets to provide
                                                                       Team and act as chair          Leadership Team members                • Prepare and gather           quick responses for basic
                                                                     • Organize recruitment of      • Send introductory letters and BR+E       information to promptly      inquires about BR+E and local
                                                                       Task Force members             surveys to businesses                    assist businesses with       implementation
                                                                     • Co-ordinate the design/                                                 "red-flag" issues          • Prepare news releases for
                                                                                                    • See that volunteers are divided into
                                                                       planning of the project        teams of two and assigned to visit     • Accept or ensure someone     media as activities are
                                                                                                      two to four businesses                   is assigned to accept        progressing
                                                                                                                                               completed surveys from
                                                                                                    • Co-ordinate and host Volunteer           Volunteer Visitors
                                                                                                      Visitor training
                                                                                                    • Ensure confidentiality contracts are
                                                                                                      signed by all volunteers and people
                                                                                                      working on the project for pay
                                                                                                    • Track progress of business visits
                                                                                                      and co-ordinate rescheduling as
                                                                                                      required
                                                                                                    • Mail thank-you letters to Volunteer
                                                                                                      Visitors
                                                   STAGE 2
                                                   Immediate         • Assist with "red-flag"       • Assist with "red-flag" followup        • Ensure immediate          • Assist with "red-flag"         • Assist with "red-flag" followup
                                                   followup            followup                     • Co-ordinate with Red-flag and            followup on "red-flag"      followup                       • Assist with information requests
                                                                     • Assist with information        Resource Co-ordinator to mail            issues                    • Assist with information          followup
                                                                       requests followup              thank-you letters to businesses        • Organize "red-flag" review requests followup
                                                                                                      with appropriate followup                by the Task Force
                                                                                                      information and resources              • Assign a Task Force
                                                                                                                                               member to handle each
                                                                                                                                               immediate business
                                                                                                                                               concern
                                                                                                                                             • Co-ordinate with
                                                                                                                                               Visitation
                                                                                                                                             • Co-ordinator to mail




BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
                                                                                                                                               thank-you notes to
                                                                                                                                               businesses with
                                                                                                                                               appropriate followup




  11
                                                                                                                                               information and resources


                                                     TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




  12
                                                                                                                                              Red-flag and
                                                                                                              Visitation                       Resource                         Media                  Survey and Data Analysis
                                                                       Overall Co-ordinator                  Co-ordinator                     Co-ordinator                   Co-ordinator                   Co-ordinator
                                                   STAGE 3
                                                   Data Analysis      • Participate in Task Force  • Participate in Task Force Retreat   • Participate in Task Force   • Ensure media coverage of     • Recruit and train Data-entry
                                                   and Recomm-          Retreat                                                            Retreat                       progress in BR+E               Volunteers
                                                   endations          • Supervise preparation of                                                                       • Participate in Task Force    • Ensure Data-entry Volunteers sign
                                                                        BR+E final report, working                                                                       Retreat                        confidentiality contract
                                                                        closely with Survey and                                                                                                       • Ensure timely, accurate data
                                                                        Data Analysis Co-ordinator                                                                                                      entry
                                                                                                                                                                                                      • Supervise preparation of
                                                                                                                                                                                                        preliminary report (tabulated
                                                                                                                                                                                                        survey results)
                                                                                                                                                                                                      • Co-ordinate analysis of survey
                                                                                                                                                                                                        responses
                                                                                                                                                                                                      • If needed, identify consultant to
                                                                                                                                                                                                        help summarize results, identify
                                                                                                                                                                                                        themes, and suggest
                                                                                                                                                                                                        recommendations
                                                                                                                                                                                                      • Co-ordinate arrangements for
                                                                                                                                                                                                        Task Force Retreat
                                                                                                                                                                                                      • Participate in Task Force Retreat
                                                                                                                                                                                                      • Take lead role to ensure
                                                                                                                                                                                                        recommendations and action
                                                                                                                                                                                                        plans are developed
                                                                                                                                                                                                      • Work with Leadership Team to
                                                                                                                                                                                                        prepare Final Report for
                                                                                                                                                                                                        presentation at Public Meeting
                                                   STAGE 4
                                                   Public Meetings • Host Public Meetings        • Participate at initial Public Meeting • Participate at initial    • Ensure media coverage of       • Participate at initial Public
                                                   and             • Co-ordinate presentation of • Consider involvement in                 Public Meeting              initial Public Meeting before,   Meeting
                                                   Implementation survey findings and              implementing action plans             • Consider involvement in     during, and after event        • Consider involvement in
                                                                        recommendations at initial • Participate in followup Public        implementing action plans • Participate at initial Public    implementing action plans
                                                                        Public Meeting               Meetings                            • Participate in followup     Meeting                        • Participate in followup Public
                                                                      • Track progress of action                                           Public Meetings           • Document and communicate         Meetings
                                                                        plans and implementation                                                                       ongoing project results to
                                                                        strategy                                                                                       the media and other target




BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
                                                                      • Assess results of BR+E                                                                         groups (e.g., municipal
                                                                        against short- and long-                                                                       representative, other
                                                                        term objectives of project                                                                     communities etc.)
                                                                        (evaluation)                                                                                 • Consider involvement in
                                                                      • Ensure documentation of                                                                        implementing action plans
                                                                        project results                                                                              • Participate in followup Public
                                                                      • Followup after stage 4                                                                         Meetings
                                                                        (e.g., quarterly meetings)
                                                                      • Participate in followup
                                                                        Public Meetings
Red-flag and
                                                                                                          Visitation                         Resource                         Media              Survey and Data Analysis
                                                                Overall Co-ordinator                     Co-ordinator                       Co-ordinator                   Co-ordinator               Co-ordinator
                                                   Time         • 100+ hrs                     • 45 hrs                                • 45 hrs                     • 45 hrs                     • 45 hrs
                                                   Commitment   • More time if involved in     • More time if involved in              • More time if involved in   • More time if involved in   • More time if involved in
                                                                  implementation                 implementation                          implementation               implementation               implementation


                                                   NOTE         In Stage 1 all Leadership Team members:                                In Stages 1 to 4 all Leadership Team members:
                                                                  • Sign a confidentiality contract                                      • Maintain Confidentiality
                                                                  • Help with recruitment of Task Force members and Volunteer            • Participate in Task Force meetings
                                                                    Visitors                                                             • Help other team members as required
                                                                  • Complete practice business visits
                                                                  • Participate in Volunteer Visitor training and visit at least two
                                                                    businesses




BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  13
                                                    TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
BR+E FOUR-STAGE PROCESS
                                                                                    This section is based on the copyrighted series of booklets entitled Implementing
                                                                                    Local Business Retention and Expansion Visitation Programs (NERCRD Publication
                                                                                    No. 72), authored by Scott Loveridge (West Virginia University) and George
                                                                                    Morse (University of Minnesota) and published by the Northeast Center for
                                                                                    Rural Development. The section cannot be reproduced outside Ontario without
                                                                                    written permission from the Northeast Center for Rural Development.



                                                                                    STAGE 1 — Project Planning and Business Visits
                                                                                    Step 1
                                                                                    Introducing BR+E To the community
                                                          BR+E Consultants have     BR+E Consultants have received training in the theory and practice of BR+E.
                                                  received training in the theory   They are available to review the BR+E concept with communities, and provide
                                                  and practice of BR+E. They are    assistance to local BR+E projects. See Appendix 4 for a list of Ontario Consultants.
                                                    available to review the BR+E
                                                                                    A BR+E Consultant can meet with a group of four to six key community leaders
                                                  concept with communities and
                                                                                    and citizens who have an interest in or a responsibility for economic development in
                                                      provide assistance to local
                                                                                    the community. The result of this meeting will determine the next course of action.
                                                                   BR+E projects.

                                                                                    Who Should Attend the Meeting?
                                                                                    • Chair of economic development committee or organization
                                                                                    • Mayor or local politician
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




                                                                                    • Local entrepreneur who is a champion for economic development
                                                                                    • Director of Planning and Development
                                                                                    • President or Executive Director of the Chamber of Commerce and/or local
                                                                                      business association
                                                                                    • Manager, Community Futures Development Corporation
                                                                                    • Representatives from the agriculture, tourism, manufacturing, forestry sectors, etc.

                                                                                    Purpose of the Meeting
                                                                                    • To assess the “readiness” of the organization and the community to be
                                                                                      involved in the BR+E project
                                                                                      • Have a general discussion regarding the organizational capability of the
                                                                                        community to be involved in economic development.
                                                                                      • Consider local commitment along with economic and leadership capability.
                                                                                      • Review factors that communities should consider before starting BR+E.
                                                                                        The more criteria a community meets, the more likely that BR+E will be
                                                                                        successful.




                                                  14   BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
• Some examples include:
                                     – A strong volunteer force capable of sustaining the effort (refer to Appendix 1)
                                     – Financial capacity to fund the project to completion (see Appendix 2 for
                                         details)
                                       – Funding sources and/or in-kind service providers such as local agencies
                                        or businesses to pay for various expenses (e.g., meeting space,
                                        photocopying, mailings, telephone calls, refreshments at training, etc.)
                                        incurred during BR+E project
                                   • Refer to Appendix 3 for a Community-readiness Checklist to begin a
                                     review of the community capacity to undertake a BR+E project.
                                 • To explain the details of the BR+E project
                                   •   Project criteria
                                   •   Goals and objectives of BR+E
                                   •   Anticipated results
                                   •   Roles of various participants (sponsoring organization(s), Leadership Team,
                                       Co-ordinators, Task Force, Volunteer Visitors)
                                   •   Survey, which is the mechanism to gain information from local businesses
                                   •   “Red-flag” response
                                   •   Survey analysis
                                   •   Task Force review of preliminary report and action plan development and
                                       implementation

                                 Step 2
                                 Leadership Team and Task Force Recruitment and Orientation
                                 Once a group has determined there is commitment to the BR+E concept, and if




                                                                                                                         TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
                                 the assessments indicate that the community is ready to implement BR+E, it is
                                 appropriate to proceed. Begin by forming a Leadership Team and considering the
                                 type of involvement you would like from a trained BR+E Consultant.

                                 The Leadership Team
                                 • Identify key people who should be on the Leadership Team and consider
                                   potential candidates for the Task Force. Appendix 5 can be used to list these
                                   people.
                                 • The Leadership Team should comprise four to six individuals who will
                                   “champion” the project, motivate others, and take action.
Use job descriptions to assist   • Use job descriptions to assist with the Leadership Team recruitment process.
   with the Leadership Team        Refer to Appendices 7a, 7b, 7c, 7d, and 7e for sample job descriptions.
         recruitment process.
                                 • The Leadership Team will facilitate and manage the work plan (see
                                   Appendix 6) and implementation of the project on a day-to-day basis.
                                 • The Leadership Team members will also be on the Task Force.




                    BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL                                                15
The Task Force
                                                                                     • The Task Force should be a broad-based team of 15 to 30 business/
                                                                                       community leaders who support the BR+E project.
                                                                                     • They give the Leadership Team direction, advice, and assistance throughout
                                                                                       the BR+E project.
                                                                                     • Use job descriptions to assist with the Task Force recruitment process. Refer
                                                                                       to Appendix 7f for a sample job description.

                                                                                     Stakeholder Meeting
                                                                                     • Organize a larger stakeholder meeting for all potential Task Force members
                                                                                       and other interested members of the community to explain BR+E,
                                                                                       organizational needs, implementation steps, and anticipated results.
                                                                                     • Recruit Leadership Team members
                                                                                       • Continue to recruit for remaining Leadership Team positions.
                                                                                       • Provide orientation and training.
                                                                                       • Identify local objectives, goals, and indicators for success (with direction
                                                                                          from Task Force).
                                                                                       • Prepare the BR+E work plan.
                                                                                       • Find local sponsor and secure endorsements from other community
                                                                                          organizations.
                                                                                     • Recruit the Task Force team members
                                                                                       • Provide orientation and training.
                                                                                     • Start making the community aware of the BR+E project. (Refer to media
TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E




                                                                                       releases in Appendix 8.)

                                                                                     Step 3
                                                                                     Project Design
                                                                                     Goals and Objectives
                                                     To design your BR+E project,    • Although there are standard objectives for BR+E, such as letting local
                                                     consider local conditions and     businesses know how much they are valued and promoting business
                                                  identify what you would like to      development and job creation, you can design your BR+E project based on
                                                    achieve in your community in       the particular conditions and interests in your community
                                                    the short term and long term.    • Setting goals and objectives for BR+E before starting will guide the Leadership
                                                                                       Team and Task Force in designing the local process. Knowing where you
                                                                                       want to go helps to determine which route to take.
                                                                                     • Identify what you would like to achieve through BR+E in your community
                                                                                       in the short term, medium term, and long term. (e.g., 6 to 12 months, 2 years,
                                                                                       and 5 years, respectively).
                                                                                     • Plan how you will track progress and assess the overall results of BR+E. In
                                                                                       your BR+E work plan, allocate time and resources for frequent monitoring of
                                                                                       project activities and periodic (e.g., annual) evaluation of project results. Refer
                                                                                       to Appendix 32 for guidance.


                                                  16    BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
Confidentiality
All BR+E workers must sign a      • Everyone associated with the BR+E project must understand that the information
confidentiality contract prior      collected from the businesses is to be treated as confidential and is not to be
   to taking part in the BR+E       disclosed to others except in the context of the work for which it was collected.
                      project.
                                  • All BR+E workers must sign a confidentiality contract prior to taking part in
                                    the BR+E project.
                                  • Refer to Appendix 9 for an example of a confidentiality contract.

                                  Identifying Businesses
                                  Generally, the Task Force determines the number and type of businesses to be
                                  interviewed. The credibility of the survey data depends on how many businesses
                                  are interviewed as well as how the businesses were chosen.
                                  • Random sampling is important if the total business population size prohibits
                                    the inclusion of all businesses in the survey.
 Tax rolls or lists of business   • Tax rolls or lists of business directories prepared by Chambers of Commerce or
      directories prepared by       other groups provide good bases for sampling. Divide the number of businesses
   Chambers of Commerce or          by the number to interview. The answer tells you to select every “nth”
  other groups provide good         business e.g., for 500 businesses and 50 interviews, select every tenth business
          bases for sampling.       on the list.
                                  • Refer to Appendix 10 for Guidelines for Sampling and Selecting Businesses.

                                  Numbers to visit
                                  • Fifty to 100 business visits will usually give enough data for analysis.




                                                                                                                                      TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
                                  • Thirty visits is the minimum; otherwise there may not be enough data to
                                    properly analyze.

                                  Types to visit
                                  • Basic sector businesses (manufacturers and other exporters) might be the first
                                    priority since they bring in “new dollars” to an area.
                                  • Basic sector businesses bring money into a local economy by selling goods or
                                    services outside the community or by selling to nonresident visitors. This
                                    sector is responsible for the injection of money into the local economy, while
                                       the nonbasic sector is responsible for recirculating money.1
                                  • Other businesses can be selected by asking some of the following questions:
                                       •   What types of businesses employ the most people?
                                       •   What businesses make the community unique?
                                       •   Have any business areas experienced problems or shown potential for growth?
                                       •   Should the project focus on one or more business sectors?



                                  1.   Carvalho, E. and Scott, C. 1996. “Local Economic Impact Analysis,” Economic Development
                                       Bulletin. University of Waterloo, 6.



                    BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL                                                             17
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Business Retention and Expansion Manual

  • 1. TA K I N G C A R E O F B U S I N E S S I N RU R A L O N TA R I O / TA K I N G C A R E O F B U S I N E S S I N RU R A L O N TA R I O / T A K I N G C A R E O F B U S I N E S S I N RU R A L O N T A R I O T A K I N G C A R E O F B U S I N E S S I N RU R A L O N T A R I O / BR+E BR+E Resource Manual T A K I N G C A R E O F B U S I N E S S I N RU R A L O N T A R I O / / T A K I N G C A R E O F B U S I N E S S I N RU R A L O N T A R I O TA K I N G C A R E O F B U S I N E S S I N RU R A L O N TA R I O / TA K I N G C A R E O F B U S I N E S S I N RU R A L O N TA R I O
  • 2. Acknowledgements This BR+E Resource Manual is based on materials originally developed by the following organizations: Business Retention and Expansion International University of Minnesota Extension Service Northeast Regional Center for Rural Development United States Department of Agriculture West Virginia University There are sections of the manual that cannot be reproduced outside Ontario without written permission from the Northeast Regional Center for Rural Development ISBN 0-7794-0190-5 (English edition) Business Retention and Expansion (BR+E) = Maintien et Expansion des Entreprises (M+EE) Tool Kit © BR+E Ontario 09/00-en-manual-250
  • 3. ACKNOWLEDGMENTS BR+E Ontario gratefully appreciates the assistance provided by the organizations and individuals that contributed to the development of our Canadian resources. Our BR+E Resource Manual is based on the series of booklets entitled Implementing Local Business Retention and Expansion Visitation Programs (NERCRD Publication No. 72), authored by Scott Loveridge (West Virginia University) and George Morse (University of Minnesota) and published by the Northeast Center for Rural Development (7 Armsby Building, The Pennsylvania State University, University Park, Pennsylvania, USA 16802, (814) 863-4656). The series includes the following five booklets: • Is It for Our Community? • Initiator's Manual for Starting New BR&E Visitation Programs • Visitation Co-ordinator Manual • Local Leadership Team Manual • Using the Video to Introduce the Program and Train the Volunteers Several organizations provided financial support for the development of the concepts in this series, the research to test these ideas, or workshops to disseminate the information: North Central Regional Center for Rural Development, Western Rural Development Center, Northeast Regional Center for Rural Development, Southern Rural Development Center, The Ohio Cooperative Extension Service, West Virginia University Extension Service, The Aspen Institute for Humanistic Studies, USDA Extension Service, and Farm Foundation. This material is based upon work supported by the Cooperative State Research, TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E Education and Extension Service, U.S. Department of Agriculture. Programs of the regional rural development centres are available equally to all people, and materials are provided on an at-cost or no-cost basis. We are grateful to the Northeast Center for permission to quote and paraphrase these materials. However, because numerous adaptations have been made from the original booklets, the BR+E Ontario authors take responsibility for the final edition. If you are serving as a BREI certified Consultant, we encourage you to obtain a copy of the original booklets from the Northeast Regional Center for Rural Development, which will serve as an excellent additional resource. Writers and editors of the BR+E Ontario manual include: Selena Hazlitt Chuck Bokor Clare Wastenays Harold Flaming Stuart Budd Bea Gosselin Susan Leuty Mary Ellen Norry Car Jane Muegge Norman Ragetlie Brita Ball R. Jane Cunningham Eric Lawlor Pat Parent We would also like to acknowledge and thank Business Retention and Expansion International (BREI) and the University of Minnesota for collaborating with us on the development of the BR+E Consultant Certification Course copyrighted BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  • 4. by the University of Minnesota and certified by Business Retention and Expansion International. For additional information on BREI, see their web site at www.brei.org. None of the Resources for BR+E Ontario would have been possible without the contribution of a number of partners: Government of Ontario Ministry of Agriculture, Food and Rural Affairs Ministry of Training, Colleges and Universities Ministry of Environment Ministry of Northern Development and Mines Government of Canada Industry Canada/FedNor Human Resources Development Canada Canadian Rural Partnership TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E Microsoft is a registered trademark of Microsoft Corporation BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  • 5. TABLE OF CONTENTS BR+E Introduction ............................................................... 1 Introduction To Business Retention And Expansion: The BR+E Program ................................................................................................ 1 Is Our Community Ready For BR+E? ................................................................... 2 Getting Started ........................................................................................................ 3 Using The BR+E Resource Manual ........................................................................ 4 BR+E Process ...................................................................... 6 BR+E Four-stage Process ........................................................................................ 6 Key Players .............................................................................................................. 7 Key Players’ Roles, Responsibilities and Duties ........................................................ 9 Leadership Team Roles, Responsibilities and Duties .............................................. 11 BR+E Four-stage Process .................................................... 14 STAGE 1 — Project Planning and Business Visits .................................................. 14 STAGE 2 — Immediate Followup ........................................................................ 25 STAGE 3 — Data Analysis and Recommendations ................................................ 27 STAGE 4 — Public Meetings and Implementation ................................................ 29 BR+E Resources Appendix 1 BR+E Volunteer Requirements................................................... 35 Appendix 2 BR+E Financial Costs.................................................................. 36 Appendix 3 Community-readiness Checklist ................................................... 37 TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E Appendix 4 Trained and Certified BR+E Consultants In Ontario ................... 44 Appendix 5 Leadership Team and Task Force Members ................................... 51 Appendix 6 BR+E Work Plan ........................................................................ 52 Appendix 7a Overall Co-ordinator Job Description .......................................... 55 Appendix 7b Visitation Co-ordinator Job Description ....................................... 57 Appendix 7c Red-flag and Resource Co-ordinator Job Description .................. 59 Appendix 7d Media Co-ordinator Job Description ............................................. 61 Appendix 7e Survey and Data Analysis Co-ordinator Job Description .............. 63 Appendix 7f Task Force Member Job Description ............................................ 65 Appendix 7g Volunteer Visitor Job Description................................................. 67 Appendix 7h Data-entry Volunteer Job Description .......................................... 69 Appendix 8 Sample Media Releases................................................................. 70 Appendix 9 Confidentiality Contract............................................................... 76 Appendix 10 Guidelines for Sampling and Selecting Businesses ......................... 77 Appendix 11 Sources of Information ................................................................. 79 Appendix 12 BR+E Local Question Guidelines ................................................ 82 Appendix 13 List of Volunteer Visitors .............................................................. 84 Appendix 14 Volunteer Visitation Team Assignments........................................ 85 Appendix 15 Volunteer Visitors’ Training Invitation ......................................... 86 Appendix 16 Volunteer Visitors’ Training Agenda.............................................. 87 Appendix 17 Tips for Preparing Volunteer Visitors’ Packages ............................ 88 BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL i
  • 6. Appendix 18 Guidelines for Volunteer Visitors.................................................. 89 Appendix 19 Guidelines for Using the BR+E Survey......................................... 91 Appendix 20 Volunteer Followup Suggestions .................................................. 96 Appendix 21 Volunteer Thank-you Letter ........................................................ 97 Appendix 22 "Red-flag" Worksheet.................................................................. 98 Appendix 23 "Red-flag" Followup Activity..................................................... 100 Appendix 24 Letter to Businesses..................................................................... 101 Appendix 25 Business Thank-you Letter ......................................................... 103 Appendix 26 BR+E Data Analysis .................................................................. 104 Appendix 27 Agenda for Task Force Retreat................................................... 109 Appendix 28 BR+E Action-planning Guidelines ............................................ 110 Appendix 29 BR+E Action–planning Worksheet............................................ 115 Appendix 30 Agenda for Initial Public Meeting............................................... 116 Appendix 31 Final Report............................................................................... 117 Appendix 32 Evaluation Guide........................................................................ 118 TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E ii BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  • 7. BR+E INTRODUCTION INTRODUCTION TO BUSINESS RETENTION AND EXPANSION: THE BR+E PROGRAM Business development and job creation are key factors in developing healthy and vibrant communities. Depending on the characteristics of your community’s economy, anywhere from 40 to 90 per cent of new jobs come from existing businesses. Traditionally, municipal officials, economic development officers, representatives of Chambers of Commerce or Boards of Trade, and others have visited business people to hear their concerns, and then addressed the issues facing the business community. Another approach some communities use is to hire Consultants to systematically survey businesses and prepare reports based on the findings. The BR+E approach is different. What is BR+E? BR+E takes the best of both approaches to create an even better one. This approach combines the initiative of community business visits with a systematic interview process, using community leaders and other citizens to make it work. This combination is the real secret to effective and well-managed economic development that leads to increased economic opportunities and improved quality of life in a community. The combination builds wealth and human capacity. TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E Business Retention and Expansion (BR+E) is an action-oriented and community-based approach to business and economic development. It promotes job growth by helping communities learn about issues and concerns of, as well as opportunities for, local businesses and set priorities for projects to address these needs. Ultimately, communities will have greater success in attracting new business if existing businesses are content with local economic conditions and community support. Community-based, Volunteer-driven BR+E is community-based because it involves a variety of people who bring experience from all sectors. It is a multi-stakeholder process that can build the commitment needed from a variety of community organizations to implement action plans. Broad citizen participation is a key first step for future community- based initiatives. BR+E is volunteer-driven because key roles are played primarily by people who volunteer their time. In other instances employers allow BR+E volunteers time during work hours to be involved in the project. Business visits are completed by teams of community members who are trained before interviewing business people. BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL 1
  • 8. Benefits of the BR+E Approach The overall goal of visiting community businesses is to identify needs and concerns that enable businesses to retain or create jobs. BR+E provides a number of additional benefits, including • lower direct costs for systematic business visitations due to the donation of goods and services from community supporters and time from volunteers; • citizen support for the recommendations and actions they helped create; • increased citizen awareness of business concerns and broader economic development issues; • increased community capacity and enthusiasm to take on future economic development projects. Short-term BR+E Objectives • Provide community support for local business and improve profitability • Identify and address immediate concerns of individual business • Let local businesses know how much they are valued in the community Long-term BR+E Objectives • Increase the competitiveness of local businesses • Establish and implement a strategic action plan for economic development • Promote business development and job creation TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E IS OUR COMMUNITY READY FOR BR+E? Every community is different and will approach community economic development with a different combination of strengths and assets. As a guide for groups that are considering BR+E, we offer the following three “readiness criteria” as a starting point. Answer These Three Questions 1. Do we have a core group of four to six community members who understand and believe in the concepts of the Business Retention and Expansion program and who are willing to commit the time and energy needed to champion the community BR+E project? (see Appendix 1 — BR+E Volunteer Requirements) 2. Do we have an established volunteer base with the ability, willingness, and time to become active participants on the BR+E Task Force? (see Appendix 1 — BR+E Volunteer Requirements) 3. Do we have adequate financial resources to carry out a BR+E project? (see Appendix 2 — BR+E Financial Costs) 2 BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  • 9. YES to all three? Your community is ready for BR+E. You may also wish to use Appendix 3, the Community-readiness Checklist, to give more thoughtful consideration to the first two questions. NO to one or more? Your community probably needs a bit more preparation before taking on a project as demanding as BR+E. Appendix 3, Community-readiness Checklist, may help you to pinpoint more specific areas that need strengthening. NOT sure or need more information? If you are not already in contact with a BR+E Consultant, contact one now. See Appendix 4 for a list of trained and certified Consultants in your area. GETTING STARTED The BR+E Tool Kit The BR+E tool kit contains all the resources to guide you through a BR+E project. The kit includes a BR+E resource manual, a video, a CD-ROM and many other resources. BR+E Video TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E Watch the video first! This will give you the overall picture of the BR+E process and will make the other resources easier to use. BR+E Resource Manual The BR+E resource manual is the map to the BR+E process. Fifteen steps are outlined in detail along with appropriate resources to help your community plan and implement a successful BR+E project. BR+E CD-ROM The CD-ROM contains the survey and the Ontario-developed database program with a User Guide that is critical to the collection and analysis of the data that you will collect in your community. The CD-ROM also contains electronic versions of the resource manual and all the resources. Supporting Resources A BR+E project will not work without the leadership and support of a host of individuals in the community. Without the dedication and commitment of many volunteers, this community initiative will not be possible. The BR+E project relies on people—their hard work, their ability to work together, and their BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL 3
  • 10. ingenuity in addressing business concerns together. The booklet Working with People contains ideas, tools, and techniques to support the people involved in the local BR+E project. This focus on the “people aspect” of the project will help the Leadership Team, the Task Force, and the Volunteer Visitation Teams achieve their objectives. As the BR+E project in your community progresses, remember to stand back and reflect upon what you have accomplished. By documenting and assessing your work, you will be able to learn from your experience and to assess what worked and what didn’t in order to improve your BR+E activities in the future. The booklet BR+E Evaluation Guidelines for Communities will help your community develop tracking and reporting systems that document your progress with BR+E, plan a long-term results-assessment strategy, and communicate your results to the community. BR+E Consultants There are over 100 BR+E Consultants in Ontario who have been trained in the BR+E process and who have been certified by BRE International (see below). Experience has shown that a Consultant familiar with BR+E is a valuable asset to a community planning a BR+E project. The BR+E Consultant is there as a coach for you and your community. Refer to Appendix 4 for a list of Ontario Consultants. BR+E Ontario BR+E Ontario has evolved since 1998 from a public-private steering committee that was formed to guide and support a number of BR+E pilot projects. The TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E steering committee continues to play an important role in enhancing the delivery of BR+E projects, heightening the credibility of BR+E in Ontario, and educating partners, their staff, and clients. See the Ontario BR+E web site hosted by the Ontario Ministry of Agriculture, Food and Rural Affairs at http:// www.gov.on.ca/OMAFRA/english/rural/BRandE/resources.htm BRE International Business Retention and Expansion International (BREI) is a nonprofit, professional association of economic development professionals who are working for the advancement of business retention and expansion as an economic development strategy for communities. Visit the BREI web site at www.brei.org USING THE BR+E RESOURCE MANUAL The BR+E Resource Manual is designed as a guide for communities undertaking a BR+E project. Four stages and 15 steps are clearly outlined; however, these stages and steps will not produce the same product every time. Every community is different and has its own history, assets and mix of people, organizations, and values. What works well in one community could be much less successful in 4 BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  • 11. another community. Your community may also have specific local concerns, e.g., tourism issues or downtown revitalization, which could focus your BR+E program quite differently than in another community. The BR+E process has been developed over time and represents a successful tool for community economic development. BR+E has been tried and tested in many communities. Each of the steps is important, and communities should not change or eliminate any fundamental parts of the process—but, in keeping with community-development principles, BR+E is designed for flexibility. If one of the steps does not seem to fit well with what is happening in your community right now, or if the timing of some of the events would make more sense in a slightly different order, please make adjustments. It would be advisable to discuss significant changes to the process with a trained and certified BR+E Consultant. TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL 5
  • 12. BR+E PROCESS A BR+E project should involve the community, demonstrate a pro-business attitude, and set priorities for community-sponsored programs that meet the needs of local businesses. To best achieve these objectives, there are four stages to BR+E. This section is based on the copyrighted series of booklets entitled Implementing Local Business Retention and Expansion Visitation Programs (NERCRD Publication No. 72), authored by Scott Loveridge (West Virginia University) and George Morse (University of Minnesota) and published by the Northeast Center for Rural Development. The section cannot be reproduced outside Ontario without written permission from the Northeast Center for Rural Development. BR+E FOUR-STAGE PROCESS STAGE 1 STAGE 2 STAGE 3 STAGE 4 Project Planning and Immediate Data Analysis and Public Meetings and Business Visits Followup Recommendations Implementation Step 1 Step 7 Step 8 Step 11 Introducing BR+E to the Immediate Action on the Data Entry Initial Public Meeting to Community “Red-flag” Issues Present Findings and Recommendations TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E Step 2 Step 9 Step 12 Leadership Team and Task Force Analysis of Survey Committees to Implement Recruitment and Orientation Responses the Recommended Action Plans Step 3 Step 10 Step 13 Project Design Task Force Retreat Implementation of Action Plans Step 4 Step 14 Volunteer Visitor Recruitment Monitoring the Progress of and Training the Implementation Strategy Step 5 Step 15 Business Visits Followup Public Meetings Step 6 Review Completed Surveys for “Red-flag” Issues 6 BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  • 13. KEY PLAYERS A BR+E project involves five key players or groups that work together to make an effective community project: • Leadership Team • Task Force • Volunteer Visitation Teams • Resource Network • BR+E consultant These players, as groups or individuals, have specific roles to play in the BR+E process. All contribute to its success. The Leadership Team is the executive committee and has a central role in managing the local project on a day-to-day basis. The Leadership Team members are also members of the Task Force. The Task Force supports the Leadership Team by determining the objectives, design, and policies for the local process, assisting in responding to immediate business needs, and developing and implementing the strategic action plans. Task Force members and other volunteers pair up to create Visitation Teams that interview the businesses. The Resource Network comprises people from various agencies who support the project by providing information and assistance to address identified business needs. Some Resource Network members may sit on the Task Force; others may TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E be Volunteer Visitors, while others may provide advice only for specific needs. The BR+E Consultant may contract with the Leadership Team to provide information, guidance, and training through all phases of the project. Leadership Team The Leadership Team should The Leadership Team is the executive committee of the Task Force and provides comprise individuals who will ongoing project management. The Leadership Team should comprise individuals “champion” the project and who will “champion” the project and motivate others to take action so the project motivate others to take action. can succeed. The Team introduces and promotes the project in the community, contracts for the services of a BR+E Consultant, and co-ordinates volunteer activities, Task Force meetings, and immediate followup to the survey results. The Team should be a mix of people who are representative of the community. Because each community is unique, Leadership Teams will differ. However, there are a number of important tasks that are common to successful BR+E projects. The following is a list of volunteer positions on the Leadership Team: • Overall Co-ordinator — oversees entire BR+E project and serves as chair of Leadership Team. • Visitation Co-ordinator — organizes Volunteer Visitation Teams and arranges business visits. BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL 7
  • 14. • Red-flag and Resource Co-ordinator — organizes response to urgent businesses concerns and requests for information. • Media Co-ordinator — communicates the progress and results of the BR+E project to the public. • Survey and Data Analysis Co-ordinator — oversees data analysis and co- ordinates Task Force Retreat to review survey findings. The Task Force is a broad-based group of community leaders. It should include, where appropriate, representatives of local economic development committees, Community Development Corporations, Chambers of Commerce, local government, financial institutions, relevant federal and provincial representatives, area utilities, education officials, and other respected and influential community leaders. Depending on the diversity of organizations in the community, the Task Force should range in size from 15 to 30 members. Volunteer Visitation Teams consist of two people per team who visit two to four businesses. These teams may comprise Task Force members, educators, business people, retirees, accountants, bankers, youth, etc. All volunteers should be enthusiastic about the local BR+E project and must understand and respect the confidentiality of the information gathered. The Resource Network is a group of people from various agencies that may provide useful information or assistance to businesses. Prompt and effective followup is crucial to the success of BR+E. People in the Resource Network should be able to respond to issues, concerns, and opportunities identified in the business surveys. TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E The Resource Network must be in place before starting the business visitations. Its main purpose is to provide people who can provide quick action and assist by following up on “red-flag” issues. For example, a Resource Network member specializing in real estate may be able to help a business looking for a new location. In addition, people in the Resource Network may be interested and able to participate in BR+E by being members of the Task Force. The BR+E Consultant may The BR+E Consultant may work with the community through all stages of the work with the community project. BR+E Consultants may be found by contacting BR+E Ontario. through all stages of the Consultants will have completed BR+E training and understand the BR+E project. process. The Leadership Team will want to contract with the Consultant to identify how to best work together. The Consultant is a coach to the team implementing the project and may play a role in facilitating various tasks and events, depending on the needs of the community. A list of trained BREI-certified Consultants can be found in Appendix 4. The chart below outlines the main tasks, duties, and responsibilities of the key players at each stage in the BR+E process. 8 BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  • 15. Key Players’ Roles, Responsibilities and Duties Volunteer Leadership Team Task Force Visitation Teams Resource Network BR+E Consultant STAGE 1 Project Planning • Introduce and promote • Work as a team to support • Must participate in • Could consider being • Initially review BR+E concept with four and Business Visits BR+E project in the BR+E project development volunteer training members of the Task to six key community leaders community • Set overall scope, session before Force • Conduct a community-readiness • Contract with BR+E objectives, design, policies interviewing businesses assessment Consultant for project (e.g., Number of • Complete business visits • Assist Leadership Team to identify • Recruit Task Force businesses to visit, types of as jointly determined local sponsor members businesses to include, with Leadership Team • Assist in identification of Co-ordinator • Co-ordinate overall number of visitation teams, • Work with partner and within Leadership Team development of BR+E etc.) interview business people • Provide Leadership Team and Task project • Assist in securing written • Identify "red-flag" issues Force with orientation and training • Facilitate and manage endorsements from local and information requests organizations • Meet with Leadership Team to discuss BR+E work plan and • Submit completed organization and implementation of implementation of project • May take part in volunteer surveys and followup BR+E e.g., recruitment and training, on a day-to-day basis visitation training and forms to designated identification of business sector(s) to • Facilitate Volunteer business interviewing person be targeted for visits Visitor recruitment and • Advise on development of work plan training • Assist with formation of Resource • Ensure business visits Network completed • Take the lead in implementing an appropriate volunteer training session STAGE 2 Immediate • Ensure immediate • Participate in meetings to • Provide critical • Assist in facilitating appropriate Followup followup on "red-flag" handle immediate concerns information and/or responses to "red-flag" issues issues of local businesses ("red- services to address "red- • Send requests for flag" issues) flag" issues of information to businesses • Help in followup work businesses BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL 9 TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
  • 16. TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E 10 Volunteer Leadership Team Task Force Visitation Teams Resource Network BR+E Consultant STAGE 3 Data Analysis and • Oversee data entry and • Participate in Task Force • Provide information • Provide options for data analysis Recommendations preparation of preliminary Retreat and/or service to • Facilitate data interpretation and report • Review research results in businesses as required recommendations • Arrange for interpretation preliminary report and set • Assist Leadership Team in organizing of findings and priorities for long-term Task Force Retreat to review development of action plans preliminary report recommendations • May lead the • Facilitate Task Force Retreat • Organize and participate implementation of certain • Facilitate development and in Task Force Retreat action plans prioritization of action plans in • Ensure development of response to findings action plans • Summarize outcome of Task Force Retreat and prepare Final Report STAGE 4 Public Meetings • Host and present survey • Assist in planning initial • Participate in initial • Participate in initial • Assist in facilitating Public Meeting, if and findings and Public Meeting Public Meeting Public Meeting requested to by Leadership Team Implementation recommendations at • Participate in Public Meeting • Consider involvement in • Consider involvement in • Provide support in implementation of initial Public Meeting • Assist, as appropriate, in implementing action implementing action identified projects • Oversee establishment of implementation of plans plans plans • Assist Leadership Team to establish action plan committees • Attend quarterly progress • Provide information and implement method of identifying • Track progress of action reporting sessions for a year requested by businesses benchmarks and tracking results of plans and implementation after adopting priority carrying out action BR+E project strategy action plans plans • Provide options for documenting and • Assess results of the BR+E • Participate at future Public communicating project results to project against short-term Meetings community members and others and long-term objectives • Identify possible links with other BR+E of project (evaluation) communities to share information and • Ensure followup Public documentation Meeting held in one year Time • Overall Co-ordinator— • Total—20–30 hrs each • Total—10–12 hrs each • Varies depending on • Varies depending on needs Commitment 100+ hrs needs of community • 10–100 hrs • Other Co-ordinators—45 hrs each BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL People Required • Generally four to six; • 15–30 with a broad range of • Depends on number of • Depends on community • one enough to share experience; varies businesses to visit; can needs responsibilities and tasks depending on community include Task Force needs members To ensure the integrity of the BR+E project, all BR+E volunteers and Consultants who have access to confidential business information will be asked to: • Sign a confidentiality contract • Maintain confidentiality
  • 17. Leadership Team Roles, Responsibilities and Duties Red-flag and Visitation Resource Media Survey and Data Analysis Overall Co-ordinator Co-ordinator Co-ordinator Co-ordinator Co-ordinator STAGE 1 Project • Act as primary contact and • Identify and recruit Volunteer • Take lead role in • Establish contacts with the • Co-ordinate survey preparation Planning and possibly spokesperson for Visitors establishing a Resource media and data entry Business Visits BR+E • Identify and communicate with Network • Ensure media coverage to • Prepare local questions for survey • Dedicated to BR+E, with businesses to be visited • Prepare and gather fact introduce BR+E to the (if needed) in consultation with sufficient time to manage • Ensure appropriate number of sheets about local community the Task Force and implement activities business visits occur programs and resources • Prepare background • Co-ordinate the Leadership • Co-ordinate practice visits for for businesses information sheets to provide Team and act as chair Leadership Team members • Prepare and gather quick responses for basic • Organize recruitment of • Send introductory letters and BR+E information to promptly inquires about BR+E and local Task Force members surveys to businesses assist businesses with implementation • Co-ordinate the design/ "red-flag" issues • Prepare news releases for • See that volunteers are divided into planning of the project teams of two and assigned to visit • Accept or ensure someone media as activities are two to four businesses is assigned to accept progressing completed surveys from • Co-ordinate and host Volunteer Volunteer Visitors Visitor training • Ensure confidentiality contracts are signed by all volunteers and people working on the project for pay • Track progress of business visits and co-ordinate rescheduling as required • Mail thank-you letters to Volunteer Visitors STAGE 2 Immediate • Assist with "red-flag" • Assist with "red-flag" followup • Ensure immediate • Assist with "red-flag" • Assist with "red-flag" followup followup followup • Co-ordinate with Red-flag and followup on "red-flag" followup • Assist with information requests • Assist with information Resource Co-ordinator to mail issues • Assist with information followup requests followup thank-you letters to businesses • Organize "red-flag" review requests followup with appropriate followup by the Task Force information and resources • Assign a Task Force member to handle each immediate business concern • Co-ordinate with Visitation • Co-ordinator to mail BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL thank-you notes to businesses with appropriate followup 11 information and resources TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
  • 18. TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E 12 Red-flag and Visitation Resource Media Survey and Data Analysis Overall Co-ordinator Co-ordinator Co-ordinator Co-ordinator Co-ordinator STAGE 3 Data Analysis • Participate in Task Force • Participate in Task Force Retreat • Participate in Task Force • Ensure media coverage of • Recruit and train Data-entry and Recomm- Retreat Retreat progress in BR+E Volunteers endations • Supervise preparation of • Participate in Task Force • Ensure Data-entry Volunteers sign BR+E final report, working Retreat confidentiality contract closely with Survey and • Ensure timely, accurate data Data Analysis Co-ordinator entry • Supervise preparation of preliminary report (tabulated survey results) • Co-ordinate analysis of survey responses • If needed, identify consultant to help summarize results, identify themes, and suggest recommendations • Co-ordinate arrangements for Task Force Retreat • Participate in Task Force Retreat • Take lead role to ensure recommendations and action plans are developed • Work with Leadership Team to prepare Final Report for presentation at Public Meeting STAGE 4 Public Meetings • Host Public Meetings • Participate at initial Public Meeting • Participate at initial • Ensure media coverage of • Participate at initial Public and • Co-ordinate presentation of • Consider involvement in Public Meeting initial Public Meeting before, Meeting Implementation survey findings and implementing action plans • Consider involvement in during, and after event • Consider involvement in recommendations at initial • Participate in followup Public implementing action plans • Participate at initial Public implementing action plans Public Meeting Meetings • Participate in followup Meeting • Participate in followup Public • Track progress of action Public Meetings • Document and communicate Meetings plans and implementation ongoing project results to strategy the media and other target BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL • Assess results of BR+E groups (e.g., municipal against short- and long- representative, other term objectives of project communities etc.) (evaluation) • Consider involvement in • Ensure documentation of implementing action plans project results • Participate in followup Public • Followup after stage 4 Meetings (e.g., quarterly meetings) • Participate in followup Public Meetings
  • 19. Red-flag and Visitation Resource Media Survey and Data Analysis Overall Co-ordinator Co-ordinator Co-ordinator Co-ordinator Co-ordinator Time • 100+ hrs • 45 hrs • 45 hrs • 45 hrs • 45 hrs Commitment • More time if involved in • More time if involved in • More time if involved in • More time if involved in • More time if involved in implementation implementation implementation implementation implementation NOTE In Stage 1 all Leadership Team members: In Stages 1 to 4 all Leadership Team members: • Sign a confidentiality contract • Maintain Confidentiality • Help with recruitment of Task Force members and Volunteer • Participate in Task Force meetings Visitors • Help other team members as required • Complete practice business visits • Participate in Volunteer Visitor training and visit at least two businesses BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL 13 TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E
  • 20. BR+E FOUR-STAGE PROCESS This section is based on the copyrighted series of booklets entitled Implementing Local Business Retention and Expansion Visitation Programs (NERCRD Publication No. 72), authored by Scott Loveridge (West Virginia University) and George Morse (University of Minnesota) and published by the Northeast Center for Rural Development. The section cannot be reproduced outside Ontario without written permission from the Northeast Center for Rural Development. STAGE 1 — Project Planning and Business Visits Step 1 Introducing BR+E To the community BR+E Consultants have BR+E Consultants have received training in the theory and practice of BR+E. received training in the theory They are available to review the BR+E concept with communities, and provide and practice of BR+E. They are assistance to local BR+E projects. See Appendix 4 for a list of Ontario Consultants. available to review the BR+E A BR+E Consultant can meet with a group of four to six key community leaders concept with communities and and citizens who have an interest in or a responsibility for economic development in provide assistance to local the community. The result of this meeting will determine the next course of action. BR+E projects. Who Should Attend the Meeting? • Chair of economic development committee or organization • Mayor or local politician TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E • Local entrepreneur who is a champion for economic development • Director of Planning and Development • President or Executive Director of the Chamber of Commerce and/or local business association • Manager, Community Futures Development Corporation • Representatives from the agriculture, tourism, manufacturing, forestry sectors, etc. Purpose of the Meeting • To assess the “readiness” of the organization and the community to be involved in the BR+E project • Have a general discussion regarding the organizational capability of the community to be involved in economic development. • Consider local commitment along with economic and leadership capability. • Review factors that communities should consider before starting BR+E. The more criteria a community meets, the more likely that BR+E will be successful. 14 BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  • 21. • Some examples include: – A strong volunteer force capable of sustaining the effort (refer to Appendix 1) – Financial capacity to fund the project to completion (see Appendix 2 for details) – Funding sources and/or in-kind service providers such as local agencies or businesses to pay for various expenses (e.g., meeting space, photocopying, mailings, telephone calls, refreshments at training, etc.) incurred during BR+E project • Refer to Appendix 3 for a Community-readiness Checklist to begin a review of the community capacity to undertake a BR+E project. • To explain the details of the BR+E project • Project criteria • Goals and objectives of BR+E • Anticipated results • Roles of various participants (sponsoring organization(s), Leadership Team, Co-ordinators, Task Force, Volunteer Visitors) • Survey, which is the mechanism to gain information from local businesses • “Red-flag” response • Survey analysis • Task Force review of preliminary report and action plan development and implementation Step 2 Leadership Team and Task Force Recruitment and Orientation Once a group has determined there is commitment to the BR+E concept, and if TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E the assessments indicate that the community is ready to implement BR+E, it is appropriate to proceed. Begin by forming a Leadership Team and considering the type of involvement you would like from a trained BR+E Consultant. The Leadership Team • Identify key people who should be on the Leadership Team and consider potential candidates for the Task Force. Appendix 5 can be used to list these people. • The Leadership Team should comprise four to six individuals who will “champion” the project, motivate others, and take action. Use job descriptions to assist • Use job descriptions to assist with the Leadership Team recruitment process. with the Leadership Team Refer to Appendices 7a, 7b, 7c, 7d, and 7e for sample job descriptions. recruitment process. • The Leadership Team will facilitate and manage the work plan (see Appendix 6) and implementation of the project on a day-to-day basis. • The Leadership Team members will also be on the Task Force. BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL 15
  • 22. The Task Force • The Task Force should be a broad-based team of 15 to 30 business/ community leaders who support the BR+E project. • They give the Leadership Team direction, advice, and assistance throughout the BR+E project. • Use job descriptions to assist with the Task Force recruitment process. Refer to Appendix 7f for a sample job description. Stakeholder Meeting • Organize a larger stakeholder meeting for all potential Task Force members and other interested members of the community to explain BR+E, organizational needs, implementation steps, and anticipated results. • Recruit Leadership Team members • Continue to recruit for remaining Leadership Team positions. • Provide orientation and training. • Identify local objectives, goals, and indicators for success (with direction from Task Force). • Prepare the BR+E work plan. • Find local sponsor and secure endorsements from other community organizations. • Recruit the Task Force team members • Provide orientation and training. • Start making the community aware of the BR+E project. (Refer to media TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E releases in Appendix 8.) Step 3 Project Design Goals and Objectives To design your BR+E project, • Although there are standard objectives for BR+E, such as letting local consider local conditions and businesses know how much they are valued and promoting business identify what you would like to development and job creation, you can design your BR+E project based on achieve in your community in the particular conditions and interests in your community the short term and long term. • Setting goals and objectives for BR+E before starting will guide the Leadership Team and Task Force in designing the local process. Knowing where you want to go helps to determine which route to take. • Identify what you would like to achieve through BR+E in your community in the short term, medium term, and long term. (e.g., 6 to 12 months, 2 years, and 5 years, respectively). • Plan how you will track progress and assess the overall results of BR+E. In your BR+E work plan, allocate time and resources for frequent monitoring of project activities and periodic (e.g., annual) evaluation of project results. Refer to Appendix 32 for guidance. 16 BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL
  • 23. Confidentiality All BR+E workers must sign a • Everyone associated with the BR+E project must understand that the information confidentiality contract prior collected from the businesses is to be treated as confidential and is not to be to taking part in the BR+E disclosed to others except in the context of the work for which it was collected. project. • All BR+E workers must sign a confidentiality contract prior to taking part in the BR+E project. • Refer to Appendix 9 for an example of a confidentiality contract. Identifying Businesses Generally, the Task Force determines the number and type of businesses to be interviewed. The credibility of the survey data depends on how many businesses are interviewed as well as how the businesses were chosen. • Random sampling is important if the total business population size prohibits the inclusion of all businesses in the survey. Tax rolls or lists of business • Tax rolls or lists of business directories prepared by Chambers of Commerce or directories prepared by other groups provide good bases for sampling. Divide the number of businesses Chambers of Commerce or by the number to interview. The answer tells you to select every “nth” other groups provide good business e.g., for 500 businesses and 50 interviews, select every tenth business bases for sampling. on the list. • Refer to Appendix 10 for Guidelines for Sampling and Selecting Businesses. Numbers to visit • Fifty to 100 business visits will usually give enough data for analysis. TAKING CARE OF BUSINESS IN RURAL ONTARIO / BR+E • Thirty visits is the minimum; otherwise there may not be enough data to properly analyze. Types to visit • Basic sector businesses (manufacturers and other exporters) might be the first priority since they bring in “new dollars” to an area. • Basic sector businesses bring money into a local economy by selling goods or services outside the community or by selling to nonresident visitors. This sector is responsible for the injection of money into the local economy, while the nonbasic sector is responsible for recirculating money.1 • Other businesses can be selected by asking some of the following questions: • What types of businesses employ the most people? • What businesses make the community unique? • Have any business areas experienced problems or shown potential for growth? • Should the project focus on one or more business sectors? 1. Carvalho, E. and Scott, C. 1996. “Local Economic Impact Analysis,” Economic Development Bulletin. University of Waterloo, 6. BUSINESS RETENTION AND EXPANSION RESOURCE MANUAL 17