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Last issue we addressed
the importance of having your own personal
board of advisors (PW45:
Don't Go it Alone). Serving
on your board should be a pleasant experience—not
something that your members should do
with hesitation or regret. To maintain
the maximum benefit from
your board meetings, you must be prepared
to provide maximum input—you
must be prepared to Big Deal It!
The more seriousness
you give the process in front of your
board, the more seriously your attendees
will take their roles as members. They
need to see that you mean business.
Here are some steps
to scheduling, preparing, and administering
a successful meeting of your personal
advisory board (Note: more detail can
be found in my book Prospect
& Flourish):
1. Schedule your
meeting at least two months in advance.
Pick at least three options, and find
out which choices are the best for all
your members (ask them to indicate to
you which ones work—and emphasize
that it is important that they choose
more than one, if possible). The more
options you offer, the better your chances
of having full attendance.
2. Choose a business
setting for your meeting. Meeting
rooms are not difficult to obtain, whether
rented or simply at your corporate offices.
3. Once the time
and place is set, send out letters to
confirm. When I say letters, I mean
LETTERS! Taking the time to send out a
personalized letter on your company stationery
sends the subtext message that you appreciate
their time and respect.
4. Prepare Information
Packets. A complete information packet
should include the following:
- Your brochure/marketing
package.
- A statement of business
objectives.
- A meeting agenda.
- A one-sheet indicating
time and place.
- All combined into
a pocket folder.
5. Hand-deliver
(if possible) the information packets
to your board members. This should
be done one-to-two weeks prior to your
meeting.
6. Call each member
personally to confirm receipt of the package
and of their plans to attend. It
never hurts to make an extra call, and
many of your members will appreciate the
reminder. It also is the best way to ensure
the highest attendance possible.
7. Arrive early
to properly set up. You do not want
to arrive at the same time as everyone
else. When your guests arrive, they should
find you there
to receive and greet them.
8. Have the following
items available for your meeting:
- Extra information
packets
- Pens and notepads,
just as a precaution.
- Refreshments
- Simple thank-you
gifts. (such as a restaurant gift card
or a nice pen).
9.
Lead the meeting from your agenda.
Outline where you are, where you
have been, and where you want to
go. Use your materials to back up your
information. Get productive feedback,
and stay focused on creating the results
you intended.
10. Keep the momentum
going. Follow the agenda. Elicit
ideas and suggestions. Build ownership.
Further, share your numbers. The more
concise you are, the better the advice
you will receive. Remember, these people
are your centers of influence
(PW
#3: Networking, Newtonian Style)
who share your vision and want to see
you succeed. This will also make it easier
for them to introduce you to new prospects.
Sound like too much?
If you make it important, so will your
board members also feel its importance.
They will take your work, your intentions,
and your inquiries seriously, will not
hesitate to give you the best guidance,
and will connect you to the best prospects
available.
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