Efffective Marketing Blue Paper
Transcript of Efffective Marketing Blue Paper
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8/6/2019 Efffective Marketing Blue Paper
1/134imprint.com
Planning ef fect ivemeet ings
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Planning effect ive meet ingsAccording to research conducted by Microsoft, the average business person in
the U.S. spends at minimum roughly 5.5 hours in meetings each week. This study
also revealed that 71 percent of those attending these meetings found them to
be utterly unproductive.1
To further crunch those numbers, there are more than 11million meetings held each year in the U.S. alone. Other
studies have indicated that the higher up someone is in
an organizational or systems infrastructure, the more time
he or she spends in meetings. On average, so-called middle
management spends 35 percent of their time in meetings,
while upper-level management spends 50 percent of their
time in meetings. Most organizations spend 7-15 percent of
their personnel resources on meetings.2
If your team is holding a meeting, it better be worth it. How can you ensure that
your team meetings are effective and worth the time they consume? We have a
few tips for you in this Blue Paper, including how to effectively plan meetings,
how best to communicate meetings and agendas, how to evaluate the ROI of
meetings and more. Block some time, send your calls to voicemail and keep
readingthis is one meeting youll be glad to attend.
Whats the deal with meet ings, anyway?Meetings have been around for who knows how long, as the term refers to a
formally arranged gathering of individuals. In theory, meetings are a good thing.
They help us conduct business and build relationships. Its when they go awry
through poor planning or implementation that problems arise.
Management consultant, Gene Moncrief, believes that the most common
problems in meetings relate to the following3:
People try to accomplish too much, in too little time. You cant do
an information dump, solve problems, make decisions, plan for
action, etc., all in one short meeting.
Meetings are held with a lack of clear objectives and/or
1 Survey Finds Workers Average Only Three Productive Days per Week: Most Respondents to New MicrosoftOfce Survey Say Theyre Working Longer, But Are Less Productive; They Relate Their Productivity toTechnology. 15 Mar. 2010. Web. 01 Apr. 2011..
2 Bonner. Planning Effective Meetings. Bonner Foundation. Web. 20 Mar. 2011..
3 The Ayers Report: Meetings: Time Wasted or Well Spent? ENews Builder | Email Marketing and HTML EmailNewsletters, Create, Send and Track. Web. 01 Apr. 2011..
http://www.microsoft.com/presspass/press/2005/mar05/03-15threeproductivedayspr.mspxhttp://www.bonner.org/resources/modules/modules_pdf/BonCurPlanningMeetings.pdfhttp://www.enewsbuilder.net/theayersgroup/e_article000450602.cfm?x=b11,0,whttp://www.enewsbuilder.net/theayersgroup/e_article000450602.cfm?x=b11,0,whttp://www.bonner.org/resources/modules/modules_pdf/BonCurPlanningMeetings.pdfhttp://www.microsoft.com/presspass/press/2005/mar05/03-15threeproductivedayspr.mspx -
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organization. If objectives have been identified, the agenda
may not properly reflect them and there may not be an
established process to allow each person to contribute to
meeting the objectives.
Attendees often dont have clearly defined roles in meetings.
Too often team members are asked to carve out valuable time for
meetings in which they have no real role. I talk, you listen isnt a
good format because no one listens. Its BlackBerry time.
Attendees minimize differences of opinion and conflict. Emotion
is given no place in American businesscertainly not in decision
making. We dont know how to handle strong emotions, so we
suppress them in meetings. We even expect our meeting leaders to
suppress them for us. Yet its emotion that contains the passion and
commitment we strive for.
These problems, like all approaches to business, can be avoided when approached
strategically and thoughtfully.
Deciding when to meet: Meet ing goalsLets start by determining if and when to meet. In the day and age of digital,
virtual technology, theres a wrench thrown into the whole meeting thing. Not
only do you have to determine whether or not a meeting is actually needed, but
whether the meeting can or should be held online or in person.
First, as a rule of thumb, dont meet unless its beneficial to everyone involved.
Time is moneyeither yours or your clients. Dont waste it.
Second, dont have a meeting for something that can be better
communicated via email, phone conversation or good-old
fashioned memo or sticky note. If you just need to distribute
facts, use email. If you need feedback on a project, determine
how in-depth you want your feedback: a thought or two, ora discussion that includes recommendations for alternatives?
The more time consuming or back-and-forth involvement likely
means a meeting is the way to go.
Another way to decide if a meeting is necessary, consider the end resultwhat do
you hope to accomplish, what are the goals associated with the meeting youre
trying to propose?
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If you ask David Allen, author of Getting Things Done and creator of online
solutions for Getting Things Done, or GTD, there are five goals involved with
holding meetings4:
1. To give information: Hello everyone. Ive brought you all together
today to let you know whats been going on about the pending
lawsuit. Id like you to leave here today understanding whats going
on, and with as much background as you need to be able to answer
questions that may arise from our customers.
2. To get information: Thanks for coming. Weve invited you all here
to find out from everyone what we should be aware of thats going
on in your division relative to the new product roll-out. We want to
know whats happening at all levels in the organization about this,
so we can make some adjustments in our plans accordingly.
3. To develop options: Wed like to spend this afternoon surfacing,
formulating and exploring as many possible ways to deal with the
problem weve just uncovered in the new system implementation.
We want to make sure weve got everyones perspectives and all the
possible alternatives formulated.
4. To make decisions: Weve brought you all together this morning
to present to you the three proposed approaches to launching our
new product, and get a consensus decision on
which one to pursue.
5. For warm, magical human interaction: There
are 3 agenda items we would like to cover
today. And though we could have done this
by email, we wanted to have an opportunity
to bring the new team together in one place,
and get some time to get to know each other
between the lines ...
You may often have more than one of these agendas-sometimes even all five,
says Allen on his website for GTD. Pretty common sense stuff, but its very
valuable to get clarification and agreement on the front end, as to which of the
five reasons for a meeting you have going on.
4 Allen, David. Five Reasons for a Meeting. Getting Things Done. Web. 30 Mar. 2011..
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Not only will this direction help shape agendas, but it will hopefully prime
attendees for participation while at the same time illustrating value to those
who join in.
If youre still unsure of whether or not to hold a meeting or you are questioning
other options that dont involve a conference room or travel, Dustin Wax, writer
at LifeHack.com suggests considering one of these alternatives, instead5:
Instant messaging
While Instant Messaging (IM) is likely to be viewed more as a time-waster for
teenagers and lonely geeks, a lot can get done via IM. IM allows you and your
team to maintain a long-term virtual presence as you work, posting questions,
updates and ideas as they strike you or as you come across problems in your work.
Since IM programs maintain a full record of the chat session, theres no danger
of missing anything or losing it just scroll up. Alternatives to IM include private
chatrooms like Campfire or Yammer.
Teleconferencing
If more personal contact and real-time sharing is needed,
try a teleconferencing system like Adobes Acrobat.com or
GoToMeeting. Most services allow screen sharing, collaborative
whiteboarding and other substitutes for same-room presence.
Since most also create a transcript, you dont need someone
taking minutes, either.
Wikis
Wikis provide a collaborative environment that is ideal for the
development of working documents and statements, as well
as material that will need to be referred to again and again. For one-off projects,
an online wiki like WetPaint or PBWiki are ideal: affordable, easy to set up and
easy to use. For more mission-critical material, especially when you plan to use it
repeatedly, and where security is a major concern, your organization can fairly
easily set up an internal wiki on your intranet, using advanced software like
MediaWiki, the software that runs Wikipedia.
Wikis are self-organizing and easy to create and edit, and they keep track of
changes made along with a record of who is responsible for each edit (no more
dickering over credit!). Where real-time interaction isnt a necessity, building
a wiki over a long period of time can be far more productive than a chain of
meetings but make sure to assign responsibilities and allow time for wiki work.
5 Wax, Dusn. 5 Alternaves to Time-Wasng Meengs. Your Daily Digest on Producvity and LifeImprovements - Stepcase Lifehack. Web. 02 Apr. 2011..
http://www.lifehack.org/articles/management/www.campfirenow.comhttp://www.yammer.com/http://www.acrobat.com/http://www.gotomeeting.com/http://www.wetpaint.com/http://pbwiki.com/http://www.mediawiki.org/wiki/MediaWikihttp://www.lifehack.org/articles/management/5-alternatives-to-time-wasting-meetings.htmlhttp://www.lifehack.org/articles/management/5-alternatives-to-time-wasting-meetings.htmlhttp://www.mediawiki.org/wiki/MediaWikihttp://pbwiki.com/http://www.wetpaint.com/http://www.gotomeeting.com/http://www.acrobat.com/http://www.yammer.com/http://www.lifehack.org/articles/management/www.campfirenow.com -
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Email lists/groups
Another solution where real-time interaction is not a factor is the old-fashioned
email list. Somewhat out of fashion these days, email lists can still be quite
productive ways to get things done as a group and both Yahoo! and Google
offer services that are free and easy to set up.
An effective email list should probably have a moderator not to approve
messages, but to remind people when theyre going off track. Good etiquette is
essential in this environment; something about the medium encourages flame
wars. But with a few precautions, email lists can still be quite effective tools,
allowing for thoughtful, considered exchanges and automatically maintaining a
searchable archive of past discussions.
Collaboration apps
Finally, effective use of a project management application can forestall the
need for most meetings. Systems like Wrike and Basecamp allow notes to be
exchanged, tasks to be assigned and files to be shared. They also offer a number
of ways for users to interact: SMS, email, online, RSS, or using a third-party
application through Basecamps API.
If full-fledged project management is too much,
consider using online services like Google Docs (which
can be installed to your own domain via Google Apps)
alongside Google Talk or another IM you can share
documents, add to and edit each others work, and
create a repository of materials at the same time.
Planning for meet ingsSo youve decided to hold a meeting. Then you better plan for it, bucko. Yes,
even those quick 30-minute meetings should have a plan that helps reach the
goal youve just identified. Its important, too, that this planning takes place prior
to soliciting the invitation to your meeting in order to prepare attendees and
offer the opportunity to seek or review any necessary background information or
action items prior to the meeting time.
Get started by developing an agenda, which will serve to provide direction but
will also be used as a tool to keep attendees on track.
To prepare an agenda, consider the following factors:
Priorities what absolutely must be covered?
Results what needs to be accomplished at the meeting?
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Participants who needs to attend the meeting for it
to be successful?
Sequence in what order will you cover the topics?
Timing how much time will be spent on each topic?
Date and Time when will the meeting take place?
Place where will the meeting take place?
With an idea of what needs to be covered and for how long, you can then
look at the information that should be prepared beforehand. What do the
participants need to know in order to make the most of the meeting time?
And, what roles are they expected to perform in the meeting, so that they
can do the right preparation?
If its a meeting to solve a problem, ask the participants to come prepared
with a viable solution. If you are discussing an ongoing project, have each
participant summarize his or her progress to-date and circulate the reports
amongst members.
Assigning a particular topic of discussion to various people is another great way
to increase involvement and interest. On the agenda, indicate who will lead the
discussion or presentation of each item.
Use your agenda as your time guide. When you notice that time is running
out for a particular item, consider hurrying the discussion, pushing to a
decision, deferring discussion until another time, or assigning it for discussion
by a subcommittee.
Generally speaking, agendas follow a pretty standard format:
Date
Time
Duration
Place
Purpose
Topic A Objective Presenter Time
Activity Objective Instructions Facilitator - Time
Topic B Objective Presenter Time
(So on and so forth ..)
Once an agenda has been established, review and send itas a draftto
attendees. Let them know that it may change, ask for additions and open the
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floor to discussion of the meetings purpose and objectives. Send initial
invitations through your offices calendaring service with a note that briefly
explains what the meeting is and why it is being called and the agenda
attached. Send a reminder email the day before the scheduled meeting and
follow-up with a phone call if necessary to those attendees coming from other
locations or traveling.
Prepping the roomOn the day of the meeting, take a moment to prepare
by going through this quick checklist:
Overall logistics:
How are participants notified?
Is space scheduled?
Are confirmations required?
Equipment use and set-up:
Is AV equipment needed and arranged?
Is chair and table set-up determined and confirmed?
Is there a set-up and clean-up crew?
Do you need flip chart, paper, markers, etc.? Who will get it?
Supplies and materials:
Do you have hand-outs? Copies?
Any films, videos, slides, presentation materials? Did you generate a complete list of supplies? Who is getting them?
Program and presentation:
Did you walk through and finalize the agenda?
Are all presenters confirmed and ready?
Is there a back-up plan in case of interference or
technological disturbance?
This checklist may seem a bit much for smaller meetings, but get into the habitof running through it each time your establish a meeting. Not only will it ensure
that time isnt spent wasted in the meeting getting materials or cueing videos or
altering the agenda, it will mentally prepare you for purposefully facilitating the
meeting thats about to occur.
Faci l i tat ing meet ingsSpeaking of your role as facilitator, even the briefest of meetings require a leader.
Leadership is a major factor in the success or failure of team meetings, says
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Moncrief. An executive once called me in because his team wasnt creative
enough. In talking with the team, I learned that he had come into meetings
swinging a baseball bat and shouting, I pay you people to be creative! Fear and
intimidation wont create effective meetings.6
Moncrief suggests that leaders need to do the following7:
1. Create an open environment. Participants must know that their
most challenging input will be welcomed, not judged.
2. Engage everyone. Meetings need to be structured so that theres
less information dumping and more room for conversation, debate
and airing of emotion.
3. Prepare participants so they come to a meeting knowing:
They will be able to contribute. The process should
allow analysts, problem solvers, organizers, information
synthesizers, etc., to contribute according
to their individual strengths.
They will get what they need: clarity, a
plan of action, a direction, etc.
Something positive will come from their
investment of time and effort.
4. Let participants know how each decision will be
made. The decision-making mode is key to engagement. If your
objective is to achieve buy-in, on the continuum of least to most
successful the four styles are:
Directive: Make a decision and announce it.
Collaborative I: Make a decision, announce it and challenge
others to change your view.
Collaborative II: Make a tentative decision and gather input
to make the final decision.
Consensus: Participate in a process where everyone
contributes to the decision and agrees to support it.
5. Manage unproductive behavior. One person or a clique behaving
disruptively can drag the whole team down. These situations have
6 The Ayers Report: Meetings: Time Wasted or Well Spent? ENews Builder | Email Marketing and HTML EmailNewsletters, Create, Send and Track. Web. 01 Apr. 2011..
7 The Ayers Report: Meetings: Time Wasted or Well Spent? ENews Builder | Email Marketing and HTML EmailNewsletters, Create, Send and Track. Web. 01 Apr. 2011..
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to be managed on a case-by-case basis, whether through the
use of group dynamics to change the offending behavior, the
leader pulling aside and confronting the offender(s), or an
established process.
If you call the meeting, facilitate it. Or, meet with someone such as a superior or
guest speaker to delegate the responsibilities and role. The goal is to reach your
meeting objectives in the time allotted, constructively and efficiently.
More t ips for making the most of your meet ings8
After taking into account all this information, your team is well on the way to
more effective meetings. Here are a few additional tips for getting there. And
remember, try to have fun and focus.
1. Start your meetings, presentations and training sessions with an
ice-breaker or warm-up activity. In a large meeting or a shortmeeting, the ice-breaker can be a single question that gets people
thinking and talking with their neighbor. As an example, ask a
question that causes people to raise their hands. The length of the
ice-breaker depends on the length of your meeting, so plan wisely.
2. Diversify your presentation methods. If every
speaker talks to the audience, in lecture format,
even interested heads soon nod. Ask people to
talk in small groups. Use audio-visual materialssuch as overheads, PowerPoint presentations
and pictures. If youre talking about a new
painting process, show your employees before
and after parts. Pass around positive customer
surveys and comment cards.
3. Invite guest speakers for audience participation and excitement.
Your customers have lots to say to your workforce about their needs
and quality requirements. One client organization that partnerswith non-profit, charitable associations features guest speakers
from the organizations that receive their donations. Speakers from
organizations your employees support financially are dynamite.
4. Encourage questions to get a dialogue going. Ask people to write
8 Heatheld, Susan M. Spice Up Your Company Meeting: Ten Tips for Meeting Planning. Human Resources- Business Management Development Jobs Consulting Training Policy Human Resources. Web. 01 Apr. 2011..
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down their questions in advance of the meeting and during the
meeting. Allow time for questions directed to each speaker as you
go. If you cant answer the question immediately and correctly, tell
the people youll get back with them when you have the correct
answer. If questions exceed time, schedule a meeting on the topic.
5. An often-overlooked, but very important, successful meeting tactic
is to ask each speaker to repeat out loud every question he or she
is asked. The person asking the question then knows the speaker
understood the question. Other people attending the meeting can
hear and know the question, too, not just surmise the question -
perhaps incorrectly - from the speakers response.
6. Set goals for your periodic meeting. You cant present every aspect
of the companys business at a one hour meeting. So,
decide the important, timely issues and spend the meeting
time on them. Take into consideration the interests of the
majority of the attendees as well. Remember, you have
other methods for communicating company information,
too. It does not have to take place at the meeting.
7. Formulate the agenda carefully. Identify the needs and
interests of the participating majority. Start with good
news that will make the attendees feel good. Vary the
order of the speakers on the agenda each month. You dont want
people bored by sameness. Distribute important items across the
agenda so people dont tune out the end of the meeting, or think
the final items are less important.
8. An article in the Wall Street Journal, several years ago, stated
that U.S. managers would save eighty percent of the time they
waste in meetings if they did two things correctly. The first was
to always have an agenda. The second was start on time and
end on time. Ill add that you need to allot each speaker the
amount of time necessary to cover their topic. Hold them to
their time limit nicely.
9. Organize the physical environment so people are attentive to
meeting content. No one should sit behind or to the side of
your speakers. Make sure there are seats for all attendees, and
if taking notes is required, a surface to write on, too. Make sure
visuals are visible and that people can hear. You may need to use a
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microphone. You can pass props or samples around the
room for viewing.
10. Never underestimate the power of food at a meeting. Food relaxes
the atmosphere, helps make people feel comfortable, helps people
sustain positive energy levels and builds the camaraderie of the
team. Ensure you meet the diverse needs of your group with the
food you serve. As an example, offer fruit and yogurt in addition
to donuts. Offer nut-free or dairy-free items, too, to accommodate
those with allergies or other dietary restrictions.
Success! (? )How do you know when a meeting has been successful? When
all the coffee and Danishes are gone? When an action plan has
been developed? When each item has been crossed off
the agenda?
There are a variety of ways to measure meetings and events.
First and foremost, whether or not the meetings objective was
reached is the best indicator, but sometimes this indicator doesnt offer insight on
how to improve the meeting process for next time.
In addition to examining whether or not youve accomplished what you had
hoped, the ROI approach developed by Jack Phillips is perhaps one of the most
well-known methodologies, as well as one of the most rigorous for measuring the
success of a meeting. With its five-tier approach, planners can use the tools and
methods it provides to create very convincing business cases for meetings.
The ROI model consists of five levels of measurement:
Reaction and planned action What are participants reactions to a
meeting and what are they planning to do with the material?
Learning What skills, knowledge or attitudes have changed following a
meeting and by how much?
Application Did the participants apply what they learned or what was
discussed?
Business impact Did the application produce measurable results?
ROI Did the monetary value of the reached objective exceed the costs?
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According to Boone and Associates, meeting and event planners should evaluate
every meeting, but only a small percentage need to be taken to higher levels
of evaluation. For example, reaction should be captured in every meeting to
understand the extent to which the participants see the meeting to be relevant,
important, useful, challenging, motivating, etc. Up to 80% of meetings should be
measured at the learning level, capturing the actual takeaways as people learn
information, gain knowledge, make new contacts and develop limited skills.9
It is critical to follow-up on important meetings to see the
extent to which participants are actually using what they
have learned. A small percent of meetings, usually around
10%, should be pushed to the business impact level. The
business impact connects the meeting to business measures
such as productivity, sales, quality, errors, cycle time,
employee retention, etc. While this level of rigor is more
demanding, it is necessary for meetings that are designed to
deliver business value.10
Wrapping upMeetings dont have to waste anyones timein fact, they shouldnt. They should
be an investment of time that pays off in relationships and business objectives.
Meetings should be productive and efficient and with a bit of careful planning,
clear objectives and thoughtful execution, who knows maybe your next
meeting will be one no one wants to miss.
9 Allen, David. Five Reasons for a Meeting. Getting Things Done. Web. 30 Mar. 2011..
10 Allen, David. Five Reasons for a Meeting. Getting Things Done. Web. 30 Mar. 2011..
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