C N H | K E Y C L U B | Created by: CNH District Governor California-Nevada-Hawaii District August 2014 Presented by: CNH Effective Meetings Jacqueline.

C N H | K E Y C L U B

|Created by: CNH District Governor California-Nevada-Hawaii DistrictAugust 2014

Presented by:

CNH

Effective Meetings

Jacqueline Tsang, Governor

Training Topic: Effective MeetingsCNH Key Club DistrictCNH |

What did you learn from the July Newsletter?


Think back to one of your least successful

Division Council Meetings.


Now think about one of your most

successful meetings.


One MONTH in advance Date and Time Venue & Phone numbers Chaperones Event Request Forms Identify task coordinators

and directives Meeting agenda

“This month you should be prepared to hold next month’s

meeting.”

4+


At least 3 WEEKS prior Itinerary Advertisement (announcements,

electronic flyers, videos, etc.) Have Executive Assistants oversee

progress of task coordinators and provide you with updates

Invite all sponsoring Kiwanis clubs + Kiwanis Lt. Governor

Reconfirm venue and date & time

3


2 WEEKS prior Reconfirm venue Reconfirm adult chaperons Finalize itinerary Finalize meeting agenda Ensure meeting task

coordinators have completed directives

2


1 WEEK prior Executive Assistants contact Club

Presidents asking them to confirm attendance

Review task coordinator directives and create a checklist of everything needed to be prepared for the meeting Double check that all items are

prepared Reconfirm with venue & adults1


• Cater to the members• Hold your meeting in a place where you can be

heard• Make sure the members you serve are comfortable

• When things go wrong…• BREATHE. It will be okay. It’s time to problem

solve.• If your venue is unprepared for you, inform DLT

and advisors; they may be able to help you find a new location. If not, reschedule and continue with planning

Things to Keep in Mind


• If chaperons are unable to attend, inform advisors and sponsoring Kiwanis Clubs. If unable to find replacements, do not hesitate to ask for the support of your parents or family members.

• If task coordinators leave tasks incomplete, do not hesitate to reach out to your DLT for assistance

• Proactive planning is ALWAYS helpful


Marketing


Marketing:[ˈmärkitiNG] noun

The action or business of promoting and selling products or services.


Keep the message positive!DO include…• Date, time, and location• Who’s invited• Purpose of the event• Information on preparing (what should

be brought by every member in attendance)

• Captivating photos• Graphic Standards / Branding

Creating Phenomenal Advertisements


Do NOT…• Detail the itinerary• Compare to previous years• Make typos• Include information that is subject to

change• Try to change any details provided on

the advertisement once it is released• Assume they know how to get to the

location• Assume they know the dress code


• No Key Club business (planning) is to be conducted on social media• Takes away the magic of the event• Gives you more leeway

• Advertisements should only be viewable and shared with those who are allowed to be at the event

Social Media


Agendas


Date, time, and location of meeting Identification of host club Introduction of Special Guests/Adults Workshops and/or speakers Names of presenters who are to cover

certain items on the agenda Key Club Pledge

BEE inclusive of all new leaders in attendance Include a notes section

Allows members to review what they learned during that meeting with ease


Include remindersDue datesUpcoming eventsNext DCM

Provide a range of resources to useDivision reflectorCyberKeyKey Club Website

Provide and encourage use of contact informationLt. Governor, Executive Assistant(s), Region Advisor(s)


Eye-catching Include graphicsUtilize Graphic StandardsActivity

Balance of informationInclude important details, but keep the listed meeting items rather vagueGive yourself enough space to expound

Do not hesitate to go greenProvide members with an electronic copy that provides extra details


Utilizing Task Coordinators


• Provides the membership with more opportunities to lead and serve their peers

• To educate the membership• Allows you to focus on details that

make the event special• Enhances the member

experience

Purpose


Begin with…A focusTask list/directivesDue datesContact informationResources

Provide them with guidance/a mentorDivision assistants

Allow them to experience the final productRecognize their work at your meeting


Venue Coordinator Marketing Coordinator Chaperon Coordinator Circle K Coordinator Eliminate Coordinator PTP Coordinator Fall Rally Spirit Coordinator

Suggestions


Service at Meetings


• Holding a service project in conjunction with a meeting makes better use of the members’ time

• Improves attendance• Brings focus back to the service-

aspect of Key Club• Enhances the member

experience

Purpose


Plan a service project that appeals to the membersSurvey them! Try to plan service projects that allow the members to interact

Ensure that there is a large, open location for you to hold the meeting

Aim to have the service project after the meeting

How To


If you must hold the service project beforehand, provide a meeting place and time for the meeting

Afterwards, reflect on the event

Remember…It’s about the member

experience.


Would I want to attend

this meeting?

ASK YOURSELF…

CNH | Training Topic: Effective MeetingsCNH Key Club District

Questions?

C N H | K E Y C L U B | Created by: CNH District Governor California-Nevada-Hawaii District August 2014 Presented by: CNH Effective Meetings Jacqueline.

Documents

training topic

successful meetings

governor slide

hawaii district

helpful slide

mind slide

club presidents

date time slide