Tactics, Tools and Takeaways for Chapter Education Leaders

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Tactics, Tools and Takeaways for Chapter
Education Leaders

• WELCOME
• to the
• 2006 Education Track

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Your Facilitators

• Jamie McDonough, International Chapter Leadership
  Committee (ICLC)
• Yvette Remschel, CMP, ICLC
• Chuck Schouwerwou, CMP, ICLC
• Elizabeth Henderson, CMM, CMP Director of
  Canadian Development

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We are part of the team that will guide you
through some of your journey over the next two
days. ITS ALL ABOUT YOU!
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How To Participate

• Listen, contribute and ask questions.
• Be comfortable. If you need to stand up and
  stretch, that is OK.
• Think of how you can apply what you learn.
• Observe and share...with the whole group.
• Cell phones/pagers/things that beep
• off , on silent or vibrate please.
• Have fun!

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Meet Your Neighbours

• In the next five minutes, introduce yourselves to
  your table-mates (exchange business cards!)
• What do you want to learn from this session?
• Elect a spokesperson to share one thing with the
  group.

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Hands Up!

• How many of you have been on a chapter Board
  before?
• How many of you have been there in this specific
  role?
• How many have been at the Chapter Leadership
  Conference before?

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Hands Up!

• Who is here from Canada?
• Who is here from Europe?
• Who is here from the USA?
• Anybody here from somewhere else?
• Who wants to be from somewhere else? (Just
  kidding)

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What Will I Learn?

• Recognize how your role supports others within
  the Board, in achieving your strategic goals and
  improving your leadership skills.
• Learn the minimum requirements for chapter
  education programs as outlined in the chapter
  bylaws and minimum standards.
• Become aware of and learn to find on-line
  resources (Chapter toolkits)

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What Will I Learn?

• Write learner outcomes that reflect specific
  measurable outcomes involving the audience and
  their new skills
• How to use the Education Plan Template
• Review the Platinum Program and be able to book
  speakers
• Interpret Members Solutions results to plan
  better education programs

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This afternoons session

• This afternoon, you will learn
• Recognize how your role supports others within
  the Board and in achieving your strategic goals.
• Become aware of and learn to find on-line
  resources (Chapter toolkits)

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MPI Acronyms

• Youve noticed that MPI uses a LOT of acronyms.
  Here are some important ones
• IBOD (International Board of Directors)
• ICLC (International Chapter Leadership Committee)
• CRM (Chapter Relations Manager)
• CEU (Continuing Education Credit)
• ROI (Return on Investment)

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Leadership Skills for Boards

• Communicate.
• Listen. Seek to understand before you seek to be
  understood.
• Speak! Dont be afraid to be understood.
• Question? This leads to greater understanding
  and better decisions.
• Make decisions based on situation not
  personality avoid all appearance of conflict of
  interest.

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Conflict of Interest

• An apparent conflict of interest occurs when the
  answer to the following question is "yes"
• Would a reasonably informed person perceive that
  the performance of the director's duties and
  responsibilities could be influenced by their
  financial or material interest?

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Conflict of Interest

• Occurs when
• a board member diverges from the Chapters
  professional obligations to a private interest
  involving actions that are determined by personal
  or financial gain
• a board member acts in a position of authority on
  an issue in which they have financial or other
  interests

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Conflict of Interest Examples

• Directors could be in conflict of interest if
  they offer services to the chapter on whose board
  they serve even if the charge for these services
  is at or below the market value.
• A board member who has check writing/signing
  authority is responsible for paying invoices from
  a relative or business partner for legitimate
  services to the chapter
• The chair of a chapter event receives
  complimentary registration and hotel for an
  event A Chapter's entire board receiving a
  discount to an event
• Executive committee is chapter nominations
  committee

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Leadership Skills For Boards

• Know your responsibilities. The Board of
  Directors must
• Know and review the strategic plan. Set
  objectives accordingly.
• Discuss all issues, including questioning ideas
  and processes. Dont succumb to groupthink.
• After the discussion has taken place, they must
  support the group decision.
• Communicate and be prepared to work in teams to
  accomplish objectives.

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The Board Life Circle

• All roles on the Board are intertwined.
• Communications informs and drives attendance at
  events.
• Finance helps create a strategic budget that
  supports chapter goals, including education.
  You
  Education - aid Membership in the retention and
  recruitment of new members through provision of
  quality programs.

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The Board Life Circle

• Administration keeps the Board working
  according to the bylaws, and keeps the record of
  your progress.
• Your President, President-Elect and Past
  President look to the future to keep the
  organization aligned with the strategic plan.
• You must all work together to create and take
  advantage of the synergy of the team.

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Group Exercise 10 minutes

• At your tables, discuss how your chapter
  currently operates as a team and how you might be
  able to improve that process through better
  communication.
• Questions to ask
• Who needs to know this information?
• When do they need to know?
• How do they need to receive it?
• Did they get the message?

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Our Strategy

• It all goes back to the MPI strategic plan,
• Pathways to Excellence.
• The three objectives of the plan are
• Create professional development pathways and
  resources that enable members to evolve their
  careers towards positions of strategic
  understanding and influence
• Increase awareness and influence about the value
  of meetings with senior decision-making
  executives at corporations, associations and
  organizations
• Identify trends and deliver innovative solutions
  to ensure MPI is the premier market place for
  both suppliers and planners.

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How You Support Our Strategy

• The primary way chapter education affects the
  strategic plan is directly related to Objective
  1
• Create professional development pathways and
  resources that enable members to evolve their
  careers towards positions of strategic
  understanding and influence.
• In other words, Education

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How You Support Our Strategy

• Chapters also support Objectives 2 and 3
• Increase awareness and influence about the value
  of meetings with senior decision-making
  executives at corporations, associations and
  organizations
• Identify trends and deliver innovative solutions
  to ensure MPI is the premier market place for
  both suppliers and planners.
• In other words, Influence and Opportunity.

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Education Toolkit on My MPI

• The toolkit on My MPI can be found at
• http//www.mpiweb.org/CMS/mpiweb/mpicontent.aspx?i
  d2354
• It includes
• Platinum program detail
• Sample contracts
• CEU information
• Best Practices

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• Questions?

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• WELCOME TO DAY TWO!!
• EDUCATION TRACK
• BUILD YOUR NETWORK
• Please sit in different seats and with different
  people than yesterday!

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• Remember
• Listen
• Speak
• Ask Questions
• Its all about you!

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Your Facilitators today

• Jamie McDonough, ICLC
• Yvette Remschel, CMP, ICLC
• Chuck Schouwerwou, CMP, ICLC
• Rachel Robichaud, Platinum Specialist
• Dawn Myers, Director of Research
• Elizabeth Henderson, CMM, CMP, Director of
  Canadian Development

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• Today, you will learn
• Learn the minimum requirements for chapter
  education programs as outlined in the chapter
  bylaws and minimum standards.
• Write learner outcomes that reflect specific
  measurable outcomes involving the audience and
  their new skills.
• How to use the Education Plan Template
• Review the Platinum Program and be able to book
  speakers.
• Interpret Member Solutions results to plan better
  education programs

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REVIEW

• What are the three objectives of the strategic
  plan?
• Education
• Influence
• Opportunity

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What We Need From You

• There are several things we need from each
  chapter. From the Education team, this is of
  course the Education Plan.
• At least 6 Educational programs with a confirmed
  speaker that have distinct learner outcomes
  supporting one or more objectives of the
  Strategic Plan.

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What We Need From You

• These must be submitted in two installments
• The first, for July December, is due
• August 1, 2006.
• This is also the due date for the chapter
  strategic plan, business plan and budget.
• The second, for January June, is due
  January 2, 2007.

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What do You Mean by Education Program?

• An education program is not a networking session,
  although it may start or end with networking
• An education session should be at least 60
  minutes in length. This allows participants to
  get a 0.1 continuing education credit if desired.
  (One full credit is 10 hours of education)
• There should be clear, measurable learner
  outcomes related to the 13 skill families

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Education Plan Template
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Education Plan Template

• By month, the template asks for
• Which of the 13 skill families does it target?
• How the program supports strategic objectives
• Education (Learner outcomes)
• Influence (Raising awareness of the industry)
• Opportunity (Creating a marketplace)
• Level of education
• Novice or general interest
• Intermediate
• Advanced
• Who the speaker is

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Writing the Education Plan The Process Tools

• Step 1 Know your members and their needs
• Member Solutions
• Industry trends
• Step 2 Use your Resources
• Education Toolkit on MPIWeb
• Education plan template
• Platinum programs
• MPI staff, chapter leaders, other chapters
• Local speakers, speaker bureau
• FutureWatch, white papers

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Step 1 Know Your Members

• Great education plans arent created in a vacuum.
  They should be targeted to the needs of your
  members, in relation to their experience and the
  skills that they will need to succeed in the
  changing marketplace.

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• Dawn Myers
• MPI Director of Research

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Skills Assessment Aggregate Report

• One of many tools for consideration
• Validity increases with participation
• Process
• Your members assess their proficiency level in
  167 skills
• They select a job against which to compare
  themselves
• Proficiency levels and gaps are calculated and
  averaged across your membership to generate an
  aggregate chapter report

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Aggregate Report
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Aggregate Report Feedback

• Content is this the information you need?
• Format is it easy to read and understand?
• How will you use this report?
• Additional Suggestions

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Numbers to Date

• Planners Total
• Canada 102 149
• Europe 39 65
• Latin America 1 3
• United States 987 1240

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Industry Trends

• How do we know what the trends are?
• Future Watch
• International events
• White papers and research
• The Global Corporate Circle of Excellence
• White papers include
• Defining a Strategic Meetings Management Program
• United Planners and Suppliers in Collaborative
  Business Processes
• Demonstrating Professional Value through an SMMP

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Industry Trends

• How do we know what the trends are?
• Ask Your Members!
• Newspapers
• Business books
• The Tipping Point
• Blink
• Legislation
• Sarbanes Oxley
• Western Hemisphere Travel Initiative

HOT TOPIC!!!
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Step 2 Use Available Resources

• Platinum Program
• Education Toolkit on My MPI
• Education Plan Template
• Education Topic Areas
• Also
• Other chapters experience
• MPI Staff
• Local/national speaker bureaus

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Platinum Program

• Rachel Robichaud
• Platinum Program Specialist

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The Platinum Program

• What is the Platinum Program?
• The Platinum Program is being sponsored from
  January December 2006 by the Canadian Tourism
  Commission and its partners.

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Platinum Program

• Each chapter is entitled to a maximum of TWO
  Platinum programs in the 2006-2007 fiscal year.
• MPI covers the speaker fee
• Each chapter is responsible for logistic costs
  such as airfare and accommodation
• There are 13 new European Platinum speakers

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Platinum Program

• Your chapter obligations to the sponsor
• Use the Canadian Tourism Commission and partner
  logos on all handouts and program marketing
  materials
• On request, a 3- minute presentation at the
  beginning of the session from the CTC
• On request, 1 complimentary registration for a
  CTC rep
• On request, one skirted table for CTC materials

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The Platinum Program

• Who can qualify as a Platinum Speaker?
• Platinum Speakers must be experienced speakers
  who have rated above a 4.5 on a scale of 5 during
  a previous MPI international conference.
• Often, their professional speaking fees can be as
  high as 10,000.00 USD. This means booking a
  Platinum speaker is an excellent value.

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The Platinum Program

• The 2006-2007 Platinum Program
• Speakers
• Tracks
• Chapter Obligations
• Booking Platinum Speakers
• Contacts
• Web resources
• Timeline

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Speaker Resources

• Here are some speaker resources
• http//www.canadianspeakers.org/
• http//www.nsaspeaker.org/

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Speaker Resources

• Member speakers
• Local Chamber of Commerce
• Other industry organizations
• If there is another chapter geographically close
  to your own, piggy-back speakers to reduce
  planning time and costs
• Local colleges and universities

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Asking the Right Questions

• Your speaker is the method of educational
  delivery. You need to be able to ask the right
  questions and provide the information to
• Help him/her understand the audiences needs
• Reach your strategic learning objectives
• Communicate objectives to your members

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Learner Outcomes

• A learner objective is a statement of what the
  learners will be expected to
• accomplish or apply
• when they have completed a specified course of
  instruction.

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Why Write Learner Outcomes?

• Purposes
• To determine what specific type of learning is to
  take place
• To focus objectives on the needs of the members
  across diverse subject areas
• To create interest in the program
• To provide a blueprint for evaluation

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How to Write Learner Outcomes

• The ABCDs of well-stated outcomes
• Audience Focus on what the learner is doing, not
  on what the teacher is doing.
• Behavior Use a verb to describe the new
  capability that the learners will have after
  instruction.
• Conditions Describe where the learning will be
  implemented (office, personal life, etc.)
• Degree Indicate how success will be measured.

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Member Solutions Topic Areas
Analysis/ Process/Decisions Marketing
Business Management Meetings Management
Communication Project Management/ Work Planning
Education and Content Development Strategy
Financial Management People Management
International Relations Technology
Interpersonal Relations / Relationships Technology
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Topic Areas

• In addition, dont forget
• Local events
• Regional or national events, legislation, etc.
• For example
• New convention centers/centres
• Addition or removal of industry related funding
  or taxes

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How to Create a Strategic Education Budget

• Budgeting might seem a long way from education,
  but you need to commit the appropriate resources
  to provide quality chapter education.
• As part of a strategic budget, always ensure that
  the resources committed have an impact on the
  success of the strategic plan. For example, you
  probably should not be spending more on a Gala
  than on Education.

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• To start, take a look at where your money comes
  from, and then where it is going. Sit down with
  the Finance committee and Executive team to
  determine priorities according to your strategic
  plan.

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Strategic Budgeting

• If each area (Communications, Education,
  Membership, Leadership Administration) uses this
  process and communicates, the Board as a whole
  can use chapter resources in a strategically
  focused way.

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• Review and Questions

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• Action Plans!
• Take a few minutes and fill out your action plan
  template.