Steps to Developing a New Relationship

Steps for Developing a NEW Relationship

1. Identify the Head Start/alternate setting you would like to partner with. To locate the agency funded to offer Head Start in your county, consult the  Map of Indiana Head Start and Early Head Start Programs (with contact info). If the agency covers multiple counties, consider partnering with the TPC Funded Partners in those counties to coordinate efforts and cover a larger geographical area.
2. Research that organization by reviewing its website and social media pages and asking coalition members about the organization.
3. Identify 1 or 2 individuals in the organization you will reach out to and find their contact information. Ideally, this would be the director or another member of the organization’s leadership.
4. Reach out to the organization to introduce yourself and Breathe, and request an initial meeting:

• • Be pleasantly persistent, without being overly aggressive.
  • Make 1-2 contact attempts a week using a variety of communication methods. (You can modify these sample documents for your initial communications.)
    • Send an introductory email – Sample-Initial-Contact-Letter or Email
    • Mail or drop off an introductory packet – (modify document above)
    • Follow up with a phone call – Sample-Introductory-Phone-Call and Voicemail Scripts
    • Drop by their office to introduce yourself
    • Share the Breathe Promo video and the Breathe Flyer master (contact Health Ed Pros if you would like the flyer personalized) to showcase what is included in the program and the Letter of Support 2023 (updated) and Indiana Head Start State Collaboration Office & Indiana Head Start Association Letter of Support 2023 (updated) to highlight the leadership’s backing.

5. Keep a detailed account of your contact attempts and any responses you receive.
   • If the person you are trying to reach is unresponsive after a minimum of 3 contact attempts, identify another individual in the organization and reach out.
   • If the person indicates they are not interested in a partnership, politely inquire why that is and determine if it is appropriate to contact a different person in the organization or if there is perhaps a better time to establish a relationship.
   • If you are making no progress initiating a relationship with the organization after multiple attempts spanning a month or more, identify an alternate organization and begin the process again.
6. Once you make contact, schedule an introductory meeting and encourage the organization to include other decision-makers in the meeting, as appropriate. In-person or virtual meetings are both great options!
7. Use the Sample Agenda for Initial Meeting with Potential Breathe Partner as a guide for the first meeting and complete the Key-Informant-Interview.
8. After the meeting, send a follow-up email to thank them for their time and outline the key points of your discussion and next steps. Follow through with any tasks you committed to or additional information that may have been requested.
9. Stay in regular communication (pleasantly persistent!) with your site contact to secure a signed Breathe-MOU, schedule their staff training, and collect their tobacco policy and health assessment forms. Keep a detailed account of your communications and next steps as the relationship progresses.
10. Share the monthly e-newsletter created by Health Ed Pros with the organization as a way to keep the issue of tobacco on their radar throughout the year.