ETC/Employer Toolkit

ETCPageBannerHere’s Your Wheel Options Toolkit for Success! employeeetctoolkit
October’s Wheel Options preparations are upon us! Craft Your Commute is the theme; encouraging commuters to share and save trips while they craft their commute! Wheel Options is a great opportunity to promote alternative transportation modes to your employees, customers and partners and an effective way to meet your commute trip reduction program goals.

bicycleCraft Your Commute!
Wheel Options is encouraging employees around the state to save and share rides during October 2017 and track them online. Participants who complete and log at least six days of bikeWheel Options commutes will be entered to win a host of great prizes, including a $1,500 rewards code grand prize, $500 rewards code second prize and dozens of retail gift cards! You may also set up incentives and rewards to be won in your own network.carpoolhail

coffeeHow do Employees Enter?
1. Employees will need to register in their local or regional site and start tracking Wheel Options trips! Your employees may already be registered seattleMetroif they participated in Wheel Options last.
2. Encourage employees to start logging their shared and saved commutes on the calendar tracker. Any commute trip that would typically be done as a solo driver counts. Alternatively, you may give employees the option to record trips on paper Wheel Options entry forms that you will manage and log for them—there is a copy of this form for your use and distribution in the toolkit.

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Toolkit Contents

This resources below provide a poster and many the pieces you’ll need to run a successful Wheel Options campaign. Feel free to contact your jurisdictional representative or Wheel Options at WheelOptions@wsro.net if you have questions or if you need anything.

The toolkit includes:

  • A tutorial on how to run a Wheel Options campaign.
  • Sample communication pieces. Customize these emails to fit your worksite; highlighted portions need customization.
  • Instructions and best practices for setting up and managing an employer network on www.WheelOptions.org (same management system as www.RideshareOnline.com).
  • Graphics – poster pdf, small graphics.
  • Paper calendaring form – Word and pdf.
ETC Best Practices (pdf files) Graphics
(pdf files)
Smart Rideshare Manual & Quick Instructions
Request-Admin-Rights

Organizational Set Up

Worksite Setup

Wheel Options Craft Your Commute 11X17 poster pdf

Wheel Options Craft Your Commute 8.5X10 poster pdf

Graphics 
 – 120×120
Letter Pages!
Paper Calendar
– Horizontal Page
Vertical Page
Standard
Widescreen


 

Table of Contents

Being a Smart Rideshare Administrator

Smart Rideshare Glossary

Before You Begin

Helping Members Use Your Network

 seattleMetro bike       bicycle coffee
 carpoolhail  bus  CraftText
Add Users to Network Populating Your Network

Helping Members Use Your Network

Communicate Communicating With Users
Complete User’s Calendar Entry Forms
(pdf file)
Reports
Prize Drawings Wheel Options Paper Calendar Form Prize Drawings
See Who Qualifies Incentive Programs
Brag!!! Zip Files Quick Instructions – Basic Training
Best Practices Library 
Download (9 pdf files)
Quick Instructions –  Incentive Program Training

Promote Wheel Options
Plan Your Campaign as Soon as Possible

  • Review this toolkit.
  • Set up or update your employer network on the Wheel Options administrative site. If you need assistance, please contact your jurisdiction representative.
  • Select the activities and messages you will use and tailor them to fit your company.
  • Encourage employees to “like” Wheel Options on Facebook, and follow Wheel Options on Twitter, as there will be additional prizes and information over these social networks.
  • Ask management for their support and a modest budget to help support your campaign. If your employer can’t provide prizes, just recognizing the efforts of those who participate or those who qualify for the Grand Prize can be gratifying for employees.

Notify Your Employees

  • Display Wheel Options posters on message boards, in break rooms and in other common areas.
  • Include some or all of the sample messages in company communications. Be sure to tailor all messages to fit your worksite(s).
  • Use suggestions found in the “Additional Ideas” section of this toolkit to generate extra interest in your campaign.

Have Your Employees Enter to Win

  • Online: Employees must sign up and log eligible commutes at www.WheelOptions.org. The online entry will be available beginning Oct. 1, 2016. The more often they log their trips, the more chances they have to win weekly prizes.
  • Paper: Employees must return paper entry forms to you by Nov. 2. You enter their trip data using the proxy entry tool on www.WheelOptions.org by Nov 7. We recommend collecting and entering the paper calendars every week, as you can only retroactively enter commutes going back 28 days.

Follow up with Employees

  • Thank employees for participating.
  • Communicate your internal results. Let everyone know how many people participated, who won your worksite prizes (if applicable) and how much pollution was prevented during the campaign.
  • Optional: Hold your own worksite prize drawing(s)

Feel free to contact your jurisdictional representative or Wheel Options at WheelOptions@wsro.net if you have questions or if you need anything.
Wheel Options

E-mail content

Use all or some of the email messages suggested below to maximize your company, transit agency or jurisdiction’s participation in Wheel Options. These templates include content to send out in your employee newsletter or network email list. Remember to customize the yellow highlighted text to fit your specific jurisdiction, transit agency, or employer – this includes adding links to resource your and other websites.

Pre Promotion – September 25, 2017
SUBJECT: October is Wheel Options! We Invite you to Craft Your Commute!

Wheel Options begins October 1st!
Leave the car at home during October and reap the benefits of sharing or saving rides to work. Complete and track at least six days of Wheel Options—that’s vanpooling, biking, walking, skateboarding, carpooling, taking transit, tele-commuting,  compressing your work schedule or a combination of all modes—and you will automatically be entered into a drawing for a chance to win some great prizes—including a $1,500 grand prize, $500 second prize and a host of $50 retail gift cards. Already with Wheel Options? Log-in. Paper entry forms are available at … (describe where your paper forms will be) <Add any workplace prizes you can offer> So join us in Crafting Your Commute starting Oct. 1st!

Questions? Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip. All employees are encouraged to participate!

Week of October 2nd
SUBJECT: Freedom to Craft Your Commute is Here!

Wheel Options Craft Your Commute promotion has officially begun! The summer is over, students are back in school and it’s the perfect time to try and track a new way to get to work. Complete and track at least six days of Wheel Options and you will be automatically entered in a drawing for the chance to win some great rewards—modes include carpool, vanpool, bus, train, light rail, streetcar, foot ferry, bicycling, walking, working from home or compressing your work week (e.g., four, 10-hour shifts in a week). Rewards include a $1,500 & $500 reward card – plus numerous retail gift cards. <Insert workplace challenges/prizes>

Want more out of your crafted commute? Post a photo of you and your Wheel Options to the Wheel Options Facebook page for your chance to win a $25 weekly gift code!

Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip. All employees are encouraged to participate!

Week of OCT 9
SUBJECT: Put the sharing economy to the test! Ridesharing is the best!

Immerse yourself in an open-sourced passenger seat and share the ride to work with a neighbor or coworker. Check out RideshareOnline.com to find potential matches – and while you’re in there, be sure to calendar your saved and shared trips so you can be on your way to qualifying to win some great Wheel Options rewards including a $1,500 reward card and many other prizes. <Insert workplace challenges/prizes>

Want the ultimate in peer-to-peer rideshare? Vanpooling may be just your style. Not sure what a vanpool is, how to start one or how to join one? Check out this informational vanpool video.

Want to share even more? Post a photo of your Wheel Options commute to the Wheel Options Facebook page for your chance to win a $25 weekly gift code. Sharing is caring, right?

Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip. All employees are encouraged to participate!

Week of October 16
SUBJECT: Craft Your Commute Carbon-Free Style!

Lace up your shoes, adjust your bike seat and get moving! Or take the less traveled route and telework – even a compressed work week counts when logging your Wheel Options modes!

Would like to bike or walk…but it is a bit far? Try combining Wheel Options modes such as biking and walking with transit. Most buses are already equipped with bike racks to get you where you need to go! Not sure on how to load a bicycle onto a bus? <Watch this video or visit this page http://metro.kingcounty.gov/tops/bike/#how-to-load for a quick tutorial on how it’s done! – or try one of the practical bike lockers to keep your bike and gear safer>

Bicycling’s not your thing? Why not try walking to a bus stop or getting close to your destination and walking the rest of the way? Remember to pack your rain gear, umbrella and a light!

Ask your supervisor, commute office or HR department if your workplace features teleworking, compressed work weeks or other carbon-free commuting as an option to commuting in.

We’re half-way into Wheel Options so remember to log at least six days of Wheel Options modes to be in the running for a chance to win great prizes. <Insert workplace challenges/prizes>

Want help finding the best route to walk or bike? Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address>. All employees are encouraged to participate!

Check us out on Facebook—Post a photo of your Wheel Options commute to the Wheel Options Facebook page for your chance to win a $25 weekly gift code. Sharing is caring, right?

Week of OCT 23
SUBJECT: One week left to Craft Your Commute—Try a New Mode Today!

Now is the time to try transit

Now is also the perfect time to post a photo of you using your favorite Wheel Options mode on the Wheel Options Facebook page and get the chance to win a weekly $25 gift code. <Insert workplace challenges/prizes>

The deadline for recording trips is Thursday, Nov. 9. 2017.

Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip and/or instructions on how to log your trips. All employees are encouraged to participate!

Week of October 30
SUBJECT: Wheel Options is ending—You still have time to track your commutes!

While Wheel Options is coming to an end we hope you have had an artful time crafting your commute. Please log all your Wheel Options trips by Aug. 9. If you track at least six (6) days of Wheel Options commutes—walk, run, bicycle, skip, vanpool, carpool, take transit, telework or compress your work week – or any combination of them—you will be automatically entered to win great prizes including a $1,500 reward card, $500 reward card and dozens of $50 retail rewards cards!

Reward winners will be identified via a random drawing from the list of qualified commuters. Those who qualify have taken and tracked at least six days of Wheel Options Commute modes.

Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip. All employees are encouraged to participate!

Week of November 13
Wheel Options Thanks You for Participating; <### metric here>

SUBJECT: Wheel Options thanks you for your efforts to keep Washington greener!

Thank you so much for saving, sharing, tracking and crafting your commute in October. Wheel Options appreciates you trying new trips and taking cars off the road.

More than ### of your fellow commuters participated in Wheel Options, preventing ###<Metrics here> and saving ### <Metrics here>

Wheel Options is brought to you by the Washington State Ridesharing Organization (WSRO) a statewide organization made up of transit, employer and jurisdictional volunteers who are  dedicated to encouraging non-drive-alone trips to help reduce pollution and help smooth out traffic congestion.

And just because Wheel Options is over, doesn’t mean the rewards are over…keep taking Wheel Options modes and you will save or share on commute trips you are rewarding yourself with saved gas, maintenance and insurance on your personal vehicle as well as helping build a community of transit users.

Contact me, your Employee Transportation Coordinator, at <phone number> or <e-mail address> for assistance in planning your trip. All employees are encouraged to participate!


Wheel Options — your trip, your way!