March 15, 2006
By Dave Burgess
Great Lakes Scrip Center
While most scrip programs are healthy, GLSC staffers sometimes see programs that are challenged despite the best efforts of a hard-working volunteer. Why do some programs struggle when others flourish? It's usually because they're making one of several common mistakes that many scrip program supervisors make:
The fastest way to smother a scrip program – especially a brand new scrip program – is to do it all yourself. It’s human nature to be independent and self sufficient, but the most successful scrip programs are run by teams of people.
There are many regular tasks to running a scrip program: copying flyers and order forms, collecting orders and payments, packing family orders, distributing those orders and keeping the books are just a few examples. If you have a small team of two or three people sharing the work, the continuing tasks of running a scrip program are easier. And your scrip program will be healthier, because it won’t be dependent on just one person.
Tragically, we’ve seen too many scrip programs fail because the "one-man-band" scrip supervisor got burnt out after a couple of years of doing it all. And because the scrip supervisor didn't share responsibility and success with others, no one else felt ownership. The programs withered and died.
Which brings us to the next tip:
Have you ever considered who would run your scrip program if you didn't?
It’s surprising how many scrip coordinators have never considered this important question. And if you haven’t, you might be doing your school a huge disservice.
Most of us move on from our scrip coordinator jobs voluntarily. Our kids grow up and leave the school, or a career change necessitates a move to another area.
Whatever the reason, it’s important to have competent scrip program volunteers in place who can step into the job and keep the scrip program running when or if you can’t. Make sure your scrip program doesn’t end when you leave the job.
Your families will base their perceptions of your scrip program on the little things you do and say in your normal conversations.
There are lots of misconceptions about scrip, and when you hear one, it’s your chance to set the record straight. For instance, when a school family complains that “it’s a hassle to wait for my scrip”, counter that with an upbeat thought:
“Well, I guess it does take a little planning, but it’s really not that big a deal. And once you get used to ordering regularly, it’s easy”.
It’s also common for families to request retailers that have chosen not to participate in scrip. How many times have families asked you when you were getting Target? When I hear a family wish for Target, I like to use that moment to emphasize the loyalty and support of our existing retailers. For instance:
“I know you would like that store to be on our scrip program, but they don’t want to participate. Rather than wishing for something that won’t happen, let’s support the retailers who do want to support our school. They’ve been helping to fund our school for years… let’s help them with our loyalty.”
Often we see scrip program coordinators commit to very aggressive order turnaround schedules in an effort to make things convenient for your families.
It’s important to make things easy for program participants, but allow some breathing room to make things easier on your volunteers and yourself.
GLSC’s normal order turnaround schedule will get you your order within two business days if you place it early in the day (link to order turnaround schedule here). If you place your order on Monday morning and tell your families it will be available for pickup Wednesday afternoon, you’re not allowing enough time.
When you think about it, there are plenty of natural events that can upset that carefully set plan. Bad weather in the Midwest can delay your package delivery. A sick child home from school can cause you to rearrange your schedule. Whatever the reason, your families won’t be very patient if they think their orders are “late”.
Also, tight schedules mean you have to handle your orders and your scrip in a much more hurried fashion – and with a scrip program, hurrying and haste can mean costly mistakes and waste.
So do yourself and your families a favor, and add an extra day or two to your turnaround schedule.
It’s not unusual for a scrip program to be fairly autonomous from the school administration. That can be good and bad.
As the scrip program coordinator, you’re probably handling more cash than anyone else in your non-profit organization. To protect yourself and your scrip program, don’t operate in secret. Develop an open and frank relationship with your school administration. Report regularly to your school board – even if they haven’t you asked you to do so.
A good report to the school board will be brief, and it will include a financial statement showing the gross sales and proceeds of your scrip program. Include highlights like the number of orders processed, the percentages of families ordering, and the most popular retailers. Chances are, you’re doing a great job of running your scrip program, so why not let your school board know that? And don’t just give them the good news… if you’re scrip program is struggling with an issue or problem, tell them in an upbeat way what you’re doing to solve the problem.
You’ll be showing the school board that your scrip program is being run in a professional way, and you’ll earn their confidence and respect.
Dave Burgess is Vice President with Great Lakes Scrip Center, where he is responsible for marketing, new non-profit recruitment, and information technology. According to Dave, he has the best job in the world: “Every day, I get to work with people who are passionate about the important things in life – their church, their child’s school, their booster group,” says Burgess. “I really feel like we are helping people accomplish important things with scrip. It’s very gratifying.”