Venus Facilitator Training

Venus Facilitator Training Welcome

Thank you

Venus Leadership Team

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Vision & Mission

Venus Membership Guest/Member process Membership

1 minute introductions

Professions list

Role & responsibilities

Sales calls - Intro & follow up

Communication

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Growing your group

Policies

New member induction

Facilitator Training Venus Facilitation

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Art of Facilitation Managing a meeting & interruptions Mindfulness & attention Voice projection, tone & pace Talking & listening

Venus Meetings Preparation Introduction to Venus 1 minute promo Education spot Referrals & RAVE's Wins & Setting RAVE's

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Venus Leadership Team

Venus Membership

Facilitator Training

Venus Facilitation

Venus Meetings

Venus is a community designed to help women achieve profitable, sustainable growth in their business. We are building a supportive, caring business environment where women feel inspired to grow, celebrated in their achievements and amongst likeminded women all committed to succeed.

• By December 2014 Venus will be the most loved & valued business network for women with 45 Venus Groups & 1500 members in our groups, online marketplace and academy.

VISION

Where we are going

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MISSION

Why we are here • Helping women to achieve personal fulfilment and financial freedom by becoming smart business owners, growing sustainable, profitable, passion driven businesses.

•To provide women with affordable and effective channels to market their business through our groups, online community and online marketplace •To connect and celebrate businesswomen through our events and magazine •To empower and mentor businesswomen through our academy. •To inspire sincere, respectful and cooperative business relationships

Venus Leadership Team

Please introduce yourself • Your name • Your business name • What Venus Group you are in

Your responsibilities as Facilitator and Assistant Facilitator ASSISTANT FACILITATOR

GROUP FACILITATOR Email group; meeting and topic reminder, welcoming guests and new members

OFF-WEEK Print Meeting Overview

COORDINATOR Call with guests

Print Meeting overview

PREPARATION Prepare for education spot Welcome guests MEETING

Set up room; brochures, nametags

Time keeper for meeting Run meeting to Venus agenda Speak with each guest

Speak with each guest

Pack up room

Pack up room

Process meeting online

Post Facebook update

Email group a meeting update

Coordinator support call

AFTER MEETING

DAY OF MEETING

Check-in call with members who no-showed Follow up call with all guests

WITHIN 48 HOURS

MONTHLY TASKS

Actively refer and RAVE every fortnight Attend team meetings and networking events Induct new members each month Actively invite new guests and register in system

Boost membership by inviting guests and registering them in the system

Venus Leadership Team

Communication sent to you Fortnightly Meeting Reminder Email An email will be sent to you with the meeting topic for your next meeting VNEWS from Venus HQ Every fortnight you will receive an email from Vanessa – VNEWS. This email is important as it will keep you updated on any changes to the Venus system, policies, tips on how to run your group meetings

Venus Newsletter Bi-monthly newsletter sent to our database with news and events Venus Magazine

Emails for you to send Fortnightly Group Email – from Facilitator When: the off week Content: Remind members of topic – you can always find the latest topic here: http://www.venusclubs.co.nz/category/meeting-topic/

Also remind members to RAVE and take 5 minutes out to refer a member, any information relevant to the next meeting

Meeting Update – from Assistant Facilitator When: straight after the meeting Content: write one paragraph reviewing the meeting, remind members to RAVE and be on the look out for the two professions to invite to next meeting * Please send ALL emails through the membership system

Venus Leadership Team

Join the Conversation Online We want to help raise the profile of you and our members businesses along with the Venus Network. One of the ways we do this is through our social media communities. Please connect with us on here:

The Venus communities online: Venus New Zealand Facebook – www.facebook.com/VenusnetworkNZ Twitter www.twitter.com/venusnetwork LinkedIn – search for Venus Network

• USE OF VENUS MEMBERS EMAILS Must get permission by a member to place them on your database

• MEMBERSHIP A member is permitted two absences during each six month term. Referring & RAVE’s Any repeated attempts to sell directly to members may result in immediate termination of membership, without refund. Objecting to a guest joining (profession/legal)

Venus Policies

• PROFESSIONS Members can only represent one profession If they want to change they need written permission from VRC They must stick to their chosen profession in meetings and RAVE’s LEADERSHIP TEAM  On topic/on time – use agenda and timer  Open to coaching and training  Available for fortnightly support call

•USE OF ‘VENUS’ NAME Need written consent before use for events, social media groups, flyers, websites etc. •COMPLAINTS Complete form, transparent, fair, opportunity to correct, dealt with within 7 days.

Venus Leadership Team

Venus Membership

Facilitator Training

Venus Facilitation

Venus Meetings

Venus Membership

Introducing the Venus Membership System

The Venus Network is managed through the Venus Membership System (VMS). This is an online database that is located in the back of our website. It is accessible through the internet anywhere in NZ and is accessed by Members, facilitators, coordinators and Venus HQ.

As a facilitator you will now have access to more information: Member details, meeting details, resources, email addresses

www.venusnetwork.co.nz/vc

RESOURCES tab on www.venusnetwork.co.nz Form - RAVE Form Form -Venus Complaint procedure and complaint form Education - What is a Venus RAVE? Education - One Minute Promo hints and tips Education – Member Success Booklet Education - Your marketing message Education - Member Success Strategies Education - Get more referrals: choose a target market Education - 4 Ways to Refer Tip Sheet - How to Upload your online business profile Tip Sheet - Six minutes of Fame Tip Sheet

Template - Name tags

Membership Process GUEST

ASSISTANT FACILITATOR

FACILITATOR

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Registers for guest visit on website, receives thank you email

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Receives phone call inviting to next meeting

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Receives confirmation email with venue details

Receives email confirming guest will be attending next meeting

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Receives VMS meeting reminder 2 days before meeting

Includes guest in reminder email to group

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Attends meeting

Calls guest

Has the opportunity to ask questions, is asked to join

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Receives follow up call asking if keen to join

Talks to guest before she leaves - keen to join? Process meeting, writes notes

Talks to guest before she leaves - keen to join? Calls guest to see if keen to join

GUEST CONFIRMS SHE IS JOINING

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Pays invoice

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Receives welcome email with login details

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Invites guest to meeting date in system

Welcomes guest when she Welcomes guest at start of arrives at meeting meeting

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Receives New member email and invoice from VMS

COORDINATOR

New member is welcomed Organises new member to Welcomes new member at at next meeting and attend next induction and next meeting receives member pack gives member pack

Guest Email: Guest Registered Email What: Confirmation email of guest visit registration through website Sent to: Guest When: Automatically after they have registered (or a facilitator has registered them)

Venus Network Thank you for registering to attend a Venus meeting as our guest. The Venus Network is a business referral community designed exclusively for women serious about growing their business and their networks. Venus Network provides you with the opportunity to meet and build strong relationships with a group of passionate and likeminded business women. Each woman is committed to growing their business whilst supporting you to grow yours.

Read what our members are saying about Venus and how Referral marketing has helped their business grow. Member Testimonials One of our Venus Group Facilitators will be in touch with you within the next few days to introduce you to Venus, answer any questions you may have and to see what group is best suited for you to visit. Thank you for your interest; we look forward to talking with you soon.

Guest registered Email for Facilitator What: Confirmation email of guest registration through website Sent to: Facilitator, ASST Facilitator or Coordinator, depending on which is chosen in system When: Automatically after guest has registered their interest in your group

Venus Network Hi Belinda You have a new guest interested in finding out about your Venus Group. Sharyn Gray, Beauty by the Sea, Beauty Therapist 07 5422356 How did they hear about Venus: Google

Email: Guest Confirmed to attend a meeting What: Confirmation email of guest attending a meeting Sent to: Guest When: Automatically after guest has been invited to a specific meeting Venus Network Hi Vanessa, Thank you for registering to attend our next Tauranga Enterprise meeting as our guest. Date: Wednesday 09/02/2011 Time: 10 - 11am Location: Tauranga Club Hotel on Devonport Directions: Please go along the hall to the right of the reception and select 500 on the intercom. What you can expect The meeting is structured as follows: Welcome & Venus introduction 1 minute introduction – where we get an opportunity to promote our business Referrals and R.A.V.E’s – where we talk about who we referred Wins for the fortnight Please bring with you... Plenty of your business cards Approximately a 1 minute introduction about your business Any questions you may have about the Venus Club and referral marketing Please arrive 15 minutes before the meeting starts so I can give you a guest brochure with further information about Venus, introduce you to some of our members and answer any questions you may have.

I look forward to meeting you then. Kind Regards,

Email: Membership Confirmation Once a guest has decided to join the Venus Network you need to process her membership in the online Membership System. Our system then sends out a welcome email with a link to her subscription invoice. What: Confirmation of joining Venus and invoice for membership Sent to: New Member When: You process your meeting or click JOIN on follow up tab

Venus Network Hello Olivia, Congratulations on making the decision to join the Venus Community. FIRST STEP: PAY FOR YOUR MEMBERSHIP Click here to view your invoice for your membership to be paid within the next three days. Our preference is for internet banking and we ask that you make sure you enter your invoice number and last name for our reference. As soon as we receive your payment, your membership will be activated and you can begin to benefit from New Zealand's most vibrant and raved about businesswomen’s network. You will then be able to: SECOND STEP: UPLOAD YOUR BUSINESS PROFILE A great way to receive extra promotion is to make sure your online business profile is completed and up to date. Our members look through our business directory here www.venusnetwork.co.nz/vc/directory to find services and products. THIRD STEP: COLLECT YOUR MEMBER PACK FROM YOUR FACILITATOR Once payment has been made you will receive your Venus Members Pack from your Group facilitator. This contains a welcome letter from our founder Vanessa Davey, your member handbook, business card wallet and a couple of referral cards and brochures to pass out to friends keen to grow their business.

Email: Payment received & Welcome to Venus What: Confirmation of payment and Welcome email with password for Administration System Sent to: New Member When: Venus HQ has received the member’s payment

Venus Network Hello Jane, We are thrilled you have made the decision to join the Venus Community. Thank you for making payment of your membership. Your membership is now confirmed and your online profile has been activated What’s next?

UPLOAD YOUR BUSINESS PROFILE A great way to receive extra promotion is to make sure your online business profile is completed and up to date. Our members look through our business directory www.venusnetwork.co.nz/directory to find services and products.

CONNECT WITH US ONLINE We would love you to join us in our LinkedIn community Venus Linked IN and ‘like’ us on our national Facebook Page www.facebook.com/VenusNetworkNZ

COLLECT YOUR MEMBER PACK FROM YOUR FACILITATOR At your next meeting your group facilitator will give you your Venus Members Pack. This contains a welcome letter from our founder Vanessa Davey, your member handbook, business card wallet and brochures from your members.

SCHEDULE IN YOUR GROUP MEETINGS Your fortnightly group meetings are a key part of your involvement in the Venus Network. Please remember to schedule in your meeting dates in your diary now so that you can attend all of them. Your group facilitator looks forward to welcoming you at your next meeting as our newest member

Membership Renewal What: Renewal reminder for membership Sent to: Member When: 4 weeks before renewal date

Renewing your Venus Network Membership Hello (first name), We love having you in the Venus Network and value the commitment you are making to grow your business. Your membership is up for renewal in the Auckland Central Group on Wednesday, 17th Nov 2010. Renew your membership before Wednesday, 17th Nov 2010 and take advantage of our SPECIAL RENEWAL DEALS:

ONE YEAR VENUS NETWORK MEMBERSHIP $550 +gst Sign up now for 12 months of marketing for your business and receive an extra $347 +gst FREE promotion, including:

One month's extra membership, valued at $47+gst 12 Months advertising in the new online Venus produced business magazine valued at $300+gst

SIX MONTH VENUS NETWORK MEMBERSHIP $320 +gst Sign up now for six months of marketing for your business and receive an extra $47+gst FREE promotion, including:

One month's extra membership FREE, valued at $47+gst

Why renew your membership with the Venus Network? You want to continue to grow your business and your network Venus Network is one of the most cost-effective marketing options for a small business  To continue building business relationships and alliances with your members

Keen to renew? If you would like to renew your membership, please drop me an email at [email protected] with the length of subscription you would like. You will then receive a confirmation email with your subscription invoice attached. We look forward to having the opportunity to continue supporting you as you grow your business and develop your marketing knowledge and skills

Venus Membership

Venus Membership 4 Key benefits of Membership  Receive referrals for new business and strategic alliances  Enjoy the support and friendship from likeminded women

 Increase your confidence in networking and selling yourself and your business  Learn smart marketing strategies and define your marketing message The value members receive from their Venus membership is dependent on the time and energy they invest into the relationships and the network.

What’s included in Membership?

Venus Membership

Membership Prices 6-month membership - $320 + GST 12-month membership - $550 + GST 12-month Payment Instalment Membership – $50.40 + GST x 12 instalments – through Debit Success, $15 set up fee

Professions List

Venus Membership

Professional Services

Architecture Book keeping & admin Business brokering Chartered Accountancy Business coaching & mentoring Commercial Photography Computers & IT Debt collection Office products & supplies Recruitment Strategy & planning Training & Development

Marketing Services

Fashion & Clothing

Please ask EVERY guest what ONE profession would they like to represent inside Venus

Brand management Copywriting Graphic design Marketing Strategy Printing Sign writing Social Media consulting Video Production Website design

Venus Leadership Team

Venus Membership

Facilitator Training

Venus Facilitation

Venus Meetings

Venus Meetings Each fortnight our Venus groups meet for a one hour facilitated meeting. It is very important that you follow the Venus meeting agenda as it is laid out in this handbook. We have refined this agenda over the years and know that meetings work, members get referrals and groups thrive if this agenda is followed.

Meeting overview form The Meeting Overview Form is an attendee list of all the members and guests who will attend each meeting. Before your meeting log into the admin system and print out the Meeting Overview Page for that particular meeting date.

To prepare for your meeting:

Go to the MY GROUP tab and click on the meeting date at the bottom of the page to view the Meeting Overview page.

 Meeting Overview form – print out

Click on the print this page link at the top right hand side to print a copy of the meeting overview form.

 Member packs

 Meeting box

 Nametags

 Timer

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 Education piece

Venus Meetings

Meeting Agenda  Welcome and Introduction  Introduction to Venus Network  One Minute Promo  Education spot

 RAVE’s and Referrals – always ask ‘what referrals have you made this week’  6 Minutes of Fame – see schedule in handbook  Wins – set an expectation at the start – share ONE win  Network events/ member notices  Asks for 2 possible guests for next meeting  Set RAVE’s for fortnight

Venus Meetings

Special Notes Always use the timer At every meeting please use the timer. Part of our commitment to our members is to run a focused, valuable meeting. To make sure this happens use the timer to keep people to task and time.

Always follow the Venus Agenda To capitalise on everyone's time we ask you to stick to the agenda. This keeps things on topic, on time and makes the most of everyone’s time.

Always go around the group asking for Referrals along with the RAVE’s Women join Venus to grow their business. They want to belong to a group that are committed and active in referring one another. This aspect of the meeting is the accountability section where members get to share who, Venus what, how they referred one another. Meetings

New Member Induction Purpose: To welcome new members into the ‘Venus Way’ When: Once a month, straight after your meeting, 20 minutes What to cover:  Your commitment  Having the right attitude know > like > trust > refer

 Making the most of your membership  Member success strategies  How to refer  Marketing message

Venus Meetings

Four Ways to Refer your Members A Direct Referral Refer a member when someone asks for a specific service or product .

A Suggested Referral Ask questions in conversation to see if there is a referral you can suggest. Keep an ear open for when you hear people talking about things they need or are looking for.

Referral by Recommendation Recommend a business, product or service to your contacts. For example: • Introduce them through your newsletter • Recommend them on through your social media networks • Share a brochure at the end of your next client meeting Referral by Introduction Introduce a member to one of your contacts. Connect two people who could benefit from getting to know one another. They could create potential strategic alliances., for example: • Invite a member to deliver a complimentary workshop to a colleagues team Venus • Introduce your web designer to a member who is a copywriter

Meetings

The Venus RAVE WHAT IS A RAVE? A one-on-one business meeting, 45-60 minutes between two members WHAT IS THE PURPOSE? • For you to develop stronger relationships with your group members • An opportunity to learn more about another members business • For you to educate one of your sales force about your business

Make time to organise at least one RAVE each fortnight More RAVEs = More Referrals HOW TO HAVE A GREAT RAVE • Allow a fair trade of time - both of you get to talk during the 45-60 minute meeting • Be interested and engaged in the conversation • Be respectful by keeping to the appointment as scheduled as best you can • To avoid no shows text, email or ring the day before to confirm your RAVE • Do not be tempted to sell to one another - this is NOT the objective of a rave. RAVE FORM Found on the RESOURCES tab in Members-only area of the website. We suggest you print out a form before each RAVE and fill the form in while you’re talking.

Venus Leadership Team

Venus Membership

Facilitator Training

Venus Facilitation

Venus Meetings

Art of Facilitation

Venus Meetings

An Open Environment Groups work best when individuals are made to feel comfortable expressing their ideas and opinions. Encourage all participants to listen to what others are saying.

Involve all Participants In any group, some individuals will be less inclined to speak up. Watch out for signs that people are not involved. Engage people by asking them questions.

Pay Attention Be attentive to what is happening at all times. Do not get sidetracked into long discussions with individuals.

Lead by Example You can encourage cooperative behaviour by behaving in a way that is at all times honest, open, respectful and non-judgmental. If a disagreement arises, do not take sides. Instead, ask the members to resolve the issue once the meeting has finished.

Managing a Meeting  Interruptions

 Mindfulness and attention Actively listening

Voice training  Breathing

Projection  Tone

 Pace/ Um’s and Ah’s

Venus Meetings

Practice makes perfect Lets practice voice projection and interrupting two people while they are speaking Venus Meetings

Key Points from Session ALWAYS use a timer – even with a smaller group

You can’t wait for people to pause before you interrupt If your mind has wandered there is a high chance other people will not be paying attention too Please remind people to speak up, if you can’t hear them It is YOUR responsibility to keep ON TIME & ON TOPIC

Venus Meetings

Facilitator Journey

The next 6 months  Book in your bi-monthly team meetings

 Book in your first group meeting and afterwards your feedback meeting Book in your coordinator support calls  Like the Venus Facebook Page and Linked in Group Book in the Facilitator team as the next two 6 minutes of fame – schedule is in manual