MODULE 4: BEST PRACTICES

Understanding Stewardship in Food Donation

Stewardship in food donation refers to the responsible and ethical management of relationships with food donors, aimed at maintaining trust, ensuring satisfaction, and fostering long-term partnerships. It involves the careful cultivation of donor relationships through effective communication, transparency, and accountability. Understanding the principles and practices of stewardship is essential for charity organizations engaged in food donation to maximize donor retention and support.

Effective stewardship in food donation begins with recognizing the importance of donors and their contributions. Donors play a crucial role in addressing food insecurity and reducing food waste by providing surplus food for redistribution. By acknowledging donors’ generosity and demonstrating appreciation for their support, charity organizations can strengthen relationships and encourage continued engagement.

Transparency is a fundamental aspect of stewardship, as donors expect honesty and openness in their interactions with charitable organizations. Providing clear and accurate information about how donated food is used, distributed, and impact communities builds trust and confidence in the organization. Transparency also involves disclosing any challenges or limitations faced by the organization and being proactive in addressing donor concerns.

Communication is key to effective stewardship in food donation. Charity organizations must maintain open lines of communication with donors, keeping them informed about the organization’s activities, achievements, and impact. Regular updates, newsletters, and reports help donors stay connected to the mission and feel valued for their contributions. Additionally, prompt and responsive communication to donor inquiries and feedback demonstrates attentiveness and respect for donors’ concerns.

Building Trust and Rapport with Donors

Building trust and rapport with food donors is essential for fostering strong and enduring relationships. Trust is the foundation of any successful partnership, and charity organizations must work diligently to earn and maintain donors’ trust. Trust is built through consistent actions that demonstrate integrity, reliability, and accountability.

Consistency in communication and behavior is crucial for building trust with donors. Charity organizations must deliver on their promises and commitments, ensuring that donated food is handled responsibly and distributed effectively. By consistently meeting expectations and delivering positive outcomes, charity organizations can build confidence and credibility with donors.

Transparency is another key component of building trust with donors. Charity organizations should be transparent about their operations, finances, and impact, providing donors with clear and accurate information about how their donations are utilized. Transparency builds trust by demonstrating honesty, openness, and accountability in all aspects of the organization’s activities.

Personal connections are essential for building rapport with donors. Charity organizations should take the time to get to know their donors, understand their motivations and preferences, and tailor their stewardship efforts accordingly. Building personal relationships with donors helps to create a sense of connection and loyalty, fostering long-term engagement and support.

Providing Value to Donors

Providing value to food donors goes beyond simply accepting their donations; it involves offering meaningful benefits and services that enhance the donor experience and demonstrate appreciation for their support. Charity organizations can provide value to donors in various ways, such as by offering logistical support, networking opportunities, and recognition for their contributions.

One way to provide value to donors is by offering logistical support to facilitate the donation process. Charity organizations can assist donors with logistics such as transportation, storage, and packaging, making it easier for them to donate surplus food. By alleviating logistical burdens, charity organizations can incentivize and encourage greater participation from donors.

Networking opportunities are another valuable benefit that charity organizations can offer to donors. By connecting donors with other like-minded individuals and organizations, charity organizations can help donors expand their networks, build relationships, and collaborate on common goals. Networking opportunities can include events, workshops, and online forums where donors can interact and share ideas.

Recognition is an important aspect of providing value to donors. Charity organizations should acknowledge and celebrate donors’ contributions, expressing gratitude for their generosity and recognizing their impact on the organization’s mission. Recognition can take various forms, such as public acknowledgments, awards, and personalized thank-you notes, tailored to donors’ preferences and preferences. Public recognition is an effective way to appreciate donors. Charity organizations can publicly acknowledge donors’ contributions through various channels, such as social media, newsletters, and annual reports. Highlighting donors’ support and showcasing the impact of their contributions helps to raise awareness and inspire others to get involved, while also providing donors with a sense of pride and recognition.

Engaging Donors in the Mission

Engaging donors in the mission of the organization is essential for fostering a sense of ownership, connection, and commitment. Donors want to feel connected to the causes they support and understand how their contributions are making a difference. Charity organizations can engage donors in the mission through various activities and initiatives that involve them in the organization’s work and impact.

One way to engage donors in the mission is by involving them in volunteer activities and events. Charity organizations can invite donors to participate in volunteer opportunities such as food distribution, community events, and fundraising campaigns. By volunteering alongside staff and other supporters, donors gain firsthand experience of the organization’s work and impact, deepening their connection and commitment to the mission.

Another way to engage donors in the mission is through storytelling and impact reporting. Charity organizations can share stories, testimonials, and success stories that illustrate the impact of their work and demonstrate the difference donors’ contributions are making. By showcasing real-life examples of how donations are helping individuals and communities, charity organizations can inspire donors and reinforce their connection to the mission.

Evaluating and Improving Stewardship Efforts

Evaluating and improving stewardship efforts is essential for ensuring that charity organizations effectively engage and retain food donors. By regularly assessing the effectiveness of stewardship initiatives and soliciting feedback from donors, charity organizations can identify areas for improvement and implement strategies to enhance donor satisfaction and retention.

One method for evaluating stewardship efforts is to measure donor satisfaction and retention rates. Charity organizations can survey donors to assess their level of satisfaction with stewardship practices and identify areas where improvements are needed. Tracking donor retention rates over time provides valuable insights into the effectiveness of stewardship efforts and helps to identify trends and patterns in donor behavior.

Another method for evaluating stewardship efforts is to solicit feedback from donors. Charity organizations can gather feedback through surveys, focus groups, and one-on-one conversations to understand donors’ experiences, preferences, and suggestions for improvement. By actively listening to donor feedback and incorporating it into stewardship practices, charity organizations can demonstrate responsiveness and commitment to donor satisfaction.

Using data and metrics to measure the impact of stewardship efforts is also important for evaluating effectiveness and identifying areas for improvement. Charity organizations can track key performance indicators such as donation frequency, donation size, and donor engagement levels to assess the impact of stewardship initiatives on donor behavior and retention. Analyzing data allows charity organizations to identify trends, patterns, and areas for improvement in stewardship practices.

Creating a Strategic Stewardship Plan

Creating a strategic stewardship plan is essential for charity organizations to effectively engage and retain food donors. A strategic stewardship plan outlines goals, objectives, strategies, and action steps for building and maintaining strong relationships with donors. By developing a comprehensive plan, charity organizations can ensure that stewardship efforts are aligned with organizational priorities and designed to achieve desired outcomes.

The first step in creating a strategic stewardship plan is to define goals and objectives. Charity organizations should clarify their objectives for stewardship, such as increasing donor retention rates, enhancing donor satisfaction, and maximizing donor contributions. By setting clear and measurable goals, charity organizations can focus their efforts and track progress over time.

The next step in creating a strategic stewardship plan is to identify strategies and tactics for achieving goals and objectives. Charity organizations can develop a range of strategies for engaging and retaining food donors, such as implementing donor recognition programs, providing value-added services, and involving donors in the organization’s mission. Strategies should be tailored to the unique needs and preferences of donors and aligned with the organization’s mission and values.

Once strategies have been identified, charity organizations should outline specific action steps and timelines for implementation. Action steps should detail the tasks, responsibilities, and deadlines associated with each strategy, ensuring that stewardship efforts are executed effectively and efficiently. Timelines should be realistic and achievable, allowing for flexibility and adaptation as needed.

Implementing and Sustaining Stewardship Practices

Implementing and sustaining stewardship practices requires careful planning, coordination, and ongoing effort. Charity organizations must be committed to fostering strong and enduring relationships with food donors through consistent and proactive stewardship efforts. By implementing best practices and strategies for stewardship and maintaining a focus on donor satisfaction and retention, charity organizations can ensure the long-term success of their food donation programs.

One key aspect of implementing stewardship practices is to ensure that all staff and volunteers are trained and equipped to engage effectively with food donors. Charity organizations should provide training and support to staff and volunteers involved in stewardship efforts, ensuring that they understand the importance of stewardship and are equipped with the knowledge, skills, and resources needed to engage donors successfully.

Another aspect of implementing stewardship practices is to establish clear processes and procedures for stewardship activities. Charity organizations should develop standardized processes for acknowledging donations, communicating with donors, and recognizing donor contributions, ensuring consistency and professionalism in all interactions with donors. By establishing clear guidelines and expectations, charity organizations can streamline stewardship activities and ensure that they are executed effectively.

Sustaining stewardship practices requires ongoing monitoring, evaluation, and adaptation. Charity organizations should regularly assess the effectiveness of stewardship efforts and solicit feedback from donors to identify areas for improvement. By tracking key performance indicators such as donor retention rates, satisfaction scores, and donation levels, charity organizations can measure the impact of stewardship initiatives and identify opportunities for enhancement.

In conclusion, stewardship is essential for building and maintaining strong relationships with food donors and ensuring the long-term success of food donation programs. By understanding the principles and practices of stewardship and implementing strategic stewardship plans, charity organizations can effectively engage and retain food donors, maximize their contributions, and make a positive impact on the communities they serve.

Tips and tricks

Food banks and other types of charity organizations play a crucial role in addressing food insecurity by collecting, storing, and distributing food to those in need. However, securing an adequate supply of donations is essential for their success. Here’s a detailed exploration of strategies that charities, NGOs and food banks can employ to enhance their food donation efforts:

Partnering with supermarkets

Food banks have traditionally utilized food bins in supermarkets, where customers can directly donate food items, as a fundraising method. However, this approach may not always be optimal as there can be a significant disparity between the items donated by shoppers and the actual needs of the food banks and their beneficiaries. Instead, it is advisable to establish direct partnerships with supermarkets. Some supermarkets view partnering with charities and food banks as a central component of their corporate and social responsibility efforts. See the example of Tesco in the Best Practices Chapter.

Farm to charities

Farm to charities initiatives represent a transformative approach to addressing both food waste and food insecurity by connecting farmers directly with food banks or other charity organizations involved in food donation. These programs aim to rescue surplus produce that may not meet commercial standards but is perfectly nutritious and edible, thereby preventing it from going to waste. By creating partnerships between local farms and charity organizations, these initiatives facilitate the efficient redistribution of fresh fruits, vegetables, and other agricultural products to individuals and families in need. Not only do farm to charity programs help to alleviate hunger by providing nutritious food options, but they also support local farmers by offering an alternative market for their surplus crops, thereby reducing financial losses and promoting sustainability within the agricultural sector.

The success of farm to food bank initiatives relies on strong collaboration between farmers, charity organizations, volunteers, and community organizations. Farmers play a crucial role by donating excess produce, while charity organizations ensure efficient collection, storage, and distribution to their network of recipients. Volunteer-driven gleaning programs further enhance the effectiveness of these initiatives by mobilizing community members to harvest crops that would otherwise go unharvested, maximizing the amount of fresh food rescued and redistributed to those in need. Through these collaborative efforts, farm to charity initiatives contribute to building resilient local food systems while addressing the root causes of food waste and food insecurity in communities.

Extra tip^[1]

^[1] https://www.edmontonsfoodbank.com/ways-give/give-food/plant-row-grow-row/

You do not have to collaborate only with big farms, but can partner with local people/gardeners who are eager to support a good case.The Plant, Grow, Share a Row program for example, invites local gardeners to grow an extra row of vegetables for donation to their food bank.Although these donations might be smaller in size, they add up, and it is also a wonderful way of engaging the community for a common purpose.

Save the “ugly” food campaigns

The campaign to save “ugly” food for donation is a movement aimed at reducing food waste while addressing food insecurity in communities. By challenging traditional beauty standards imposed on fruits and vegetables, this initiative encourages consumers, retailers, and farmers to recognize the value of imperfect produce that may otherwise go to waste. Through innovative marketing and educational efforts, the campaign raises awareness about the staggering amount of food discarded due to cosmetic imperfections, highlighting the environmental, social, and economic impacts of such wastage.

One of the primary objectives of such campaigns is to shift perceptions surrounding ugly produce by emphasizing its nutritional value and suitability for consumption. By showcasing recipes, cooking demonstrations, and success stories featuring “ugly” fruits and vegetables, such campaigns can demonstrate that appearance does not dictate taste or quality. Additionally, partnering with chefs, food bloggers, and culinary influencers amplifies the message that embracing imperfect produce not only reduces waste but also fosters creativity in the kitchen.

Such campaigns have other positive effects as well, such as: educating the public, consumers and also the retailers on why it is important to embrace ugly produce for sale and to buy it. On the other hand, these campaigns can increase the demand for the “ugly” food, and since their lower price, they can contribute to a healthier way of living for low-income families and children.

Drop the change campaigns

“Drop the change” as a strategy should not be overlooked or neglected. In the long run, pocket money does add up! It is advisable to choose a busy business, like a caffe or a bakery, where there are a lot of people, and where the likelihood of paying in cash is high. The busier the place is, the higher amount of money will be donated. Place the donation box next to the cash register and ensure that the donation boxes are regularly emptied. By placing two donation boxes next to each other and making people vote with their donation is another way of boosting the amount of money donated. For example: you can name one box: “pineapple on pizza” vs the other “fruit does not go on pizza”.

Best Practices

In the following subchapters, we are presenting real life best practices from Europe, showcasing the diverse approaches and successful outcomes of stewardship programs between businesses and charities in Europe, highlighting how collaborative efforts can effectively reduce food waste, alleviate hunger, and promote sustainable practices. Each best practice shows how to effectively apply the elements of the present module in practice (the principles described in this chapter and applied in the best practices are marked in bold).

The Real Junk Food Project

The Real Junk Food Project (TRJFP), UK: TRJFP is a grassroots organization that intercepts surplus food from restaurants, cafes, and other food businesses to create nutritious meals for communities. They work closely with restaurants and cafes to collect surplus food that would otherwise go to waste and use it to prepare meals for those in need. TRJFP emphasizes building strong relationships with their food donors, providing regular updates on the impact of their donations, and offering opportunities for restaurants to get involved in community events and initiatives. By fostering trust and collaboration with their food donors, TRJFP has been able to expand their network of partners and increase their impact in reducing food waste and food insecurity.

The Real Junk Food Project’s website: https://trjfp.com/

Restaurants Against Hunger

Restaurants Against Hunger is a campaign organized by Action Against Hunger Spain in collaboration with restaurants across the country. Participating restaurants commit to donating a portion of their sales during a designated period to support Action Against Hunger’s humanitarian programs. Through this partnership, restaurants demonstrate their commitment to social responsibility and engage their customers in supporting a worthy cause. Action Against Hunger provides support and resources to participating restaurants, including promotional materials, training, and networking opportunities. The campaign has been highly successful in raising awareness about food insecurity and mobilizing support from the restaurant industry to combat hunger.

Refettorio Felix

Refettorio Felix is a community kitchen and social project located in Milan, Italy, founded by renowned chef Massimo Bottura. The organization collaborates with local restaurants, catering companies, and food suppliers to rescue surplus food and transform it into gourmet meals for vulnerable individuals. Refettorio Felix emphasizes the importance of building strong relationships with their food donors, providing regular feedback and updates on the impact of their donations, and recognizing their contributions through public acknowledgment and appreciation events. By leveraging the culinary expertise and creativity of participating chefs, Refettorio Felix has been able to turn surplus food into delicious and nutritious meals that nourish both body and soul.

Refettorio Felix’s website: https://www.refettoriofelix.com/

Carrefour – Solidarity Fridge

Carrefour, a multinational retail corporation with a strong presence in Spain, has pioneered the concept of the Solidarity Fridge to combat food waste and promote food sharing within local communities. Solidarity Fridges are public refrigerators installed in accessible locations, such as supermarkets or community centers, where individuals and businesses can donate surplus food items for others to take freely. Carrefour supports and promotes the installation of Solidarity Fridges across Spain as part of its corporate social responsibility efforts, facilitating food redistribution while raising awareness about food waste issues.

Tesco

Tesco donates surplus food to charities and communities through a Community Food Connection scheme. This connects volunteers to Tesco stores with an app that shows what food is available.

Charity organisations, community groups and “Food Waste Heroes” (volunteers) can then collect the food to be distributed or turned into meals. Community Food Connection is delivered in partnership with FareShare and OLIO. OLIO is a mobile app for food-sharing that aims to reduce food waste. It does this by connecting people who have surplus food with people who need it. Tesco partners with OLIO for our Community Food Connection programme. On the other hand, FareShare is the UK’s national network of charitable food redistributors, made up of 18 independent organisations. By building a successful partnership that helps match surplus food with the causes and people that need it, Tesco redistributed 166 million meals since 2016 through its network of partners.

https://www.youtube.com/watch?v=oHQQ5965izQ

WRAP – Best practice on food date labelling and storage advice

In the document developed by WRAP, the authors provide comprehensive guidance on the application and use of food date labels in the United Kingdom, covering various stages of a food product’s life cycle, from initial design and development to sale or redistribution, since it became clear that intensive awareness raising is needed in this area. The aim is to ensure that food is accurately described, stored, and provided to consumers safely, thereby reducing food waste. The guide explains how adopting some simple practices, while adhering to strict food safety principles, can reduce food waste and help people make the most of their food.

The document also covers various aspects related to date labeling, including understanding different types of date labels, deciding appropriate dates for labeling, maximizing both closed (before opening) and open (after opening) shelf life, providing correct storage advice, and understanding responsibilities for food sold through normal channels and redistribution.

WRAP has estimated that changes to products and labelling could prevent around 350,000 tonnes of avoidable food waste, and the guide provides best practices in the topics such as date labels, setting product life, storage and freezing advice.

https://wrap.org.uk/sites/default/files/2020-07/WRAP-Food-labelling-guidance.pdf

Zero Food Waste Cyprus

Zero Food Waste Cyprus (ZFWCY) is a remarkable initiative that upholds the values of environmental conservation and social responsibility. This organization, which is run by volunteers, is committed to reducing food waste and fighting food insecurities in the community. By intercepting and redirecting food that would otherwise go to waste, ZFWCY provides support to those in need, while also addressing the issue of food wastage. A representative from the ReS-Food project team Cyprus visited ZFWCY in November 2023 for informal talks with the team leaders and to practically participate in the Saturday Aftermarket Activity.

Key Activities and Operations:

ZFWCY operates twice a week, on Wednesdays and Saturdays, when the team visits local farmers’ markets in Nicosia. During these visits, they collect unsold products from vendors, thus preventing food waste. The food is then transported to a central hub, where it is made available for free collection by individuals facing food insecurity. During our visit in November 2023, the organization’s operational efficiency was evident. An effective system has been developed to ensure a peaceful and organized distribution process. Beneficiaries are assigned numbers, and food is distributed sequentially, ensuring fairness and order. The food is displayed in boxes on a long communal table, allowing beneficiaries to select what they need.

Impact and Measurement:

The success of this initiative is based on its two objectives: environmental stewardship and community support. These objectives are evaluated through measurable metrics, such as the volume of food saved monthly and the types of food rescued. In 2021, ZFWCY reported saving an impressive range of 900kg to 3000kg of food per month.

Challenges and Community Engagement:

ZFWCY’s success is intertwined with community involvement. The initiative thrives on the support and active participation of community members, who are encouraged to volunteer their time and resources. Through this engagement, ZFWCY not only advances its mission but also cultivates a culture of environmental and social consciousness within the community.

Contact Information:

For further information or to participate, individuals and organizations can contact ZFWCY through the following email address: zerofoodwastecy@gmail.com

Lessons Learned:

The Zero Food Waste Cyprus initiative is an excellent example of effective community-based environmental action. Their accomplishments demonstrate the value of organized, volunteer-driven efforts in addressing social challenges like food waste and insecurity.

Key lessons learned from ZFWCY’s operations include:

The importance of structured systems in the distribution of donations to maintain order and fairness.
The power of measurable impact metrics, which not only measure the initiative’s success but also serve as a tool for engaging local authorities and vendors in the waste reduction dialogue.
The critical role of community engagement and volunteerism in sustaining such initiatives and fostering a collective sense of responsibility towards the environment and social welfare.
The necessity of transparency in operations, as demonstrated by ZFWCY’s open sharing of statistics, which enhances trust and accountability in the eyes of the public and partners.

Literature

https://www.nonprofits.freewill.com/resources/blog/donor-stewardship

https://www.nonprofits.freewill.com/resources/blog/donor-stewardship-best-practices

Refettorio Felix https://www.refettoriofelix.com/Last access: 26 March 2024

Tesco, Redistributing surplus food, https://www.tescoplc.com/sustainability/communities/food-redistribution

Target, measure, act. Food Waste Report 2024 https://www.tescoplc.com/media/sm2hn54l/tesco-food-waste-report-jan24-96.pdf

Last access:26 March 2024

https://www.uglyproduceisbeautiful.com/ Last access: 26 March 2024

Zero Food Waste Cyprus, https://zfwcy.org/ Last access: 26 March 2024

WRAP, Labeling Guidance, Best practice on food date labelling and storage advice, https://wrap.org.uk/sites/default/files/2020-07/WRAP-Food-labelling-guidance.pdf , last access: 26 March 2024

Presentation

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Module 4: Best Practices