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!

Meeting Promotion Ideas

MSAE's Meeting Management & Education Networking Group met to discuss meeting promotions (i.e. discounts, scholarships, BOGO, etc.).  Here are the top takeaways:

1. Host a 5K to raise money for scholarships. Sole Motion is a company that can help you coordinate the event for a fee. Make it a family event and have on a Saturday.
2. Add a line to contribute to the scholarship fund with dues renewals
3. Consider a different pricing model for a conference – one price for an organization versus individual – goal is to build relationships with others in the organization, not just the top contact – don’t offer food or either you will lose money.  Download samples here.

The Customization & Segmentation of Data

MSAE's Communications Networking Group, led by Tara Loftus of Adapta Interactive came together to discuss the book "Custom Nation" by Anthony Flynn and how we can apply the principles of a custom world to the association community.  Here are top takeaways from the meeting.

Everyone.  I mean everyone is accustomed to a a customized world.  Need an example?  Here are a few:

1. Why buy a CD, when you can go on iTunes and purchase your favorite song?
2. Don't need to watch a channel for your favorite show anymore, just get it on Netflix.
3. Music. Sick of waiting for the right music on your station?  Head to Pandora.

Everything is customized.  From your experience at a restaurant like Chipotle, to your phone case and coffee you just grabbed from Caribou. We live in a world of instant gratification.

What can a custom experience lead to?

1. Free publicity
2. Customers/members paying higher prices
3. Free market research
4. More sales, especially repeat business
5. Stronger online presence
6. Customer loyalty

So how can all of this apply to associations?  Well the challenge comes as most associations don't have a product, they have a service.  Here are some ideas the Communications Networking Group came up with on how to customize your association experience:

1. Create a "build your own membership"
2. Give your members what they need, not what they ask for
3. Give your members things they didn't think about
4. Avoid too many choices, it can be overwhelming
5. Provide recommendations, favorites guides or layout a process in easy to follow steps
6. Give your members the options of picking a finished package as a starting point. Provide them with the basics and let them build it from there.

How do you get started?  Use a test group. Ask members what they want. Give presentations to a small group of your new ideas. Just go for it! Create the buzz.

Buzz worthy headlines that associations can fill in the blanks...

"It's now possible to have a completely customized ______________"
"A new website, ______________ allows members to create their very own _________ and _________"

Ask yourself... "How do you shop?" "How do you want to shop?"

What experience can you offer to your members that is custom and keeps them coming back for more?

Led by: Tara Loftus, Adapta Interactive

Cold Calling

MSAE's Allied Networking Group met to discuss tips and best practices for cold calling.  Here are the top takeaways:

1. The definition of cold calling has changed throughout the years with the advancement of technology and new resources to research potential clients. The group's definition included making contact with a potential client who does not know who you are - may be a call, email or LinkedIn introduction and generally isn't cold as you've done some research on the prospect.  
2. When researching prospects, it's best to check more than one place for updated job/contact information - some people don't update their LinkedIn profile or online directory can be out of date.  
3. New resources to research potential clients include: 

• Data.com (formerly Jigsaw.com) - provides name, email and address at company
• My.InsideView.com - provides contact information from CEO to janitor
• LinkedIn - continues to be a good resource

 

Communications 2-for-1: Digital Strategy & Best Reads

MSAE's Communications Networking Group had a 2-for-1 meeting where we discussed Digital Strategy and Best Reads for communication professionals. Here are some highlights from our meeting.

Part 1: Digital Strategy
What is your digital strategy? How do you create one? 

Creating a digital strategy for non-profits is a four-step process:
1. Identify & Goal Set
2. Planning & Creation
3. Implement & Execute
4. Measure & Analysis

Here is a helpful document on creating a digital strategy for non-profits -
 http://mb.cision.com/Public/3847/9287562/b2d76349a4c04c81.pdf 

Components of digital strategy are: online ads, web, social media, mobile, email, sear and a possible seven and eight are online communities and mapping. Each item will hold a different weight in your organization. Its up to you to decided what is most important.

Part 2: Best Reads for Communication Professionals
Everyone has their favorite books, magazines, feeds and newsletters they subscribe to. Here is a list of some top resources:

1. inc.com
2. prdaily.com
3. Business Insider
4. Fast Co.
5. Twin Cities Business
6. Mashable
7. Yahoo
8. Google
9. Business Journal Daily
10. Other industry resources

Books to keep in mind:

1. The World is Flat
2. The Myth of Multi-Tasking

What resources do you use?  Do tell.

MSAE Marketing & Sales Symposium Roundtable Conversation Takeaways

As part of MSAE's Marketing & Sales Symposium last week, members had "Conversations with Your Peers" - here are the top takeaways from the discussions (technology, membership, branding, mobile, contracts, conflict and more!):

Integrated Marketing: Social, Print, Web, Video

• Consistency
• Simplify messages
• Find time to lay out all types of communications you produce and analyze them for consistency, content, etc.

Responsive Web Design: What is it? Why does it matter to your organization?

• Design with responsive in mind
• Design form mobile first - then build to bigger devices
• Think about the three most important things a user would want to see on your homepage

Brand Management

• Consistency is key
• Defining standards
• Use style sheets

Member Replenishment

• Putting members on committees, board - give them a voice
• Photos - communicating "fun aspect" - ID them
• Cross pollination across associations

Contract Negotiations

• Cancellation by hotel clause in contracts
• Mutual respect between meeting planner and hotel
• Spell everything out in the contract, not vague

 Workplace Conflicts - Strategies for Handling Workplace Tensions

• Think through the first words that will come out of your mouth before you start the tense conversation - start with a positive intention, such as, "I want you to be successful here."
• Find the balance between silence and violence.
• Just because you feel comfortable enough to say something to someone, doesn't mean you should.

Tablets in the Workplace

• There's an app for anything
• Microsoft Office can be accessed on your tablet
• iBooks are coming!

Mobile Technology Decisions

• Make sure your devices are compatible with what you do
• Look at the company making your device to ensure they will be around

So What? How to Communicate Member Benefits - Part I

• Can you deliver what you're saying?
• Customized communications - your member will listen
• Benefits is generic - value is the full package, brings more meaning

So What? How to Communicate Member Benefits - Part II

• Segmentation
• Know how your members want to be communicated with
• Meet your member where they are

For handouts from the day, click here.  Hope to see you at next year's Marketing & Sales Symposium!

Supplier Pet Peeves

MSAE's Allied Networking Group met to discuss supplier pet peeves.  Here are the top takeaways:

• Never assume. Get clarification and ask questions. Its important to meet your client/customer needs and protect your organization.  
• Times are changing. The economy is getting better and it's no longer a planner's market.   
• If you give once, you may need to keep on giving. When the economy wasn't doing well, suppliers were giving a lot of concessions to get business. Now that the economy is getting better, suppliers can't offer the same discounts. There is no such thing as a free lunch and if suppliers give in one area, another area has to go up.

Customer/client relationships are key to success and need to be mutually beneficial. As a supplier, it's always good to under promise and over deliver.

Reimbursing Members & Policies

MSAE's Financial Networking Group met today to discuss reimbursement policies and procedures - what works, what doesn't and how we can be more efficient.  Here are the top takeaways:

• Have your cancellation and expense policies in writing - and be specific on what can be expensed and what can not - for example, first class airfare, limo transportation, spouse travel, specific date for cancellation, etc.  
• Sample Expense Reimbursement Policy from the MN Attorney General's Office
• Receipts, Receipts, Receipts - Require Them! 

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.

Health Insurance and Benefits

At the October Financial & Accounting Networking Group meeting, we discussed health insurance and benefits.  Some of the items covered were HSA's, self-insured portion, Obamacare, public/private exchanges, small business health insurance credit, tax provisions for 2014 and more.  Here are the top takeaways:

• Be more aware of what you are offering (programs, etc.) and look at it annually.  Individuals being insured need to be aware of plan - communicate costs to association with your employees.
• There are a wide variety of options out there - not one size fits all, you will pay if not aware. 
• Stay on top of new changes to the law.  

New Technology for Meetings

New technologies and opportunities to engage members are all around us - from apps, social media, mobile technology, webinars, e-marketing and more.  The Meeting Management & Education Council talked about what's working in their associations and ideas for the future at the November 7 meeting.  Here are the top takeaways:

• With the increase in members utilizing smartphones and technology at meetings and events, it is up to the speaker/presenter to set the expectation for using mobile devices during each session.  
• Twitter is a good resource at large conferences and events to get out information quickly and promote exhibitor drawings and prizes - consider using a big screen outside the exhibitor entrance to engage attendees.
• Is your website mobile friendly?  Mobile websites need to be coded to be mobile friendly (.mobi sites).  Don't have a mobile website?  Consider a responsive website design that adapts to fit the viewing device.  Example: http://elliotjaystocks.com/ - view this website on full screen, then drag to make smaller (you should see that the copy changes to fit the screen).  

MSAE members are creating conference apps (some providers include Amaratech-MSAE, Quickmobile-MNLA, in-house-Aging Services of MN) and seeing a change to offer more mobile options (print is still important though).  MSAE hosted trivia at the most recent Fall Conference and it was well received - http://cosgrovepresents.com/.

Board Orientation Best Practices

MSAE's Financial & Accounting Networking Group recently met to discuss board orientation best practices, from a fiduciary perspective. Here are the top takeaways from the meeting:

1. Include a confidentiality section as part of your board orientation and policies.
2. Post minutes, board packets and policies online - it will save you time and money!
   
3. You must have D&O insurance and make sure check what it covers - limits, etc.

The group will be meeting again in 2012 - stay tuned for meeting dates.

Marketing Strategy & Evaluation of Programs

Here are a few good questions to consider asking in your next education survey (these questions help measure the experience, not just the quality of the programming):

• How did you feel after the conference?
• What made you come?
• What did we miss?
• What keeps you up at night?
• Everyone in the industry is talking about...?
• Your top priority this year is...?
• This will be a great conference if...? (include on the registration form)

Other ideas to consider for your next survey:

• Offering an incentive or prize is a good way to encourage attendees to complete surveys; several of our members give away free tickets to the conference next year, others have a budget for survey prizes (iPads, etc.).
  
• PollEverywhere.com - survey text option and inexpensive, can also email and tweet responses.
• Send out a "Didn't Attend the Conference Survey" to find out why members aren't attending.

Marketing Ideas

• Turn features into benefits - take your marketing collateral and highlight all features in blue, benefits with yellow - how much is highlighted in yellow? Turn these features into benefits (sometimes asking the question, so what? helps).
  
• Customize when at all possible.
• When in doubt, less is more.
• Have a social media policy. MEA Forum Rules & Social Media Guidelines MEA Conference Policy
  

Using Social Media to Attract and Retain Members

Takeaways from the Membership Networking Group on June 15:

Social Media is a must to keep your members informed. You want to be where your members are!

1. What should you put on each form of media? Here are a few suggestions:

• Facebook: Social, Events -- link back to your website. Keep accessible to all (not just members) so others not in your association get information on your upcoming events -- use to create buzz about your association/membership.

• LinkedIn: Connect with members only. If non member wants to join, send prospect information. Professional, create chat conversations on association topics, current news events (need to monitor member connections with dues renewals).


• Twitter: Learn from others, promote your association and events, recruit new members. Schedule tweets by using hootsuite.com

• Blog: Represent your organization's events, post comments on current events, recap meetings, etc... ; control your PR and manage posts.

2. Which social media is better to use? You should be on all of them. Utilize social media monitoring tools to help you monitor success, listen, learn and engage your members -- like Hootsuite, TweetDeck, or Tweetizen. Set a specific time each day to monitor/respond to comments.

3. Social Media Policy: Every organization that has numerous people posting items on their social media sights should have a social media policy that all employees sign off on. If you don't currently have a policy check out socialmediagovernance.com

4. Put your social media links on all marketing materials.

5. Don't represent your company on your personal sites -- keep business discussions on the organizational site.

6. QRcode -- Use on marketing materials so members can scan and visit your website/event page. Tag under your QRcode "Visit us at (your web address) or Scan" so all can access the information.

Program Design, Development & Implementation

Takeaways from the Meeting Management Education Council meeting on June 22:

• When planning education, the group gets input and ideas from: committees, call for proposals, evaluations, surveys, focus groups and listserv groups.
• RFP’s for speakers – suggest potential topics (and why they are important to your group), include background on the audience (challenges, etc), ask when the speaker last spoke and for how many people, have a preconference call, expect them to customize the presentation for your group. Sample Call for Presentations
  
• Consider hosting a BarCamp for your association
  • Definition of BarCamp: a) an ad-hoc gathering born from the desire for people to share and learn in an open environment. b) an intense event with discussions, demos and interaction from participants who are the main actors of the event.
  • Quick notes about BarCamps – they are free, the attendees pick the topics so it’s “just in time education,” planners need to let go of the planning.
  • For more information on BarCamps, visit barcamp.org or attend the MSAE BarCamp in September!
  

Negotiation Tips & Distance Education for Meetings

Here are some of the best ideas and money saving tools generated from the Meeting Management Education Council meeting on 4.20.

• 35 Money Saving Meeting Tips
  
• Wufoo - use this free form builder for your meetings and events. Some uses include sending the form to speakers so they can upload session details (even speaker photos!), send to exhibitors to upload their logos and use to collect RFP's and speaker presentations. For more on Wufoo, visit the communications networking group blog post on Wufoo and Wufoo.com.
• Webinar Programs - if you're looking at hosting webinars for your members, here are a few programs to check out: GoToWebinar (MSAE members save with the Affiniscape Affinity Program), WebEx, Adobe Connect and AVEX's GoPortal (sign up for a free 30 day trial).
  

TED, Trends and Non-Members

Top takeaways from the Feb. 23 Senior Staff Networking Group meeting:

• TED.com - Ideas Worth Spreading - Share your association's videos and best practices on Ted, it's great for you and your members!
• 11 Trends for 2011 - Video and social media are a must, if you aren't doing it - someone else is. Check out the other trends to watch this year (from the MSAE Speakers Showcase on 2.17.11).
• Send a blank newsletter to non-members (or past members) who should be members - will show them what they're missing.

Logos, Graphics Standards and Style Guides - Oh My!

Here are the top strategies for driving and maintaining brand integrity from the past (1/18/11) Communications Networking Group meeting:

1. Consistency is King!
2. There is no 'right' or 'wrong' when it comes to style and your brand. Choose guidelines that make sense to, document them and follow consistently.
3. Graphic standards create uniform in all areas of your association, marketing materials as well as save you time.
4. It is important to include in your graphic standards items such as logo information, colors, typography, layout and photo usage.
5. Style guides are something that should be provided to all staff, freelance writers, board members and volunteers to reinforce brand consistency.

Many, many, many more ideas were shared - these were a few worth mentioning. To see the complete outline from this past meeting, click here.

For sample PDF versions of style guides, contact MSAE at angela@msae.com.

Cognitive Surplus

Last year, I had the opportunity to see Clay Shirky live at the DigitalNow Conference in Florida. Shirky is the author of “Here Comes Everybody: The Power of Organizing Without Organizations”, the recently released “Cognitive Surplus: Creativity and Generosity in a Connected Age”, and a teacher of New Media at New York University. His insights into the new media were both scary and exciting for associations. We knew that things were changing.

A couple weeks ago, I was sent a video (from June of this year) about his idea of “Cognitive Surplus”, which is the shared, online work we do when we’re not doing our jobs. I was struck that there is a connection between the idea of cognitive surplus, and our ability to engage members and get them active in associations. I’m sure that there is an entire white paper that can be written on this, but given the beautiful summer weather outside and the fact that it is Friday, you’re only going to get some bullet points from me.

• There is a plethora of volunteer time available. In the United States, more than 100 million hours this weekend will be spent watching the ads between television programs.

• Technology has created endless options for people to get involved online. You know “that” guy in his basement being an on-line wizard or dungeon master – he’s contributing. How great would it be to get that sort of dedication to your organization?

• No matter what level the participation, be it posting funny pictures in a chat room or working with a group of physicists to create a proof – it is still participation.

There are one trillion hours per year of participatory value up for grabs, and we’re in the midst of an entire generation that, when given the opportunity, are willing to produce something online and share it. It’s up to us as associations to tap into that cognitive surplus.

Here is a link to the video:

http://www.youtube.com/watch?v=qu7ZpWecIS8