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Wisdom of the Scrolls: Unlocking the Mysteries of Great Chapter Education

Wisdom of the Scrolls: Unlocking the Mysteries of Great Chapter Education. Heather Hays, Education Director Siem Reap, Cambodia 28 March 2008. Today’s Agenda. Recapping the Sydney EOW Education Department Structure, Resources, Projects Online Tools Best Practices Discussion.

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Wisdom of the Scrolls: Unlocking the Mysteries of Great Chapter Education

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  1. Wisdom of the Scrolls:Unlocking the Mysteries of Great Chapter Education Heather Hays, Education Director Siem Reap, Cambodia 28 March 2008

  2. Today’s Agenda • Recapping the Sydney EOW • Education Department Structure, Resources, Projects • Online Tools • Best Practices Discussion

  3. What “mysteries” do you want to explore today?

  4. The Treasure Map for a Great Education Program • In Sydney, we debuted a new “curriculum” for the EOW • 5 major steps for designing and managing the education year • Mission & Strategy • Design & Plan the Education Year • Event Design • Event Execution • Program Management

  5. What is the role of the CA?Where do you add value?What should you not be doing?

  6. Mission & Strategy • Each chapter education chair needs to define a few guiding principles in developing the education year • Personal goals and vision • Chapter goals/needs assessment • Understanding the membership • Leveraging YPO-WPO context • Developing a team • Selecting a theme

  7. Design & Plan the Education Year • The program design needs to reflect the needs and interests of the membership, relate to the theme, and deliver a balance of events • Topics • Audiences • Venues • Resources • Formats

  8. Design & Plan the Education Year • The program plan brings the abstract ideas a dose of “reality” • Calendaring • Budget • Day Chairs • Project Plan

  9. Event Design • The most creative (and fun) part of the job! • Designing the details of an event is best done with a team, and with individuals who are passionate about the topic • The E-CODE • Take-Home Value • “Only in YPO-WPO” • “Wow!” factors

  10. The E-CODE What makes an event “only in YPO”? The goal is to have members leave each event saying, “Only in YPO-WPO would I have the opportunity to do, see, hear, or experience something like that.” • Extraordinary resources. • Content tailored to YPO and leadership perspectives. • Out-of-comfort zone, innovative, interactive formats. • Delivers change-inducing take-home value. • Employs activities and settings that help members connect.

  11. Designing a Great Event Topic/Content Resource E C “Only in YPO” Event E O Audience Venue D Format

  12. Extraordinary Resources • Remarkable expertise and connection to the subject matter • Fresh, engaging perspectives – avoid “been there, done that” old hat names • The more current / of the moment, the better (tough but worth it) • When appropriate, match to the YPO age group with under 50 experts

  13. Content Tailored • Not the same speech given to the local Chamber of Commerce, or your entire employee group • Work closely with resources to tailor content to the specific perspectives of highly successful, curious, aggressive young business leaders – YPOers! • Remember: high intellects, short attention spans, insider’s view, what’s-it-really-like

  14. Out-of-Comfort Zone • Make members think and interact – don’t leave them as sedentary listeners • Avoid cocktails-dinner-speaker format unless specifically necessary • Think hard and be creative on venues, physical spaces, all look-and-feel elements • Use interviewers if resources aren’t good stand-alone speakers • Engage all five senses – not just sight and hearing

  15. Delivers Change • Learning happens when change occurs – change in attitudes, actions, knowledge levels, sophistication • Articulate what take-home value will be delivered to members by the event • Tell members beforehand what you want to accomplish and ask them to rate you on your ability to deliver it

  16. Employs Networks • Exercises that foster member-to-member interaction on and around the topic • Settings that promote member-to-member discussion, idea exchange, deeper connections • Tap member networks for expertise, insight and introductions on appropriate topics

  17. E-CODE Summary • The E-CODE for Only In YPO-WPO events and education • It’s a noun! • “Did you use E-CODE on your event?” • It’s a verb! • “We E-CODEdthe Couples’ Retreat!” • Every event, every time

  18. Event Execution • Bringing the concept to reality… • Contracting • Venue and vendor management • Catering • Logistics/SALT • Onsite/day of management

  19. Program Management • The ongoing work that connects the year, and keeps everything on track • Marketing and communication • Evaluations and feedback • Budget management • Crisis management

  20. Wrapping up the EOW • Successful program in Sydney – 3 tracks for YPO and WPO education officers • Also offered 8 elective topics • How I Won Best of the Best • Marketing Your Education Year: Delivering Brand, Buzz and “Butts-in-Seats” • Big Bang for Low Bucks: Stretching Your Chapter Education Budget • Strategic Education Alliances: Partnering with the Best in Your Region • Managing and Motivating Chapter Day Chairs • Fun for the Whole Family! Great Chapter and Regional Events for Parents and Kids • YPO Chapter Strategy: Perfecting Your Vision to 20/20 • Sandbox Sessions: 1-on-1 consultation

  21. Questions about training?Your thoughts/feedback?

  22. YPO-WPO Education Department • Who and where we are • Ongoing projects supporting chapter education • Hall of Fame • Newsletter • Resource Referral/Support • Education Awards • Officer Training and Support • Online Tools

  23. Education Team An evolving picture…

  24. Hall of Fame: Guiding Principles • Best practices should be shared • Great chapter events should be repeated • New, small and struggling chapters need help with creativity, cost control and event execution • Excellence in Education should be a hallmark of every chapter experience

  25. Hall of Fame: Plan • To create templates for events that are best practices and can be done in most chapters around the world • To “templatize” events that are experiential, employ activities that engage members, emphasize learning and take-home value, and are not dependent on an individual speaker • Each template provides information, recommendations and models that enables a chapter ed chair to take the template, customize to his/her chapter, contact past champions and execute an E-CODEd chapter event • Events are drawn from award-winning chapter programs and then “fleshed out” by YPO Management

  26. Hall of Fame: Goals • Over 150 templates posted on MyYPO today • On track to complete Phase 1… • 200 templates by June 30 • Enhanced features by June 30: • Each has complete Event History information • New search page lays out titles by category and sub-category • Templates are flagged by New, Most Popular, Forum, Regional, Networks • Phase 2 (GLC 2009) will include: • 50 more templates, including more Forum, Regional and Network events • Speaker/resource information tied into Speaker database • Further fine-tuning and editing of templates and event histories

  27. Chapter Education Newsletter • Bimonthly newsletter for incoming Education Chairs • Year 1 – 5 issues • Year 2, starting August-Sept 2008 – 6 or 7 issues • Ties together with EOW training to keep program planning “on track” • Articles: • Status Check: Where you should be right now… • Featured Event • Featured Speaker • Featured Strategic Alliance • Words of Wisdom • Education Department News

  28. Enhanced Speaker Referrals • YPO-WPO Premier Speakers Guide • Preferred Speakers Program • Negotiated speaker fees • Featured Speakers • New and most popular speakers, rotated quarterly • Members’ Speakers Bureau • YPO and WPO members available to speak to chapters and Forums

  29. Education Site Redesign • Delivered by June 30 • Updated materials on Education Officer Dashboard • Education Award Winners – full programs • Updated Toolkit • Full EOW Materials from Sydney

  30. Education Awards • *New* Process for 2007-08 • Collect and write-up event reports after each event – forms distributed in Sept 07 • 100% Electronic submissions • Simplified criteria – 6 key elements • Overall submission forms distributed 1 May 08 • Submission Deadlines • Regional winners submitted to International by October 30 • Chapter Submissions due to your regional directors by ??? (plan on August 30)

  31. Officer Training and Support • Primary point of contact is Regional Director and/or Regional Education Officer • Education Department will be directly supporting RDs and RECs through quarterly conference calls and enhanced online tools • Any direct questions/needs can be directed to education@ypo.org • Speaker questions can be directed to speakers@ypo.org

  32. Online Tools: What’s on MyYPO Education pages anyway? • Education Home Page • Education Officer Dashboard • Education Hall of Fame • Speaker Database • RSVP Tool • Executive Survey Tool

  33. Education Home Page • Links to: • 1. Support pages for Education Champions: • Chapter Ed Chairs • Regional Ed Chairs • Seminar, Conference and University Ed Chair) Click on “Education” tab • YPO Members who want to learn: • Seminars and Exec Ed programs • Online learning opportunities (incl. Conference Call archives)

  34. Education Home Page • Links to: • 3. Common Questions: • YPO Speaker Database (Find a Speaker) • Recommend a Speaker • Speak at a YPO Event (for members who want to be speakers) • Champion a Seminar (for members who want to be involved in a seminar • Best Practices Click on “Education” tab

  35. Education Officer Dashboard Click on “I am a current or incoming Chapter Education Chair”

  36. Education Officer Dashboard • Planning Tips / Day Chair Guide • EOW Files • Education Chair Rosters • Evaluation Guidelines • Education Award Submission Process • Program and Event Ideas • Speaker Tools

  37. EOW Files - 2007 GLC

  38. Speaker Database Search for Speakers 5 ways: 1. Speaker Last Name (e.g., Feldman) 2. Company/ Affiliation: (e.g., Harvard, IBM, Army) 3. Drop Down List of YPO Regions, and then refine search by Country or State 4. Drop Down List of Tracks, and then refine search by Topic 5. By Keyword, free text search (e.g., teen, cars)

  39. YPO Speaker Database • Advanced Search • By Region • Within your Region (By Country or State) • Example – Southern Asia, India • By Track and Topic • Tracks are major curriculum categories (e.g., Family and Personal Development) • Topics are subcategories (e.g., Children and Parenting) • By Keyword (e.g., teen, astronaut) • System Features • Saving • Sorting • Tips • Search Again • Questions? Email speakers@ypo.org

  40. Add a Speaker or Add an Event Record

  41. Chapter Event Evaluations

  42. Evaluation Form

  43. Speaker Database Entry Form

  44. RSVP Tool – Where?

  45. RSVP Tool – What?

  46. Best Practices Discussion • Increasing Attendance • Maximizing Budget • Managing Your Champions • TRPs • Sponsorship/Alliances

  47. Going Forward…. • What Should Be on Our Project List? • What Support Do You Need from Us? • Where are you challenged right now • What’s looming on the horizon • What you want to do differently next year • How Education Dept can help

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