Charisma productions gazette volume 3 issue 6


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Charisma productions gazette volume 3 issue 6

  1. 1. Charisma Productions GazetteVolume 3, Issue 6 June 2011Corporate Meeting Facility to Essentials of Productive Off-Create an Impression Site MeetingsSuccessful Meeting Facilities Productive MeetingsChoosing the Right Facility Off-Site MeetingsCharisma Productions Network Charisma Productions NetworkMany companies do not have conference rooms or big Once in a while it’s a good idea to shake things up and get a fresh perspective on where your business is headed, and onespaces to hold corporate meetings. They opt for corporate of the best ways to get a new outlook is a change of scenery.meeting facilities provided by others for this. A corporate The everyday work environment, regardless of themeeting facility is generally a luxurious and impressive space safeguards put in place to discourage on-site distractions, comes with visual, auditory and physical associations thatwhich can be rented by any company to hold their corporate affect the focus and emotions of participants. Try as theymeetings. might to ignore these associations, participants will consciously and subconsciously be reminded of voice mails, e-mails and other unfinished projects. This will only stifle theirRenting a Corporate Meeting Facility focus and creativity, dramatically reducing the return on investment from the event.Large or small corporations often require having meetings for While it is not necessary to fly your entire staff to thetheir staff for orientation or felicitations or educational Bahamas, it is necessary to get away from the everydaypurposes or for clients. Many of these companies may not workplace on occasion. Holding an off-site meeting can be ashave an adequate corporate meeting space to hold such simple as going to the closest conference center or the local chamber of commerce office. Some reasons for holding ameetings. Renting is the only option in such cases. Before meeting off company property include:renting out a space a proper idea regarding the requirementis very important. The size of the gathering and the kind of 1. To create and/or adjust strategy for the futureseating arrangements all depends on the purpose of themeeting. Once a clear picture regarding this is arrived at, a 2. To evaluate operations, review year-end financial reporting and suggest adjustments/ improvements for the future Continued on page 2 3. To provide an opportunity for employees to get to knowINSIDE THIS ISSUE one another on a more personal level and build camaraderie and a sense of team. Another key reason to have off-site meetings is to enhance the company culture by making them1 Corporate Meeting Facility to Create an an annual event. By doing so, company personnel can plan effectively for Impression the annual meeting and look forward to it throughout the year. All of these benefits can easily be incorporated into the same2 Corporate Meeting Facility-Continued event for maximum effect.1 Essentials of Productive Off-Site Meetings Informative, Inspiring, and3 How to maximize the Results of an Off-Site Meeting Empowering4 IT Tip of The Month CPN Events5 From Our Executive Chef Charisma Productions Network Newsletter 1 continued on page 3
  2. 2. Continued from page 1corporate meeting facility can be looked into. In major cities across the United States, there are huge varieties to choose fromwhen it comes to an event space. Many city meeting facilities range from lofts, theaters, screening rooms, auditoriums, conventioncenter and so on. These places could be stand alone or a part of a hotel or a bigger structure.After identifying a few possible venues, it would be a good idea to visit them along with your chosen corporate meeting productionspecialist and see for one the space available and also discuss about the facilities provided at the place. Many halls provide digitalscreens, presentation software and hardware, high speed internet facility, good acoustics and other audio visual facilities which inmost cases are far more expensive than having your own corporate meeting production specialist whose expertise can make sureyou get the most for your dollar without comprising the quality of your corporate meeting production. In order to receive your bestROI you should always have your corporate meeting production specialist with you on these inspections. This is to make sure thatyou will not be caught unaware of any back end charges when utilizing there facility. The extent of the facilities required againdepends on the type of event being hosted. The location of the conference space is also an important criterion. Easy accessibilityand proximity to airports and hotels always helps if people are flying in from outside to participate in the event. Otherarrangements that need to be looked into are toilet facilities provided in the space. The cost of the meeting space also needs to belooked into before renting out. Some places are highly expensive while others are relatively cheaper.Most of the corporate meeting facilities seen these days have well trained staff. They make all the necessary arrangements inconsultation with the renters and who also provide valuable assistance during the event. Together with these staff members theevent can be made into a grand success. Choosing a place that provides it all from digital media to caterers is always better thangoing for a place where all the other elements have to be brought in from outside.Always remember to be sure to consult your corporate meeting production company in order to exceedyour corporate meeting expectations and to make sure you get the best ROI for your meeting. Newsletter 2
  3. 3. How to Maximize the Results of an Off-Site MeetingTo maximize the results from off-site meetings and to ensure the ongoing growth, development and success of the company, thefollowing steps must be applied:1. Define what a successful event would be for the company by creating a clear purpose and objectives for the event. Forexample: “The purpose of our annual off-site meeting this year is to offer a fun and creative environment from which everyonecan leave the event with an energized and enthusiastic focus on clear, specific goals and objectives for the coming year. Eachteam member will leave the event with a plan of action that will create momentum for the first 60 days with a structured system inplace by all department heads for ongoing and consistent follow-up to assigned accountabilities.”2. Create a forum for input from key participants prior to the event so they feel as if they are part of the process and not just thereto serve the company leaders’ agenda. This can be done by identifying someone on the leadership team to be the point personto develop various input sources so that employees feel that their concerns are being addressed. This can be done through anemployee survey (online or standard), employee focus groups or an online discussion board or listserv through which ideas andissues for consideration can be shared.3. Take a strength-based approach by focusing on the assets of the overall organization and its individual participants. Mostbusinesses focus only on fixing problems and what went wrong throughout the year. By identifying the core strengths of theorganization, a company can begin leveraging those strengths for creativity and innovation to get to the next level. When doneproperly this approach improves performance and results, because if you are only trying to “fix” problems you are just barelygetting back to “acceptable” levels of performance and results. The reason this is important is shown by a client case study. Irecently worked with a team of technicians who were required to be jacks-of-all trades and were sent on service calls regardlessof their expertise. After evaluating the strengths of individual team members, we were able to put together teams of technicianswith specialties and sent them to the jobs for which they were most qualified. This lowered expenses by reducing “call-backs”and improved the company’s bottom-line results.4. Create a format whereby priorities identified at the event have specific accountabilities for next steps and follow-up. This willcreate momentum, ensuring progress toward the program’s objectives. Identify the responsible managers and department headsand have them schedule follow-up accountability sessions with each of their team members before leaving the event (it’s a goodidea to have the follow-up meeting dates booked before the event takes place so they are on everyone’s calendars). Thesefollow-up accountability sessions should include both one-on-one and team sessions so that team members are updated oneach other’s progress, if deemed appropriate. If so, it can add value, motivation, inspiration and momentum to the effort.5. Hire an outside facilitator. Internal company meeting facilitators are obstacles in attaining the desired results because:a. They bring their own prejudices and agendas to the facilitation.b. They have other, more important professional skills and responsibilities within the company. They should focus attention thereand not on trying to facilitate a meeting.c. The other participants bring their own beliefs and attitudes toward the internal facilitator, which will always get in the way ofmaximizing the results of the event.Most qualified business consultants and coaches should be able to provide facilitation for these types of events and can be foundthrough local or regional business referral services such as a chamber of commerce. As with most business resources, the bestway to find a qualified facilitator is to ask colleagues and associates if they have had good experiences with any businesscoaches or consultants and get a referral.The best facilitators will want to be involved from the earliest stages of planning the event and will have a hand in most ofeverything I’ve outlined above; they’ll even help craft the objectives and measures for the program. They will also help design theaccountabilities and specific follow-up and follow-through procedures so that the output created at the event is implemented,which is the most important part of this process —poor or no follow-through is the number one reason so much money is wastedon events like these. Charisma Productions Network Newsletter 3
  4. 4. IT Tip of the MonthOutlook Tip: Work across Time ZonesIf you make phone calls and attend meetings with people who are not in your time zone, whether they be across the country oracross the world, you know how tedious it can be to calculate what time it is in Sydney when it is 3pm in California, for example.Luckily for global workers, Outlook 2007 makes this easy.Create a new appointment, click the Time Zone icon on the toolbar and, from the time zone list, choose the other persons timezone. For example, if your meeting is at 10am Sydney time, select 10am for the time and then choose GMT + 10 Canberra,Melbourne, Sydney from the list. Your appointment will then be scheduled for the correct time in your calendar which, if youre inCalifornia, is 5pm the day before — but you dont have to work that out; Outlook does it for you.Outlook Tip: Send an Email to a Traditional Mobile DeviceAlthough many businesses use smart phones for their business communications, sometimes there is a need to send a messageto a partner or customer who uses a regular cell phone. You can do it right from Outlook if the recipient’s phone supports SMS(short message service), which is a common feature for the majority of the phones available in the market. All you need is therecipient’s email address. The major carriers usually assign an email address of user’s 10 digit phone number at carrierdomain name dot com, and you can use it to send short text messages to any cell phone. If you are not sure what emaildomain to use, below are domains for the major US carriers Charisma Productions Network Newsletter 4
  5. 5. From Our Executive Chef Margarita Steak with Orange Salsa2 pounds boneless beef top round steak, trimmedMarinade:2/3 cup frozen orange juice concentrate, thawed½ cup tequila1/3 cup fresh lime juice2 tablespoons olive oil2 tablespoons chopped fresh ginger2 medium garlic cloves, crushed1 teaspoon salt1 teaspoon dried oregano¼ teaspoon ground red pepperSalsa:2 oranges peeled and sliced into ½ inch pieces1 small red onion, chopped1 jalapeño pepper, seeded and finely chopped¼ cup fresh cilantro, chopped2 tablespoons fresh lime juice3 tablespoons olive oil½ teaspoon salt½ teaspoon dried oreganoCombine marinade ingredients in a large plastic bag and mix well. Add the steak and close. Refrigerate for at least 4hours. While waiting, combine all salsa ingredients together in a bowl. Mix well and set aside. Once steak is ready,remove from bag and discard marinade. Place steak on a heated grill and cook over medium heat for about 20minutes. Turn once, halfway through cook time. Remove from heat and allow resting for 10 minutes before carving.Serve with orange salsa. Yum! Charisma Productions Network Newsletter 5
  6. 6. Charisma Productions NetworkLet Charisma Productions Network become your one-stop solution for all of your corporate meeting, events, conferences, & air charter needs CHARISMA PRODUCTIONS NETWORK Tel: +1 805-241-0566 Fax: +1 805-863-9059 Office Hours Monday - Friday 9:00am - 5:00pm (Pacific Time) Live Event Production/ Film & Television Production / Corporate Aircraft Charter Charisma Productions Network 2011, All Rights Reserved Please email all of your comments and suggestions Charisma Productions Network Newsletter 6