S4 M1 Effective Mtgs


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  • Instructor Note: Review the notes and Participant Guide prior to conducting this module. Timing: This module should take approximately 90 minutes to conduct. Materials: Printed copy of the Instructor Guide Computer with projector (if available) Flip chart, stand and markers Printed copies for participants plus one for the instructor of: “ How to Conduct Effective Meetings” Participant Guide “ Established Leadership Representative 90-Day Business Plan” form “ Established Leadership Representative 90-Day Business Plan” Quick Reference Guide SAY: Welcome to Session 4, your final Leadership Development Session! By now you’ve seen that meetings are an integral part of running a business. Meetings are a great way to communicate with groups of people, or to work with one person individually. The goal of this module is to teach you how to plan for and conduct effective meetings.
  • S4 M1 Effective Mtgs

    1. 1. Module 1: How to Conduct Effective Meetings
    2. 2. Agenda <ul><li>What is an Avon Meeting? </li></ul><ul><li>The 5 Avon Meetings </li></ul><ul><li>How to Prepare </li></ul><ul><li>How to Encourage Participation </li></ul><ul><li>Facilitating vs. Presenting </li></ul><ul><li>How to Manage Group Process </li></ul><ul><li>Goals and Agreements </li></ul>
    3. 3. Introductions <ul><li>Tell us: </li></ul><ul><li>Your name </li></ul><ul><li>Length of association with Avon </li></ul><ul><li>The number of recruits in your Downline </li></ul><ul><li>A skill or tool that you learned in Session 3 that you have used and how you used it </li></ul>
    4. 4. What is an Avon Meeting? <ul><li>A meeting is any planned contact between you and another person </li></ul><ul><li>A meeting may consist of: </li></ul><ul><ul><li>You and another Representative </li></ul></ul><ul><ul><li>A small group of 2 or 3 Representatives </li></ul></ul><ul><ul><li>A large group of 25-50 Representatives </li></ul></ul>
    5. 5. The 5 Avon Meetings <ul><li>Leadership 90 Day Business Review </li></ul><ul><li>Leadership Staff Meeting </li></ul><ul><li>Training Meeting </li></ul><ul><li>Opportunity Meeting </li></ul><ul><li>Leadership Development Session </li></ul>
    6. 6. The 5 Avon Meetings 1. Leadership 90-Day Business Review <ul><li>Who: Conduct the Review with </li></ul><ul><ul><li>Each Leadership Representative in your first generation </li></ul></ul><ul><ul><li>Unit Leaders and above in subsequent generations </li></ul></ul><ul><li>What: Help Leadership Representatives plan to achieve </li></ul><ul><ul><li>Business goals </li></ul></ul><ul><ul><li>Title Advancement </li></ul></ul><ul><li>When: Once every 90 days </li></ul>
    7. 7. The 5 Avon Meetings: 1. Leadership 90-Day Business Review (cont’d) <ul><li>Develop Network Marketing Business Partners using the 90-Day Business Plan Quick Reference Guide and Form with your Downline </li></ul>
    8. 8. The 5 Avon Meetings: 1. Leadership 90-Day Business Review (cont’d) Leadership Performance Report
    9. 9. The 5 Avon Meetings: 2. Leadership Staff Meeting <ul><li>Who: All Leadership Representatives in your Downline </li></ul><ul><li>What: Personal plans and goals as well as Avon business information and plans for the next Campaign </li></ul><ul><li>When: Once a month on the odd Campaigns </li></ul>
    10. 10. The 5 Avon Meetings: 2. Leadership Staff Meeting (cont’d) <ul><li>Agenda </li></ul><ul><li>Welcome </li></ul><ul><ul><li>Attendees introduce themselves </li></ul></ul><ul><ul><li>Review meeting agenda </li></ul></ul><ul><li>Recognition of recent accomplishments </li></ul><ul><li>Discuss an article on Network Marketing </li></ul><ul><li>Inform on business topics, such as: </li></ul><ul><ul><li>Upcoming calendar events like a Leadership Rally </li></ul></ul><ul><ul><li>Incentives </li></ul></ul><ul><ul><li>Marketing – product previews </li></ul></ul><ul><ul><li>90 day business plan reviews </li></ul></ul><ul><li>Provide skills training, such as: </li></ul><ul><ul><li>A module from a Leadership Development Session </li></ul></ul><ul><ul><li>Review important Leadership reports and how to use them </li></ul></ul><ul><li>Close and call to action </li></ul><ul><li>Commitment </li></ul><ul><li>Timing: 1.5 - 2 hours (allow for more time when including a training module) </li></ul>
    11. 11. The 5 Avon Meetings: 3. Training Meeting <ul><li>Who: Any and all Downline Representatives </li></ul><ul><li>What: Training on topics not covered in the Leadership Development Sessions </li></ul><ul><ul><li>Examples: </li></ul></ul><ul><ul><ul><li>New appointment or recruitment tools </li></ul></ul></ul><ul><ul><ul><li>A new product or product line </li></ul></ul></ul><ul><ul><ul><li>Advanced techniques for prospecting </li></ul></ul></ul><ul><ul><ul><li>Selling ideas </li></ul></ul></ul><ul><li>When: On an as-needed basis </li></ul>
    12. 12. The 5 Avon Meetings: 3. Training Meeting <ul><li>Agenda </li></ul><ul><li>Opening </li></ul><ul><li>Demonstrate/Explain Practice </li></ul><ul><li>Goals and Action Plans </li></ul><ul><li>Review New Products </li></ul><ul><li>Close </li></ul>
    13. 13. The 5 Avon Meetings: 4. Opportunity Meeting <ul><li>Who: All Downline Representatives and any of their prospects or customers, as well as established Representatives </li></ul><ul><ul><li>Opportunity meetings may be held in large group, small groups and 1-on-1 </li></ul></ul><ul><li>What: Introduce Avon and the earning opportunities using the “ Women in the Spotlight Rich and Famous ” DVD </li></ul><ul><li>When: Minimum of once per Campaign </li></ul>
    14. 14. The 5 Avon Meetings: 4. Opportunity Meeting (cont’d) <ul><li>Agenda </li></ul><ul><li>Opening </li></ul><ul><li>Welcome and Introduction of any special speakers </li></ul><ul><li>Show &quot;The Spotlight&quot; from &quot; Women in the Spotlight Rich and Famous ” DVD - V3 (about 8 minutes) </li></ul><ul><li>Have a local Leadership Representative give a testimonial about: </li></ul><ul><ul><li>Why she came to Avon </li></ul></ul><ul><ul><li>Why she joined Leadership </li></ul></ul><ul><ul><li>What it has done for her life </li></ul></ul><ul><li>Show one testimonial from Rich and Famous DVD </li></ul><ul><li>Close by asking participants to speak to the person who invited them or brought them </li></ul><ul><li>Timing – 1 hour </li></ul>
    15. 15. The 5 Avon Meetings: 5. Leadership Development Sessions
    16. 16. The 5 Avon Meetings: 5. Leadership Development Sessions (cont’d) <ul><li>Agenda </li></ul><ul><li>Session 1 – Becoming a Successful Representative </li></ul><ul><ul><li>4 Modules </li></ul></ul><ul><li>Session 2 – Building Your Team and Downline </li></ul><ul><ul><li>3 Modules </li></ul></ul><ul><li>Session 3 – Coaching for Success </li></ul><ul><ul><li>3 Modules </li></ul></ul><ul><li>Session 4 – Winning with Your Team </li></ul><ul><ul><li>2 Modules </li></ul></ul>
    17. 17. Questions? <ul><li>What questions do you have about the 5 types of meetings that you will conduct? </li></ul>
    18. 18. Preparing for a Meeting <ul><li>Develop an agenda </li></ul><ul><li>Identify a time and place </li></ul><ul><li>Identify attendees </li></ul><ul><li>Invite attendees and confirm </li></ul><ul><li>Identify materials and/or equipment </li></ul><ul><li>Prepare for recognition </li></ul><ul><li>Prepare an evaluation </li></ul><ul><li>Determine a budget </li></ul>
    19. 19. Preparing for a Meeting: Create an Agenda <ul><li>A good agenda should include: </li></ul><ul><li>The items to be discussed </li></ul><ul><li>The order you want to discuss them </li></ul><ul><li>The approximate timing for each item (only on your copy) </li></ul><ul><li>The start and expected end times </li></ul>
    20. 20. Preparing for a Meeting: Identify Time and Place <ul><li>Time: </li></ul><ul><ul><li>Avoid late afternoons before a holiday or weekend </li></ul></ul><ul><ul><li>Avoid early mornings following a day off </li></ul></ul><ul><ul><li>Consider lunchtime or breakfast meetings </li></ul></ul><ul><li>Place: </li></ul><ul><ul><li>Home of a Representative </li></ul></ul><ul><ul><li>Community center </li></ul></ul><ul><ul><li>Training center </li></ul></ul><ul><ul><li>Private room in a restaurant </li></ul></ul><ul><ul><li>Hotel meeting room </li></ul></ul>
    21. 21. Preparing for a Meeting: Identify, Invite and Confirm Attendees <ul><li>Consider the purpose of the meeting: </li></ul><ul><ul><li>Topics on the agenda </li></ul></ul><ul><ul><li>Criteria for attendance </li></ul></ul><ul><li>Consider availability: </li></ul><ul><ul><li>Check your own availability </li></ul></ul><ul><ul><li>Check with the attendees to determine their availability before scheduling the meeting </li></ul></ul><ul><li>Once you have decided whom to invite: </li></ul><ul><ul><li>Telephone or send invitations by mail, email or ecard </li></ul></ul><ul><ul><li>Call each person 24-to-48 hours prior to the meeting to confirm that they are still planning to attend </li></ul></ul>
    22. 22. Preparing for a Meeting: Identify Materials/Equipment <ul><li>Brochures </li></ul><ul><li>Copies of DLM reports </li></ul><ul><li>Product displays </li></ul><ul><li>Copies of the agenda </li></ul><ul><li>Flipchart with markers </li></ul><ul><li>Audiovisual media and presentation equipment </li></ul><ul><li>Invitations </li></ul><ul><li>Tent cards </li></ul><ul><li>Refreshments, plates, cups, utensils </li></ul><ul><li>Walk-in music </li></ul><ul><li>Recognition gifts </li></ul>
    23. 23. Preparing for a Meeting: Recognition <ul><li>Identify whom you will recognize </li></ul><ul><li>List specific accomplishments </li></ul><ul><li>Prepare a brief recognition statement </li></ul><ul><li>Use the Representative’s name, and pronounce it correctly </li></ul>
    24. 24. How to Give Recognition <ul><li>Acknowledge the Representative by name </li></ul><ul><li>Describe the Representative’s accomplishments </li></ul><ul><li>Thank the Representative for a job well done </li></ul><ul><li>In group meetings, ask the Representative to give a testimonial </li></ul>
    25. 25. Encouraging Participation <ul><li>Set the scene </li></ul><ul><ul><li>Location of refreshments and restroom </li></ul></ul><ul><ul><li>Expected duration of meeting </li></ul></ul><ul><li>Listen to other people’s ideas </li></ul><ul><li>Ask others to prepare/present </li></ul><ul><li>Use open-ended and closed-ended questions </li></ul><ul><li>Respond positively to contributions </li></ul><ul><li>Be open to different points of view </li></ul><ul><li>Use active listening </li></ul>
    26. 26. Encouraging Participation Open-ended and Closed-ended Questions <ul><li>Open-ended questions: </li></ul><ul><ul><li>Ask for general information </li></ul></ul><ul><ul><li>Often begin with words like how, what, why , or tell me </li></ul></ul><ul><li>Closed-ended questions: </li></ul><ul><ul><li>Ask for specific information and allow you to focus on specific details </li></ul></ul><ul><ul><li>Often begin with the words when, where, is , and how many </li></ul></ul>
    27. 27. Encouraging Participation Active Listening <ul><li>Encouragement </li></ul><ul><ul><li>Verbal and non-verbal support that lets the speaker know you are listening and interested </li></ul></ul><ul><li>Reflecting </li></ul><ul><ul><li>Restating in your own words what a speaker has just said </li></ul></ul>
    28. 28. Encouraging Participation Benefits of Participation <ul><li>Helps the meeting to be successful </li></ul><ul><li>Helps attendees: </li></ul><ul><ul><li>Build communication skills </li></ul></ul><ul><ul><li>Feel more comfortable expressing their ideas </li></ul></ul><ul><ul><li>Gain confidence by understanding that their contributions are valuable </li></ul></ul>
    29. 29. Facilitating vs. Presenting <ul><li>Facilitating </li></ul><ul><li>Facilitator does little talking </li></ul><ul><li>Group is involved </li></ul><ul><li>Facilitator keeps process moving </li></ul><ul><li>Presenting </li></ul><ul><li>Presenter does most of the talking </li></ul><ul><li>Mostly one-way communication </li></ul><ul><li>Presenter must communicate content </li></ul>
    30. 30. Facilitating vs. Presenting (cont’d) <ul><li>When to Facilitate </li></ul><ul><li>Uncover or solve problems </li></ul><ul><li>Decide, create, or plan </li></ul><ul><li>Obtain group commitment </li></ul><ul><li>Elicit input </li></ul><ul><li>When to Present </li></ul><ul><li>Tell, sell, advocate, or explain </li></ul><ul><li>Provide information or make announcement </li></ul><ul><li>Relate information that cannot be provided in writing </li></ul><ul><li>Answer questions </li></ul>
    31. 31. Managing Group Process <ul><li>Group process problems that can occur during a meeting: </li></ul><ul><li>Side conversations </li></ul><ul><li>Lack of participation </li></ul><ul><li>An individual or small group dominating the meeting </li></ul><ul><li>Some members of the group treating others disrespectfully, disregarding their opinions or ideas </li></ul>
    32. 32. Managing Group Process: Lack of Focus <ul><li>If the meeting is drifting or losing focus: </li></ul><ul><li>Summarize </li></ul><ul><li>Transition </li></ul>
    33. 33. Managing Group Process: Stuck on an Issue <ul><li>The meeting is stuck on a particular issue: </li></ul><ul><li>Stuck on detail </li></ul><ul><li>Stuck on generalities </li></ul>
    34. 34. Managing Group Process: Closing the Meeting <ul><li>Review the agenda </li></ul><ul><li>Review action items and agree on a timeframe for completing each item </li></ul><ul><li>Schedule a follow-up meeting (if necessary) </li></ul><ul><li>Thank everyone </li></ul>
    35. 35. Goals and Agreements <ul><li>Plan one of the five meetings for your Unit </li></ul><ul><li>Invite your Upline to help facilitate the meeting if you feel you need help </li></ul>