By Legacy Blog on Friday, 21 September 2012
Category: Legacy Story

Legacy Matters Welcome Program- Lesson 2

LEGACY MATTERS WELCOME PROGRAM CERTIFICATION LESSON -2

Overview

This series of lessons walks you through the entire  process from facility signup to delivery of the DVD to the family. It is absolutely critical to know these steps. Print out this section and make notes as you read through and keep this processs handy for when you start your own program.

Step 1:

Make an appointment with decision maker/facilitator at the senior living facility

The best person to contact is the Marketing Director or Facility Director because this is a program designed to enhance their marketing efforts.   Do not contact the Activity Director.  Although the Activity Director will be involved at a later point, he or she is not usually involved in marketing decisions.

There are two approaches to getting an appointment with the senior living facility:

1.  Contact the facility directly

2.  Collaborate with others and ask them to introduce you to facility director

Step 2

At the meeting with the facility contact person

(You will need to take a laptop or portable DVD player.  If you want to connect to the site, inquire in advance about Wi-Fi access or use a Hotspot on your cell phone)

 You will probably find a number of senior communities in your area  and, as in any business, competition to retain residents can be fierce. In addition to the amenities they offer, communities work hard to establish relationships with their residents and create a sense of "family" so that residents will want to stay.  These are some key points to include in your meeting with the facility director:

  1. Validate awareness of common problems associated with new residents—anxiety , loneliness, and isolation
  2. Validate awareness of competition and need for value added services to help convert prospects into residents
  3. Explain the Big 3 (LLP-I-ASK-LegacyStories) and emphasize that CLAs have been cleared with background checks. You may want to offer some personal disclosure about why you got involved with the Living Legacy Project.
  4. Give the director the LLP and LM handout flyers and briefly go over them.
  5. Introduce  Legacy Matters. “LM is a program designed to increase conversion rates and facilitate smoother transitions for new residents and for their families” Show the Legacy Matters video.
  6.  Explain steps of program:

6.  Review the benefits of the Legacy Matters Program:

  1. Emphasize there are no additional responsibilities for the administrator or  the staff.  "We do all the work!  All you have to do is show the brief video and flyers during the tour (at the end is best because it is the emotional anchor they will remember the facility by), and add one more form to your registration process."
  2.  Review Pricing for initial setup

Start with a 30 day trial. A facility is not going to commit to a long term contract until they experience the program at all levels: marketing, sales, new resident acclimation and family response. We first offer them the Legacy Matters 30-Day Trial Program which includes:

At the conclusion of the trial period, the facility enters into a contract with Legacy Stories to purchase seven 90-minute CLA visits for a price of $995 (prepaid). The visits are used to conduct Legacy Matters Programs for new residents but can also be used for birthday tributes, special celebrations or other events the facility deems appropriate.

Step 3:  Processing Payment

Send corporate billing information to This email address is being protected from spambots. You need JavaScript enabled to view it. to include:

We will send a PayPal invoice.

If paying by check send the same information as above and we will send an invoice and mailing instructions.

Facility's collateral kits will be shipped 7-10 days after receipt of payment

CLA indicates where kits are shipped, i.e. to the facility ot to the CLA

Step 4:  Set Up Corporate Profile

  1. Complete a profile form to set up the facility's own account with its logo and message.
  2. Register the facility by using the corpprate affiliate link.
  3. Ask for a .jpg file of their logo so corporate can include it on their sales kit DVD as part of the agreement. Email the .jpg logo to This email address is being protected from spambots. You need JavaScript enabled to view it..

Step 5:

Schedule a Training Session with Sales and Administration

Once the kits have been delivered you'll need to arrange for a 30 minute orientation program for the sales staff and administrator:

  1. Pass out the flyers to each attendee so they can read them while you explain the benefits to the family and the sales opportunity.
  2. Show the Demo DVD, either on DVD player and TV or your laptop
  3. Explain how they should insert the flyers into whatever collateral folder they give to prospects to take home with them. Emphasize this should be the last thing the family remembers when they leave the facility to make their decision.
  4. Explain the Resident Registration and instruction Forms that the admissions person has the family or resident fill out and sign as part of the registration process.
  5. Ask the administrator to contact you immedately after the resident moves in.

Step 6: Follow Up Weekly

Do not assume the facility will call. Since each interview has been prepaid you have a job waiting for you. No selling needed. Just an occassional reminder call, email or visit until they decide it is time. After the trail period the facility will have prepaid seven more visits. The only thing you need to do is stay in touch and remind them that they have these in reserve. The more often they call you the more often you are paid. It's that simple. It's up to you. The job is waiting and already sold.

  1. Call weekly to see if new residents have moved in. Pick up registration forms as needed.
  2. Establish the resident's profile. The registration form will have the resident's profile information and all you wll need to establish his or her profile in LegacyStories.org.
  3. Contact New Resident. 
  1. Reconfirm your appointment time with them on the day of or the day before you will visit. The less time between the call and the interview the better.

Related Documents to Download

Living Legacy Project

Legacy Matters Flyer

New Resident Registration Form

Pre-interview Instructions

QUIZ

1.  The best person to contact at a senior living facility is the activity director

_____True            _____False

2.  The purpose of the Legacy Matters program in senior living facilities is to:

a.  Increase conversion rates

b. Ease transitions for new residents and for their families

c.  Provide welcome activities

d.  All of the above

3. What are the 5 suggested photos for the Legacy Matters Talking Photos?

4.  The cost to the facility for the trail program is $_____

Welcome Program - Lesson 3>>>