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02:37 MPI Netherlands Chapter Board retreat 2009 - 2010 Rotterdam, 2009 June 7 & 8.

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Presentatie over: "02:37 MPI Netherlands Chapter Board retreat 2009 - 2010 Rotterdam, 2009 June 7 & 8."— Transcript van de presentatie:

1 02:37 MPI Netherlands Chapter Board retreat Rotterdam, 2009 June 7 & 8

2 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 –Stoplicht -> MPI NL Business Plan

3 02:37 Agenda June 7 19:00 15 minute introduction Maria Jacobsson –MPI Intl update –metrics for timeframe 19:15 What does look like? –Nominations Committee –Organisation structure 2009 Board 19:30 Aperitif 20:00 Dinner

4 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 Strategische sessie

5 02:37 Agenda 8 juni vervolg 11: :15 k/t pauze 12: :45 Wrap up & wie gaat wat presenteren 12: :45 Lunch 13: :30 Parallel 13: :45 Plenaire terugkoppeling 14: :45 Break 14:45 Presentatie Business Plan track 2 15:30 Presentatie educationals track 1 16:15 – Actielijst & afspraken 16: :30 Borrel

6 02:37 When Board Retreat Successful Business Plan formulated together (targets and how to achieve) Calendar 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.

7 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

8 02:37 Strategic Imperatives The Vision is activated by four strategies:

9 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?

10 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?

11 MPI Board Retreat 7&8 June 2009 Novotel Rotterdam Brainpark

12 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

13 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)

14 MPI Nederland Flashback Algemene Leden Vergadering 24 Augustus 2007

15 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

16 Strategic Imperatives The Vision is activated by four strategies:

17 VISIE 2009 Co-creatie process Baseline Nu Concept Visie Adjust & Plan Launch and Implement Juli 07 Jul - AugSept - Oct Oct

18 BUSINESS PLAN

19 11:22 Opportunities Weaknesses Strengths Threats SWOT

20 11:22 Business Plan

21 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.

22 11:22 Vision 2009 – 7 Critical Challenges

23 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

24 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

25 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

26 Vooruitblik Educatieve Commissie (2008) To Meet & Exceed Co-creation Advisory Board Allianties met andere verenigingen Educationals op 2 niveaus (beginners/gevorderden) Bijzondere aankondiging/innovatieve NL Conference

27 Vooruitblik Educatieve Commissie (2009) To Meet & Exceed Co-creation Advisory Board Allianties met andere verenigingen Educationals op 2 niveaus (beginners/gevorderden) Bijzondere aankondiging/innovatieve NL Conference

28 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

29 VP ADMINISTRATIE (2008) 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 )www.centraldesktop.com

30 VP ADMINISTRATIE (2009) 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 )www.centraldesktop.com

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33 Communicatie commissie (2008) 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

34 Communicatie commissie (2009) 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

35 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)

36 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)

37 Begroting Secretariaat is verhoogd van € naar € de NL Conference - nog steeds een aparte stichting – is geïntegreerd en zorgt voor een stijging van Verder dient vermeld te worden dat: –bestuurskosten zijn verhoogd € (collaboratie platform) –accountant kosten zijn verlaagd. –board retreat is verhoogd (het belang en het rendement) –rebates verhoogd naar € (230 leden) –€ opgenomen uit het eigen vermogen.

38 begroting (2008) Met een budget van € 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 (€ ) budgetneutraal moeten zijn. Daarvoor is het noodzakelijk om totaal € aan contanten gesponsord te krijgen (sponsor packages zijn met 50 % verlaagd ten opzichte van vorig jaar).

39 begroting (2009) Met een budget van € 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 (€ ) budgetneutraal moeten zijn. Daarvoor is het noodzakelijk om totaal € aan contanten gesponsord te krijgen. Kwartaal rapportages met helder inzicht

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41 MPI Netherlands Chapter Board 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

42 MPI Netherlands Chapter Board Roel Frissen – Parthen – President Nico Meijer – QMatters / Congreswereld.nl – VP Finance Michiel Middendorf – World Forum – VP Communications Xander Kranenburg – Live Solutions – NL Conference 2010 Peter Boogaard – Cygnea – VP Educations Frank Tiebosch – Hotels van Oranje – VP Membership Gijs Verbeek – Hospitality Solutions – Exec Director - Elect Harmy Jansen – QCS – Admin support Ruud Janssen – TNOC – Immediate Past President

43 43 MPI The Netherlands Board coach - Paul de Weger

44 The starting points for teams Clarity Openness Respect Integrity Cooperation C.O.R.I.C.

45 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 %)

46 Clarity Everyone knows what is expected from him / her and what is expected of his/her environment.

47 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

48 Openness Whenever a committee or board member faces problems with your environment or performance, it is expected that this is raised by the member self.

49 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

50 Respect Respect means accepting and respecting hierarchy Respect means that you try to accept characteristics of colleague members to pursuit of a productive atmosphere

51 Respect (4.8  5.8) + Respect for roles and positions

52 Integrity Words as correct, honest, reliable and just come in mind. It is expected that these qualities are practised in your performance

53 Integrity (4.7  5.7) + There is room for discussion, agreements and addressing is possible in a professional way

54 Cooperation When members are on good terms with each other When people start working together, a higher aim can be achieved Cooperation without C.O.R.I. is not possible

55 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

56 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

57 Meet & Exceed (TOPPERS / ‘HITS’) 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

58 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

59 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

60 TEAM steering wheel Express DiscussAddress Agree

61 Philosophy of successful teams Responsibility Equality Autonomy Trust Result-oriented Heart… and Hard

62 Responsibility Taking responsibility instead of shifting responsibility Non acceptance of a minimum attitude where board members only feel responsible for their own actions or discipline

63 Result-oriented Something is only good when we’ve achieved results with it Quality is only quality when it will generate satisfied and more members Quality it is a means to an end

64 Heart and hard We are on good terms with each other At the same time our policy is hard for those who dysfunction in the end and ignore our values

65 Main points: What you can’t change, you’ll have to accept What you can’t accept, you’ll have to change Voluntary work is not without engagement (vrijwillig is niet vrijblijvend).

66 MPI The Netherlands Roel Frissen Strategy preview June 2009

67 MPI Succession planning Strategy preview Executive Director Nomination Committee Restructuring Board Candidates

68 MPI Strategy for Growth 15 years of MPI Looking back Looking ahead Decision for professionalisation and consequences

69 President VP FinanceVP Membership VP Communications VP Education VP Administration Paid Secretariat Membership committee Sponsoring committee Education committee Taskforce NL Conference Director of NL Conference Situation Director of Sponsoring Communications comm. Dir. of Communications Dir. Of Education

70 Situation President VP FinanceVP MembershipVP Communications VP Education VP AdministrationExecutive Director PA (internship)Paid Secretariat Membership committeeCommunications comm.Education committee Taskforce NL Conference Director of NL Conference NEW

71 Situation President VP FinanceVP MembershipVP Communications VP Education VP AdministrationExecutive Director PA (internship)Paid Secretariat Membership committeeCommunications comm.Education committee Taskforce NL Conference Director of NL Conference vacancy

72 Situation President Roel Frissen VP Finance Nico Meyer VP Membership Frank Tiebosch VP Communications Michiel Middendorf VP Education Peter Boogaard Executive Director Gijs Verbeek PA (internship) Paid Secretariat QCS –Harmy Jansen Membership committeeCommunications committee Education committee Taskforce NL Conference Director of NL Conference Xander Kranenburg

73 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

74 74 MPI The Netherlands Board Retreat 8 June 2009

75 Programma Inleiding Uitleg parallelle sessie Koffie Aan de slag in twee sessies Lunch

76 Programma Parallelle sessies Koffie Terugkoppeling Terugkoppeling Wrap up Borrel

77 Programma Doelstelling(en) van vandaag De droom van MPI Nieuwe organisatiestructuur MPI

78 MPI Succession planning Strategy preview Executive Director Nomination Committee Restructuring Board Candidates

79 MPI Strategy for Growth 15 years of MPI Looking back Looking ahead Decision for professionalisation and consequences

80 President VP FinanceVP Membership VP Communications VP Education VP Administration Paid Secretariat Membership committee Sponsoring committee Education committee Taskforce NL Conference Director of NL Conference Situation Director of Sponsoring Communications comm. Dir. of Communications Dir. Of Education

81 Situation President VP FinanceVP MembershipVP Communications VP Education VP AdministrationExecutive Director PA (internship)Paid Secretariat Membership committeeCommunications comm.Education committee Taskforce NL Conference Director of NL Conference NEW

82 Situation President VP FinanceVP MembershipVP Communications VP Education VP AdministrationExecutive Director PA (internship)Paid Secretariat Membership committeeCommunications comm.Education committee Taskforce NL Conference Director of NL Conference vacancy

83 Situation President Roel Frissen VP Finance Nico Meyer VP Membership Frank Tiebosch VP Communications Michiel Middendorf VP Education Peter Boogaard Executive Director Gijs Verbeek PA (internship) Paid Secretariat QCS –Harmy Jansen Membership committeeCommunications committee Education committee Taskforce NL Conference Director of NL Conference Xander Kranenburg

84 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

85 De Droom De droom van MPI Eindtermen 30 juni 2011 Wat hebben we daarvoor nodig? Hoe gaan we dat bereiken?

86

87 Programma Uitleg parallelle sessies: - Strategie en Business Plan (Master)Planning

88 Strategie en Business Plan

89 Master Planning

90 Programma Koffie Daarna opsplitsen in groepen!

91 91 MPI Nederland Strategy & Business plan sessie 8 juni 2009

92 MPI Vision – Mission - Strategy

93 93 VISION AND MISSION

94 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 95

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 96

97 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

98 11:22 Opportunities Weaknesses Strengths Threats SWOT

99 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.

100 Programma Parallelle sessies Koffie Terugkoppeling Terugkoppeling Wrap up Borrel

101 Programma Parallelle sessies

102 Programma Koffie

103 Programma Terugkoppeling I

104 Programma Terugkoppeling II

105 Programma De droom van MPI Doelstelling(en) van vandaag De kracht van vrijwilligers en professionals ALV 28 augustus 2009 Borrel op jubileumjaar

106

107 Process Critical Success Factors Aim / Target Key Performance Indicators Measure

108 What do I need to perform In terms of: Means Authorities /Power Responsibilities (Meeting) Structures Critical Success Factors

109 By what results are we successful In terms of: Quality Finance Growth Other Key Performance Indicators


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