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Manage Electronic and Traditional Meetings and Correspondence
More Effectively

W. J. Rinke, PhD, RD

C210
10 CPEUs
HARD COPY
$74.95
C210E
10 CPEUs
ELECTRONIC
$64.95

Manual with 1 Reporting Form, 102 pgs.
According to one expert reviewer this "is an easy and engaging read [that provides] broad coverage of both traditional and virtual meetings which are becoming more prevalent as well as in-depth coverage of email communication. Overall, this is a great reference for anyone who conducts meetings or writes emails." You will learn how to:

  • Conduct fewer and shorter meetings while at the same time increasing their effectiveness
  • Enhance the positive climate of virtual and traditional meetings
  • Keep all meetings action and outcome focused
  • Improve meeting attendance
  • Utilize appropriate technology to achieve specific meeting objectives and captivate participants
  • Use visuals and involvement techniques to make sure everyone stays tuned-in
  • Decide what to do with each correspondence and email
  • Master specific high impact email productivity enhancers
  • Spend far less time doing correspondence and emails
  • Discover how to make email work for you, instead of against you.

Click here for more information and customer comments
Approved by CDR, CBDM

For RDs/RDNs & DTRs/NDTRs for the Professional Development Portfolio

SUGGESTED Learning Need Codes:
1000, 1020, 1100, 1120, 1130, 1140, 7000, 7020

SUGGESTED Performance Indicators (PIs):
1.1.3, 1.1.4, 1.1.5, 1.1.6, 1.1.7, 1.2.1, 1.2.2, 1.2.3, 1.2.4, 1.2.5, 1.2.6, 1.3.3, 1.3.7,

DON'T SEE your Performance Indicators or Code Listed here?
There are many Performance Indicators (PIs) that are applicable we can't list them all &
Per CDR you may use ANY PI or CODE as long as it relates to your Learning Plan.
For details
click here.

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To order an ADDITIONAL Reporting Form click below:

C210F 10 CPEUs
REPORTING FORM

$30.00

Manage Electronic and Traditional Meetings and Correspondence
More Effectively
Wolf J. Rinke, PhD, RD, CSP

© 2011 Wolf Rinke Associates, Inc. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning, or otherwise, without the prior written permission of the Publisher.

CUSTOMER COMMENTS

Shannon Simpfenderfer: "LOVED the Before/During Meeting and Meeting Eval. forms (Exhibit 2-4)!"

Robin Runion: "Fun, informative, practical to the point."

Kellie May: "Easy to read: I felt like you were talking directly to me."

Alexandra Welch: "The subject matter related to meeting management and correspondence can be very dry however you made it interesting and enjoyable. Thank you."

Delana Higley: "How to Manage Meetings and Correspondence More Effectively gave me tips to sharpen my skills when conducting presentations and communicating with busy co-workers."

OVERVIEW AND INSTRUCTIONS

Welcome to the Manage Electronic and Traditional Meetings and Correspondence More Effectively self-directed learning program.

This level 2 program is designed to help you manage meetings and all types of correspondence more effectively. It is also designed to help you earn ten (10) Continuing Professional Education Units (CPEUs).

To get the most out of this program, it is suggested that you adhere to the following steps:

Step 1: Review the objectives.
Step 2: Assess your current knowledge by completing the self-assessment instruments and any other exercises contained in the self-study program.
Step 3: Score your current knowledge by comparing your answers to the scoring instructions contained in this self-study program.
Step 4: Read and reflect on how you can apply the information.
Step 5: Assess what you have learned by completing the self-assessment instrument.
Step 6: Compare your answers to the answer key. If you scored at least 80% correct, you have completed the program and are ready to transfer your answers to the CPEU REPORTING FORM. If you scored less than 80% correct, re-read the program until you score at least 80% correct.

After you have successfully completed the program complete the CPE REPORTING FORM on our website or you can click here. If you would rather not submit your RF to us on our website then you can fax it to: (410) 531-9282, or Mail it to: Wolf Rinke Associates, Inc., 13621 Gilbride Lane, Clarksville, MD 21029.
Please see FAQ's re: how to best submit your CPE Reporting Form to get some helpful tips to ensure you get your Certificate of Completion quickly & successfully.

We will email your Certificate of Completion.

When you submit your CPEU Reporting Form to us via mail, fax or www.easyCPEcredits.com, be sure to write your correct email address in the space provided on the CPE Reporting Form. If writing by hand, be sure to print your email address clearly.

To ensure that our emails are delivered to your inbox (instead of your junk/spam folders), please add cpesupport@wolfrinke.com to your Address Book or Safe List of allowed email senders. Also, be sure to allow attachments from this email address.

I would like to help you manage your meetings and correspondence more effectively. If you have questions or suggestions, please write or call.
HAPPY LEARNING
Wolf J. Rinke, PhD, RD, CSP

OBJECTIVES

As a result of studying and applying concepts presented in this self-directed, accredited learning program, you will be better able to:

  • Recognize how much time is wasted in meetings;
  • Appreciate that different types of meetings require different types of organization and leadership skills;
  • Recall the five basic types of meetings and the appropriate organization and leadership skills associated with each type of meeting;
  • Habitually ask two basic questions that should be asked before every meeting;
  • Recognize that meetings should be the exception, not the rule;
  • Contrast positive and negative outcomes associated with meetings;
  • Manage meetings more effectively by developing and distributing a written agenda before every meeting;
  • Control duration of meetings by computing the cost of every meeting in advance;
  • Improve the productivity of meetings by monitoring meeting effectiveness through use of before-, during- and after-meeting checklists and evaluation forms;
  • Enhance the positive climate of meetings;
  • Keep meetings action and outcome focused;
  • Improve meeting productivity and attendance by rotating the chair responsibility;
  • Recognize that virtual meetings continue to increase in popularity;
  • Recognize three basic types of virtual meetings;
  • Recognize what to do before facilitating your first virtual meeting;
  • Select the appropriate technology tools to achieve specific meeting objectives;
  • Recognize what actions to take about one to two weeks before a virtual meeting;
  • Identify participants' needs in advance of the virtual meeting;
  • Take specific actions before, during and after virtual meetings to enhance their productivity;
  • Use the agenda to "steer" participants through the virtual meeting;
  • Use lots of visuals and involvement techniques to make sure everyone stays tuned-in;
  • Get buy-in to agreed upon decisions;
  • Use specific strategies to captivate participants
  • Appreciate that most people spend too much time managing correspondence;
  • Recognize that processing and storing print documents tends to be extremely inefficient and expensive;
  • Identify three options for any piece of correspondence;
  • Get in the habit of handling each correspondence no more than two times;
  • Ask six specific questions to decide what to do with each correspondence;
  • Apply specific rules for effective correspondence management;
  • Contrast benefits and disadvantages of digital and print documents;
  • Recognize that most people get too many emails (an average of 71.51 per day);
  • Appreciate the number of email messages are projected to continue to increase dramatically;
  • Recognize that emails are not very important nor urgent;
  • Master specific high-impact email productivity enhancers;
  • Apply specific email etiquette and other rules to improve email effectiveness;
  • Discover how to make email work for you, instead of against you.

TABLE OF CONTENTS

ACKNOWLEDGMENTS ii
OVERVIEW AND INSTRUCTIONS iii
OBJECTIVES v
TABLE OF CONTENTS vii
INTRODUCTION 1
NOTES 1
CHAPTER 1: How to Manage Traditional Meetings More Effectively 2
TYPES OF MEETINGS 2
1. Decision-Making Meeting 2
2. Information-Sharing Meeting 3
3. Idea-Generating or Creativity Meeting 3
4. Social Meeting 3
5. Celebration Meeting 4
MANAGING MEETINGS: THE BASICS 4
Before the Meeting 6
During the Meeting 11
After the Meeting 16
MANAGING MEETINGS: ADVANCED TECHNIQUES 17
SUMMARY 20
NOTES 21
CHAPTER 2: How to Manage Virtual Meetings More Effectively 23
WHAT ARE VIRTUAL MEETINGS 24
Audio Conferencing 25
Video Conferencing 26
Web Conferencing 27
Pros and Cons of Virtual Meetings 28
Preparing for Your Virtual Meeting 29
Attend Several Virtual Meetings 29
Consult With Experts 30
Become Familiar with the Technology 30
Shorten Your Meeting and Other Time Considerations 30
If it's an Important Virtual Meeting Conduct a "Dry Run" 31
What to Do Before the Meeting 31
Look Your Electronic Best 33
Get Ready In Advance of Your Meeting 34
What to Do About an Hour before the Meeting 34
What to Do Just Before Getting Started 34
During the Meeting 35
Use Your Voice to Your Advantage 36
Use the Agenda to "Steer" the Participants through the Meeting 37
Make Sure Everyone Stays Tuned In 38
Use Visuals to Keep People Tuned In 38
Involve the Participants More Than You Think Is Wise 39
Do Lots of Q&A 39
Don't Just Make Decisions, Get Buy-in 39
Captivate the Participants 40
After the Meeting 40
A Look Back to the Future 40
SUMMARY 41
NOTES 44
CHAPTER 3: Managing Correspondence or How to Slay the Paper Dragon 47
MANAGE CORRESPONDENCE, DON'T LET IT MANAGE YOU 49
Take Care of It 49
Pitch It 53
Process It 54
To File or Not To File … That Is the Question 55
BENEFITS AND ADVANTAGES OF DIGITAL VS. PRINT DOCUMENTS 56
GO PAPERLESS? 58
DON'T FILE IT … DIGITIZE IT 59
SUMMARY 59
NOTES 61
CHAPTER 4: How to Manage Emails More Effectively or How to Slay the Electronic Dragon 63
EMAILS … YOU CAN'T LIVE WITH THEM AND YOU CAN'T LIVE WITHOUT THEM 63
TEN HIGH IMPACT EMAIL PRODUCTIVITY ENHANCERS 64
1. Don't Check Your Email on Demand 64
2. Don't Answer Your Email at Your Most Productive Time of Day 64
3. Don't Multi-Task 65
4. Do Emails No More Than Two Times per Day 65
5. Let Your Email Program Manage Your Email As Much As Possible 66
6. Declare One Day a Week Email Free 66
7. Avoid Email Wars 66
8. Always Ask: "Is There A Need For This Email?" Before Writing Anything 66
9. Avoid CCs and "Reply To All" 66
10. Recognize Email Limitations 67
EMAIL ETIQUETTE AND OTHER RULES TO IMPROVE EMAIL EFFECTIVENESS 68
Make the Subject Relevant To the Reader 68
KISS It and Keep It Short 68
Make It Personal 68
Use Templates for Frequently Used Responses 68
Give Complete Contact Information 69
Keep it Tame Don't "Flame" 69
Avoid "Spamming" 69
Don't Reply To Spam 69
Don't Forward Potential Hoaxes and Chain Letters 69
Use Attachments Sparingly 70
Install a Highly Effective "Security" Software Program 70
Avoid Jargon, Abbreviations and Sexist Language 70
Do Not Overuse the High Priority Option 70
Do Not Write in CAPITALS 71
Use a Meaningful Subject Line 71
Answer As Soon As Possible 71
Use the "Reply" Function Instead Of Starting Out New 71
If Angry, Observe the 24-Hour Rule 72
When Mass Mailing Avoid Listing All Email Addresses 72
Do Not Use the Request "Return Receipt" Function 72
Do Not "Recall" an Email 72
Do Not Copy a Message or Attachment Without Permission 72
Remember, There Are No Secrets in Cyberspace 73
SUMMARY 73
NOTES 75
CHAPTER 5: The Beginning 76
APPENDIX A: The Brainstorming Technique 79
APPENDIX B: The Nominal Group Technique (NGT) 80
APPENDIX C: The What if...? Technique 81
APPENDIX D: Live Meeting Ground Rules 82
APPENDIX E: Virtual Meeting Ground Rules 83
FOR YOUR CONTINUING LEARNING 84
SELF-ASSESSMENT INSTRUMENT 86
ANSWER KEY 95
EXPLANATIONS TO SELF-ASSESSMENT QUESTIONS 96
ABOUT THE AUTHOR 102
ABOUT WOLF RINKE ASSOCIATES, INC. 103

About The Author. . .

Wolf J. Rinke, PhD, RD, CSP is the president and founder of Wolf Rinke Associates, Inc., an accredited provider of quality pre-approved home-study CPE courses for nutrition professionals available at www.easyCPEcredits.com. Another division (www.WolfRinke.com) has been custom designing and delivering stimulating keynote presentations, interactive problem solving funshops and highly effective consulting, coaching and educational services since 1988. He specializes in building peak-performance teams and organizations, and providing one-on-one executive coaching that leads to dramatic improvements in performance and productivity.

Dr. Rinke is a. . .

  • Highly effective management consultant and executive coach with more than 30 years of hands-on management and leadership experience.
  • Certified speaking professional (CSP*) who is internationally known for his ability to energize, entertain and empower. (*CSP-a credential earned by fewer than 500 professional speakers worldwide)
  • Widely published author of numerous CPE programs and bestselling books such as MAKE It a Winning Life: Success Strategies for Life, Love, and Business, Winning Management: 6 Fail-Safe Strategies for Building High-Performance Organizations and Don't Oil the Squeaky Wheel and 19 Other Contrarian Ways to Improve Your Leadership Effectiveness.
  • Noted management, leadership and personal development expert, ranked by Executive Excellence magazine among "the top 100 minds" in the field of personal and leadership development along with Tom Peters, Oprah Winfrey, Stephen Covey and others.
  • Media personality who has been featured on CNN and more than 300 other TV and radio shows.
  • Highly decorated, retired lieutenant colonel of the US Army Medical Specialist Corps.
  • Former adjunct associate professor of management at Johns Hopkins and U. of Maryland.
  • Self-made millionaire who started to work full-time on a ship at age 14.

Some of the organizations that have benefited from Dr. Rinke's services include:

Am Red Cross o ARAMARK o Baxter o BCE Emergis (Canada) o Bristol-Myers Squibb o Brookings Institution o Centre for Leadership-Ontario (Canada) o Cigna o Continental/SiLite o Delta Air Lines o Dept of Health & Human Svcs o Dole o Dong Energy (Denmark) o Duke Power o Grocery Manufacturers of America o Hospital Purchasing & Materials Mgt Assn o Institute for Management Studies o Lykes Pasco o Manor Care o Marriott o Merck o Michelin o Motorola o NCR o NCI o Natl Dairy Council o Natl Health Corp o Natl Restaurant Assn o Ontario Hospital Assn (Canada) o Rockwool (Denmark) o SAP (Germany) o Sargento Foods o Saskatchewan Assn of Health Organizations (Canada) o Select Service Partner A/S (Denmark) o Seneca Foods o ServiceMaster o Sysco o Texas Instruments o UCB Pharma o US Foodservice o Veterans Admin o Warner Bros. o Wyeth-Ayerst Laboratories plus many other companies, organizations and associations throughout North America, Europe & the Pacific Rim.

Several of his popular CPE programs available at www.easyCPEcredits.com include:

  • Beat the Blues: How to Manage Stress and Balance Your Life
  • The Power of Communication: How to Increase Your Personal and Professional Effectiveness
  • Win-Win Negotiation: Fail-Safe Strategies to Help You Get More of What You Want
  • Winning Management: 6 Fail-Safe Strategies for Building High-Performance Organizations
  • Don't Oil the Squeaky Wheel: Contrarian Ways to Improve Your Leadership Effectiveness
  • How to Motivate Employees to Achieve Peak Performance
  • How to Maximize Professional Potential & Increase Your Earning Power in Nutrition & Dietetics
  • Positive Attitude: The Key to Peak Performance
  • Delegation and Coaching: High Impact Strategies for Doing More With Less

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