Reg egio ional nal Ne Netw twor orks: ks: An Annu nual al - - PowerPoint PPT Presentation
Reg egio ional nal Ne Netw twor orks: ks: An Annu nual al Me Meet eting ing Pl Plann anning ing Presen esented ed by: : Mag aggie gie Ullman an, , Networ work k Ad Advisor, visor, As Ashev heville, le, NC
Presen esented ed by: : Mag aggie gie Ullman an, , Networ work k Ad Advisor, visor, As Ashev heville, le, NC maggie@ullmanconsulting.net | 828.713.9488 Connecti ecting ng Peop
ster ering ing Innov
ation.
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Pre resen entatio tation n Purp rpos
e and d Conte ntents nts
This is presen esentati ation is to the Regi gion
al Network tworks s Coord rdinati ating ng Comm mmitte tee, e, on Marc rch 4th, , 2016. . It’s purpose is to presen esent the best st prac acti tice ce for planning ing and nd coordin rdinating ating a ne networ work k ann nnual al meeti ting, ng, incl cluding uding:
– What the practice is and looks like – Why the practice is worthwhile – Who should do it and when – How to do it, with examples
Partner Networks Network Participants Representing Green Cities California (GCC) Linda Giannelli Pratt Erik Pearson Shannon Parry ALTERNATE- Susana Reyes GCC Managing Director (Coordinator) Hayward, CA Santa Monica, CA Los Angeles, CA Great Lakes Matt Naud Matt Gray Ann Arbor, MI Cleveland, OH Heartland T.O. Bowman Brenda Nations Oklahoma City, OK Iowa City, IO Michigan Green Communities (MGC) Dave Norwood Sandra Diorka Jaime Kidwell-Brix Dearborn, MI Delhi, MI MGC Coordinator (Coordinator) New England Municipal Sustainability Network (NEMSN) Troy Moon Cyndi Veit Kelsey O'Neil Virginia LeClair Portland, ME EPA- (Coordinator) EPA- (Coordinator) Dedham, MA Ohio, Kansas, Indiana (OKI) Larry Faulkin Lamees Mubaslat Cincinnati, OH Montgomery County, OH Prairie State Network (PSN) Catherine Hurley Dan Hughes Evanston, IL PSN Coordinator (Coordinator) Southeast Sustainability Directors Network (SSDN) Peter Nierengarten Robin Cox Meg Williams-Jamison Fayetteville, AR Huntsville, AL SSDN Coordinator Western Adaptation Alliance (WAA) Tamara Lawless Ashley Perl Flagstaff, AZ Aspen, CO
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What t Ar Are So e Some e Guide deli line nes s for r An Annual al Mee eeting g Planning ning?
eting: ing: a time e for mem embers ers to connect ect with other memb mber ers s in orde der to
– Develop and strengthen relationships; – Engage in peer-to-peer learning; – Obtain field-building progress updates; and – Recruit members to serve in leadership and collaboration roles after the meeting.
urce: ce: Connecting ecting to Change ge the World ld: : Harnes nessin sing g the Power er of Networ
ks for Social ial Impact act contai ains ns guide delines lines for a networ twork k to to deve velop lop and host t a succes cessful sful annual al meetin ing: g: 1. 1. Guidi ding g Concepts epts 2. 2. Agenda nda Developme elopment 3. 3. Planni ning ng Guida dance nce 4. 4. Assessment sment and Impro rove veme ment nt
Plastrik, P., Taylor, M., & Cleveland, J. (2014). Connecting to Change the World: Harnessing the Power of Networks for Social Impact. Island Press.
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Importa rtant nt fa factors rs to conside der r no matter ter the e size ze and st d stage e of de f devel elopment ent of yo f your net etwo work rk (revisit sit regularly rly to ensure re a h highly eff ffecti tive ve annual al meeti ting ng): ):
1. Determine the meeting goals early and compare to meeting development often. 2. Make increasing connectivity an explicit objective of the meeting. 3. Make enough time during the meeting for members to connect, not just work together. 4. Promote what members are doing and what they know; don’t over-rely on outside experts. 5. Be fluid at the annual meeting itself; keep to the timing as best you can, and roll with reality.
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Kee eep these ese concep epts ts in mind d while e de devel eloping your mee eeting ing agen enda da. . Thes ese e insights hts will hel elp you bu build d a produ ductive ive and dy d dynamic c itinerary: rary:
–Balance informal and formal networking times. –For larger groups, include time for everyone to learn together, and times for smaller breakouts. –If possible, include open space times (scheduled time blocks without programmed content); these spaces allow you to respond to topics that emerge at the meeting. –Build in time for network planning and surveying on next steps. –Provide an update on the current State of the Network. –Develop a core team (3-4 people) to help guide strategy, such as meeting goals, and agenda topics. –Survey the membership for their content priorities, and ask who is willing to teach on which topic area.
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Planning ing an annual al mee eeti ting ng can see eem like e a d daunti ting ng task.
h solid or d organizat zation n and d clear communic unicati ation, n, this process s can be be easy. The fo following ng tips can help to create te a c clear di division of la f labo bor and s d stream eamli line ne the event t de development ent process: s:
–Start 6 months in advance with a host city or county. –Assign 2 people to be over the budget to avoid calculation errors; one is point, the other checks. –Meet bi-weekly with the Annual Meeting Planning Committee. Send out call agendas in advance and use their time to troubleshoot at a high level. –Build a shared task list so the team knows exactly who is responsible for which details. –Send a speaker instruction sheet to recruited speakers before the meeting to focus presentations on lessons learned, road blocks, and candid insights.
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A network’s annual meeting gives members an opportunity to build relationships and share ide deas. .
ting fe feedb dback fr from partici cipant nts abo bout their r exp xperience nce and s d suggestio stions ns fo for fu future re ev even ents ts is valuabl ble e fo for the e success ess of f fu future re ev even ents. s.
following ng tips will help you get the right t info formati mation n fr from membe bers: rs:
–Distribute and collect evaluations before the meeting adjourns, and make evaluation collection simple for participants. –Make sure evaluations help you understand how much connecting happened in addition to other evaluation goals. –Use different ways of collecting information in the survey (check boxes with specific answers, rating systems to evaluate specific topics, and fill in the blank sections were members can elaborate).
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It redu duces es pain: Many gears need d to mesh h to make it run smoothl thly. y. Someone ne needs ds to be be i in charge, e, and d the e tea eam nee eeds ds to be be ver ery clea ear on roles and de d deadl dlines. s. Planning ing gives es you an ide dea of f what t to exp xpect and pa d pathwa ways ys fo for trouble blesho shooting. ting. If participants don’t feel like the event t was well planned, d, it may be be conside dered red a w waste te of ti f time e and d money. y.
Why y is Pl Plann nning ing for r An Annual ual Mee eeting ng so Impor
tant?
Budget Planning and Doing Dates Logistics
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Good lo d logistics ics coordi dinati ation n de defi fines es clea ear roles es and d ex expec ectati ations ns of f tea eammate mmates.
lize ze on indi dividu dual strengths. engths.
esigna nate te staff ff or 2 n net etwo work rk point peo eople e to handl dle e logisti tics, cs, such as bo booking a bl block of f rooms, s, arrangi ging ng trans nsit it fr from the airport t to the hotel / meeti ting ng locatio ion, n, and de d dealing with h fo food. d.
d a logistic ics s packet t fo for travelers elers in adv dvance, e, which h contains: ns:
–Transportation instructions (airport, transit, etc.) –Hotel location / map of the event (meeting, dinner, tour locations) –Parking / building access instructions –Meeting Agenda –Participant list (so members can stay connected after the meeting) –A structured network building activity such as a buddy list (see appendix for example) and PPT with attendee pictures and profiles (to connect members more quickly)
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Who is Res esponsi
ble for r Planning ning the e An Annua ual l Mee eeting? g?
ss team m selecti tion
s and s d sizing ng ba based d on network rk topography: hy: ask fo for skill l sets sets and a d assign n ba based d on them. m.
t types of f skills ls will be be m most t usefu ful? l?
–Who has an eye for details? –Who is good at planning? –Who is good at design and strategic thinking? –Who has capacity (staff that can help, like assistants, interns, etc.)? –Who wants to host? What are their resources (like free meeting space)?
zing workflo flow w and s d setting ting up committees: ittees:
–Calendar everything: reoccurring meeting dates, deadlines, etc. Having appointments will keep things on track and keep the surprises to a minimum.
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How To Go Ab About ut Plann nning ing for r an An Annual ual Mee eeting? g?
Stra rateg egy y Bucket cket:
nning ing Committee ttee
– Timeline – Pre-event member surveys – Agenda Development
eaker/Pr Pres esentation entation selection lection and confir firmation mation
t even ent surve rvey Logistics gistics Bucket: cket:
gistics of locati tion n and event ent
– Food – Travel – Lodging – Event Space – Event Transportation – Vendor Payments
eting ing Packet ket
ndance confir firma mati tion
avel el Reim imbu burs rsemen ments ts
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1. 1. What t do does es the e net etwo work rk nee eed d most right t now (fo for ex example: e: to connect, ect, to fo focus on content, nt, to collabo borate, ate, to streng ngthen then leade dersh ship ip)? )? 2. 2. What t are the meetin ting g goals? 3. 3. Who is be best suited ted to handl dle e the e mee eeti ting ng ev even ent t planning ng de details, s, and ho d how can this responsibi sibili lity ty be be shared? ed? 4. 4. What t da dates, s, location, n, fi financial al mode del, , and d agenda da make e the most t sense fo for my net etwo work, rk, given en wher ere e they ey are e in matur uration ation (em emergi erging, ng, de devel eloping, g, mature ure)? )? 5. 5. How will you fi find d out what t are the primary ry topics s of i f intere rest, st, and t d the member ber exp xpectati ations ns are?
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5. 5. What t should d the e State te of O f Our Net etwo work rk pres esentati entation n add ddres ess s (annua ual l work plan upda date, e, member ber survey y da data, etc.)? .)? 6. 6. What t spec ecifi fic c activiti ities es in the e agen enda da will bu build d and st d strengthen engthen rel elation tionships ships be between een members bers (ice br breakers, ers, evening ng recepti tion n activiti ities, es, meeti ting ng bu budd ddies, s, etc.)? .)? 7. 7. How should ld the e ses essio ions ns struc uctured tured to support t the e mee eeting ing goals (fo for ex example: e: PowerPo Point int presentations, tations, br breakout ut convers rsatio ations, ns, fi field d trips, s, etc.)? .)? 8. 8. What t should d the e Post Mee eeting ng Evaluati ation n Survey vey contai ain? n? What t info forma mation tion is nee eede ded d to improve e in the coming year?
For more information, please contact: Maggie Ullman, Network Advisor maggie@ullmanconsulting.net | 828.713.9488
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1. Example Annual Meeting Agenda 2. Example Annual Meeting Evaluation 3. Example Annual Meeting Networking Strategy
Example Annual Meeting Agenda
Example Annual Meeting Evaluation
SSDN Annual Meeting Buddies
The buddy system is in place to help integrate new members with veteran members. The following directions are sent to veteran members a week before the meeting: 1. On day 1 seek out your Buddy and introduce yourself, welcome them to the network and share your highlights and experience from past meetings. 2. Find time during the meeting to catch a few minutes together. Offer to be a resource to them during the meeting (answer any questions about how to plug in or anything else). 3. Throughout the meeting, if you see your buddy milling around alone, introduce them to someone nearby and help start a conversation. It isn't a major commitment, but it does make a big difference to new members experiencing SSDN in person for the first time. NEW MEMBER BUDDY VETERAN MEMBER BUDDY
Example Annual Meeting Networking Strategy