1. Designate one point person
- The owner organisation should always have one internal coordinator who is the main person responsible for key WELL decisions. You can have a robust team that supports you, including consultants, but one internal point person is important to ensuring that team is organized and aligned.
- At minimum, this person should be responsible for:
- Identifying key stakeholders for the team
- Providing guidance on key WELL goals, strategy, and review timelines
- Updating members of the WELL team, as well as important organisational decisionmakers/leadership on progress
- Helping to make decisions on other issues, such as how to communicate about WELL internally and externally, integration into ESG/annual reporting, etc.
For WELL at scale organisations
- If you plan to use a consultant, having one working across all of your WELL locations is typically most efficient - so they can identify synergies and efficiencies across the portfolio. Your coaching contact can help advise on potential WELL consultants and best practices in hiring consultants. Check out this article on tips to hiring a WELL at scale consultant.
- If you have a consultant(s) already, make sure they’re aware of some of the basics about reviews for the WELL at scale program.
2. Identify your stakeholders and their roles
- Being successful with WELL involves collaborating with many stakeholders.
- Identify who should be involved from your organisation, and consider starting with one-on-one conversations to explain what WELL is and learn more about how it can support those stakeholders’ goals.
- Identify any consultants/support teams that should be aware of your WELL work - such as facilities management, food vendors, design teams, etc. and consider inviting them to a kick-off session or training.
- Send an email to introduce WELL and the main point of contact to key stakeholders across your organisation.
- Invite stakeholders to access your WELL platform.
- Learn more about building a great WELL team.
3. Train up your team
- Organise trainings to orient your team on what to expect with WELL.
- Agenda items could include:
- Our organisation’s WELL goals, strategy, and timeline
- Basics of how WELL works
- Stakeholder roles and responsibilities
- How to execute - for example, how to understand WELL feature requirements, how to propose Alternative Adherence Paths, how to upload documentation
- IWBI’s Support Center, Resource library, and education session library are great sources for training content.
- Remember to record and distribute trainings! Save them in an accessible place for people to access in the future, especially new team members.
- Also, make sure your team knows about opportunities to attend in-person WELL events - check out where events are happening, and encourage team members in those regions to attend!
For WELL at scale organisations
Your WELL coaching contact can help support you with trainings and relevant materials.
4. Set and share your WELL strategy
- You should have goals and a strategy for your WELL engagement, which should be informed by broader organisational goals, challenges, and opportunities.
- Consider hosting a stakeholder working session or charette to inform your WELL goals and strategy. You can achieve feature C02 if you follow and document its guidance as a part of this session.
- Share your WELL goals and strategy with your stakeholders team, so they are clear on why WELL is being pursued, organisational goals, achievement targets, and timelines.
- Review and update your goals on an annual basis.
For WELL at scale organisations
- Your WELL coaching contact can help support your goal and strategy setting, making recommendations based on your WELL at scale Goals module and other info you’ve shared.
- This WELL at scale action item checklist provides steps to consider at each point in the process, along with key resources.
5. Communicate your review submission timelines
- Decide on your target dates for review submissions, and send those to your full stakeholder team. Communicate any changes/updates.
- Consider setting other deadlines for your teams to ensure review timelines are met, such as:
- Finalizing the list of any achievements/features being targeted in the review submission
- Uploading documentation well in advance of the submission date so there can be some QC by your point person or consultant to ensure it was done correctly
For WELL at scale organisations
- WELL at scale organisations have up two review cycles per subscription year included, with two rounds each. Any combination or scope of documentation can be submitted in these review cycles.
- Each year, decide on and communicate your targeted review timelines to your team.
6. Have a go-to place for stakeholders to access WELL info
- Use your organisation’s intranet or share site to house go-to WELL information for your team, such as:
- Contact info of the main WELL POC
- Organisational WELL goals and strategy
- Review submission target timelines for the year
- Training recordings
- SOPs to follow
7. Encourage members of your team to become WELL APs
- The WELL AP is a professional accreditation denoting expertise in the WELL Standard and process.
- Encourage team members to consider becoming WELL APs.
For WELL at scale organisations
- WELL at scale organisations have 1-2 complimentary WELL AP registrations per subscription year; IWBI also provides a 15% discount beyond this number - ask your WELL coaching contact for more details.
8. Host regular team calls/meetings
- Have a regular call cadence to provide and get updates from the broader team.
- Call timing can vary with stakeholders, such as:
- Call several months before a review submission with everyone involved, to recap goals/targets for the review, deadlines, and the process
- Call after a review submission with everyone involved to review high-level results and plans for the next review submission
- Call with communications/PR/reporting teams to discuss how to communicate about WELL work and achievements
- Annual or more frequent call with leadership to review WELL work and achievements, and to review goals and strategy for the next year
For WELL at scale organisations
Set up monthly calls with your coaching contact and the core working team for support.
9. Communicate updates after each review submission
- Celebrate your progress in each review! Send an email overview about what was accomplished in each review cycle to your broader team, including:
- Any location achievements, and/or progress towards these (i.e, 10-12 features were approved for each of our locations targeting the WELL Health-Safety Rating, bringing us closer to the 15 features needed for achievement)
- For WELL at scale organisations, WELL concept averages (and improvements made) and improvements in your WELL Score, if applicable
- You can leverage review resources for this update, available under the Reviews tab of your WELL platform.
- Consider external communication and on-site celebrations, leveraging WELL marketing materials and contacting IWBI for support (via your Support tab or WELL coaching contact).
10. Tap into your WELL coaching support!
- Your WELL platform has a Support tab, which should be used for technical questions (such as about feature compliance, process, etc.) Make sure your team is aware of this support resource!
For WELL at scale organisations
- Consider having a regular monthly call with your WELL coaching contact, and sharing relevant notes/takeaways with your broader list of stakeholders.
- Some organisations also alternate monthly smaller strategy/working calls with broader, ‘office hours’ type calls to cover questions from wider stakeholders.
- Typical calls that WELL coaching contacts can lead include:
- Welcome/Kickoff planning
- Onboarding your team
- Review planning and discussion
- Promoting your WELL accomplishments
- Annual WELL goals and strategy planning
- Planning for performance testing, if applicable
- Leveraging WELL for annual/ESG reporting