Delegating Effectively

MSAE's Young Professionals Networking Group had a lively discussion about Delegating Effectively and why it's an important skill to learn.

Delegating is a skill that takes practice, communication and follow through.  

Here are the top takeaways:

1. Are you delegating or dumping?  If you are delegating that means you are still held responsible for the task to be completed.
2. Delegating is important as it shows your ability to manage people, tasks and using your resources.  It gives practical and professional benefits.

What hinders someone to delegate?

1. Lack of staff/volunteers to delegate to
2. Time
3. Trust
4. Training
5. Work Styles
6. Fear of Letting Go, Control
7. Lack of follow up, checking in or follow through
8. Lack of authority to delegate

Tasks that are good to delegate are those that are reoccurring.  If a task is never going to be repeated, consider if it should just be completed or delegated.

Follow up is one of the most important parts of delegating. Give deadlines. Schedule touch base meetings. Have the person you are delegating to set the touch base agenda so all of their questions, concerns and touch points are covered.

Other delegating points:

• Delegate the objective, not the procedure.
• Give deadlines, simply saying "when you have time to complete" is not going to work.  There are no clear expectations of the task.
• Give credit and be sure to say thank you.
• Communication is key - know the person you are delegating to and properly explain task.
• Allow for a different view, approach and be open to new solutions you may not have thought of.
• Think long term. Training someone now, can save time in the future.

And remember the difference between delegating a task or dumping a task!

Unique Workplaces

MSAE’s Young Professionals Networking Group met to discuss Unique Workplace Environments. We had an exciting discussion on ways to make your workplace “you” and how to maximize productivity.

Top Takeaways:

1. Stay organized and keep your work space clean.

2. Add personal touches (pictures, plants, etc.).

3. Summer hours can drive productivity. Encourages efficiency and leads to retention and a more positive morale.

4. Take time to relax at work. Surround yourself with soothing colors like blue or green, listen to mellow music.

At our next meeting, August 8, we will discuss the The Art of Resumes. Hope to see you there!

The Future of Young Professionals Groups

MSAE's Young Professionals Networking Group met to discuss the future of young professionals groups and how MSAE can better serve young professional members. Here are the takeaways:

The big question was how do you define a young professional? Is it by age?  Experience? Age and experience? Each association and young professional group is going to be different, but defining what a "young professional" is to your organization is a good first step.

Finding out what your young professional members want from your organization is key.   Do they want social events? Educational events?  Do they want best practices or platforms to share?  Are your young professionals into giving back?  Maybe a service project is a good idea. Survey, ask, but find out.

Is it important to keep your young professionals? Absolutely.  Even more important is finding out who your young professional members are and how to keep them engaged.  Do they even want to be called a young professional? 

Does your association have a young professionals group?  What is your association doing for younger members?  Please share. 

How to Have Fewer Meetings & Accomplish More

MSAE's Young Professionals Networking Group met to discuss how to have fewer meetings and accomplish more.  The meeting dialogue was based off the book, "Read This Before Our Next Meeting" by Al Pittampalli.

What are the likes and dislikes of meetings?
Likes: decisions are made, collaboration, communication and continuity
Dislikes: too many people, repetitive, information is just being shared and many others

Ask yourself what do meetings cost. For example take the number of employees in your staff meeting times an average hourly wage to get a total.  Is your organization getting that amount or more out of that staff meeting?

Meetings are for:
1. Brainstorming
2. Decisions
3. Coordination

The Modern Meeting Agenda includes:
Topic, date, meeting location and time.

In addition, there is a meeting leader and decision owner.  Let those you send the agenda out to know what decision you will be talking about.

List which attendees you would like to be present. If any names listed don't feel they have anything to contribute, they wouldn't attend.

Include items you want attendees to read or review before the meeting. If they do not do so, ask them to leave the meeting.

State your objective.  What support or coordination are you looking for.

Tell attendees what is at state.  List the who and what your decision is going to impact.

Lastly, include any background information that may be important to the meeting.

After the meeting send out a memo.  This memo will include final thoughts and decisions.

Resources:
"Read This Before Our Next Meeting" - Al Pittampalli

Networking Group Day

60 members joined MSAE for our first-ever Networking Group Day on 1/31. It was a great way to kick off 2013, showcase and participate in MSAE's six networking groups, connect with members and share ideas. Here are the top takeaways from each Networking Group discussion:

Allied Networking Group

Marketing Sales Techniques

• “Cold calling” / prospecting – utilize resources like LinkedIn, Google search and Facebook; rethinking preferred method – email; send subtle follow up.
• Concessions – comp stay “secret shopper” evaluations with video testimonials; making sure both parties are benefitting.
• Building the relationship / creating the experience.

Creative Approaches to Close the Sale

• My competition doesn’t have “me” – the relationship is the close.
• The authentic close – engaged and aware of their needs. Listen.
• Simple gestures go a long way and sometimes inexpensive gestures go further and mean more to the clients.

Communications Networking Group

Google Apps & the Cloud

• Utilize Google Alerts to have specific web content delivered to you via email on the regular basis you specify.
• Use the "trick" of searching a specific website right from Google's homepage by typing into the search bar: "search term" site:[website domain]. Example: "communications" site:msae.com
• Consider the potential issue of "Who owns the data?" when it comes to cloud applications.

2013 Communication Trends

• The idea that we are no longer in the "information age" - we are in the "attention age" - you must communicate to get people's attention and then keep it!
• Websites are the primary source of communication today and "responsive web design" is a trend to watch - part of the evolving conversation of what it means to "go mobile."
• Infographics are a new communications tactic that you can use to deliver information in a visually interesting, easily digestible way. Reconsider "stock" print collateral like membership brochures, annual reports and holiday cards to see if infographics could be employed to better deliver this content.

Financial & Accounting Networking Group

Budgets & Project Allocation

• Consider line item for reserve line item.
• Project allocation – consistency and look at big picture time allocation from software.
• Need detail to produce good reports and good association management software to provide accurate information.

Controls & Fraud

• Separation of duties, multiple people review purchases and statements.
• Credit card controls protect from unauthorized access.
• Financial audit is not fraud investigation. 

Meeting Management & Education Networking Group

Special Events

• Serve meal without dessert and auction off desserts.
• Incorporate community/charity outreach projects within events.
• Hold an event at a high-end car dealership.

Great Meeting Ideas

• Social Media Bar to train and increase social media presence.
• Ignite sessions – igniteshow.com.
• Experience – people want an experience at meetings/committee meetings.

Membership Networking Group

Increasing Dues and Revenue Streams

• Affinity programs / partnerships.
• Establish ROI – professionally and personally for members.
• Proprietary packaging brings in money.

Member Engagement

• To create an experience for everyone to take away.
• Engagement is about feelings; if you can create positive feelings in all events, communications, etc., you’ll be creating engaging experiences.
• Take join OFF your website; you’re not joining, you’re connecting.
• Have fun!

Young Professionals Networking Group

Generations in the Workplace

• Using a “mentor” to go to about advice / approaches with different generations can help in challenging situations.
• Important to find right communication styles between generations – will help working relationships.
• Build mutual respect is key.

Managing Relationships

• “It’s not who you know, it’s who knows you.”
• Follow up after initial contact with something light to maintain your relationship with the planner.
• Find a mentor.

For more information on MSAE's Networking Groups, visit www.msae.com.

Professional Development and Certifications

MSAE's Young Professionals Networking Group met to discuss the various certifications one can receive in the association and hospitality industry as well as where to get professional development courses, credits and classes.

• CAE (Certified Association Executive)
• Consists of 100 multiple choice questions based on 9 domains.  Each domain is content from different areas of association management and weighed based on importance. 
• Exam is given twice a year (May & December).
• Fees associated with application, study materials and re-certification.
• CMP (Certified Meeting Planner)
• Consists of 250 multiple choice questions based on a series of course content.  Content based on the meetings, convention and exhibitions industry. 
• This exam is given five times a year and has different windows to apply by.  
• Fees are association with application, study materials and re-certification.
• Professional Development
• MSAE offers a variety of education and courses to help earn credits towards either one of these certifications.
• You may get credits for online or in-person education.

Tips:

1. It helps to get buy-in from your company to help you along in this process. Whether it be in fees or flexible time to study.

2. The knowledge you learn from obtaining a certification can be directly transferred to your job and in turn help out your organization.

3. You have to make the commitment to taking an exam.  Once you make the commitment put 100% into in.

Association BarCamp

Over 50 members came out for MSAE's Association BarCamp on 9/14 - topics were selected that day, here are takeaways from each discussion:

Next Generation Retention and Recruitment

• Don't use structured English in communication. Don't use "join" - instead use "engage" or "participate." Be fast, quick, to-the-point. If you don't, you will lose their attention.
• They need to feel their contribution/opinion is valued.
• Identify groups by mindset rather than age.

Online Learning

• Offer a subscription service for purchasing online learning.
• 3 Association / Group Resources - ASTD, Digital Learning Forum, PACT.
• Online is great but continue with face-to-face.
• Ways to build online self-directed resources - software to use: Articulate.

Effective Communication in the Workplace

• Intentionally establish your communication culture (e.g. it's okay to be blunt).
• Stop emailing - go down the hall and talk to someone.
• Pay attention to your speaking tone. People read your written messages in the voice in which you speak to them.

New Membership Dues Structures

• Let members choose how they want to pay (monthly, quarterly, annually - but commit to entire year).
• Give option for members to pay for membership, events, education - "all inclusive" and give them a monthly fee. "Save time, save money."
• Don't ask them to "join," ask them to "engage" or "participate."

The Modern Meeting

• Read the book: "Read this before our next meeting" by Al Pittampalli.
• Instead of a meeting, have a work session.
• No more meetings to give information, write a memo instead. Only meet to provide dissent or coordinate effort.

More vs. Less

• Narrowing your message - keep it simple and target your segments - "FOCUS."
• "Vote with your dollars" to learn member needs - have members use fake money to put against programs - allocate their dues.
• Learn needs - focus - execute - and stay on plan.

Cold Calling - Get exposure for your association or company

• Try a sales system like Sandler.
• Cold calling isn't dead, it's different. Includes email, social media and calling.
• Find a unique connection to warm-up the initial conversation.

Apps for Associations

• Don't force members to login to access an event app. Maybe use an event code onsite to access?
• Sponsorship opportunity to cover cost of app development.
• Most useful apps for associations seem to be related to events. Hard to see value-add of an app just for membership.

Brand Management

• A logo is important and truly can communicate a lot about you. Fonts can show a definite feel. How will it look in print and online?
• Use an online logo creation crowdsource to get your new logo - LogoDesignGuru.com or DesignCrowd.com are examples.
• You need to know who your organization is before you adopt a new logo. And not just who you are, but also who you want to become, and who you are to outsiders?

Using Member Data for Planning

• Developing the right questions.
• Be consistent with questions and measures.
• How do you develop a system to track member activity?
• Incentivise!

Maximizing Trade Shows

• Interaction - Increase traffic? Tying your booth message into why you are presenting? Tie message to product.
• Money - price paid for booth does not equate to greater traffic.
• Failure - research why your message is not working. Revise your approach.

Email / Constant Contact

• Be as succinct as possible. Make emails "scanner-friendly." Shorten story titles and end with "..."
• Measure the effect your email is having. Are they truly reading? Are they finding it truly valuable?
• Experiment with different messages for different segments.

See photos from Association BarCamp online at Flickr. Download Free Tools handout.

Managing Your Professional Brand

Can a person be a brand? Is a personal brand an extension of your company brand? What things can you do to make sure you are putting your best self out there?  MSAE's Young Professionals group discussed this very topic and came up with our top takeaways:

1. Create a custom URL on LinkedIn for your profile, include this link in your email signature.
2. Contribute to industry blog - get noticed.
3. Write articles for newsletters, journals, magazines, etc.  Get published and develop a following.
4. Don't use your Facebook and LinkedIn accounts for personal or professional marketing. You will get blocked and no one wants to be solicited to.
5. Your personal brand needs to be consistent, honest and trustworthy.
6. Everyone needs to create a brand for themselves so people learn to know and respect it.
7. Learn your companies brand and define what your personal brand is within that organization. 
8. Make your personal brand an enhancement your professional brand.

Resources:

• http://www.inc.com/guides/2011/01/new-rules-of-branding-your-business-online.html 
• http://mashable.com/2009/07/27/linkedin-personal-brand/ 
• Making an Impression e-Book

Ask an Executive Director, A Panel Discussion

MSAE's Young Professionals hosted a panel discussion on November 18th. The discussion gave audience members a chance to learn from three successful executive directors and ask them the tough questions about how to thrive in association work.

Panelists:

• Mary Detloff, MN Society of Professional Engineers
• Paul Hanscom, Ewald Consulting
• Derek Hazeltine, PLUS

Here are the top takeaways from this meeting:

1. Make sure to develop your interpersonal communication skills. Especially the ability to communicate difficult messages with tact.
2. Have realistic expectations of your volunteers. Communicate requirements up front, and don’t be afraid to let something fail so volunteers learn to take ownership.
3. Learn from your failures by taking responsibility and offering solutions to correct the problem.
4. Learn about all areas of association management
5. Get in person networking and education
6. Think about getting your CAE - Institute is another great opportunity
7. Tackle challenges head on
8. Be a thinker and idea generator
9. Volunteer on a board of directions to see the other side
10. Clearly communicate your expectations with volunteers up front

Resources:

• How to Make Friends and Influence People
• Bob Harris (boards), Ron Rosenberg (marketing), Ed McMillan (finance)
• 7 Measures for Success
• Race for Relevance
• Toastmasters (improve your public speaking)
• Daniel Pink
• Steven Covey (older books)
  

Public Speaking Doesn't Have to Be Scary

If public speaking is something that keeps you up at night, causes you to sweat and shed a tear at the sight of a microphone, you are not alone. Here are some tips from the last YP discussion on how to make sure the next time you have to speak in public you will feel prepared, confident and ready to give them your best. Whether introducing a speaker at a conference, giving a presentation to a client or board you can follow these simple solutions:

• Realize that your audience, whoever it is, wants you to succeed and are rooting for you. They don't want you to fail.
• Don't apologize for fumbling. Take a moment to collect yourself and move to the next point or correct your error.
• Understand if you are an extrovert or introvert...this will help in how you prepare.
• If the presentation is an open discussion, a moderator can help guide and lead conversation.
• Handouts are a great tool for your audience to follow along.
• Practice, practice, and practice some more.

Resources on Public Speaking:

1. sixminutes.dlugan.com - website with speaking tips and resources
2. Confessions of a Public Speaker by Scott Berkun - great book
   

Career Development, Professional Certifications and Advanced Education

Professionals who are interested in making a commitment to their profession, career and future look to earning advanced education or potentially obtaining a credential. MSAE's Young Professionals Group hosted a discussion on four hot topics: Certified Association Executive (CAE), Certified Meeting Professional (CMP), Masters Degree/Post Education and General Career Development. Here are the top takeaways from this discussion...

CAE

• ASAE has revised their exam - MSAE has not had any applicants for this new format, but are interested in hearing how the exam is now formatted.
• CAE requires 100 CEU to be eligible for the exam.
• You need to have 5 years experience with a degree or 3 years experience with a degree if you are an executive director.
  
• Each applicant needs to have a certain number of hour per domain or subject area.
• CAE text is administered twice a year - May and December.
• Cost is relatively high - on average it will run you $500-1,000.

CMP

• The CMP exam is provided through the Convention Industry Council.
• You need 36 months of experience or 24 months if you have a degree in a related field to qualify for the CMP exam.
• 25 hours of continued education are required.
• The CMP is administered twice a year - January and July.
• The closest exam site to Minnesota is Chicago, IL.

Masters/Post Education

• University of St. Thomas offers a great mini MBA program in non-profit management. This is intensive learning with no exam. You receive a certificate at the end of your course. There are many options on format - 3 hours at night/once a week, 5 days of full learning or a 6-8 week course. The cost for this program is around $300-500.
• Institute for Executive Director Leadership offers a 10 month program designed for higher level professionals. This will cost around $2,000-3,000.
• St. Kate's offers a Masters in Organizational Management that focuses on both profit and non-profit management. This is designed for professionals who have been in the field for at least 5-7 years. Cost is based on tuition rates.

Career Development

• MSAE offers many educational sessions to help reach you CEU requirements.
  
• You may also get CEU's from ASAE, webinars and other associations.

Resources

1. More information on obtaining your CAE designation
2. More information on obtaining your CMP designation
3. MSAE educational sessions

If you would like to connect with an MSAE member on the CAE contact:

Cassie Larson, CAE, Associate Director
Minnesota Nursery & Landscape Association
651-633-4987
cassie@mnla.biz

Katie Jamieson, CAE, Director of Member Services
MN Society of Professional Engineers
651-457-2347
kjamieson@mnspe.org


If you would like to connect with an MSAE member on the CMP contact:

Denise Woods, CMP, Director of Communications & Events
Associated General Contractors of Minnesota
651-796-2186
dwoods@agcmn.org

Amanda Pasek, National Account Executive
Visit Saint Paul
651-265-4900
apasek@visitsaintpaul.com

Filling in the Gaps: Resources to Improve Your Career

We all have our favorite resources we rely on time after time. This discussion was a collaboration of the best websites, books, blogs and printed materials one can use for various association needs. Here is a list of the top resources from this meeting:

Books

• Words That Sell
• Buy-ology: Truth and Lies About What We Buy
• MSAE Library
• 101 Things About Associations We Must Change

Printed Materials

• Local newspapers
• MSAE Focus Newsletter
• Industry Magazines

Blogs

• www.jeffhurtblog.com
• www.alistbloggers.org
• www.associationslive.blogspot.com

Websites

• www.msae.com
  
• www.nonprofitcenter.com
• www.mashable.com
• slideshare.net/jessedee/presentations
• www.mrschmooze.com
• www.organizedaudrey.com
• www.ama.com
• www.hostesswiththemostess.com
• www.timeanddate.com
• www.associationjam.org

Others

• Paint.net (photo editor)
• cutepdf.com (pdf creator)
• primopdf.com (pdf creator)
• you send it (send big files)

I hope you check out some of the resources the next time you need an answer. If you have any that we have forgotten, please comment and let us know!

Marketing Promo, Vehicles and Giveaways

At the last Young Professionals Discussion Circle our topic was about what associations are using for marketing promo, how are associations getting the word out about their meetings and events as well as what are some of the most memorable giveaways you have received.  

Here are the top takeaways from this meeting:

• Favorite Giveaways
• USB credit card - fits in your wallet like a credit card, but is a USB
• Coasters for your desk made of ceramic
• Slide pad for your phone - great for cars and desks
• Cooler used to welcome attendees or out of town guests (fill it with local goodies)
• Rubber band ball
• Magnets with logo, picture or coupon
• Chocolate 
• Web Key - you can load information on it and mail to attendees, when plugged in USB port it pulls up your conference page
• Brush buddy - cleans your key board

• Marketing Vehicles/Promo
•  Good to switch up sizes of materials
• Use many different mediums - snail mail, email, website, texts, etc.
• Segment market to get maximum attendees
• Use same brochure and alter for different audiences (i.e. membership, communications or meeting professionals) 

The group was divided if 'trade show trinkets' are worth it or not, but over all its the thought that counts.  Not to mention that really cool key board cleaner is a great conversation starter.  Attendees have come to expect trinkets at trade shows and meetings.  If you are going to go away with them, ease off slowly.  Change can be hard for some.  

Another idea is to stop give speakers a gift. If they are a paid speaker, you are paying them for a reason.  If they are a volunteer you could give them a certificate mentioning you made a donation on their behalf, send a thank you card, offer a cup of coffee or send them some chocolates upon their return.  

Helpful resources: 

1. Link Promo & Print
2. Arrow Printing
3. Dave Cowley Incentives

Ask an Executive Director, A Panel Discussion

To end a great year of discussions, MSAE's Young Professionals hosted a panel discussion with three executives directors. This discussion gave audience members a chance to hear three successful executive directors stories into association work, learn what daily tasks an executive directors faces as well as see what it takes to be an executive director.

2010 Panelists:
Kathy Johnson, MSAE
Bob Fitch, MN Nursery & Landscape Association
Dara Rudick, MN Commercial Association of Real Estate

Here are the top takeaways from this meeting:

1. Say what you are going to do and do it
2. Make 1 + 1 = 3
3. Have systems in place, you can always fall back on them
4. Build personal relationships with your board members
5. Have a clear chain of command
6. Remember you are not alone, there are others out there to help
7. Sometimes you have to go backwards to go forward
8. Choose your battles
9. You are going to wish you knew what you know now, back then
10. Don’t sweat the small stuff
11. Make sure to have work/life balance
12. Never stop learning
13. Build relationships, network – build on these relationships when you don’t need anything, because one day when you need something they will be there for you
14. Don’t ask, demand or request without bringing a solution or suggestions with you
15. Understand constructive criticism makes you stronger

This was a great discussion with stories, examples and wonderful audience participation. MSAE looks forward to another executive director panel in 2011.

Managing Your Time

The Young Professionals Group met for a discussion about Managing Your Time on October 15th. This was a hot topic and apparently we all needed a refresher on some organization tips. Here are the top takeaways from this discussion:

Workspace:
1. Clean off your desk at the end of each day. A clean desk the next day will make you feel ready for the day.
2. Never have more than three files out at a time you are working on...you can't focus on more than that anyways!
3. Understand your workspace and get the necessary tools, equipment and supplies for your day to run smoothly.

Workflow:
1. Bundle your time when working on multiple tasks. For instance, set aside an hour for one project and two hours for another. Then make sure to stick to the allotted times.
2. When working on big projects, use an outline. This will keep you on task and you can see the next steps to come.
3. Consciously don't check your email. Turn off the reminders. Don't let it take your day over!

Planning for the Future:
1. Take 30 minutes at the end of each day to plan for the next. You will feel prepared and know what to expect.
2. Save templated emails in your signatures. Then you don't have to re-type an email you send on a regular basis. Ex: welcome letter, common questions, etc.
3. Don't schedule more than two hours of your time in one day. If you schedule too much of your day, you won't leave any time for what you need to get done.

Here are two resources that help with Time Management: www.tadalist.com and www.viewpath.com.

The key is to actually start using these tips....happy organizing!

Managing Relationships: Clients, Members & Co-Workers

The MSAE Young Professionals group has discovered we can learn a lot from one another. In our monthly learning circles (or discussion circles) we tackle topics relevant to our industry and help one another improve as professionals. However, we don’t want the MSAE community to miss out on the useful things we share.

The following are some relationship building strategies generated during our last meeting:

Co-workers: Sometimes changing yourself is the best solution
Members: Don't forget to add a personal touch
Clients: Under promise and over deliver

These were the top takeaways generated from the YP circle discussion on September 17, 2010.