approach to results based conferences and meetings
TRANSCRIPT
101 Townsend Street, Suite 282
San Francisco, CA 94107
www.excelmeetings.com
Results Based Meetings Three Steps of Evaluation That Will Clearly Demonstrate the Value of
Your Conference, Sales Meeting or Annual Scientific Meeting
Presentation by Jon Wollenhaupt, VP, Excel Meetings & Events
www.excelmeetings.com
Processes outlined in this presentation are based on the ROI Methodology
developed by Jack Philips, PhD, Chairman, The ROI Institute
Definition of Results Based Meetings• Meetings are initiated, developed, and delivered
with the end in mind.
• A measurement and evaluation system is in place for each meeting.
• Perceived value, learning, application of learning evaluations are regularly developed.
• Participants understand their responsibility to obtain results with meetings.
• Support groups (management, sponsors, colleagues, etc.) help to achieve results from meeting.
Paradigm Shift in Meetings and Events
Activity Based Results Based
No clearly defined business need for the meeting
Program linked to specific business needs
No assessment of performance issues
Assessment of performance effectiveness
No specific measurable objectives
Specific objectives for behavior and business impact
No effort to prepare meeting participants to achieve results
Results and expectations communicated to participants
Paradigm Shift in Meetings and Events
Activity Based Results Based
No effort to prepare the work environment to support meeting
Environment prepared to support meeting
No efforts to build partnerships with key managers
Partnerships established with key managers and clients
No measurement of results or benefit-cost analysis
Measurement of results and benefit-cost analysis (ROI)
Reporting on meetings is input focused
Reporting on meetings is output focused
Evaluation Levels Level Measurement Focus
1. Reaction & Measures participant reaction to thePerceived meeting and captures perceived value.Value
2. Learning Measures changes in knowledge,
information, skills, and attitudes gained in the meeting.
3. Application & Measures changes in on-the-jobImplementation behavior and progress with planned
actions.
Chain of Impact From Meetings & EventsParticipant has a positive reaction to the meeting
Participant acquires knowledge, develops skills or changes attitudes/perceptions
Participant uses new knowledge, skills and attitudes on the job
Use of new knowledge, skills and attitudes drives business performance
Monetary value of business performance exceeds cost of meeting
Levels of Assessment
Level 1 Reaction and Perceived Value• Relevance
• Importance
• Usefulness
• New Information
• Motivational
•Appropriate
• Rewarding
• Challenging
Level 2 Learning
• Information
• Knowledge
• Understanding
• Skills
• Contacts
• Capability
•Expertise
• Capacity
Levels of Assessment
Level 3 Application and Implementation
• Use of Skills
• Use of Knowledge
• Completion of Actions
• Success with Application
• Enablers
• Tasks Completed
• Steps
• Procedures Followed
• Barriers
Levels of Assessment
The ROI The ROI MethodologyMethodology
Develop EvaluationPlans and
Baseline Data
Develop EvaluationPlans and
Baseline Data
EvaluationPlanning
Data Collection Via Questionnaire
Collect DataDuring Meeting
Collect DataDuring Meeting
Level 1: REACTION AND
PERCIEVED VALUE
LEVEL 2:LEARNING
Collect DataAfter MeetingCollect Data
After Meeting
LEVEL 3: APPLICATION ANDIMPLEMENTATION
OPTIONAL LEVEL 4:
IMPACT AND CONSEQUENCES
Develop Objectives
ofMeeting
Develop Objectives
ofMeeting
Plan Meetings with Evaluation in Mind
Developing Clearly Defined and Measurable Reaction Objectives for the Meeting After attending the Executive Strategy meeting, participants will perceive the meetings to be:
• Conducted by relevant and effective speakers
• Valuable in terms of inspiration, and in enable participants to be more effective leaders
• Full of new information
• Valuable in terms of helping attendees attain short and long term goals
• An excellent use of their time
Plan Meetings with Evaluation in Mind
Developing Clearly Defined And Measurable Learning Objectives For The Meeting Measuring Changes in Information, Knowledge, Skills, Perceptions, and Contacts
At the end of the meeting, participants will be able to:
• Identify three new e-commerce strategies relevant to
their department
• Identify new ways to foster ideas sharing and collaboration with other departments
• Explain two new ways to motivate creative thinking within their department
• Explain 5 steps to innovation that were presented during the meeting
Project Example:
Development of Measurable
Learning Objectives and
Post Event Questionnaire for
an Annual Scientific Meeting
Overview:
Excel Meetings & Events was under contract with a San Francisco Bay Area Pharmaceutical Company to assist in the development of measurable learning objectives for an annual scientific meeting and in the design of a post meeting questionnaire. This meeting brought together research scientist from three separate company facilities located in Silicon Valley, Alabama and India.
Overview:
General desired outcomes for the meeting were stated as follows:
Energized participants - Key scientists and engineers from all research sites will have an opportunity to interact, discuss science, think about the future, get to know each other and establish alliances that will enable success.
Stated Measurable Learning Objectives
After the annual scientific meeting, research scientist will be able to: • Explain the process for implementing new research• Name three new colleagues you met with whom you can collaborate on your research• List three reasons you agree with the research
funding for 2008• List the three most significant things you learned in the poster session
• Identify at least one science or technology the company should acquire or develop
Stated Measurable Learning Objectives
After the annual scientific meeting, research scientist will be able to:
• Explain the process for implementing new research• Name three new colleagues you met with whom you can collaborate on your research• List three reasons you agree with the research funding for 2008• List the three most significant things you learned in the poster session
• Identify at least one science or technology the company should acquire or develop
Questionnaire Development Based on the stated learning objectives, Excel Meetings worked with client staff to develop a post meeting questionnaire that assessed participants learning and intentions to apply that learning upon return to work.
Sample questions included:
1) I feel confident that I can influence research within my role in the R&D organization. Please circle a number that best reflects your response.
5 = Strongly Agree, 4 = Agree, 3 = Neutral, 2 = Disagree, 1 = Strongly Disagree
Questionnaire Development Sample questions included:
2) Identify two or three things you learned about future research ideas in the poster session. (open-ended)
3) Identify three major accomplishments attained in 2008that you learned about in the poster session. (open-ended)
4) List the three reasons why you agree with the research funding for this year as discussed. (open-ended)
Questionnaire Development Sample questions included:
5) Name three new colleagues you met at this year’s Research Summit , and list at least one way you will collaborate with each on your research in the coming year. (open-ended)
6) What I learned from the presentations I will be able to use in my work and with all colleagues when I return to work. Please circle a number that best reflects your response.
5 = Strongly Agree, 4 = Agree, 3 = Neutral, 2 = Disagree, 1 = Strongly Disagree
“Excel Meetings & Events worked with
our internal meeting planning resources
and provided guidance, tools, and ideas.
Their contributions enhanced the quality
of our annual scientific meeting and set
up the foundation for continuous
improvement.”
– CARLOS SCHULERSENIOR DIRECTOR OF SCIENCE & TECHNOLOGY
Alliance Partner Profile
The ROI Institute, Inc. is the leading resource on research, training, and networking for practitioners of the Phillips ROI Methodology™. Founded in 2003, the ROI Institute represents over 25 years of experience in measurement and evaluation of training, human resources, technology and quality programs and initiatives.
“The (Phillips) ROI process has become the cornerstone of organizational assessment, measurement, and evaluation strategies.”
- Debi Wallace,Vice President, Advanced Analytics Wachovia Corporation
Alliance Partner Profile