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Charisma Productions Gazette Volume 3, Issue 8

August 2011

Corporate Meeting - How to Make It Productive

7 Offsite Meeting Mistakes to Avoid!

How to Make it Work Avoid at all Cost Improving Your ROI

Mistakes Not to Make

Charisma Productions Network

Charisma Productions Network

1) Not Having a Clear Objective I cannot stress this hard enough. If you don't have a clear objective of what you want to achieve from your offsite meeting, it’s easy for anything to go astray. Be clear about what you want to achieve or you will end up wasting everyone's time, energy and not mentioning, your company's money! 2) Choosing an Unsuitable Site The venue chosen can make or break the event! When choosing the site, bear in mind what you want to achieve and at the same time know what you can spend on. If you have the budget to bring your team overseas - by all means do so, we are surrounded by many beautiful islands in Bintan, Malaysia, Batam, Indonesia. If you have more money - bring them to Bali, Phuket, Vietnam and even Macau! With budget airlines aplenty - there is no excuse. If not, there are plenty of venues that you can choose from in Singapore. Choose city locations if your company is not located there and vice versa - for a change of scenery.

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INSIDE THIS ISSUE 1

7 Offsite Meeting Mistakes to Avoid

1

Corporate Meeting – How to Make it Productive

2

7 Offsite Meetings Cont

3

Corporate Meeting Cont

4

From Our IT Department

5

From Our Executive Chef

6

From Our Executive Chef Cont

Do you think that attending a corporate meeting is a complete waste of your time? Do you feel that you'd rather finish your overwhelming workload than listen to boring, self important company executives? It doesn't have to be that way. We spend a large part of our work life interacting with others. It takes no effort to pick up a phone, but a face to face meeting with clients needs at least some preparation. Cut to a larger scenario – a high powered corporate meeting, and whoa, the hackles start to rise already! Planning a meeting contributes nearly as much to its success as the actual goings-on itself. If you’ve got a big meeting ahead of you, don’t put off thinking about it till the previous weekend. There’s a lot more to planning a meeting than planning to meet (and no, we’re not sounding corny on purpose). Here are some of the most important things to do: Set your eyes on the goal – Oh no, not that wretched “g” word again. It’s an annual company review; what other goal is there to think about, you ask. But scratch the surface a bit, and you’ll see the finer points – is it just an annual performance roundup, or do you wish to lay the groundwork for future initiatives? If the past year has been rough, are we talking tough decisions? What is the intended outcome of the meeting? Get the objectives straight, and you’ve got step one of the agenda out of the way. Make the invite list – it’s a great idea to invite an outsider for at least part of a company meeting – the novelty usually provides a welcome relief, and could also infuse a fresh perspective. When you’re planning a meeting, pay attention to the roles people are expected to play – try to make sure everyone feels involved. Taking help from your staff and assigning them specific responsibilities during the meeting will take a load off your back. Balance the agenda – An annual conference is something to look forward to, but it won’t be that unless the agenda includes some entertainment or non-work activities. In the hurly burly of planning your corporate meeting, don’t forget to design the after-hours events. While most people are happy to simply party, it might be a better idea to include a team based activity, something that people don’t usually get to do during their normal routine. Of course, planning a meeting that’s high on style is of no use, if you don’t have the resources to fund it. The budget

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3) Not Having Interesting Activities to Do Too many "Free & Easy" slots in your itinerary can be too boring for the group. When it’s "Free & Easy" everyone may be doing their own things - so where is the "bonding"? Organizing interesting activities can prove to be a challenge for some. Yes you can't please everyone but it IS possible to have activities that everyone can enjoy. If you have a big group and would like to organize lots of cool activities for the group - get an experienced team building facilitator or choose a venue that have tons of interesting recreational activities for your group to do. 4) Having Too Many Activities to Do In a Day On the opposite side of the spectrum - do NOT cram too many activities for your group to do in one day. Meetings in the morning and team building are best done either half day or full day - don't squeeze in more games for them to do the next day and at night! That will be too much for anyone to handle. Part of the plan is to get your team to relax - remember? 5) Not Choosing the Right Speaker for the Meeting When organizing an Offsite Meeting, its great to invite a speaker that can motivate and inspire your team. Choose a lousy speaker - and the whole event can fall flat. Choose one that is engaging and can get the crowd going - the idea is to empower and inspire! 6) Organizing the Offsite Over the Weekend or Public Holiday Having the Offsite over the weekend or public holiday can prove to be quite disastrous as resorts are normally crowded over the weekends. Not mentioning the higher weekend rates for the use of accommodation and facilities. Always do your best not to cut into your staff's rest day/weekend time with their families unless your team is a young crowd with no family commitments - a lot of people may back out from going. 7) Not Getting Feedback from Your Team After each Offsite Meeting - always gather feedback from your team. What did well and what not so well - how can you improve on the next one. Not being able to follow through with what was discussed during the Offsite Meetings is also another "no-no". The idea is for people to be able to work better together AFTER coming back from an Offsite retreats. So get to work and implement those ideas, fast!

Informative, Inspiring and Empowering Let Charisma Productions Network become your one-stop solution for all your corporate meeting, events and conference needs. Newsletter 2


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never goes away, and meetings are no exception! Apart from the larger costs of travel and stay, factor in entertainment, equipment hire and incidental expenses. A meeting within the company premises might save costs, but is likely to be low on impact. There’s also a very real possibility of routine work coming in the way, leading to frequent disruption. All things considered, a big meeting is best conducted off-site. Once you have the above sorted out, it’s time to proceed with action. If you’re not familiar with the venue of the meeting, it’s important that someone takes a look at it beforehand. Plan the layout of the meeting rooms, make a checklist of equipment and electrical needs and hand it over to the person in charge at the venue. Also survey the rooms where your guests will stay, as well as the other facilities, which might have a bearing on the entertainment plans. Most hotels have activity managers who are quite resourceful; it’s a good idea to consult with them while planning a corporate meeting on their premises. Last but not the least, make sure the agenda is circulated to all concerned well on time, so that they come adequately prepared. Planning a corporate meeting can be a lot of fun, but attending one which is well organized, is even more so!

Charisma Productions Network 805-241-0566 Website: www.cpnevents.com info@cpnevents.com Newsletter 3


From Our IT Department

Outlook Tip: Synchronize Microsoft Windows SharePoint Services 3.0 Documents with Outlook 2007 Whether you spend most of your time in the field, or occasionally travel for work, the ability to access files stored on your SharePoint site at times when you are not connected to the Internet would help you use your time more efficiently and increase your individual productivity. With Outlook 2007, you can view specific SharePoint lists such as document libraries, discussions, calendars, tasks and contacts that are stored on your Windows SharePoint Services 3.0 sites. You can take documents offline and preview, read or perform a search on them within Outlook 2007. Offline support and seamless synchronization allows you to access and manage information from Windows SharePoint Services 3.0 workspaces within Outlook even without an Internet connection. For example, before leaving the office to travel to an offsite meeting, you can save a copy of a necessary document (such as sales presentation) stored in your team’s workspace, to a special folder in Outlook 2007. While on the road, or even on an airplane without Internet access, you can continue working on your presentation, whether previewing it within Outlook or editing with Microsoft Office PowerPoint. When you are back in the office (or another location that has an Internet connection), you will be able to synchronize your local changes with the shared copy on your SharePoint site. As soon as your Outlook is connected to the Internet, the synchronization will begin automatically. To be able to perform this action, you first need to ensure that you (or other users) are using Outlook 2007 with a Microsoft Exchange account and have been given permission to access SharePoint documents.

Here’s how to do it: Open the document library or list on your SharePoint site Click “Actions” Select “Connect to Outlook” from the actions list.

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From Our Executive Chef

Braised Pork Belly with Watermelon Mint Salad & Ponzu Sauce

For Pork 2 pounds Berkshire pork belly 1 cup chopped carrots 1 cup chopped celery 2 cups chopped onions 1 bunch of thyme 1 bunch of cilantro 4 bay leaves Âź cup salt 2 tablespoons black peppercorns

For Watermelon Mint Salad 1 cup of ½-inch cubes of seedless watermelon 2 tablespoons chiffonade of mint pinch of sea salt pinch of white pepper 2 tablespoons extra virgin olive oil 2 tablespoons saba (or balsamic vinegar)

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To prepare the pork: Rinse pork belly and pat dry with a paper towel. Heat a pot with a bit of vegetable oil. Sear each side of pork belly and add remaining ingredients to pot. Cover with water completely and bring to a boil, then cover and turn off heat. Place pot in oven at 300°F for 4 hours. Remove pork belly from the pot with a slotted spoon and refrigerate for 24 hours or until completely cool and firm. Once firm, cut 1/3-inch slices from the skin side to the meat side in uniform strips and reserve. To make the watermelon salad: Toss all ingredients in a bowl and refrigerate. To Finish: Lay sliced pork belly flat on a sheet pan. Brush the sweet Ponzu sauce on one side of the pork and cook in an oven at 400°F for 5– 7 min. Remove from oven. Spoon a tablespoon of blueberry compote on one side of plate and drag spoon across. Place watermelon salad where spoon ended. Place hot pork belly on plate and garnish with a bit of cilantro; drizzle any remaining Ponzu sauce over pork. For Sweet Ponzu sauce: ½ cup Ponzu ½ cup dark brown sugar 2 seeded jalapeños (small dice) In a small pot add Ponzu, brown sugar and jalapeños. Bring to a boil and let simmer for 5 min. Take off of heat and cool. Brush the sauce on one side of the sliced pork before cooking in oven. For Blueberry Compote: 1 cup blueberries ¼ cup granulated sugar For watermelon salad: 1 cup of ½ inch by ½inch squares of seedless watermelon 2 tablespoons mint chiffonade Pinch of sea salt Pinch of white pepper 2 tablespoons extra virgin olive oil 2 tablespoons saba (or substitute balsamic vinegar) Add all ingredients to a pot and bring to a boil. Cook until the mixture has slightly thickened, take off of heat and cool. Drag a tablespoonful of blueberry compote from one side of the plate to the other. Plate pork on top. Wine recommendation: This summer-friendly dish calls for a refreshing, fruit-forward and fragrant white like Kim Crawford’s Marlborough 2010 Sauvignon Blanc or easy-drinking sangria, like the Summer Punch Sangria from B.E.S. packed with brandy-soaked berries.

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THANK YOU FOR YOUR SUPPORT We wish to thank our readers and our clients for their support and feedback helping to continually grow the Charisma Productions Network. We look forward to continue providing you with successful stress-free events. We appreciate hearing from all of you and strive to improve our articles and hope to have something for everyone at one point or another. Please send us suggestions for topics you would like to read about or if you have an article that you would like to share we’ll be happy to post It.:

Please send all comments, suggestions and or articles to:

info@cpnevents.com

Charisma Productions Network 805-241-0566 Website: www.cpnevents.com info@cpnevents.com

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Charisma Productions Gazette