VisionCircle

Initiator's Kit

The first meeting

6.1 Agenda for the first meeting

The following is a suggested meeting agenda for the introductory meeting that works well:

  • You welcome the invitees and thank them for coming in response to their interest in the VisionCircle concept.
  • Explain the Agenda and that you expect the meeting to conclude at a certain time (two hours without a dinner or longer with a dinner)
  • Deal with the housekeeping: conveniences, food and beverage ordering process and paying requirements or tea and coffee access, etc.
  • Go around the table introducing everyone by name. Don't provide other details of individuals yet because they won't yet be comfortable.
  • Introduce the VisionCircle Foundation presenter and invite him/her to explain the concept. This should take about 30 minutes
  • Invite questions.
  • Break to eat and allow indirect discussion between invitees
  • Recommence question session. About 30 minutes
  • You should then ask the invitees: "based on the information you have heard tonight, how many people here tonight are interested in principal in the VisionCircle and would consider participating?"
  • You should then ask the invitees: "would you like me to organise our first meeting so that we can get to know each other better?"
  • If answers to both of these questions are positive, you should
    – Establish when they would like to meet
    – Their meeting format (restaurant, private home, etc)
    – Day of week
    – Time of day
    – Everyone's contact details (Name, address, business and private phone numbers, fax, mobile and e-mail) Preparing a list with these details before the meeting (as best you can) and having them ratify or correct the information is of great assistance.
  • Invite further questions
  • Thank the VisionCircle Foundation presenter
  • Thank the invitees
  • Ask invitees if they all have a way to get home
  • Close the meeting

6.2 Expectations of the first meeting

The expectations of the first meeting are as follows:

  • Introduce the VisionCircle concept to those prospective VisionCircle members who have expressed an interest
  • Gain knowledge about the concept from an authorised presenter
  • Answer questions that prospective members may have
  • Identify who is interested to proceed to the next step
  • Commence building relationships between prospective members
  • Invitees had attended an informative and enjoyable evening

6.3 Expectations from the first meeting

The expectations from the first meeting are as follows:

  • Concept information conveyed effectively
  • Answered all questions satisfactorily
  • Commenced relationship building
  • VisionCircle established
  • Next steps established and agreed
  • Chief point of contact agreed (normally the Initiator)
  • Registration with VisionCircle Foundation understood and agreed

6.4 Encouraging questions

The initial meeting is all about conveying information, answering question, building relationships, building confidence and building trust. Answering questions that invitees have is the best way to achieve these outcomes provided that;

  • All questions are answered honestly
  • Where an answer to a question is not known, then that should be said with a promise to find out and circulate the answer to all members. "Covering up" or attempts to ad lib will be perceived as negatively as trying to hide something – and therefore counter-productive.
  • That the person answering the question knows what they are talking about
  • That the presenter is confident and sincere in all his/her responses

If the question and answer session appears to run dry or people are shy or reluctant to start asking, don't hesitate to either:

  • Ask a question yourself to get the process going
  • Have a break which gives people a chance to think about what has been said and then come back with questions after the break
  • Stop to eat if your having a meal
  • The presenter is experienced in raising issues and generating questions and will sense when this needs to facilitated

The question and answer session is important because it enables any objections or concerns to be managed in an honest and open manner. It also allows those future members of the VisionCircle to hear the same message at the same time. Over time, peoples' recollections of what was said may vary: in this way there are many people who can corroborate a response should the issue come up again.

6.5 Probing

The first meeting is an opportunity, and a key objective for you to determine the level of commitment and interest to the VisionCircle concept.

6.5.1 Level of commitment to concept

Soon after the presenter has finished his or her presentation, you will be able to gauge the level of understanding from the type of questions raised.

Through the presentation, you should be watching for people's body language to determine if they are defensive or suspicious of the concept. If you sense any ill comfort or suspicion, such a feeling is probably based on insufficient information or a misperception.

If you suspect that you know the issue that is generating the concern (after all you know these people because you invited them), then ask the presenter to expand on the issue that you think is causing the concern.

If you find it difficult to identify the issue, you can suggest to the group that you "sense some concern or reservation about some of the aspects in the presentation. Does anyone want to table their concerns so that they can be responded to?"

The VisionCircle presenter is experienced in dealing with such concerns. It is better to surface the issue and deal with, than let it lie beneath the surface and never be able to directly respond to it.

It is important to note that even though a question may be answered accurately, honestly and openly, there is no guarantee that answers will always satisfy everyone. Some things are just not meant to be – and that's OK too.

6.5.2 Level of interest to commence Circle

Toward the end of the first meeting, you need to formally ask the invitees whether they want to commence a VisionCircle.

You at least owe it to yourself for the effort you have put in to know whether the invitees are interested and whether they are the people that will contribute to your personal happiness.

Don't be afraid to ask in a non-forceful manner.

Don't be offended or insulted if some people so no – because some will.

Don't try to convince people to join – they either "get it" or they don't – and that's OK – and in any case, you only want people who want to do this.

6.6 Frequency of meeting

VisionCircles meet once every two months once they have commenced the vision selection process. No more and no less.

However, it takes some time for members of a new VisionCircle to get to know each other to the point where the trust they have of each other is strong enough to commence the vision selection process.

Therefore, until the vision selection process formally commences, you may elect to meet more frequently to "fast-track" the relationship building. Some VisionCircles meet monthly and some two weekly – this is entirely at the discretion of VisionCircle members.

At the initial meeting, you as the Initiator should establish a view of what suits your invitees and VisionCircle members. This should only be done after they have confirmed their interest to proceed.

Set the date of the next relationship-building meeting at this initial meeting.

6.7 Preferred Day of month/week

Similarly, you should establish which day of the week suits most of the new VisionCircle members. This should only be done after they have confirmed their interest to proceed.

6.8 Time of day

Similarly, you should establish time of the day suits most of the new VisionCircle members. This should only be done after they have confirmed their interest to proceed.

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