Manual with 1 Reporting Form, 86 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
- 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
- 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.
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Electronic and Traditional Meetings and Correspondence
More Effectively, Second Edition
Wolf J. Rinke, PhD, RDN
© 2020 Wolf Rinke Associates. 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
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
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, 2nd Edition,an accredited Continuing Professional Education (CPE) program. This is a Level 2 CPE program approved for ten (10) Continuing Professional Education Units (CPEUs), meaning that the reader has a general knowledge of the literature and professional practice within the area covered. The focus of the program is to enhance knowledge and application.
To get the most out of this CPE program, it is suggested that you follow the following four steps:
Step 1: Review the objectives.
Step 2: Study this CPE program.
Step 3: Assess what you have learned by completing the self-assessment instrument found at the end of this program.
Step 4: Compare your answers to the answer key, which you will find at the end of this program. If you scored at least 80% (40 questions) correct, you have completed the program and are ready to transfer your answers to the CONTINUING PROFESSIONAL EDUCATION REPORTING FORM found in the front of this program. If you scored less than 80% correct, re-read the appropriate sections of the program and re-test yourself until you score at least 80% (40 questions) correct.
To receive your well-deserved 10 CPEUs you must complete the CPEU REPORTING FORM and
Submit it online at www.easyCPEcredits.com,
Or fax it to (410) 531-9282,
Or mail it to Wolf Rinke Associates, 721 Valley Forge Road #486, Valley Forge, PA 19481
Upon receipt of your CPE Reporting Form, we will email you a Certificate of Completion within 3-5 business days.
As a result of completing this CPE program, you will be better able to:
- 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 the duration of meetings by computing the cost of every meeting in advance;
- Improve the productivity of meetings by monitoring meeting effectiveness through the 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;
- Identify 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 visuals and involvement techniques to make sure everyone stays tuned-in;
- 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;
- Appreciate that the number of email messages is projected to continue to increase logarithmically;
- 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
CHAPTER 1: How to Manage Traditional Meetings More Effectively
TYPES OF MEETINGS
1. Decision-Making Meeting
2. Information-Sharing Meeting
3. Idea-Generating or Creativity Meeting
4. Social Meeting
5. Celebration Meeting
MANAGING MEETINGS: THE BASICS
Before the Meeting
During the Meeting
After the Meeting
MANAGING MEETINGS: ADVANCED TECHNIQUES
CHAPTER 2: How to Manage Virtual Meetings More Effectively
WHAT ARE VIRTUAL MEETINGS
PROS AND CONS OF VIRTUAL MEETINGS
PREPARING FOR YOUR VIRTUAL MEETING
Attend Several Virtual Meetings
Consult With Experts
Become Familiar with the Technology
Shorten Your Meeting and Other Time Considerations
If it's an Important Virtual Meeting Conduct a "Dry Run"
WHAT TO DO BEFORE THE MEETING
Select Quality Equipment
Select Technology to Achieve the Meeting Objectives
About One to Two Weeks Before the Meeting
Get to Know the Participants’ Needs
Look Your Electronic Best
Get Ready in Advance of Your Meeting
What to Do About an Hour Before the Meeting
What to Do Just Before Getting Started
DURING THE MEETING
At the Start of the Meeting
Connect with the Participants
Use Your Voice to Your Advantage
Use the Agenda to “Steer” the Participants through the Meeting
Make Sure Everyone Stays Tuned In
Use Visuals to Keep People Tuned In
Involve the Participants More Than You Think Is Wise
Do Lots of Q&A
Don’t Just Make Decisions, Get Buy-in
Captivate the Participants
AFTER THE MEETING
A LOOK BACK TO THE FUTURE
NOTESCHAPTER 3: Managing Correspondence or How to Slay the Paper Dragon
MANAGE CORRESPONDENCE, DON'T LET IT MANAGE YOU
Take Care of It
To File or Not To File
That Is the Question
BENEFITS AND ADVANTAGES OF DIGITAL VS. PRINT DOCUMENTS
DON'T FILE IT
CHAPTER 4: How to Manage Emails More Effectively or How to Slay the
YOU CAN'T LIVE WITH THEM AND YOU CAN'T LIVE WITHOUT THEM
TEN HIGH IMPACT EMAIL PRODUCTIVITY ENHANCER
1. Don't Check Your Email on Demand
2. Don't Answer Your Email at Your Most Productive Time of Day
3. Don't Multi-Task
4. Do Emails No More Than Two Times per Day
5. Let Your Email Program Manage Your Email As Much As Possible
6. Declare One Day a Week Email Free
7. Avoid Email Wars
8. Always Ask: "Is There A Need For This Email?" Before Writing
9. Avoid CCs and "Reply To All"
10. Recognize Email Limitations
EMAIL ETIQUETTE AND OTHER RULES TO IMPROVE EMAIL EFFECTIVENESS
Make the Subject Relevant To the Reader
KISS It and Keep It Short
Make It Personal
Use Templates for Frequently Used Responses
Give Complete Contact Information
Keep it Tame Don't "Flame"
Don't Reply To Spam
Don't Forward Potential Hoaxes and Chain Letters
Use Attachments Sparingly
Install a Highly Effective "Security" Software Program
Avoid Jargon, Abbreviations and Sexist Language
Do Not Overuse the High Priority Option
Do Not Write in CAPITALS
Use a Meaningful Subject Line
Answer As Soon As Possible
Use the "Reply" Function Instead Of Starting Out New
If Angry, Observe the 24-Hour Rule
When Mass Mailing Avoid Listing All Email Addresses
Do Not Use the Request "Return Receipt" Function
Do Not "Recall" an Email
Do Not Copy a Message or Attachment Without Permission
Remember, There Are No Secrets in Cyberspace
CHAPTER 5: The Beginning
APPENDIX A: The Brainstorming Technique
APPENDIX B: The Nominal Group Technique (NGT)
APPENDIX C: The What if...? Technique
APPENDIX D: Live Meeting Ground Rules
APPENDIX E: Virtual Meeting Ground Rules
FOR YOUR CONTINUING LEARNING
EXPLANATIONS TO SELF-ASSESSMENT QUESTIONS
ABOUT THE AUTHOR
ABOUT THE AUTHOR
Wolf J. Rinke, PhD, RDN is the president and founder of Wolf Rinke Associates, a company that has provided high-quality CPE programs to nutrition and dietetics practitioners since 1990.
Dr. Rinke earned a BS at Drexel University, an MS at Iowa State University, a PhD in Continuing and Vocational Education (Adult Ed) at the University of Wisconsin and interned at Walter Reed Army Medical Center. He participated in a test item writer workshop sponsored by the Commission on Dietetic Registration (CDR).
Dr. Rinke is a past Adjunct Associate Professor, Graduate School of Management & Technology at the University of Maryland, and a former Adjunct Faculty Member of the School of Continuing Studies at The Johns Hopkins University.
He has served as past president of the District of Columbia (DC) Dietetic Association and has been honored by the Academy of Nutrition and Dietetics with the Award for Excellence in the Practice of Management, the Outstanding Dietitian of the Year Award, and the Outstanding Service Award, in addition to delivering the Lenna Frances Cooper Lecture.
Dr. Rinke has served in numerous leadership roles at the Academy of Nutrition and Dietetics: Chair of the Scholarship Committee for Dietitians in Business and Communications; Chair of the Communication Committee, Honors Committee, and Licensure Panel and Ethical Practices Task Force for the Commission on Dietetic Registration; Chair of the Area Coordinating Committee and Chair for the Code of Ethics; Member of the Resource for Education Programs Committee; Member of the House of Delegates; and Member of the Board of Directors.
Dr. Rinke is the author of more than 500 articles, numerous CPE self-study programs, and several popular books including 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.
Special thanks to the following individuals for their careful review of this program.
Michel D. Harris, MS, RDN, LDN, CD
Lecturer of Nutrition Sciences
River Forest, IL
Laura J. Ritter, MS, RDN, CDE
Center for Diabetes and Nutrition Education
St. Joseph Mercy Health System
Ann Arbor, MI
J. Lan Tucker, MBA, RD, LD, CLC
Fresenius Medical Care, Asia-Pacific
Hong Kong, S.A.R.
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