S4 M1 Effective Mtgs

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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>

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