s4 m1 effective mtgs

January 2007

Module 1:How to Conduct

Effective Meetings

2

Agenda

What is an Avon Meeting?

The 5 Avon Meetings

How to Prepare

How to Encourage Participation

Facilitating vs. Presenting

How to Manage Group Process

Goals and Agreements

3

Introductions

Tell us:

Your name

Length of association with Avon

The number of recruits in your Downline

A skill or tool that you learned in Session 3 that you have used and how you used it

4

What is an Avon Meeting?

A meeting is any planned contact between you and another person

A meeting may consist of:You and another Representative

A small group of 2 or 3 Representatives

A large group of 25-50 Representatives

5

The 5 Avon Meetings

1. Leadership 90 Day Business Review

2. Leadership Staff Meeting

3. Training Meeting

4. Opportunity Meeting

5. Leadership Development Session

6

The 5 Avon Meetings 1. Leadership 90-Day Business Review

Who: Conduct the Review withEach Leadership Representative in your

first generation

Unit Leaders and above in subsequent generations

What: Help Leadership Representatives plan to achieve Business goals

Title Advancement

When: Once every 90 days

7

The 5 Avon Meetings:1. Leadership 90-Day Business Review (cont’d)

Develop Network Marketing Business Partners using the 90-Day Business Plan Quick Reference Guide and Form with your Downline

8

The 5 Avon Meetings:1. Leadership 90-Day Business Review (cont’d)

Leadership Performance Report

9

The 5 Avon Meetings:2. Leadership Staff Meeting

Who: All Leadership Representatives in your Downline

What: Personal plans and goals as well as Avon business information and plans for the next Campaign

When: Once a month on the odd Campaigns

10

The 5 Avon Meetings:2. Leadership Staff Meeting (cont’d)

Agenda Welcome

Attendees introduce themselves Review meeting agenda

Recognition of recent accomplishments Discuss an article on Network Marketing Inform on business topics, such as:

Upcoming calendar events like a Leadership Rally Incentives Marketing – product previews 90 day business plan reviews

Provide skills training, such as: A module from a Leadership Development Session Review important Leadership reports and how to use them

Close and call to action CommitmentTiming: 1.5 - 2 hours (allow for more time when including a training module)

11

The 5 Avon Meetings:3. Training Meeting

Who: Any and all Downline Representatives

What: Training on topics not covered in the Leadership Development SessionsExamples:

• New appointment or recruitment tools

• A new product or product line

• Advanced techniques for prospecting

• Selling ideas

When: On an as-needed basis

12

The 5 Avon Meetings:3. Training Meeting

Agenda

Opening

Demonstrate/Explain Practice

Goals and Action Plans

Review New Products

Close

13

The 5 Avon Meetings:4. Opportunity Meeting

Who: All Downline Representatives and any of their prospects or customers, as well as established RepresentativesOpportunity meetings may be held in

large group, small groups and 1-on-1

What: Introduce Avon and the earning opportunities using the “Women in the Spotlight Rich and Famous” DVD

When: Minimum of once per Campaign

14

The 5 Avon Meetings:4. Opportunity Meeting (cont’d)

Agenda Opening

Welcome and Introduction of any special speakers

Show "The Spotlight" from "Women in the Spotlight Rich and Famous” DVD - V3 (about 8 minutes)

Have a local Leadership Representative give a testimonial about: Why she came to Avon

Why she joined Leadership

What it has done for her life

Show one testimonial from Rich and Famous DVD

Close by asking participants to speak to the person who invited them or brought them

Timing – 1 hour

15

The 5 Avon Meetings:5. Leadership Development Sessions

16

The 5 Avon Meetings:5. Leadership Development Sessions (cont’d)

Agenda

Session 1 – Becoming a Successful Representative4 Modules

Session 2 – Building Your Team and Downline3 Modules

Session 3 – Coaching for Success3 Modules

Session 4 – Winning with Your Team2 Modules

17

Questions?

What questions do you have about the 5 types of meetings that you will conduct?

18

Preparing for a Meeting

Develop an agenda

Identify a time and place

Identify attendees

Invite attendees and confirm

Identify materials and/or equipment

Prepare for recognition

Prepare an evaluation

Determine a budget

19

Preparing for a Meeting:Create an Agenda

A good agenda should include:

The items to be discussed

The order you want to discuss them

The approximate timing for each item (only on your copy)

The start and expected end times

20

Preparing for a Meeting:Identify Time and Place

Time:

Avoid late afternoons before a holiday or weekend

Avoid early mornings following a day off

Consider lunchtime or breakfast meetings

Place:

Home of a Representative

Community center

Training center

Private room in a restaurant

Hotel meeting room

21

Preparing for a Meeting:Identify, Invite and Confirm Attendees

Consider the purpose of the meeting:Topics on the agenda

Criteria for attendance

Consider availability:Check your own availability

Check with the attendees to determine their availability before scheduling the meeting

Once you have decided whom to invite:Telephone or send invitations by mail, email or ecard

Call each person 24-to-48 hours prior to the meeting to confirm that they are still planning to attend

22

Preparing for a Meeting:Identify Materials/Equipment

Brochures

Copies of DLM reports

Product displays

Copies of the agenda

Flipchart with markers

Audiovisual media and presentation equipment

Invitations

Tent cards

Refreshments, plates, cups, utensils

Walk-in music

Recognition gifts

23

Preparing for a Meeting:Recognition

Identify whom you will recognize

List specific accomplishments

Prepare a brief recognition statement

Use the Representative’s name, and pronounce it correctly

24

How to Give Recognition

Acknowledge the Representative by name

Describe the Representative’s accomplishments

Thank the Representative for a job well done

In group meetings, ask the Representative to give a testimonial

25

Encouraging Participation

Set the sceneLocation of refreshments and restroom

Expected duration of meeting

Listen to other people’s ideas

Ask others to prepare/present

Use open-ended and closed-ended questions

Respond positively to contributions

Be open to different points of view

Use active listening

26

Encouraging ParticipationOpen-ended and Closed-ended Questions

Open-ended questions:Ask for general information

Often begin with words like how, what, why, or tell me

Closed-ended questions:Ask for specific information and allow you to focus on

specific details

Often begin with the words when, where, is, and how many

27

Encouraging ParticipationActive Listening

EncouragementVerbal and non-verbal support that lets the

speaker know you are listening and interested

ReflectingRestating in your own words what a speaker

has just said

28

Encouraging ParticipationBenefits of Participation

Helps the meeting to be successful

Helps attendees:Build communication skills

Feel more comfortable expressing their ideas

Gain confidence by understanding that their contributions are valuable

29

Facilitating vs. Presenting

Facilitating Facilitator does

little talking

Group is involved

Facilitator keeps process moving

Presenting Presenter does most

of the talking

Mostly one-way communication

Presenter must communicate content

30

Facilitating vs. Presenting (cont’d)

When to Facilitate Uncover or solve

problems

Decide, create, or plan

Obtain group commitment

Elicit input

When to Present Tell, sell, advocate,

or explain

Provide information or make announcement

Relate information that cannot be provided in writing

Answer questions

31

Managing Group Process

Group process problems that can occur during a meeting:

Side conversations

Lack of participation

An individual or small group dominatingthe meeting

Some members of the group treating others disrespectfully, disregarding their opinions

or ideas

32

Managing Group Process:Lack of Focus

If the meeting is drifting or losing focus:

Summarize

Transition

33

Managing Group Process:Stuck on an Issue

The meeting is stuck on a particular issue:

Stuck on detail

Stuck on generalities

34

Managing Group Process:Closing the Meeting

Review the agenda

Review action items and agree on a timeframe for completing each item

Schedule a follow-up meeting (if necessary)

Thank everyone

35

Goals and Agreements

Plan one of the five meetings for your Unit

Invite your Upline to help facilitate the meeting if you feel you need help