Transcript MPI ALV

MPI Netherlands Chapter
Board retreat 2009 - 2010
Rotterdam, 2009
June 7 & 8
02:37
Agenda June 7
17:30 Introduction
– How long have you been an MPI member
– Role & Expectation
– What do you do in real life
18:00 Output NL & UK Exchange
18:15 Doris / CORIC
– Stuurwheel / Review Presentatie & Afspraken
18:30 Terugblik op 2007-2009
– Stoplicht -> MPI NL Business Plan 2007-2009
02:37
Agenda June 7
19:00 15 minute introduction Maria Jacobsson
– MPI Intl update
– metrics for 2009-2010 timeframe
19:15 What does 2009-1011 look like?
– Nominations Committee
– Organisation structure 2009 Board
19:30 Aperitif
20:00 Dinner
02:37
Agenda 8 juni, ochtend
08:00 Breakfast 08:30 – 9:00 Doelstelling
– 1. Jaarplanning met calender, milestones, taken
– 2. Business plan
Splitsen in 2 groepen
09:00 – 9:30 Uitleg werkwijze voor de 2 tracks
– Track 1 = Nl sessie - Planning & Calender 2011
– Praktische sessie
• De Ideale Educational
• Proces optimaliseren
• Instructie en input in MPI Central Desktop
– Track 2 = Engels - Business Plan 2009-2011
Strategische sessie
02:37
Agenda 8 juni vervolg
11:00 - 11:15 k/t pauze
12:30 - 12:45 Wrap up & wie gaat wat presenteren
12:45 - 13:45 Lunch
13:45 - 14:30 Parallel
13:45 - 14:45 Plenaire terugkoppeling
14:30 - 14:45 Break
14:45 Presentatie Business Plan track 2
15:30 Presentatie educationals track 1
16:15 – Actielijst & afspraken
16:30 - 17:30 Borrel
02:37
When Board Retreat Successful
• Business Plan 2009-2010 formulated together
(targets and how to achieve)
• Calendar 2009 -2010 created and planned with tasks
• Central Desktop instructed & implemented with activity plan
calendar available for all volunteers
• Everyone a few simple, concrete and achievable tasks
• Agreements and deadlines are met
• Open discussion on objectives, with clear responsibilities and
actions
• As a team enthusiastically spreading the vision
• All facing the same direction and everyone is conscious of
his/her role.
02:37
Our Vision and Mission
Vision
• Build a rich global meeting industry community
Mission
• Make our members successful by building connections to:
- Knowledge/ ideas
- Relationships
- Marketplaces
02:37
Strategic Imperatives
The Vision is activated by four strategies:
02:37
Objectives
• What are the results we want to achieve?
• What (SMART) results we have to achieve in the short
and medium term in order to achieve the long term
ambitions?
02:37
Performance indicators
• What makes our vision and objectives measurable?
• Which values can we connect? What are the targets?
• How can we monitor processes and create feedback
loops in order to (re)act timely?
02:37
MPI Board Retreat 7&8 June 2009
Novotel Rotterdam Brainpark
UK – NL Chapter Exchange highlights
• Share ideas, knowledge, experiences
• Connecting as chapter leaders -> benchmark for common
interests and challenges
• Positive and pro-active approach to practical applications for our
chapters
• Honest and open sharing of successes and failures
• Establish basis for long term exchange
• Tangible results
Tangible results
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Student membership/scholarship
Board member report
Sponsorship rfp / target definition
Planner lunches / specialised events
Separate education tracks/ quality over quantity
Joint events / board & grant projects
Levels of support to the board
External board coach/moderator (incl. board monitor)
Bonding/recognition of volunteers (@ board retreat)
Technology sharing (like new member cd-rom / linkedIn/ Central
desktop, mindmap)
MPI Nederland
Flashback Algemene Leden Vergadering
24 Augustus 2007
MPI Global Vision and Mission
Vision
• Build a rich global meeting industry community
Mission
• Make our members successful by building connections to:
- Knowledge/ ideas
- Relationships
- Marketplaces
VISIE 2009
Co-creatie process
Baseline
Nu
Juli
07
Concept
Visie
Jul - Aug
Adjust
&
Plan
Sept - Oct
Launch
and
Implement
Oct - 2009
BUSINESS PLAN
Business Plan 2007-2009
11:22
VISIE -> MISSIE -> THEMA 2009
Visie:
We berusten niet in het zijn van een vereniging met leden en activiteiten.
We streven naar het doorontwikkelen tot een interactieve gemeenschap;
gedreven door participatie en co-creatie.
Missie:
MPI leden zijn gedreven in het treffen van elkaar en het overtreffen van
verwachtingen als het gaat om kennis, ideeënuitwisseling, netwerken voor
persoonlijk en zakelijk belang.
Vision 2009 – 7 Critical Challenges
11:22
KERNPUNTEN BUSINESS PLAN status 2008
• Focus op het runnen van de vereniging als een
business
• Autonome taken en budgetten per commissie
• Behoefte aan professionele ondersteuning & tools
• Centraliseren van front & back office
• Werking en rol secretariaat uitbouwen
• Co-creatie middels web 2.0 technieken
• Introductie wikifarm voor bestuur en commissies
• Inkomsten en uitgaven op elkaar afstemmen
• Financiering sponsorship beleid strategisch invullen
• Innoveren en verrassen
KERNPUNTEN BUSINESS PLAN status 2009
• Focus op het runnen van de vereniging als een
business
• Autonome taken en budgetten per commissie
• Behoefte aan professionele ondersteuning & tools
• Centraliseren van front & back office
• Werking en rol secretariaat uitbouwen
• Co-creatie middels web 2.0 technieken
• Introductie wikifarm voor bestuur en commissies
• Inkomsten en uitgaven op elkaar afstemmen
• Financiering sponsorship beleid strategisch invullen
• Innoveren en verrassen
Uitgangspunten
Kwaliteit is pas kwaliteit als het resulteert in tevreden
en meer leden
Iets is pas goed als we er resultaat mee bereiken
Kwaliteit is geen doel maar een middel om resultaat te
bereiken
Vooruitblik Educatieve Commissie (2008)
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To Meet & Exceed
Co-creation
Advisory Board
Allianties met andere verenigingen
Educationals op 2 niveaus (beginners/gevorderden)
Bijzondere aankondiging/innovatieve NL Conference
Vooruitblik Educatieve Commissie (2009)
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To Meet & Exceed
Co-creation
Advisory Board
Allianties met andere verenigingen
Educationals op 2 niveaus (beginners/gevorderden)
Bijzondere aankondiging/innovatieve NL Conference
Educatieve Commissie
18/01/08 - Nieuwjaarsbijeenkomst/BoomChicago: 8,1 (69,7% response)
14/02/08 - NL Conference 2008: 7,2 (66,5%)
09/04/08 - Evenement Experience: 7,4 (70%)
03/06/08 - Fifteen/CSR: 7,6 (57%)
28/08/08 - ALV & Work-life balance: 7,8 (66,7%)
08/10/08 - Richard Lamb (@ MICE Travel Fair): 7,2 (54%)
08/01/09 - Nieuwjaarsbijeenkomst/Theo Kortsen: 7,4 (66%)
02/02/09 - NL Conference 2009: 6,6 (79,6%)
30/03/09 - CultureActive Tool (NL/BE): 8,3 (65%)
23/04/09 - Rampen & Realiteit: 7,3 (75%)
03/06/09 - Strategic Meeting Management - nog te ontvangen
VP ADMINISTRATIE (2008)
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Professionaliseren van back en front office
Aansturen van secretariaat
Procesbeheer van bestuursactiviteiten
Integratie financiële administratie MPI & NL
Conference
• Interne samenwerking optimaliseren
• Procesbeheer
• Centraal online collaboratie platform
– GroupSpace MPI Nederland
– GroupSpace MPI Board & Commissies (besloten)
– Central Desktop MPI Nederland (www.centraldesktop.com )
VP ADMINISTRATIE (2009)
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Professionaliseren van back en front office
Aansturen van secretariaat
Procesbeheer van bestuursactiviteiten
Integratie financiële administratie MPI & NL
Conference
• Interne samenwerking optimaliseren
• Procesbeheer
• Centraal online collaboratie platform
– GroupSpace MPI Nederland
– GroupSpace MPI Board & Commissies (besloten)
– Central Desktop MPI Nederland (www.centraldesktop.com )
Communicatie commissie (2008)
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Nieuw thema ‘To Meet & Exceed’
MPIweb.nl in lijn met MPIweb.org
MPI meest zichtbaar in media
MPI leider in kennis en als authoriteit
Innovatie interne- en externe communicatie
Retentie sponsoren
Werving nieuwe sponsoren
Communicatie commissie (2009)
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Nieuw thema ‘To Meet & Exceed’
MPIweb.nl in lijn met MPIweb.org
MPI meest zichtbaar in media
MPI leider in kennis en als authoriteit
Innovatie interne- en externe communicatie
Retentie sponsoren
Werving nieuwe sponsoren
Leden commissie (2008)
• Transparantie toegevoegde waarde
lidmaatschap
• Informatiesessies over tools en benefits
• Nieuwkomersessies bij elke educational
• Contact plan – regelmatig contact met
(prospect) leden
• Needs Assessment
• 90% retentie (gem. YTD = 84%)
• 300 leden per 1/7/2008 (YTD Mei 2008=246)
Leden commissie (200)
• Transparantie toegevoegde waarde
lidmaatschap
• Informatiesessies over tools en benefits
• Nieuwkomersessies bij elke educational
• Contact plan – regelmatig contact met
(prospect) leden
• Needs Assessment
• 90% retentie (gem. YTD = 84%)
• 300 leden per 1/7/2009 (YTD Juni 2009=267)
Begroting 2007 - 2008
• Secretariaat is verhoogd van € 12.500 naar € 16.350
• de NL Conference - nog steeds een aparte stichting –
is geïntegreerd en zorgt voor een stijging van 33.000
• Verder dient vermeld te worden dat:
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bestuurskosten zijn verhoogd € 1.450 (collaboratie platform)
accountant kosten zijn verlaagd.
board retreat is verhoogd (het belang en het rendement)
rebates verhoogd naar € 17.500 (230 leden)
€ 3.000 opgenomen uit het eigen vermogen.
begroting (2008)
• Met een budget van € 67.000 wordt gestreefd naar
een 0 resultaat
• dit uit zich onder meer in de doelstelling dat de
Educationals ( 4 x € 1.500) en de NL Conference
(€ 33.000) budgetneutraal moeten zijn.
• Daarvoor is het noodzakelijk om totaal € 18.500 aan
contanten gesponsord te krijgen (sponsor packages
zijn met 50 % verlaagd ten opzichte van vorig jaar).
begroting (2009)
• Met een budget van € 67.000 wordt gestreefd naar
een 0 resultaat
• dit uit zich onder meer in de doelstelling dat de
Educationals ( 4 x € 1.500) en de NL Conference
(€ 33.000) budgetneutraal moeten zijn.
• Daarvoor is het noodzakelijk om totaal € 18.500 aan
contanten gesponsord te krijgen .
• Kwartaal rapportages met helder inzicht
MPI Netherlands Chapter
Board 2007-2009
Patricia Oosterhof – Oosterhof Organizing
Nico Meijer – QMatters / Congreswereld.nl
Max Schreuder – Maxxeffect
Chris Lindeboom – Chagall Hotels & Restaurants
Jarno de Boer – Congrex
Michiel Middendorf – World Forum
Nicolette van Erven - MCCM
Jeroen Sirag – Stage Entertainment
Jochem Treu – Mediscon
Thomas Wieringa – Obsession Live Communication
Caroline van Egmond – Koninklijke NIVRA
Peter Boogaard – Cygnea
Roel Frissen – Parthen
Harmy Jansen – QCS
Ruud Janssen – TNOC
MPI Netherlands Chapter
Board 2009-2011
Roel Frissen – Parthen – President 2009-2011
Nico Meijer – QMatters / Congreswereld.nl – VP Finance 2009-2011
Michiel Middendorf – World Forum – VP Communications 2009-2011
Xander Kranenburg – Live Solutions – NL Conference 2010
Peter Boogaard – Cygnea – VP Educations 2009-2011
Frank Tiebosch – Hotels van Oranje – VP Membership 2009-2011
Gijs Verbeek – Hospitality Solutions – Exec Director - Elect
Harmy Jansen – QCS – Admin support
Ruud Janssen – TNOC – Immediate Past President 2009-2010
MPI The Netherlands
Board coach - Paul de Weger
43
The starting points for teams
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Clarity
Openness
Respect
Integrity
Cooperation
C.O.R.I.C.
7 point Scale and progress 2 years
• CORIC total:
Increased from 4.7 to 5.4 (coverage 77%)
• C.O.R.I. from under 5 now above 5
Increased from 4.72 to 5.55 (coverage 80%)
• Last ‘C’ is most difficult.
Increased from 4.7  4.8 (coverage 69 %)
Clarity
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Everyone knows what is expected from him / her
and what is expected of his/her environment.
Clarity
(4.7  5.2)
• - Since CDT not improved as hoped / expected, time to start
working on this, discipline
• - Clarity is one thing, but needs to lead to results, still a way to
go
• - Clarity (communication) between committees can be improved
who is doing what by when
• - Rather put items in manuals instead to mentor new member
Openness
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Whenever a committee or board member faces
problems with your environment or performance, it is
expected that this is raised by the member self.
Openness
(4.7  5.5)
• - Difficult to involve everyone, one meeting not
attended can mean two months between contact
• - Would even be better when items are summarized
and shared instead of putting everything on CDT
• - More interaction between committees so Openness
can happen
Respect
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Respect means accepting and respecting hierarchy
Respect means that you try to accept
characteristics of colleague members to pursuit of a
productive atmosphere
Respect
(4.8  5.8)
• + Respect for roles and positions
Integrity
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Words as correct, honest, reliable and just come in
mind.
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It is expected that these qualities are practised in
your performance
Integrity
(4.7  5.7)
• + There is room for discussion, agreements and
addressing is possible in a professional way
Cooperation
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When members are on good terms with each other
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When people start working together, a higher aim
can be achieved
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Cooperation without C.O.R.I. is not possible
Cooperation
(4.7  4.8)
• - We still need more cooperation, results are booked,
but in cooperation we can improve
• - Suggestions and ideas are given, but taking up the
responsibility to do something with them, sometimes
lacks
• - We still work separately too much, better planning
and communication between committees is needed
• - More interaction between committees
Practising ‘Meet & Exceed’
(4.4  4.8)
• - Dashboard needs to be developed with metrics
• - Meet & Exceed is used well, but is this also
perceived by others?
• - Inform our members with all dates and activities
in time
Meet & Exceed (TOPPERS / ‘HITS’)
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Drive and momentum in de group of volunteers
Publicity in magazines, presence in exhibitions,
Growth of members
Secretarial services
Communication plan
Data educationals communicated earlier
Good and varied educationals
Linking the theme with the newsletter
Initial roll out of the theme
Meet & Exceed (TOBBERS / ‘SHITS’)
• Consistency of working methods and coordination
between committees
• Constant input to MPI can’t be guaranteed with
volunteers
• Changes in board / committee members, gaps of
knowledge
• Consultation / Communication
• Lack of time to work out plans
• The planning and communication for meetings with
volunteers
What to improve
• It is time to create a general pay off for MPI
Netherlands Chapter
• Think (committee) member and from objectives of the
Netherlands Chapter, involve, instead of thinking for
• A paid board member at executive director level
• Better use of CDT, also manuals per committee
• Meet & Exceed also each other, the internal branding
can be improved too
• It is difficult to fulfill the theme in every educational,
members appreciation is leading.
• Rather do less items perfect than unrealistic
objectives with result into frustrations
• Planning
TEAM steering wheel
Express
Address
Discuss
Agree
Philosophy of successful teams
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Responsibility
Equality
Autonomy
Trust
Result-oriented
Heart… and Hard
Responsibility
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Taking responsibility instead of shifting responsibility
Non acceptance of a minimum attitude where board
members only feel responsible for their own actions or
discipline
Result-oriented
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Something is only good when we’ve achieved results
with it
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Quality is only quality when it will generate satisfied
and more members
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Quality it is a means to an end
Heart and hard
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We are on good terms with each other
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At the same time our policy is hard for those who
dysfunction in the end and ignore our values
Main points:
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What you can’t change, you’ll have to accept
What you can’t accept, you’ll have to change
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Voluntary work is not without engagement
(vrijwillig is niet vrijblijvend).
MPI The Netherlands
Roel Frissen
Strategy preview 2009-2011
7 June 2009
MPI 2009-2011
Succession planning
Strategy preview
Executive Director
Nomination Committee
Restructuring Board
Candidates
MPI 2009-2011
Strategy for Growth
15 years of MPI
Looking back
Looking ahead
Decision for professionalisation and consequences
Situation 2007-2009
President
VP Administration
Paid Secretariat
VP Membership
Membership committee
VP Finance
VP Communications
VP Education
Director of Sponsoring
Dir. of Communications
Dir. Of Education
Sponsoring committee
Communications comm.
Education committee
Director of NL Conference
Taskforce NL Conference
Situation 2009-2011
President
NEW
VP Administration
Executive Director
Paid Secretariat
PA (internship)
VP Finance
VP Membership
VP Communications
Membership committee
Communications comm.
VP Education
Education committee
Director of NL Conference
Taskforce NL Conference
Situation 2009-2011
President
vacancy
vacancy
VP Administration
Executive Director
Paid Secretariat
PA (internship)
VP Finance
VP Membership
VP Communications
Membership committee
Communications comm.
vacancy
VP Education
Education committee
Director of NL Conference
vacancy
Taskforce NL Conference
Situation 2009-2011
President
Roel Frissen
Paid Secretariat
QCS –Harmy Jansen
VP Finance
Nico Meyer
VP Membership
Frank Tiebosch
Membership committee
Executive Director
Gijs Verbeek
PA (internship)
VP Communications
Michiel Middendorf
Communications
committee
VP Education
Peter Boogaard
Education committee
Director of NL Conference
Xander Kranenburg
Taskforce NL Conference
MPI The Netherlands
IMPORTANT:
Budget for ED is subject to approval
Lobby for support at CLC09
Three year programme (building up)
First year nothing changes in operations
Role of secretariat is not questioned and remains
MPI The Netherlands
Board Retreat
8 June 2009
7
4
Programma
08.30-09.00 Inleiding
09.00-09.30 Uitleg parallelle sessie
09.30-09.45 Koffie
09.45-12.45 Aan de slag in twee sessies
12.45-13.45 Lunch
Programma
13.45-14.30 Parallelle sessies
14.30-14.45 Koffie
14.45-15.30 Terugkoppeling 1
15.30-16.15 Terugkoppeling 2
16.15-16.30 Wrap up
16.30-17.30 Borrel
Programma
08.30-09.00
Doelstelling(en) van vandaag
De droom van MPI
Nieuwe organisatiestructuur MPI
MPI 2009-2011
Succession planning
Strategy preview
Executive Director
Nomination Committee
Restructuring Board
Candidates
MPI 2009-2011
Strategy for Growth
15 years of MPI
Looking back
Looking ahead
Decision for professionalisation and consequences
Situation 2007-2009
President
VP Administration
Paid Secretariat
VP Membership
Membership committee
VP Finance
VP Communications
VP Education
Director of Sponsoring
Dir. of Communications
Dir. Of Education
Sponsoring committee
Communications comm.
Education committee
Director of NL Conference
Taskforce NL Conference
Situation 2009-2011
President
NEW
VP Administration
Executive Director
Paid Secretariat
PA (internship)
VP Finance
VP Membership
VP Communications
Membership committee
Communications comm.
VP Education
Education committee
Director of NL Conference
Taskforce NL Conference
Situation 2009-2011
President
vacancy
vacancy
VP Administration
Executive Director
Paid Secretariat
PA (internship)
VP Finance
VP Membership
VP Communications
Membership committee
Communications comm.
vacancy
VP Education
Education committee
Director of NL Conference
vacancy
Taskforce NL Conference
Situation 2009-2011
President
Roel Frissen
Paid Secretariat
QCS –Harmy Jansen
VP Finance
Nico Meyer
VP Membership
Frank Tiebosch
Membership committee
Executive Director
Gijs Verbeek
PA (internship)
VP Communications
Michiel Middendorf
Communications
committee
VP Education
Peter Boogaard
Education committee
Director of NL Conference
Xander Kranenburg
Taskforce NL Conference
MPI The Netherlands
IMPORTANT:
Budget for ED is subject to approval
Lobby for support at CLC09
Three year programme (building up)
First year nothing changes in operations
Role of secretariat is not questioned and remains
De Droom
De droom van MPI
Eindtermen 30 juni 2011
Wat hebben we daarvoor nodig?
Hoe gaan we dat bereiken?
Programma
09.00-09.30
Uitleg parallelle sessies:
- Strategie en Business Plan 2009-2011
- (Master)Planning
Strategie en Business Plan 2009-2011
Master Planning
Programma
09.30-09.45
Koffie
Daarna opsplitsen in groepen!
MPI Nederland
Strategy & Business plan sessie
8 juni 2009
9
1
MPI 2009-2011
Vision – Mission - Strategy
93
VISION AND MISSION
MPI Vision & Mission
Vision: Build a rich global meeting industry community
Mission: Make our members successful by building human
connections to:
Knowledge & Ideas
Relationships
Marketplaces
95
Strategic Imperatives
EVOLVE to a global community
RE-IMAGINE our business relationship with chapters
ELEVATE the member conversation and experience
BUILD a great organization
96
Why is it important to know?
Will make our members and chapters more successful
Be advocates of our Vision/Mission
Increase member involvement in MPI
Chapter Dashboard Metrics
Net Member Growth
Measures chapter member growth and rebates
Allows for chapters to track their member growth patterns
Chapter Membership Satisfaction
Assessment of overall member satisfaction with chapter
Allows for chapters to gauge member satisfaction in 3 areas; Network, Education and
Marketplace
Engagement/Participation
Gauges member participation and involvement in chapter activities
Allows for chapters to track event/volunteer success
Chapter Financial Management
Calculates financial management not budgeting skills
Allows for chapter the freedom to manage finances and track educational expenses
VISIE -> MISSIE -> THEMA 2009
Visie:
We berusten niet in het zijn van een vereniging met leden en activiteiten.
We streven naar het doorontwikkelen tot een interactieve gemeenschap;
gedreven door participatie en co-creatie.
Missie:
MPI leden zijn gedreven in het treffen van elkaar en het overtreffen van
verwachtingen als het gaat om kennis, ideeënuitwisseling, netwerken voor
persoonlijk en zakelijk belang.
Programma
13.45-14.30 Parallelle sessies
14.30-14.45 Koffie
14.45-15.30 Terugkoppeling 1
15.30-16.15 Terugkoppeling 2
16.15-16.30 Wrap up
16.30-17.30 Borrel
Programma
13.45-14.30
Parallelle sessies
Programma
14.30-14.45 Koffie
Programma
14.45-15.30
Terugkoppeling I
Programma
15.30-16.15
Terugkoppeling II
Programma
16.15-16.30
De droom van MPI
Doelstelling(en) van vandaag
De kracht van vrijwilligers en professionals
ALV 28 augustus 2009
Borrel op jubileumjaar
Process
Aim / Target
Critical
Success
Factors
Key
Performance
Indicators
Measure
Critical
Success
Factors
What do I need to perform
In terms of:
Means
Authorities /Power
Responsibilities
(Meeting) Structures
Key
Performance
Indicators
By what results are we successful
In terms of:
Quality
Finance
Growth
Other