venus regional managers handbook | copyright © venus group ... · my talents are in creating and...


Welcome to Team Venus

You have joined a company that is dedicated to building a values-based community where we support women to

achieve personal and financial freedom through their business.

The Venus Network is different; we are a supportive, caring community where women feel inspired to grow,

celebrated in their achievements and amongst likeminded women all committed to succeed.

This handbook has been designed to give you all the information needed to coordinate, manage and grow your

region successfully. It will also act as a reference guide for any queries that may come up and provide guidance

while you are part of Team Venus.

As a Venus Regional Manager (VRM) you are integral to the success of our network. Our members and facilitators

look to you to embody the Venus values, show the enthusiasm and passion for Venus and support the women in our

network to grow.

It has given me great pleasure to grow Venus to where we are today and I look forward to working with you to

continue its growth. Thank you for your commitment to support local businesswomen and for joining me in my vision

to help New Zealand women thrive in business.

Welcome to the team!

Vanessa Davey

Founder and CEO


SECTION ONE VENUS STORY

Page 4 A FOUNDER

Page 5 B VISION + MISSION

Page 6 C VALUES

Page 8 D VENUS OFFERINGS

SECTION TWO ROLE AND SUPPORT

Page 12 A SCHEDULE OF SERVICES

Page 13 B LIFE OF A VRM

Page 14 C VRM TRAINING CHECKLIST

Page 16 D VRM SUPPORT AND MENTORING

Page 19 E TIME AND ENERGY MANAGEMENT

Page 23 F POWER OF INTEGRITY AND PERSONAL ACCOUNTABILITY

SECTION THREE REPORTING AND FINANCIALS

Page 27 A FORTNIGHTLY REGIONAL ACTION PLAN

Page 28 B MONTHLY REPORT

Page 29 C QUARTERLY FEEDFORWARDS & PLANS

2 D TARGET MANAGEMENT

Page 34 E SALES SUCCESS AND TASK SUCCESS PLAN

Page 36 F FINANCIALS AND DEBT MANAGEMENT

SECTION FOUR COMMUNICATIONS

Page 38 A COMMUNICATIONS PLAN

Page 40 B BRANDING

Page 41 C EMAIL TEMPLATES AND EMAIL GUIDELINES

Page 42 D PRIVATE VENUS FACEBOOK GROUPS

Page 43 E COMPLAINT PROCESS

Page 45 F RECEIVING AND GIVING FEEDBACK

Page 47 G DELICATE CONVERSATIONS

Page 48 F VRM COMMUNICATION MAP

SECTION FIVE MEMBERS AND MEMBERSHIP

PAGE 49 A BENEFITS AND MEMBERSHIP PROCESS

Page 51 B TERMS AND CONDITIONS

Page 55 C MEMBER PROCESSES

Page 57 D MEMBER SUCCESS WORKSHOP

Page 60 E RENEWING A MEMBER

Page 63 F MEMBERSHIP SYSTEM – WHO CAN SEE WHAT

SECTION SIX BUSINESS DEVELOPMENT

Page 64 A MARKETING AND SALES

Page 66 B FINDING GUESTS

Page 67 C SALES CONVERSATION AND CALL GUIDES

Page 68 D SALES PROCESS

Page 70 E PROFESSION LIST

Page 71 F MEMBERSHIP QUADRANTS

Page 74 G NETWORKING GROUP IN TLC

Page 75 H LAUNCHING A NEW GROUP

SECTION SEVEN FACILITATOR TEAM MANAGEMENT

Page 77 A YOUR FACILITATORS

Page 79 B FACILITATOR CHANGEOVER V4

Page 80 C FACILITATOR OPPORTUNITY DOCUMENT V8 AND AGREEMENT V7

Page 84 D FACILITATOR TRAINING

Page 86 E GROUP REVIEWS

Page 88 F FACILITATOR TEAM MEETINGS

Page 90 G FACILITATOR SUPPORT CALLS

Page 91 H FACILITATOR PROCESSES


FOUNDER SECTION 1: A

I launched the first Venus Group in Tauranga in March

2008. I believe we are here to do what we love. I founded

the Venus Network to HELP and INSPIRE women to achieve

freedom through business. In doing this I get to do what I

love every day, and work with people who inspire and

challenge me every day.

My PASSION for small business has created a community of

likeminded women in an environment where women feel

supported, can grow their networks, their businesses and

ultimately themselves. Venus fosters the feminine qualities

of collaboration, intuition, and celebration in business.

My MISSION is to be the recognised voice for feminine entrepreneurship and conscious business in New Zealand.

I don’t see limits in what is possible and I believe in people’s dreams. I love working with and supporting women and I

see business as the biggest personal development journey you can go on. It’s the most fun and challenging

experience. That is what life is about – growing and developing while making a gorgeous impact in the world.

My TALENTS are in CREATING and LEADING and I get to do both within Venus. I am the editor of our magazine, I

create our business modules for both Venus Business Team and our Venus Sassy Training and I get to lead a dynamic

passionate management team.

NAME: Vanessa Davey – and just turned 40!/

HOME IS: Mount Maunganui, Bay of Plenty

FAMILY: My amazing husband Logan, two step children Helena (18) and Cole (15) and my soul sisters

LATEST BOOK I’M READING: Forks over knives http://www.forksoverknives.com/

I’VE BEEN IN VENUS FOR: Coming up to 7 years

I’M CEO BECAUSE: This is what I was born to be – I love the strategic, visionary, innovative part of my work – this is my

purpose

VENUS ALLOWS ME TO: Help women fulfill their purpose while they make a difference in the world

WOMEN IN BUSINESS: Will change the world through feminine leadership and conscious business.

FAVOURITE THING TO DO: Just one?? Lying in my hammock under a tree reading a great non-fiction book. Followed

very closely by trail running with my husband.

FREEDOM TO ME MEANS: Following my heart, being open to grow, having the time and means to support my friends

and family, having the time and resources to create!

ONE THING YOU DON’T KNOW ABOUT ME IS: I plan to build my own architecturally designed ‘treehouse’ in the middle

of native bush in the Kaimais.


VISION AND MISSION SECTION 1: B

Providing powerful and real solutions for New Zealand women in business.

Venus is a community designed to help women achieve personal and financial

freedom through business. Helping our members love their work.

We set out to build a business network that was different; a supportive, caring environment where you feel inspired to

grow, celebrated in your achievements and amongst like-minded women all committed to succeed.

OUR VISION

To be the most loved, raved about and respected business community for women in New Zealand.

OUR MISSION

Venus proudly exists to connect and support women in business who embrace their feminine strengths to grow

profitable, whole-hearted businesses, which contribute positively to the world.


VENUS VALUES SECTION 1: C

Our values are at the heart of everything we do at Venus — how we live, how we work and how we serve the New

Zealand business community. This culture provides a foundation to achieve our purpose: to support New Zealand

women in business to thrive. Within the Venus community we value:

COMPASSIONATE HONESTY

We practice honest, real communication. We communicate openly about what we are doing and honestly about

our assessments and feelings. Our communication allows for real feedback, transparency and growth. This value in

action includes:

Being honest about what works best for you in RAVEs

Referring with intent and integrity

Being truthful

Asking questions to clarify

Honest in a gently, kind and constructive way

Giving positive feedback about how great things are

GENEROSITY OF SPIRIT

We generously contribute and give. We make a positive difference to others by giving and contributing with joy,

selflessness and love. Our generous giving enriches our life with meaning, fulfilment and happiness. We share

recommendations and referrals with sincerity. This value in action includes:

Always being early and prepared to help at meetings

Be focused, timely and present with RAVES

Assisting and mentoring each other

Knowing when to keep quiet at meetings and RAVE’s

Welcoming guests

Recognising everyone’s unique skill set and allowing everybody to share


LIVING WITH INTEGRITY

We do what we say we’ll do. We hold each other accountable to act from strengths and in integrity with the future

we are committed to creating. We walk the talk. Every goal set at Venus is tied to our purpose of supporting the

evolution of women in business in New Zealand. This value in action includes:

Being honest in representing ourselves

Doing what we say we will do

Respecting one profession rule

Keeping to time eg: minute promo spot speaking is 1 minute

Following through on referrals

Attend all meetings and RAVEs

Living up to your commitment with raves and referrals

ACTING LOVINGLY AND WITH RESPECT

We build sincere, respectful relationships. In recognition of our interdependence we commit to building sincere,

respectful and cooperative business relationships. We value each other, our time and our life paths. This value in

action includes:

“The greatest gift you can give someone is the gift of your attention” Jim Rohn.

Acknowledge and encourage one another

Be patient and accept others for the journey they are on

Be supportive and kind

Respecting agenda

Show caring and openness

COLLABORATION AND GROWTH

We facilitate collaborative business relationships and look for opportunities to work together to support one another

achieve success. We focus on teamwork to build a strong, empowered community. We remain open to learning and

growing. We hold a space for what is not yet known and what lies in the unimagined. We bring purpose, passion,

and commitment to the larger vision of the network. This value in action includes:

Attend member collaboration events

Working together as a leadership team

Recognising others strengths

Intergroup cross-pollinate with competitors collaboration

VRM mentoring and supporting nationwide

Working toward a common goal of supporting each other in business

Being prepared for meetings (topic, RAVES, referrals, wins – use handbook)


VENUS OFFERINGS SECTION 1: D

Providing powerful and real solutions for New Zealand women in business. Venus is a community designed to help

you achieve personal and financial freedom through business.

There is something for every woman at Venus, depending on the stage of her business journey. We have the

networking community along with the support, inspiration and education for women to thrive in business.

NETWORKING GROUPS

Referrals + Confidence + Support + Marketing strategies

The foundation of the Venus Network.

You’ll find Venus Networking Groups in over 40 locations around the country. By being part of New Zealand’s largest

business network for women you can receive referrals for new business, increase your confidence in selling yourself,

learn smart strategies to market your business and enjoy support and be inspired by like-minded women. In addition,

benefit from an online business profile, receive our beautiful, inspiring women in business quarterly magazine and

invitations to events at member prices.

THIS IS RIGHT FOR YOU IF:

You are looking to grow your network

You need to market your business

You want to be part of a supportive group of women all committed to business growth

VENUS BUSINESS TEAMS

Mentoring + Accountability +Inner circle +Personal growth

If you’ve been in business for a while and you’re ready to take things to the NEXT level by creating more freedom

and profit from your business then joining a business team could be for you! Groups of up to 12 like-minded

businesswomen meet monthly to be mentored through a powerful business and personal growth process designed

to transform your life and business.


You want to take your business to the next stage of growth

You’re looking to focus your time and resources to gain more freedom

You want to journey with other women to brainstorm, share best practices and learn from


SASSY BUSINESS TRAINING Start-up help + Business education + Support

The Venus Academy’s Sassy Business Training programme is for you if you’re looking for the support, information and

tools to build the foundations to your own business. We partner with you over a 6 month mentoring programme to

simplify and demystify what it takes to make money while doing what you love.

Kicked off by a power packed, LIVE full day Business Essentials Training Camp, teaching you the key skills of

Networking and Marketing. We’ll guide and mentor you through our 10 fortnightly modules in our online seminar

platform. You’ll have the opportunity to chat online with us and your ‘sassy sisters’ throughout the programme to run

things past, ask questions and connect with. We’ll be finishing with a fantastic 1 day LIVE business retreat.


You need to learn business basics to build a thriving business

You’re ready to get serious about your hobby business

You have always wanted to start your own home based business

VENUS PRESENTATION TRAINING

Speaker training + Presentation development + Marketing platform

A training and development group for professional speakers and women looking to become a professional speaker.

A marketing platform to showcase expertise in the market and raise the profile of your speaking.


You have a message to share with the world

You need to develop your craft and become the best version of you on stage

You would like more exposure in the market as a speaker

http://www.venusclubs.co.nz/wp-content/uploads/2014/06/venus-logo-speakers.jpg


VENUS WOMEN IN BUSINESS MAGAZINE

Be inspired, educated and encouraged by

this beautiful quarterly full colour national

magazine, contributions from women in

business all over NZ on topics from business

growth, personal growth through to health

and wellbeing.

Our members receive two free copies, one to

keep and one to give to a friend in business.

Members can advertise in this magazine by

contacting Venus HQ.


BUSINESS SKILLS WORKSHOPS

Venus offers 2.5 hour workshops to help develop and train our members. These are run in partnership with XONE

Training and Development a sister company to Venus run by Vanessa Davey and Carly Shorter. These are organised

when interest is there in a region. They are all highly interactive, hugely informative and practical. The cost to

members is $145+GST.

MARKETING LIKE A MAVERICK

Understand what marketing is and how to

communicate with emotion to engage your

market. Discover your niche market to target your

marketing spend. Start developing your marketing

message so you know what to say. Create a

cohesive marketing plan so you have clarity on

where to market and how.

NETWORKING LIKE A NATURAL

Learn the success mind-set to help you thrive

building your network. Discover the feminine

principles that will support you to build strong

mutually beneficial relationships. Learn techniques

to give you confidence in any networking situation.

PRESENTING LIKE A PRO

In this interactive and fun 2.5 hour workshop you'll

learn 4 KEY THINGS to help you present like a pro.

You'll learn to feel more confident when speaking,

manage your fear and anxiety around presenting,

create punchy content with a simple yet powerful

framework and learn strategies for effective body

language and voice projection

SELLING LIKE A SUPERSTAR

Create authentic, honest and high-value sales.

Learn how to engage in conversations that inspire

and influence. Feel more confident and

comfortable having sales conversations. Increase

your sales numbers, converting more prospects to

long term clients. Maximise your time and be more

effective during sales conversations. Learn how to

make sales without being pushy


SCHEDULE OF SERVICES SECTION 2: A

The Services to be provided by the Contractor are:

Business development to grow Venus Networking Group membership in your region

Identify, Induct and Support Venus Group Facilitators to help them run great meetings and provide exceptional

customer service to our members

Management of your region including communication and administration

The key requirements of this contract are:

MEMBERS

Make sales calls, invite guests and follow up leads

Group’s 15 members and above: 2 new member sign ups/renewals per group, per month

Groups under 15 members : 4 new member sign ups/renewals per group, per month

Call all guests registered through website within 48 hours of entering the system

Call all guests in FOLLOW UPS within 48 hours of them appearing on this tab

Call all renewing members within 48 hours of them appearing on the RENEWALS TAB

FACILITATORS

Facilitator Changeover - recruit and train Group and Assistant Facilitators

Organise Quarterly Team Meetings with facilitators

Attend group meetings every quarter to conduct Group Reviews

MANAGEMENT AND ADMINISTRATION

Secure suitable venues

Manage membership system with up to date notes

Complete and send to Venus HQ fortnightly update form completed

Complete and send to Venus HQ monthly your regional report completed

Return all phone calls and enquiries within 2 working days of receipt

TRAINING AND REVIEWS

Quarterly Review: a phone review at 3, 6 and 9 months and a contract review at 12 months.

Annual Training Camp: You will be expected to attend our 2 day VRM training camp in Tauranga

Annual Conference: You will be expected to attend the Venus Managers Conference. This will be held in one

of the main centres once a year. Managers will need to cover accommodation and travel costs associated

with this event. The training and catering will be covered by Venus.

YOUR SCHEDULED CALLS

VRM Support call: Weekly for 2 months then fortnightly thereafter. This call covers the ‘Support Call Agenda’

and will be at a regular time each fortnight.

Monthly Team Skype Calls: These monthly calls are an opportunity for all our VRM’s around NZ to meet in an

online forum to share wins, challenges and develop their skills.

Facilitator Support Calls: Every fortnight call your facilitators for a support call, to confirm everything is on track,

they are happy with their group and to follow up with guests


QUARTERLYGroup reviewsFacilitator team meetingsFeedforward sessions HQ

BI-MONTHLYMember Success workshops

6-MONTHLYBring on a new Faciltiator Team

A MONTH IN THE LIFE OF A VRM SECTION 2: B


VRM TRAINING CHECKLIST V5 SECTION 2: C

MODULE ONE

MODULE TWO

MODULE THREE

COMPLETED SECTION VENUS STORY

A FOUNDER

B VISION + MISSION

C VALUES

D VENUS OFFERINGS

COMPLETED SECTION ROLE AND SUPPORT

A SCHEDULE OF SERVICES

B VRM TRAINING CHECKLIST

C LIFE OF A VRM

D VRM SUPPORT

E TIME AND ENERGY MANAGEMENT

F POWER OF INTEGRITY AND PERSONAL ACCOUNTABILITY

MEMBERSHIP SYSTEM – MEMBERS CAN ACCESS COMPLETED

Register a guest through front end of website

View and download member resources

Update online profile

View invoice

Noticeboard – recommend a member, add an event

MEMBERSHIP SYSTEM – FACILITATORS CAN ACCESS COMPLETED

View members of a group

View and download facilitator resources

Print out a meeting overview sheet

Email a group

Process a meeting

COMPLETED SECTION REPORTING AND FINANCIALS

A FORTNIGHTLY REGIONAL ACTION PLAN

B MONTHLY REPORT

C QUARTERLY REVIEWS

D TARGET MANAGEMENT

E SALES SUCCESS AND TASK SUCCESS PLAN

F FINANCIALS AND DEBT MANAGEMENT

COMPLETED SECTION COMMUNICATIONS

A COMMUNICATIONS PLAN

B BRANDING

C EMAIL TEMPLATES AND EMAIL GUIDELINES

D PRIVATE VENUS FACEBOOK GROUPS

E COMPLAINT PROCESS

F RECEIVING AND GIVING FEEDBACK

G DELICATE CONVERSATIONS

F VRM COMMUNICATIONP MAP


MODULE FOUR

MODULE FIVE

MODULE SIX

COMPLETED SECTION MEMBERS AND MEMBERSHIP

PAGE 44 A BENEFITS AND MEMBERSHIP PROCESS

Page 46 B TERMS AND CONDITIONS

Page 51 C MEMBER PROCESSES

Page 52 D MEMBER SUCCESS WORKSHOP

Page 53 E RENEWING A MEMBER

Page 56 F MEMBERSHIP SYSTEM – WHO CAN SEE WHAT

MEMBERSHIP SYSTEM – REGIONAL MANAGERS CAN ACCESS COMPLETED

Move a group out of a meeting

Make a note against a lump sum member – financial note

Make a note against a Debit success payment – financial note

When you’ve lost a member – ALL CONTACTS

View who is up for renewal and where to put notes for a renewing/non-renewing member

MODULE SIX BUSINESS DEVELOPMENT

Page 59 A MARKETING AND SALES

Page 62 B FINDING GUESTS

Page 63 C SALES CONVERSATION AND CALL GUIDES

Page 64 D SALES PROCESS

Page 66 E PROFESSION LIST

Page 67 F MEMBERSHIP QUADRANTS

Page 70 G NETWORKING GROUP IN TLC

Page 71 H LAUNCHING A NEW GROUP

MODULE SEVEN FACILITATOR TEAM MANAGEMENT

Page 72 A YOUR FACILITATORS

Page 74 B FACILITATOR CHANGEOVER V4

Page 75 C FACILITATOR OPPORTUNITY DOCUMENT V8 AND AGREEMENT V7

Page 79 D FACILITATOR TRAINING

Page 81 E GROUP REVIEWS

Page 83 F FACILITATOR TEAM MEETINGS

Page 85 G FACILITATOR SUPPORT CALLS

Page 86 H FACILITATOR PROCESSES


VRM SUPPORT SECTION 2: D

You can count on us to provide you with the support you need to thrive in this role. The following is a list of the type

and frequency of the support offered to you.

FORTNIGHTLY

Support Call

Every fortnight you will have a support call with the Networking Group Manager. This call is to look at the

membership numbers, discuss any challenges, logistics, share your wins and provide you with ongoing

coaching and support needed to manage your region. Please complete a Regional Action Plan each fortnight

and email this through to the morning of your call.

MONTHLY

VRM Skype Call

This is a conference call with the other VRMs around New Zealand. The purpose is to support the growth of the

network, discuss any challenges and wins that are nationally relevant and have you connect with the other

managers around the country.

VRM Newsletter

Operations Manager sends out a monthly newsletter just for the VRM team. This includes all the topics and

training covered in the Skype call and any further information you need to keep you up to date with

happenings.

QUARTERLY

Reviews

This is a time where you can request extra support or training in any area to help you thrive in your role.

ANNUALLY

VRM Conference

This two day training and development event will be held in one of the main centres every twelve months.

VRMs will need to cover accommodation and travel costs associated with this event. The training and catering

will be covered by Venus Group Limited.

VRM Training Camp

This two day training course is for all new VRM’s to bring you up to speed and provide you with all the training

and development needed to thrive in your role. This training is compulsory for all new team members, however

it is open to all current VRM’s as it’s a great development opportunity and team experience.


VRM MENTORING

What is VRM mentoring?

Mentoring is a powerful personal development and empowerment tool. It is an effective way of helping people to

progress in their work or business. Mentorship is a personal developmental relationship in which a more experienced

or more knowledgeable person helps to guide a less experienced or less knowledgeable person. It is a learning and

development partnership.

Benefits of being a mentor

Fulfilment knowing that you are helping someone to achieve their professional goals.

Affirmation of professional competence.

Opportunity to build your leadership and management skills.

Opportunity to give back to the Venus Network.

Gain satisfaction in sharing your expertise with others.

Benefits of having a mentor

Someone to bounce ideas off.

A champion to cheer you on.

Receive critical feedback.

Learn from their real-world experiences.

Learn specific skills and knowledge that are relevant as a Venus Regional Manager.

Allow for increased self-awareness and self-discipline.

Why are we offering mentoring for VRMs?

We have a vast amount of knowledge and experience within our regional management team. In alignment with our

values of contribution and team work, we value and recognise the opportunity for longer standing and more

experienced managers to support those new to the team or wanting to develop in particular areas. This is a powerful

opportunity for one another to grow.

How will the mentoring work?

Mentees will commit to a three month commitment of weekly 15 minute phone calls. These will be scheduled at a

regular set time each week. The mentee can bring any challenge, question or area they’d like to grow in to each

call.

What can a mentor help me with?

The focus for the mentoring sessions will be on the critical success factors involved in building and managing a

thriving region. These include: team management, sales and networking, time management and group culture.

Everything else outside of these areas are to be discussed on your fortnightly support calls with the Venus Networking

Group Manager (VNG Manager).

Who are the mentors?

If you would like to volunteer to be a mentor please let the Venus Networking Group Manager know. She’ll ask you a

few questions and see which areas in particular you feel strong in mentoring around. You are welcome to focus on

one or two of the above areas, or all four of the critical success factors.

If you would like to receive mentoring please call VNG Manager and she will arrange a mentor suited to your

learning and development requirements.

http://en.wikipedia.org/wiki/Personal_development


5 key points for mentees to keep in mind

1. It’s your job, not theirs. The focus of mentoring is on you, the mentee. The mentor’s role is to facilitate your

development, not do it for you. Take the initiative and follow-up on agreed upon goals.

2. Think commitment. Regular, ongoing contact is one of the most important building blocks for successful

mentoring. Agree with your mentor to meet on a regular weekly basis, schedule it into your diary and avoid

cancelling appointments.

3. Show up for the relationship. Be prepared before your meeting with anything agreed upon and with an issue

to discuss that's important to you. The issue or question need not be monumental-sometimes simple things

can lead to great discussions and insights.

4. To grow you must stretch. A mentoring relationship should challenge you both professionally and personally.

Be open to taking steps outside your comfort zone and trying new things. This is an integral part of growth.

5. Don't be afraid of your mentor's silence. You're on a mentoring call and you seem to run out of things to say,

and your mentor isn't helping because all she is doing is keeping quiet. This is a good thing. Your mentor's

silence is inviting you to probe more deeply into what is on your mind, and it's an opportunity to share more

deeply in the relationship. In this situation, pause and look inside yourself to get at what is of immediate

concern or on your mind and share that with your mentor. The possibilities of what may happen are endless.

Mentor/Mentee Agreement

A successful mentee/mentor relationship requires a commitment on the part of both partners. The following

agreement is intended to provide a starting framework for the partnership. Either party should understand that they

may withdraw from the relationship at any time by contacting the VNG Manager. Each partner should make every

effort to fulfill the terms of the agreement.

Mentor __________________________ Contact Number_________________

Mentee __________________________ Contact Number_________________

MENTEE GOALS

The mentee is encouraged to establish with the mentor at least three professional development or personal growth

goals. For goals to work they need to be specific, measurable, attainable, relevant and have a time frame.

GOAL # 1 _____________________________________________________________________________________________

GOAL # 2 _____________________________________________________________________________________________

GOAL # 3 _____________________________________________________________________________________________

CONTACT AGREEMENT

The mentee agrees to complete a monthly plan and follow this during the mentoring. Contacts with mentee may

be in person, by telephone or via skype. Mentee and Mentor agree to talk at least once a week for twelve (12)

weeks at ____________________________ Mentee and Mentor agree to provide the VNG Manager with written

feedback after the twelve week commitment.

_________________________________ ____________________________

Mentee Signature and Date Mentor Signature and Date


TIME MANAGEMENT SECTION 2: E

How to maximise your time as a VRM

AREA LOOK OUT FOR STRATEGIES TO HELP YOU

Complaints from

members

Is it a real problem

Looking / wanting ear time

Amount of time venting

Put it in writing – I’ll take it to HQ

Refocus problem reframe

Get onto real problem immediately

Face to face meeting if needed

Ask her to talk to the other member

What would you like me to do?

Facilitator Calls

No plan

Getting caught up in drama

Too much unnecessary detail

Lack of set up / framework

Not having a clear time for call

Not having every call

Set up the scene “ 5 minutes”

Know questions to ask before call

Make it priority and have a set time when they come on

board

Get them back on purpose as soon as in drama

Ask what is it that you need?

Facilitator

Change Over

No lead up (6 week needed)

Incorrect positioning

Making assumptions for enrolling

Not asking the group

Not following the checklist

Not consulting Carly

Follow checklist

Believe leadership roles are of value

Think outside the box and consider group suggestions

Prepare your groups early

Emails

Copied in unnecessary emails

Emails piling up during the day

Make more phone calls

Manage at certain pre-determined intervals

Make sure you ask everything you need in one email

Don’t send unnecessary emails to entire group

RAVE’s

Going over an hour

Asked by too many

Balancing time for own Business

Members not knowing how to

Beginning – clear 30 mins each

Honesty that I can’ RAVE with all

Have 1 or 2 RAVE spots available each week

Initial Sales

Procrastinating before the call

Not having a purpose

Not knowing what you want to

achieve

Challenging questions

Ask ‘Is this a good time to talk?’

Don’t digress from topic and know your purpose

Be prepared

Follow a plan

Know the Venus business

Knowledge of what they need to know


Time Chunking

Setting aside chunks of time for completing specific tasks

Time chunking is a time management technique that works with the way your brain works, rather than against it

– like with multitasking. It involves chunking your daily activities into specific blocks of time.

For example grouping or chunking all your e-mails in one chunk, schedule your meetings in day chunks (all your

meetings are on Wednesdays), and do all your phone calls in one chunk.

The benefits of time chunking

Use chunking to make yourself more focused and ultimately more productive.

By chunking your time effectively you will easily be able to work out where your time goes, and it should stop

your flitting from one half-finished job to another. Every task or activity will have its own home, allowing you to

be more focused and more productive. And you will gain more control of your time to help you live the life you

want to lead and grow a business you love.

How to start chunking your time

Firstly you need to work out how much time you have available in your business. Make sure you are also setting

out time for yourself, your family and your friends.

Then, start small until you get the feel of it. Pick a single task, perhaps your weekly sales conversations. Set aside

the 30 minutes you know it will take. Close your door. Put up a sign that reads "Genius at work" or something like

that and then concentrate on the making all the sales calls on your ‘Business Growth’ list and nothing but the

calls.

Don't check email. After about two weeks you'll notice how much more quickly you are able to get your calls

done.

When you're ready for the next phase, set aside a chunk of time for another activity. For example, instead of

interrupting whatever you are working on to read each email as it comes in, set aside a specific time to tackle

a chunk of emails. One manager I know reads all her email at the beginning of each hour and then ignores it

until the beginning of the next hour.

Set aside chunks of time for specific tasks

Reduce the time spent in start-up moments – it’s exhausting jumping between tasks as you need to

invest time in getting into each task

Don't allow interruptions

Increase the number and size of chunks during your day and week

Recognize that there will still be interruptions no matter how well you chunk.


Creating my day – Focus Plan

Check my calendar - what’s happening today?

Look through emails – what are urgent?

Check noticeboard - what needs to happen today?

Look in system – what calls do I need to make?


Energy Management

Energy = physical, emotional, mental and spiritual

With traditional time management training it’s about looking at how to fit more hours into your schedule and

focusing on the more you put in, the more productive you are.

Energy management is about managing your energy, not your time frames.

Your energy can be renewed regularly by establishing specific rituals and behaviours that are intentionally

practiced and precisely scheduled. With the goal of making them into an unconscious and automatic habit.

Examples of simple rituals to increase your energy

Set an earlier bedtime

Stop or cut down drinking as this disrupts sleep

Exercise 3-5 times a week

Sit down to eat at least one meal a day with the family

Leave your desk for lunch

Morning and afternoon walks outside

Questions to reenergise yourself

Physical Energy Emotional Energy

How’s my physical energy?

Do I need a 10 minute break?

Have I booked in exercise this week?

Do I need to get into the present with slow deep

breaths?

How’s my emotional energy?

Who can I express appreciation to?

Have I made time for my family this week?

Can I change the story line I am telling myself?

Mental Energy Spirituality Energy

How’s my mental energy?

What can I do to focus my attention on one

thing?

What’s a challenging thing I can do next on my

schedule?

How’s my spiritual energy?

What’s one thing I can do now, that I love doing?

Am I living my core values?


POWER OF INTEGRITY SECTION 2: F

When you are in integrity, you are in flow.

WHAT IS INTEGRITY?

IT IS:

The foundation to having power in your life. A framework to look through which shows workability, how something

serves you, how useful it is to you

IT IS NOT:

Right/wrong, judgment, Conditional love/unconditional love, In cool crowd/not in cool crowd, successful/not

successful, bad/good, should/ shouldn’t, Not good enough/good enough, Guilty/not guilty

Why look at this?

Because of the impact on others and ourselves when we are out of integrity.

What is the impact on yourself when you are out integrity?

Stuck, anxious, stressed, tired, overwhelmed, distracted, guilty, shut down, relationships suffer, depressed, negative

behaviours, failure, judgment, impatient, resentful, not invested, discovered, bitter, isolated, in reaction mode, off

purpose, fraud, fearful, lonely, frustrated, victim, what’s in it for me, lack of value – BOO HOO!

WHAT IS THE IMPACT ON YOURSELF WHEN YOU ARE IN INTEGRITY?

Confident, blissful, energized, inspired, momentum, ease, happy, connected to source, connected to others,

trustworthy, likeable, heart sings, blessed, successful, organized, productive, resilient, opportunities flow, ideas flow,

money flows, grateful, satisfied, strong, of value, balanced, self-confidence, self-belief, rewarded, positive, – WHOOP

WHOOP!

HOW TO GET BACK IN INTEGRITY?

Acknowledge that you are out

Accept that you are out

Act to get back in


Integrity Check-in

Here is a powerful set of questions to help you get back in integrity.

INTEGRITY WITH SELF

Have I done everything that I

said I would do?


know to do?

Am I being honest with

myself, even when I don’t

want to be?

INTEGRITY WITH OTHERS


said I would do?


know to do?

Have I communicated

everything I needed to?

INTEGRITY WITH BUSINESS


said I would do?

Have I communicated

everything I needed to?

Am I being honest with

myself, even when I don’t

want to be?


Personal Accountability

The definition of accountability is taking or being assigned responsibility for something that you have done or

something you are supposed to do.

Taking responsibility means “Stepping up” and seeing yourself as the agent of change, whether it is changing your

business or changing the world—it starts with you.

W H E N Y O U ’ R E P E R S O N A L L Y A C C O U N T A B L E ,

Y O U T A K E O W N E R S H I P O F W H A T H A P P E N S A S A R E S U L T O F Y O U R C H O I C E S A N D A C T I O N S .

Y O U D O N ’ T B L A M E O T H E R S O R M A K E E X C U S E S ,

A N D Y O U D O W H A T Y O U C A N T O M A K E A M E N D S W H E N T H I N G S G O W R O N G .

Be Accountable for Your Own Success

How much of your success would you say is up to you—your choices, your actions, your behaviours—versus outside

conditions?

If your mind-set is that you’re at least 85% responsible for your success—and that just 15% depends on the way the

wind blows—you’ll likely be successful. If you blame your problems and failures—big or small, personal or

professional—on other people, circumstances beyond your control, or just plain bad luck, you may be doomed to

fail. The good news? Accountability is not just a mind-set—it’s also a skill-set that you can learn.

Take Responsibility – your mindset

Responsibility is not something you do—it’s a way of thinking and being. When you’re truly responsible, you believe

that success or failure is up to you, even if you work within a team or are blind-sided by unforeseen circumstances.

You own your commitment to a result before the fact, before you even take action.

Be responsible “either way”

It’s easy to claim responsibility when things go well, but it’s hard when they don’t. A truly responsible person, however,

accepts responsibility either way. So next time you take on a project, be 100% responsible for the outcome. Not a

little. Own it 100%—good or bad.

Recognize your power

You already have the ability to be 100% responsible; everybody does. Yet most of us don’t realize—or at least don’t

admit—that we alone have the power to manage our lives and businesses. Sure, you can give that power away, but

that is a conscious choice; it doesn’t happen without your permission.

Deal with what is

When was the last time you were able to change the past? It doesn’t matter what should have happened—it

matters what is. That saves you the trouble of figuring out who’s to blame or worrying about how things “coulda

woulda shoulda” been if only something had gone differently. It didn’t and that makes your choice simple: “How do I

want to react to the situation that is?”

http://www.drjohnizzo.com/new/change-management/


Empower yourself – your actions

There is only one kind of empowerment, and that is self-empowerment. Unlike granting authority, empowerment

comes from within. By empowering yourself, you take the actions—and the risks—to achieve a result and get what

you want. Rather than waiting for someone to declare you empowered or give you that one lucky break, you step

outside your comfort zone, make things happen, and answer for the outcomes.

Manage expectations

The most direct route to self-empowerment is to be clear about expectations—not only what you expect, but also

what’s expected of you. To do that, you need to ask questions, make agreements, and clarify everything in writing.

Otherwise, you risk suffering a key source of all upset: missed expectations.

Tell the truth

Everybody messes up sometimes. Lying about it or trying to cover it up always makes it worse—no exceptions. Don’t

tell untruths. Nobody believes them anyway—not even you.

Manage yourself

Are you accountable for your actions even if nobody holds you accountable—or nobody catches you? You bet you

are. So be your own “accountability cop” and police yourself. On the long and winding road of life, choose

accountability at every turn.

Personal accountability is sorely lacking—and urgently needed—in business and across society as a whole. Choose

accountability and own your success in your business and in life.

Look to yourself - first

When trouble arises, look first to yourself. Ask four specific questions:

QUESTION YOUR ANSWER

What is the problem?

What am I doing—or not

doing—to contribute to the

problem?

What will I do differently to

help solve the problem?

How will I be accountable

for the result?

http://www.amanet.org/training/seminars/High-Performance-Accountability-Workshop.aspx

http://www.amanet.org/training/seminars/business-writing-training.aspx


FORTNIGHTLY REGIONAL ACTION PLAN SECTION 3: A

VRM Monthly Regional Report

Venus Group /22

/22

/22

/22

LAST FORTNIGHT/MEETING – DATE sales target:

SALES

ACHIEVED

Meeting

reminder sent

Member

attendance % % % %

RAVE’s

Referrals

No-shows

(phone call)

Meeting F/U sent

Facilitator call

notes. How

meeting went,

anything to

action.

OR

Anything you

want to discuss

THIS COMING FORTNIGHT/MEETING – DATE sales target:

Renewals to call

New guests to

invite to meeting

VRM to ACTION

HQ to ACTION

WHAT I WILL BE CELEBRATING IN 2 WEEKS:

Next Member success workshop

Next Facilitator event (training/team meeting/group

review)

Next regional event (networking, workshop, VRM

review)


MONTHLY REGIONAL REPORT SECTION 3: B

VRM Monthly Regional Report

GROUP NAME MEMBERSHIP FACILITATOR TEAM MEMBER SUCCESS

WORKSHOP

Total

members Capacity

Change over

meeting

Training

date (next date booked)

EVENTS

Next Team Meeting

Next Facilitator Training

Upcoming events

MY BIG CHALLENGE INSIGHTS FROM MY CHALLENGE

MY BIG WIN INSIGHTS FROM MY WIN

QUESTIONS TO RAISE TO THE GROUP WHAT I NEED HELP WITH

MY BIG WIN IN MY OWN BUSINESS


QUARTERLY FEEDFORWARD SECTION 3: C

Every quarter you will have a phone review with our Operations Manager. We feel performance reviews are essential

to ensure that Venus thrives at its optimal level. This supports our culture of growth and it’s a time to identify any

training needs over the next quarter.

Self-evaluations are a vital activity that can help make your performance appraisal process more effective. We will

ask you to complete a review form and send it through to our Operations Manager. Our Operations Manager will

also complete the form and discuss both of your comments

Contract Renewal

Your contract will be renewed if all of your groups, older than 6 months, have over 18 members, if over 80% of the

feedback we have received is positive and if you are consistently achieving your targets.

NAME: REVIEW PERIOD: REVIEW DATE:

HOW HAVE YOU FOUND YOUR TIME IN THE LAST 3 MONTHS?

GENERAL

WINS CHALLENGES

OBJECTIVES FOR NEXT QUARTER

Group Current

Membership #

Target

Membership #

Achieved

by

Plan to achieve this


targets ACHIEVED

Yes/No

COMMENTS

VRM

COMMENTS

Operations Manager, HQ

GR

OW

TH

3 guests to groups under 15

2 guests to groups 15 & over

Adhering to the Venus values and

membership terms and conditions

MEM

BER

SH

IP S

YSTE

M

Call all guests registered through

website within 48 hours

Follow up with all guests who were

invited to meetings within 48 hours

Call all renewals, write notes

Monthly - contact waitlist

TEA

M M

AN

AG

EM

EN

T

Make group facilitator fortnightly calls

Secure suitable venues

Quarterly Facilitator Team Meetings

Quarterly Group visits & reviews

REP

OR

TIN

G &

CA

LLS

Fortnightly Update in within 24 hours

Send fortnightly update to HQ 24 hours

before call

Attend support calls with Venus HQ

Send Monthly Regional Report to Venus

HQ 24 hours before call

Attend monthly team call

FOCUS FOR YOUR PROFESSIONAL DEVELOPMENT

GROWTH

MEMBERSHIP SYSTEM

TEAM MANAGEMENT

REPORTING & CALLS


VRM QUARTERLY PLAN

At the end of each feedforward meeting you have with the National Manager, you’ll be asked to complete a

Quarterly Plan mapping out your next three months. This is the form:

MY 1 GOAL FOR THIS QUARTER - what I’ll be celebrating in three months How I’ll feel when I’ve achieved it

QUARTERLY GOALS

Total membership

Average attendance

MY GROUPS CURRENT

MEMBERSHIP

MEMBERSHIP GOAL

IN 3 MONTHS

FOCUS FOR NEXT

3 MONTHS

DEVELOPING MY PERFORMANCE

I will stop I will start I will continue

FOCUS OF MY GROWTH

EVENTS THIS QUARTER

NETWORKING I PLAN TO DO

MY ONE BIG GOAL – FOR MY BUSINESS


TARGET MANAGEMENT SECTION 3: D

As a VRM you are required to complete all targets - set out in your VRM Independent Contractors Agreement –

schedule of services. We have created these to support the sustainable growth and management of each region

while continuing to build on the reputation of Venus.

The information our management process shows, provides the relevant feedback that we need to support you to

thrive in your role.

FORTNIGHTLY TARGETS

Adhering to the Venus values and membership terms and conditions

Timely management of the Venus membership system

Reaching fortnightly sales/renewals targets (a sale is when an invoice is generated from the system (you

receive a confirmation via email of the sale). Not for profit is not considered a sale.

2 guests confirmed to attend each meeting

1 new member sign ups/renewals per group, per fortnight

Making group facilitator fortnightly support calls

Implementing agreed fortnightly VRM Action Plan or the Sales and Task Success Plan

Sending in fortnightly Regional Action Plan to Venus HQ 24 hours before call

Attending scheduled fortnightly support calls with Venus HQ

Sending in Monthly Regional Report to Venus HQ 24 hours before call

Attending monthly team call

REGIONAL ACTION PLAN (FORTNIGHTLY)

You are required to complete a regional action plan each fortnight and email it to the Operations Manager the

morning of your scheduled support call.

VRM MONTHLY REGIONAL REPORT

We ask you to complete a regional report each month. This is to be emailed to the Operations Manager 24 hours

prior to your scheduled monthly team Skype call. The information required for this form helps us keep track of the

monthly tasks that need to happen. It also includes some of the information you will be asked to share on the call.

PERFORMANCE MANAGEMENT

If any of the targets are not met we have a process to support you. You will be required to complete a Sales Success

Plan and receive training depending on which area needs focus. You will be given six weeks (3 x fortnightly support

calls and 3 x Fortnightly Action Plans to increase your performance and achieve your targets.


VRM Task Management Process

FORTNIGHTLY

SUPPORT CALL

go through Fortnightly Update

COMPLETE AND SEND UPDATE

Send Update to Operations

Manager 24 hours before

scheduled call

EMAIL CONFIRMATION

Operations Manager emails

VRM to confirm Action Plan

Targets achieved? YES CREATE ACTION PLAN

Create a plan to follow for next

fortnight

NOT ACHIEVED

(FIRST TIME)

Integrity Conversation +

IMPACT

Clean up integrity

& Create Task or Sales Success

Plan

4 weeks non

performance

NOT ACHIEVED

(SECOND TIME)

Integrity Conversation +

SALES SUCCESS PLAN +

2 weeks’ notice to end

contract. (If targets are not

met by the next support call

you may receive notice of

end of contract)

Clean up integrity &

Recommit to Action Plan

+ be open to and available for

coaching

6 weeks non

performance

NOT ACHIEVED

(THIRD TIME)

NOTICE TO END CONTRACT

Receive 2 weeks’ notice

of end date

Clean up integrity +

Commit to End of

Contract checklist

8 weeks non

performance

Start working through

End of Contract Checklist


SUCCESS PLAN S SECTION 3: E

Sales Success Plan

If you haven’t reached your sales targets in two consecutive fortnights you will be asked to create a Sales Success

Plan. This is to support you to achieve your targets and set you up for success.

Venus Group UPPER HUTT

/22

LOWER HUTT

/22

CENTRAL HUTT

/22

PETONE

/22

THIS COMING FORTNIGHT/MEETING – DATE Sales target:

Renewals

to call

Guests to follow

up

Waitlist

possibilities to

call

Professions

to invite

Places to locate

guests

Goal attending

next meeting

What is your

conversion rate

Number of

people to call

CONVERSATION COUNT - Initial conversations CONVERSATION COUNT – Guests registered in system


Task Success Plan

If you haven’t reached your targets in two consecutive fortnights you will be asked to create a Task Success Plan and

complete an integrity check-in to support you to achieve your targets and set you up for success in the coming

fortnight.

MY 3 GOALS FOR THIS COMING FORTNIGHT

GO

AL

AC

TIO

N S

TEPS

MY NEW DAILY HABIT TO SUPPORT ME IN ACHIEVING MY GOALS

DEVELOPING MY PERFORMANCE

I will stop I will start I will continue

TIME CHUNKING MY SCHEDULE

When will I schedule the above action steps into my calendar?

GETTING BACK INTO INTEGRITY

What do I need to clear up/communicate or request to get back into integrity?

MY BELIEFS/MINDSET

What are useful beliefs? What beliefs do I need to watch out for?


FINANCIALS SECTION 3: F

As a VRM your commission is 40% of all membership sales from the Venus Networking Groups. Your commission for

lump sum memberships will be paid on a fortnightly cycle. It includes all membership money received into the Venus

Group Limited Bank account. The VRM must deposit any membership monies into the Venus Group Limited bank

account the week they receive the payment.

Commission on membership is:

6 month Membership $147.20 +GST

12 Month Membership $253 +GST

12-month Payment Instalment Membership $23.18 +GST/month – this will be paid directly from Debit Success

on random days depending on when the member signed up with Debit Success. You do not need to

generate an invoice to Venus Group for Debit Success Payments.

Commission Process

1. You will receive a system generated invoice from Venus Membership System each fortnight that shows what

commission Venus Group will have paid into your account that day.

Venus Network

VRM Commission

Hi Vicki,

Payment has been made into your bank account today for your VRM commission for this fortnight.

To view your invoice please click this link: http://www.venusclubs.co.nz/vc/invoice/view-cid5

Kind regards,

Vanessa Davey | Venus HQ

2. Our administrator will deposit this commission into your account.

3. Copy and paste the invoice information into an invoice you generate from your own company made out to

Venus Group Limited.

4. You need to email this invoice to our financial manager before the next fortnightly commission day – so we

can pay your next commission.

Venue Costs

We do not have the budget available to pay for venues. We do offer a complimentary membership in exchange for

a venue use, should you wish to make this available to the owner.

Contract starting and finishing

You will receive commission on membership sales from the day your contract begins. When your contract ends you

will receive a final payment into your account from any membership payments Venus has received up until this end

date. Any membership money that has been invoiced for but not received will not be paid.

Membership System

At any time you can look at your financials in the membership system to view:

New and pending invoices (yet to be paid)

New and pending invoices (paid and you will receive on the next payment date)

Commissions paid to date and your Venus Invoices

http://www.venusclubs.co.nz/vc/invoice/view-cid5


MEMBERSHIP SYSTEM VRM COMMISSION INVOICES

Example of invoice from membership system:

TAX INVOICE

Invoice to: Date: 01-Feb-12

Healthy Alternatives Limited Invoice No: T1045

P O Box 33102

Petone, Lower Hutt GST No: 99-705-711

102-961-935

Attention: Kris Appleby

Invoice No Date

T1045 01-Feb-12 Payment made today

Inv # Name Business Group Subs Commission

2083 Lynda Moore Driving Miss Daisy Lower Hutt Subs $128.00

Sub Total $147.20

Plus GST $22.05

Total Amount Paid $169.28

Debt Management

Once an invoice has been created, our debt management process is:

2 – 5days: If an invoice hasn’t been paid within the first 3 – 5 days all new members will receive a welcome phone

call from our Finance Manager. She will welcome them on board and check to see the invoice has been received.

7 days: You are required to follow up on payment after 7 days by sending an email reminder through the

membership system.

To email a reminder for a lump sum invoice, go to Invoices, use the drop down menu and click on Send Reminder,

click on Notes and write a note eg 24/9/15 Emailed reminder. JM. Always put the newest note at the top.

We currently do not have a Send Reminder function for instalment plan invoices, this will be set up in the future. For

any overdue instalment plan invoices, please send the following email:

Hi

I hope that you are enjoying your Venus Membership.

Our records show that you have not set up your monthly instalments through Debit Success for

this. Here is the link to set up your payments please ask the Finance Manager for the link for your

region

We kindly ask that you arrange for your payments to be set up by the end of day tomorrow.

If you have any questions regarding this invoice or any other issue please call 07 572 3844.

Thanks so much,

Kind regards,

https://www.debitsuccess.com/DDRApplication.aspx?templateid=dd8e6908-71f4-4e74-85e8-4fdfac51071c


Once a reminder has been sent, please update the notes. For instalment plan invoices click on Financials,

Instalment Plan, use the drop down menu and click on Notes and write a note eg 24/9/15 Emailed reminder. JM.

Always put the newest note at the top.

14 days: The VRM is to call the member and ask for payment to be made.

1 month: At this stage the National Manager will drop you an email asking for you call the member and find out

what is happening. If a member has not paid within a month then there is normally something else going on and

perhaps a sign of not being completely ready or committed to joining Venus at this time.

Support from our Facilitators

We ask that our facilitators, as part of their role of running a meeting, ask to talk to all ‘pending’ members to see if

they have received their invoice. This will help keep our debtors to a minimum and mean we all get paid promptly.

Debit Success

Once payments have been set up with Debit Success, the system works differently because Debit Success are

responsible for chasing overdue payments. Our Finance Manager monitors the overdue payments. If any monthly

payment is overdue longer than 2 months Venus send them an email asking them to arrange payment to avoid

further penalties for non-payment.


VENUS COMMUNICATIONS PLAN SECTION 4: A

COMMUNICATION

Our communication is vital to the success of our network. We have regular communication that goes out to our

members, facilitators and you our VRMs.

Monthly VRM Newsletter

Our Operations Manager sends out a monthly newsletter for the VRM team. The newsletter includes:

News from Venus for the month prior

Plans for the coming month

A brief update from each region

New policies, systems and documents

Fortnightly Facilitator Newsletter

Our Operations Manager sends out a fortnightly newsletter for the Facilitator team. These are saved in our resources

area online. The newsletter includes:

News from Venus for the fortnight prior

Next fortnights meeting topic

Facilitation notes on how to facilitate the topic

Monthly Regional Newsletter

Venus HQ send out a monthly regional newsletter for your members. These are sent through newsletter programme

and to all those women on our database in your region. The newsletter includes:

News from Venus

News from you (you’ll be asked to contribute a paragraph)

Any events relevant to your members

Monthly Member Newsletter

An email goes out to members only from Vanessa Davey. This includes news in Venus relevant just to our members.

Reminders of member-only events, updates and specials to members. It provides a way for Vanessa to connect

directly with our members,


FACEBOOK COMMUNICATIONS PLAN


BRANDING SECTION 4: B

We place importance on the reputation of the Venus Network. We believe branding is a part of the success of our

company. The Venus Group Limited is responsible for the Company’s brand, and all marketing material and

advertising will be created by Venus HQ.

You are responsible for your own personal brand. You will be in a role of leadership for women in business and as

such it is important that your behaviour is appropriate for this position. Please wear smart casual clothing when you

are networking or on Venus Network business. Please manage all emails through the Venus email account, manage

all phone calls in a professional and courteous manner and ensure all Company information and data is kept secure

at all times.

VENUS BRAND GUIDELINES

Branding is one of the key differentiators for a business. We have invested time, money and years into branding the

Venus brand. We love our brand, are proud of how we communicate Venus to the market and believe is shows our

quality, professionalism and passion to grow a sustainable business.

We would absolutely love our members to use the Venus logo to show they are proud members of the network. We

have put together a few guidelines to show what you can do with regards to the use of our brand which will help

you support and grow the Venus brand along with growing your own brand.

USING THE VENUS IDENTITY

The logo is Venus’s primary identifier. It is essential the logo is used correctly in order for the network’s message to

remain strong. Following these guidelines will enable proper use of the logo by Venus Network members and avoid

undermining the impact of the Venus brand.

YOU ARE WELCOME TO

Place a Venus logo on your website and where possible we would love you to link the logo to

www.venusnetwork.co.nz.

Place a Venus logo on your email signature.

WE ASK YOU TO PLEASE

Refrain from using the name “Venus” for an event either offline or online or a social media group as this

could mislead or deceive people to believe that your event is a Venus Network event, or that your event

is sponsored or endorsed by Venus Network or Venus Group Limited.

Do not create or use marketing material that features the Venus brand or the name “Venus”, without

prior written consent from Venus Head Office, as this could be perceived as a Venus Network endorsed

offer or service.

Immediately cease using the Venus logo and remove all links to www.venusnetwork.co.nz if you cease

being a Venus Network member.

DOWNLOAD IMAGES

You can download the latest logos from the Venus Membership System – Resources page.

http://www.venusnetwork.co.nz/

http://www.venusnetwork.co.nz/


EMAIL TEMPLATES AND GUIDELINES SECTION 4: C

EMAIL ETIQUETTE

Our world is now swamped by little letters flying around cyberspace, so we have created some etiquette surrounding

emailing. This is in the hope that we can contain the number of emails we send and make sure each communication

is kept as succinct as possible.

As Venus has grown we have found that more women are asking to use our database to spread the word about a

special, an event, a business, an offer. The only way a member can do this is by sending you the information and then

you choosing whether to send it out along with your one fortnightly email. Please join us in following email etiquette

outlined below:

Group emails: There are only two occasions our Group Facilitators have permission to email their group: Fortnightly

Group Email, Follow up email after a meeting

EMAIL GUIDELINES

Emails should contain as few words as possible.

Make it easy to see your central point at a glance – in one screen

Never send an email that could emotionally affect another person – unless it’s pure positive feedback.

If you accidentally break rule 4 – phone immediately, apologise and discuss issue by phone.

WHEN TO EMAIL: confirm actions, share data, schedule live conversations, schedule events,

WHEN NOT TO EMAIL: Anything personal, challenges or issues, anything that might bring about an emotional response

for either party, if it takes more than one screen to write, any sales, follow up calls

SOCIAL MEDIA

We want to help raise the profile of Venus Network and our members businesses. One of the ways we do this is

through our social media sites.

TEMPLATE EMAILS

We had drafted a number of emails that you can use. Copy and paste these into ‘signatures’ and you can have

easy access to them.

Invitation to attend a Venus meeting as a guest

Double Up with professions – When a guest is keen to visit a group where there isn’t a membership space

Email to Arrange Fortnightly Support Call

No Show Email to Members when they do not attend a group meeting

Non-attendance policy

Request to put a membership on hold

Non-renewing email – sent when a member does not renew

Welcome Email to New Team Members

Facilitator Team Nominations

Thank you to facilitator team for their term

VRM to attend a meeting for group review

Asked not to renew

Launch Reminder Email Template


PRIVATE VENUS FACEBOOK GROUPS SECTION 4: D

These are not by, but fully supported by Vanessa, Venus HQ. If you would like your group to have a Private Venus

Facebook Page please contact Venus HQ and they will set one up for you.

This is a forum for your Venus group. It is a place where you can:

Carry on the raving and referring between fortnightly meetings

Discuss business matters

Support and encourage each other

Share expertise, advice and resources in your particular field

Group Code of Conduct

This Code of Conduct is a general guide to acceptable and appropriate behaviour in this group. It has been

prepared as a working guide and not as a technical legal document.

The admins for our page are the two facilitators. Please PM Admin/s if you have any suggestions, questions or

concerns.

This is a closed group and we ask that if a particular discussion has been marked as confidential then it is to

be kept within the group to protect the privacy of that member.

We want this to be safe and supportive environment for everyone. Please respect the feelings of others and

their opinions when posting and commenting.

Posts or comments that we feel do not comply with this request will be removed and repeated violations

may result in you being removed from the group. If you have an issue with any page or person in here please

PM Admin.

Members recognize that all Venus Network members’ contact information is to be used strictly for giving and

receiving referrals and not for selling members without their prior approval. Members need to obtain

personal permission before using member’s emails for promotion or publicity of services or products.

Members can occupy and promote only one category/profession in the defined category list with each

membership. If a member’s business has functions of other categories for which they do not belong, they

must not promote those functions in this group.

We don't name and shame in here. If you have issues or problems with people whether in Venus Network

group or outside and you need help from the group, please ask for it, but don't post names of the people or

business involved.


COMPLAINT PROCESS SECTION 4: E

We will always do our best to get things right and provide our members and facilitators with the service they expect

from us. However, sometimes things do go wrong – so when they do, we want to resolve the problem as quickly as

possible. We ask anyone who is making a complaint to contact their VRM as soon as possible to discuss. Unless it is

about the VRM in which case contact Venus HQ.

Depending on who has made the complaint and to whom the complaint is directed at, depends on who is

responsible for managing the complaint. If a complaint is made about a member or a facilitator the VRM for that

region manages the complaint. If a complain t is made about a VRM then the Operations Manager manages the

complaint.

Member Complaint

1. A complaint form is completed by the VRM.

2. Assess urgency dependent on seriousness.

3. If 2 or above VRM calls Operations manager immediately to discuss action to be taken.

4. VRM calls the group facilitators to check in about the group, both members involved in the complaint and

the subject of the complaint.

5. The VRM calls the person the complaint has been made about to check in and ask for feedback.

6. The member is asked to recommit to the Membership Terms and Conditions.

7. The VRM calls the person who made the complaint to explain what has been said and committed to.

8. The VRM speaks with the Facilitator about the complaint to keep them informed.

Facilitator Complaint

1. A complaint form is completed by the VRM.

2. Assess urgency dependent on seriousness.

3. If 2 or above the VRM calls Operations manager immediately to discuss action to be taken.

4. VRM calls two of the longest standing members to check in about the group, the facilitator and the person

who made the complaint and the subject of the complaint.

5. The VRM calls the facilitator to check in, explain the complaint and suggest either a change or book in

training around the complaint subject.

6. The facilitator is asked to commit to the training or change and recommit to the Leadership Team

Agreement.

7. The VRM calls the person who made the complaint to explain what has been said and committed to.

VRM Complaint

1. A complaint form is completed by the Operations Manager who assesses urgency dependent on

seriousness.

2. If 2 or above Operations manager calls VRM immediately to discuss action to be taken.

3. Operations Manager then calls member to check in with complaint.

4. Operations Manager makes a decision about action to be taken and calls both VRM and member.

5. If below 2 the Operations Manager places the complaint from in the VRMs file and makes a note to discuss

on their next fortnightly call.

6. The VRM is asked to explain complaint and then recommit to her VRM Agreement.

7. After discussion with the VRM takes place the Operations Manager calls the person who made the

complaint to explain what has been said and committed to.


Complaint Form

Date: Your Name: Your Role:

Complaint received by: phone / email / 3rd party

Complaint Details

Name of complainant: Phone Number:

Venus Group: Anonymous: Yes / No

Role: Guest / Member / Facilitator / VRM / Venus HQ

Who is the complaint about? Phone Number:

Their role within Venus: Guest / Member / Facilitator / VRM / Venus HQ

Specific complaint:

Seriousness:

1 (minor – someone has had their feathers ruffled & is being a little precious)

2 (It’s serious enough to be managed carefully, but no major damage control needed)

3 (major - reputation of Venus is in serious jeopardy & someone may be asked to step down)

Comments by those people in direct contact with the person the complaint is about:

Action or training required by the person who received the complaint:

Commitment to the appropriate agreement; sent in writing: agreed in writing:

Conversation with the complainant:

Resolved: Yes / No Date:


RECEIVING AND GIVING FEEDBACK SECTION 4: F

Effectively giving and receiving feedback can be one of the most challenging aspects of communicating at all

levels in a business or group. To do so you must be clear on your own motives and willing always to be inaccurate –

after all, we all have different perceptions. Therefore it is important to both offer and receive feedback in a loving

way.

Giving and receiving feedback has had bad press as a result of lack of skill both ways. Consequently many people

have a degree of cynicism regarding feedback, performance appraisals, and often have a degree of internal

suspicion or resistance to it.

By developing your own skills in both giving and receiving feedback, you can offer others a different experience

which is empowering and which will have an ongoing impact in their world.

WHAT IS FEEDBACK

Feedback is information which comes to us from outside and inside of ourselves that helps us stray on track with

where we are headed. The term originates from the space age when to keep a rocket on target instruments were

set up to provide information that would help it get where it was going. Rockets are more off target than on so

constant feedback is necessary to maintain an accurate target. It is the same with people.

HOW FEEDBACK CAN BE POSITIVE

When feedback is skilfully given and openly received it is an empowering tool.

To give information about how another person’s behaviour affects you both in positive and negative ways, the key is

to come from a space of empowerment – to want the other person to win. We can use feedback to maintain and

enhance empowering behaviours and to learn how best to eliminate or change disempowering behaviours.

KEY PRINCIPLES

Respect everyone and everything

Everyone is doing the best they can with the resources they have

Focus on what works

BE SPECIFIC TO BE EFFECTIVE

Generalising feedback is not necessarily useful whereas specific feedback is.

E.g. generalise ‘that was great’ or ‘that was terrible’ doesn’t give the person anything specific to work with

E.g. specific ‘you clarified the purpose of your call well’ or ‘when you answer the phone while we are in a meeting I

feel like I’m not being respected’

Giving and receiving feedback can be an empowering tool when we follow guidelines.

VENUS FEEDBACK PROCESS

We are continually learning and growing as a company. And we welcome feedback and suggestions from

everyone involved in the Venus Network. We have put a simple process in place to manage this feedback well.

If you have a suggestion or useful and constructive feedback please email it to Vanessa Davey, Venus CEO. Each

month she looks through all the feedback and suggestions and chooses to take those involving strategy, growth and

culture to the Venus Advisory Board. This is made up of a small group of advisors including a lawyer, accountant,

business mentor, Venus Operations Manager and Vanessa.

All suggestions will be considered and a response will be given to explain what the outcome is/will be.


GUIDELINES FOR GIVING FEEDBACK

Do I have permission?

Am I genuinely wanting the other person to win?

Focus on the behaviour

Focus on the present and future not the past

Focus on sharing ideas rather than giving advice

Focus only on changeable behaviour rather than behaviour our of persons control

Give feedback in small doses rather than overloading receiver

See if you can get in the others persons shows to fully appreciate how they will feel hearing this

PREPARATION FOR GIVING

FEEDBACK

HAVE I ASKED FOR PERMISSION?

WHAT ARE MY MOTIVATIONS?

WHAT IS THE BEHAVIOUR THAT DOES/DOES NOT WORK?

WHATS IN IT FOR THEM TO LISTEN/TAKE ON BOARD THIS FEEDBACK?

WHAT IDEAS DO I WANT TO SHARE?

IS THE TIMING OF THIS FEEDBACK APPROPRIATE?

CHECK THEY HAVE UNDERSTOOD THE FEEDBACK

THANK THEM FOR RECEIVING THE FEEDBACK

GUIDELINES FOR RECEIVING FEEDBACK

Be open to feedback as an empowerment tool

Listen without debate to the feedback you are offered – it is a gift

Actively seek out the feedback you want

Check that you full understand the feedback you receive and if necessary check in with others

See if you can get in the others persons shows to fully appreciate what they say

Be willing to forgive the person if they don’t language the feedback the way you would like – listen for the

real meaning

Thank the person giving you the feedback

Ask yourself what can take from this feedback that would benefit you and further your growth


DELICATE CONVERSATIONS SECTION 4: G

OBJECTIVE

WHAT IS THE OBJECTIVE OR DESIRED OUTCOME FOR THIS CONVERSATION?

PREPARATION

WHAT IS THE HONEST TRUTH ABOUT HOW I FEEL ABOUT THIS SITUATION?

WHAT CAN I TAKE RESPONSIBILITY FOR?

WHAT LESSON CAN/WILL I LEARN FROM THIS SITUATION?

WHAT PROCESS OR TRAINING WILL BE PUT IN PLACE TO PREVENT

RECURRING?

THEIR MOTIVATION

WHAT IS IN IT FOR THEM TO LISTEN?

INFORMATION

WHAT DO I NEED TO KNOW BEFORE?

THE PLAN

WHAT AM I GOING TO SAY?

Start the conversation on a positive note with a compliment or letting them know

you are checking in to see if they are OK. This must be genuine and is generally

well received and puts them in a positive mind-set.

FOLLOW UP NEEDED

WHAT FOLLOW UP DO I NEED TO ACTION?


VRM COMMUNICATION MAP V1 SECTION 4: F

Please only send an email to the one HQ team member that is listed below (without cc’ing anyone else in) or please

write notes on the membership system where listed below.

Communication

Networking

Group

Manager

Business

Support

Manager

TARYN

Financial

Manager

JAY

SYSTEM

Write notes

only

The

member

GUESTS

Guest registered to wrong group EMAIL

MEMBERS

Taking members off waitlist WAITLIST TAB

You joined a member to wrong group EMAIL

Member to transfer groups EMAIL

Profession change EMAIL

Maternity leave, LOA and Holds EMAIL

Current member stepping out of VNG EMAIL

Transfer member from Networking

group to community member EMAIL

Complaints FIRST

CALL VNG

MANAGER

CALL

Member not sticking to one profession CALL

No-show for two meetings CALL

FINANCIALS

Pending members – notes of

contacting them to discuss

FINANCIALS

TAB

Member is renewing – write length of

membership

RENEWALS

TAB

Member is not renewing – write reason

and last meeting date

RENEWALS

TAB

Send your own invoice for your Venus

commission EMAIL

COMMUNICATION

Setting up FB Group EMAIL

RAP Forms – 24 hours before EMAIL

Monthly Reports – 24 hours before EMAIL

GROUP DETAILS

Change venue details for a group

meeting EMAIL


MEMBERSHIP SECTION 5: A

For a woman to be involved in the Venus Network she must sign up for a group membership for either six or twelve

months. There is a process outlined on the next page for a prospect to become a member.

INCLUDED IN MEMBERSHIP

Payment Plan

Members can pay their membership monthly by direct debit with a company we work with Debit Success. They

register their bank details on a secure web page and $57.90 + GST is debited from their bank account each month.

There is a $15 set up fee they pay initially when first registering with Debit Success.

There is a cancelation of $150+GST if they would like to break this contract. We do however take each case

individually and make exceptions where needed.

Member Packs

When a member joins and pays she will be given a Member Pack from her facilitator. These contain Member

Handbook, Venus Business Card Wallet, Venus pen, Welcome Brochure, Venus Magazine.


Not for Profit memberships:

As part of our commitment to give back to the community we offer a complimentary membership in each of our

groups for a not for profit organisation. Like in business, the key to sustainable growth for not for profits is to build

strong networks.

Process

Once you have recognised a suitable Not For Profit member for your Group, you will need to need to get the

complimentary membership authorised by our National Manager. The National Manager will then pass the

information onto our Finance Manager who can set up the 6 month membership in the system without

creating an invoice. The Finance Manager will email the new Not For Profit member a welcome email along

with a form requesting information for us to showcase on the Venus website.


Membership Process

GUEST ASSISTANT FACILITATOR FACILITATOR VRM

1

Registers for guest visit on

website, receives thank

you email

2 Receives phone call

inviting to next meeting Calls guest

3 Receives confirmation

email with venue details

Receives email

confirming guest will be

attending next meeting

Invites guest to

meeting date in

system

4

Receives VMS meeting

reminder 2 days before

meeting

Includes guest in

reminder email to group

5 Attends

meeting

Welcomes guest when

she arrives at meeting

Welcomes guest at start

of meeting

6

Has the opportunity to

ask questions, is asked to

join

Talks to guest before she

leaves - keen to join?

Process meeting, writes

notes

Talks to guest before she

leaves - keen to join?

7 Receives follow up call

asking if keen to join

Calls guest to see if

keen to join

GUEST CONFIRMS SHE IS JOINING

8

Receives New member

email and invoice from

VMS

9 Pays invoice

10 Receives welcome email

with login details

11

New member is

welcomed at

next meeting and

receives member pack

Gives member pack Welcomes new member

at next meeting

12

New member attends

member success

workshop

VRM runs member

success workshop

13

Receives phone call from

Venus HQ a month into

her membership


MEMBERSHIP TERMS AND CONDITIONS SECTION 5: B

Venus Group Ltd (“the Company”)

Membership Terms and Conditions (updated 12/02/2015)

BACKGROUND

We operate a professional Company dedicated to assisting women to grow their businesses. Experience shows us

that the success of the Company is dependent on the commitment of our members. The formality of these Terms

and Conditions is because we know what works and because we are serious about our members succeeding. We

want members to get the maximum value from their membership. The Company’s terms and Conditions are

reviewed on a yearly basis, generally in January of each year. Please read these Terms and Conditions carefully

before signing them.

The Terms and Conditions below apply to all members.

SERVICES PROVIDED:

Fortnightly networking group meetings at a group assigned by the Company; various business resources; online

business profile; Venus magazine; and access to the Company’s regional and national community. Please refer to

our webpage for further information.

FEES:

Six (6) month membership $368 plus GST, by way of a lump sum payment only. Twelve (12) month membership

$632.50 plus GST. The Company allows membership to be paid by way of 12 monthly instalments of $57.96, by direct

debit through Debit Success. Please note any failed APs will incur an interest payment.

CODE OF CONDUCT

The Venus Code constitutes the code of ethics adhered to within the Venus community. It contributes to the welfare

and success of every women within the network. Bringing to light the unspoken code of honor and conduct among

women. All members shall comply with the Venus Values as our operating code of ethics. 1. Be compassionately

honest, 2. Show a generosity of spirit, 3. Operate with integrity, 4. Act lovingly and with respect, 5. Look for

opportunities to work together and support one another.

ATTENDANCE

Each member is permitted two absences from a networking meeting during each six month term of their

membership. More than two absences from a networking meeting, and a member may be placed on review. If

commitment is not shown during this review period then the member’s membership is terminated

effective immediately, without refund. In very special circumstances, at the sole discretion of our Managing Director,

a membership may be put on hold, following a written request from the member.

REFERRING

Referrals are critical to networking success. Members are encouraged to bring at least one reliable referral to every

meeting. Members are expected to attend one RAVE with another member each fortnight.

REPRESENTING ONE PROFESSION

Members can only promote one category/profession from the defined Venus Category List attached as Appendix

“A” to these Terms and Conditions. A member must not promote work from any other category/profession. The

Company’s Managing Director shall review Schedule A on a regular basis and has the sole discretion to amend this

Schedule as she deems in the best interest of the Company. If Schedule A is amended, members shall be informed of

where they can access an updated copy of Schedule A. If this clause of the Terms and Conditions is breached, the

offending member’s membership may be terminated with one week’s written notice.

CHANGE OF PROFESSION PROCESS

Members who wish to change their category/profession must email their Regional Manager and ask for written

permission to change. Permission to change is at the sole discretion of the Company’s Managing Director. The

process of changing category/profession may take up to four (4) weeks and in the interim, the member must remain

in their original category.

PARTNERS NOT PROSPECTS


Members are not allowed to sell directly to other members. Members may promote and talk about their services and

products at the meetings, and during raves, but are not to sell directly to members. Any repeated attempts to sell to

members directly may result in immediate termination of membership, without refund. Members are able to promote

their products and services through the Venus social media communities.

MEMBERS EMAILS

Other members’ contact information is to be used strictly for giving and receiving referrals, and not for any other

purpose. Members must obtain written permission from a member before using another member’s email address for

promotion or publicity of services or products, or for any other reason.

MEMBERSHIP

Members can only belong to one Venus Networking Group at any one time. The Company reserves the right to

refuse membership to any person wanting to market themselves in the areas of religion, politics, adult entertainment,

or any other type of business the Company’s Managing Director deems to be not in the best interest of the

Company and/or its members. All membership fees are non-refundable and non-transferable. Membership can

voluntarily be terminated by submitting a written resignation to the Company’s Managing Director.

MEMBERSHIP OBJECTIONS

A member may object formally to a guest joining as a new member for two reasons: They are in a competing or

similar profession; or they are currently in, or have been involved in a legal dispute with the guest. The final decision

on whether a guest can become a member is at the sole discretion of the Company’s Managing Director.

TERMINATION OF MEMBERSHIP

All members shall comply with New Zealand laws and must not have had any criminal convictions in the last 5 Years.

Failure to disclose this information to the Company’s Managing Director, prior to joining, will jeopardize membership.

Membership can be terminated or refused at the Managing Director’s sole discretion if the member is in a legal

dispute with another member, brings the Company into disrepute, or breaches these Terms and Conditions.

LEAVE OF ABSENCE

The Managing Director may at her sole discretion, after considering a written request from a pre-paid member, allow

a leave of absence from a membership. No leave of absences are available for members paying their memberships

on a monthly basis. Placing a membership on hold relinquishes a member’s position in their group. When a member

restarts their membership their position is not guaranteed within a particular group. However, the Company will make

every effort to offer the member a position in a group. If no positions are available, the returning member will go on a

waiting list until a position becomes available.

ENDORSEMENT

The Company does not endorse any of its members. The Company does not take any responsibility for disputes

between members. The Company does not accept any liability to any party for any dispute a member may have

with another member. While the Company will endeavour to undertake the services as agreed in accordance with

its legal obligations, the Company will not accept liability for any loss, damage or expense incurred, arising from any

claim, suit, actions or proceeding brought against a member or against the Company as a result of a breach of

agreement or gross negligence in the provision of services.

COMPLAINTS

Complaints are to be made in writing. Generally complaints are to be submitted to a member’s Regional Manager,

as soon as they arise. If the complaint is about a Regional Manager, then the complaint is to be directed to the

Company’s Operational Manager. All complaints will be handled with fairness and transparency. In most cases the

person complained about will be given an opportunity to explain their side of the situation and be given the

opportunity to modify their behaviour or action.

USE OF ‘VENUS’ BRAND

Members must follow the guidelines found on the Venus Brand Guidelines document. Logos can be downloaded on

the resources page on the Venus website. Members can use the Venus logo on their own website, email signature,

social media profile or sales document.


Upholding Terms and Conditions

As a VRM it is your responsibility to have conversations with members who are not upholding our terms and

conditions. We have written notes and actions below to support you in this process. There are some terms and

conditions that HQ will manage – as written below.

CODE OF CONDUCT

The Venus Code constitutes the code of ethics adhered to within the Venus community. It contributes to the

welfare and success of every women within the network. Bringing to light the unspoken code of honour and

conduct among women. All members shall comply with the Venus Values as our operating code of ethics. 1.

Be compassionately honest, 2. Show a generosity of spirit, 3. Operate with integrity, 4. Act lovingly and with

respect, 5. Look for opportunities to work together and support one another.

ACTION TO TAKE >>

If a member exhibits behaviour outside our code of conduct please call her to explain the breech and ask her

to adhere to the code of conduct. Please follow up with an email and cc the Operations Manager into the

email. There will be a note made against her file. If the member breeches the code again, please contact the

Operations Manager. If it’s a serious breech she will receive a phone call from the Operations Manager and

either be asked to leave or have a written warning.

ATTENDANCE

A member is permitted two absences during each six month term. More than this and the membership may be

placed on review. A review period is for four weeks and requires a member to attend the two meetings, RAVE

at least two times and be active in referring her members.

At the end of the four weeks the regional VRM will contact the member and if the commitment has been

shown then the membership will be taken off probation. If the commitment is not shown then the member

renounces their position in their Venus group they belong to effective immediately, without refund. A leave of

absence can be requested if certain circumstances make it impossible for a member to operate their business

as usual.

ACTION TO TAKE >>

If a member is a no-show for two meetings please call them follow these three steps.

1) Member details look in the system, Number of missed meetings in m/ship term? What is your desired

outcome?

2) Phone Call Reason for call, Share previous correspondence (agreements, arrangements),

Commitment required and why, Share your desired outcome, (‘what I would like to happen is ...’) ,

Share the impact of non-attendance, (on reputation, other members), Will you recommit to your

m/ship?

3) Confirmation Email confirmation of outcome of the discussion to member and cc in Ops Mgr.

REFERRING

Referrals are critical to every member’s success. Members are encouraged to bring at least one qualified

referral to every meeting.

ACTION TO TAKE >>

If you become aware of a member not renewing we suggest you call them to ‘check in’ with them and ask

them how they are finding referring. With most members who are not referring there is a knowledge gap, not a

lack of motivation. They may need some ideas on how to refer.


REPRESENTING ONE PROFESSION

Members can occupy and promote only one category/profession in the defined category list with each

membership. If a member’s business has functions of other categories for which they do not belong, they must

not promote those functions during meeting times or RAVE’s. Members who wish to change their professional

category must email VRM and ask for written permission to change.

ACTION TO TAKE >>

Please call the member to discuss sticking to the one profession she chose when she joined. We have written a

few guidelines with regards to this conversation:

Share the reason for your call – to discuss the situation of the member talking about a different profession

other than the one they have chosen in Venus.

Membership rules – size of group and specific area means we need to ask members to choose one

profession

What were you told when you signed up?

I’m very sorry as this is not correct, and we will look at changing the training for the person who spoke with

you

I see you have been talking about two professions, which area would you most like to grow within Venus?

Which one would you like to choose moving forward?

PARTNERS NOT PROSPECTS

Members of the Venus Network are not your sales prospects. Any repeated attempts to sell directly to members

may result in immediate termination of membership, without refund.

ACTION TO TAKE >>

Please call the member who is selling to other members to let them know this is not ok and share the reasons

why. Follow up with an email to confirm you have asked her to stop.

MEMBERS EMAILS

Members recognize that all Venus Network members’ contact information is to be used strictly for giving and

receiving referrals and not for selling members without their prior approval. Members need to obtain personal

permission before using member’s emails for promotion or publicity of services or products.

ACTION TO TAKE >>

Please call the member who is using other member’s emails to promote their own business or an organisation

they belong to.

Let them know this is not ok and share the reasons why. Follow up with an email to confirm you have asked her

to stop.

MEMBERSHIP

Venus Network reserves the right to refuse membership to any person wanting to market themselves in the

areas of religion, politics or adult entertainment.

ACTION TO TAKE >>

This will be managed by Venus HQ. Please contact our Operations Manager as soon as a woman in these

three areas contact you about visiting a group.

USE OF ‘VENUS’ NAME

Members need to obtain written consent from Venus HQ before use of the Venus name and/or brand/logo for

events, social media groups, flyers, and websites and all other promotional material or activities. There is a

brand guidelines document on the resources page for members wanting to use the Venus logo.

ACTION TO TAKE >>

If you see a member or the public using the word VENUS in any promotional material or event please call

Vanessa, Venus HQ.


MEMBERSHIP PROCESSES SECTION 5: C

CHANGE OF PROFESSION PROCESS

This process is managed by the Venus Regional Manager and takes on average two weeks to complete.

1. Member submits request to VRM to change professions and explains the services they would like to promote

and the reason for the change. They are required to provide evidence that they offer these

products/services.

2. VRM talks to Facilitators on next fortnightly support call to check if any conflict with current members

3. VRM talks to HQ on their fortnightly managers support call to submit request

4. VRM emails group for objections – they have one week to respond

5. If no objections VRM emails member to confirm change is approved or denied and cc HQ to make

changes, if required, in membership system.

6. VRM emails Facilitator to announce change at next meeting.

LEAVE OF ABSENCE PROCESS

Members can take a maximum one month leave of absence providing their membership is pre-paid in any one

membership term and they are an active member. Membership term will not be extended but membership in group

will be secured.

>> ACTION TO TAKE

When a member asks how the leave of absence works please send the ‘leave of absence’ email. Members need to

email you, the VRM to request a leave of absence. Please forward on to our Operations Manager to discuss and she

will ok. Our Business support manager will place her membership on LOA and write a note against the meetings she

will not attending plus email confirmation to the member.

MEMBERSHIP HOLD PROCESS

Members can request their membership to be placed on hold for a maximum of three months in extenuating

circumstances, including serious illness and bereavement. Placing a membership on hold renounces a member’s

position in their group. When a member restarts their membership their position is not guaranteed, but Venus will

make every effort to offer them a position in a networking group. If none are available they will be offered a

community membership. A member must have three months remaining on their membership and be a lump sum

member.

>> ACTION TO TAKE

Requests to place a membership on hold to be in writing to the Operations Manager along with the reason the

member wants to place their membership on hold.

TRANSFERRING MEMBER BETWEEN A DIFFERENT REGION PROCESS

WHO WHAT

Member Email transfer request to Operations Manager, Venus HQ with date of move and last meeting

date of current Venus Group meeting

Venus

HQ

Confirm with member whether move is confidential or open information,

Send request to new VRM and CC current VRM with dates, profession

New

VRM Check no clash and if space available confirm via email to HQ that all ok

Venus

HQ

Confirm with member of move via email and cc current VRM & new VRM to confirm date of

move, first meeting date in new group, last meeting date of current group

(check member is ok for HQ to let current facilitators know of move or they do it themselves)

Venus

HQ

Confirm via email to current facilitator team of move and last meeting date (depending on

whether the member wants to let them know first or not)

Venus

HQ

Jeanette transfers member to new region on the day after the members last meeting date of

current group.

Member Member starts in her new group and is welcomed by facilitators


MOVING MEMBER TO WAITLIST PROCESS

WHO WHAT

MEMBER Requests to move to waitlist or is encouraged to move.

VRM

Checks membership status

Email request to HQ to move member to waitlist along with reason

Confirms with member that they will lose their online profile by going to the Waitlist.

Venus HQ Confirm with member of move via email and cc VRM

Venus HQ Moves member to waitlist and writes notes as to reason and if they need to be contacted in the

future.

TRANSFERRING MEMBER WITHIN THE SAME REGION PROCESS

WHO WHAT

Member Written transfer request from member sent to VRM

VRM VRM to check no clash with any current members or guests.

VRM

VRM to check with group facilitator to make sure there is no reason why the move won’t work –

encourages group ownership and confirms there isn’t a guest attending that could be a cross of

professions.

If space available,

VRM VRM to invite member to visit the new group as a ‘member guest’ via email and cc the facilitator

team of the new group

VRM

VRM to write note in comments box of meeting date to confirm the member is ‘visiting’ the next

meeting.

(This gives the transferring member an opportunity to get the ‘feel’ for the group)

Member Member visits the meeting

VRM VRM to follow up a call with the facilitator to see if any conflict of professions

VRM VRM to follow up a call after the meeting, to check with member to see if keen to transfer

If YES,

Member Member offered to attend old group to say goodbye

VRM VRM to change over member in system and email facilitator team to confirm the transfer

Member Member starts in her new group and is welcomed by facilitators


MEMBER SUCCESS WORKSHOP SECTION 5: D

Every two months you’ll be required to run a Member Success Workshop. This is a free member only workshop to

upskill our members on how to make the most of their membership. This is a brilliant opportunity for you to build strong

relationships with those women in our network that want to be active.

ABC’s OF SUCCESS IN VENUS

If you want to be successful in growing your business, your network and yourself through Venus, we’ve put together

strategies on what you can think, do and how to invited to attend as often as you like.

Member Success Workshop Agenda

WELCOME

I’m _________________ and I’m the Regional Manager for _________________. It is my

responsibility to manage and grow this region along with supporting you and all our wonderful

members.

I’ve been in Venus for ________________

and the reason I love Venus is ________________________

Thank you for being here today – this session will take an hour and a half - finishing up at

________

The purpose of this workshop is to help you understand how Venus works, and how you can

make the most of your investment in this community. It’s also about you getting to meet some

new Venus women – lets kick off with some introductions

If you have any questions at any time, please do ask – this is about you learning today

10 minutes

INTRODUCTION TO VENUS

>> Please open up your member handbooks to the first page

(Welcome to Venus page [PAGE 2 HANDBOOK], I’d love you read this paragraph out from

me)

“Venus is not simply a business to me, it’s a platform through which to live my purpose. My

guiding purpose in life is to support you in creating work you love. To support you in

discovering what your purpose is. To help you create a business and a life that services you

while serving the world. I’m really excited to be developing our Venus family to help you thrive

in business – from Vanessa Davey, CEO and Founder based in the Bay of Plenty at Venus HQ.

Venus Vision - To be the most loved and raved about business community for women

Venus is all about relationships and relationships marketing. By building strong

relationships you can be connected to trusted suppliers, new clients and strategic

alliances. This community helps you grow your network, your business and yourself.

It is absolutely about what you can GIVE as much as what you RECEIVE in Venus.

Venus Offerings – share the Venus Family [PAGE 2 HANDBOOK]

(You could also show the inside back page of issue 8 of Venus magazine)

5 minutes

YOUR MEMBERSHIP

What’s included in membership [PAGE 4 HANDBOOK]

How to make the most of your membership in Venus [PAGE 10 HANDBOOK]

Venus Membership system and your online business profile [PAGE 11 HANDBOOK]

Read the top paragraph – what it is – you can access it with your email and a

5 minutes


password you received when you paid your membership. You have an online profile

on the website – share the importance of having this complete with a photo.

Commitment and Terms and conditions [PAGE 12 HANDBOOK] don’t go through all

the terms and conditions, but explain that we have them and we all adhere to them.

Important to go through the Venus Commitment – FAB 5 [PAGE 13 HANDBOOK]

Group meetings & inviting guests – every fortnight you have a 1 hour facilitated

meeting with your group. These are your opportunity to educate and connect with

your group members – I suggest you put it into your diary as your ‘sales meeting’

Your members handbook is to help you be prepared for your group meetings and

keep track of your referrals and RAVE’s so you can share each meeting

Opportunities to grow as leaders/facilitators – every 6 months we ask 2 members to

step in to facilitate and lead the group – great opportunity to grow your skills and

profile

VENUS RAVE [PAGE 5 HANDBOOK]

What is a RAVE – an intentional one on one business meeting with another member –

we ask you have at least one a fortnight, however the more referrals you would like

we suggest the more RAVE’s you have.

Why we RAVE – to get to know one another – KNOW – LIKE – TRUST

How to RAVE – Rave form, there are questions on this handbook page PLUS there is a

RAVE form for each meeting throughout your member handbook

{HANDOUT – RAVE FORM}

5 minutes

REFERRING IN VENUS [PAGE 6 HANDBOOK]

What is a referral – any way that you CONNECT another member to someone – read

through some of the ways on this page.

>> Ask the group - Has anyone got any other ways they have or know to refer Venus

members…

Why we refer – growth for each other and ourselves

How to refer – let the person you have referred know plus write it in your handbook to

share at your next meeting

5 minutes

ABC’s OF VENUS SUCCESS

If you want to be successful in growing your business, your network and yourself through Venus

we’ve put together some strategies on what you can think, do and how to communicate.

YOUR ATTITUDE

Adopting a Venus Success Mind-set [PAGE 8 HANDBOOK]

Give without expectation – helping others without expecting something in return – there is

such joy in giving this way.

Understand the law of reciprocity – however, what you give out you do get back tenfold

Have an abundance mentality - there is always plenty for everyone so share and give

5 minutes

YOUR BEHAVIOUR

Give everyone the ABC Hand-out {HANDOUT – ABC SHEET}

Getting to KNOW you

– read out what is on the sheet >> ask the group – what other actions or behaviours

could help people get to know you?

Getting to LIKE you


10 minutes


could help people get to like you?

Getting TO TRUST you


could help people get to trust you?

YOUR COMMUNICATION

Your marketing message is all the communication that you need to share so people know the;

who, what, when, why, how of your business. The clearer you are, the more likely you will

attract the type of clients you want to work with PLUS get the connections and referrals you

want within Venus. Your Venus members are your sales force – they will only know what you

tell them

[PAGE 7 HANDBOOK] Take the time to clarify this information so that you can share it at your

meetings, in your RAVE’s and while out at networking events.

{HANDOUT – MY MARKETING MESSAGE} It’s ok if you don’t know all of this information now –

some of the meeting topics that come out will help you, and you can develop and discover

this information over the coming months.

Tips to presenting a memorable 1 minute – remember to speak clearly, always prepare before

you come to a Venus meeting – in your handbook there is a space for writing notes of what

you are going to say.

Meeting topics – vary each fortnight – always optional but a great way to learn different

marketing information about your business.

10 minutes

INTRODUCTION

Please share – your name, business name and what services/products you offer, what group

you are in and how long you’ve been in Venus.

QUESTIONS AND KEY TAKE AWAY

Do you have any questions about anything we covered today? (only do this if you have time)

What is your KEY take away from all of what we covered?

Thank you for making the time to come together today and learn more about how you can

make the most of being part of this community

I’m really thrilled/happy/stoked/excited for you to be part of Venus and my region and I look

forward to supporting you to grow over the coming months.

Thanks

5 minutes


RENEWING A MEMBER SECTION 5: E

We want to continue delivering great value to our members so they choose to renew. Here is our renewal process:

MEMBER VRM MEMBERSHIP SYSTEM FINANCIAL MANAGER

1

4 weeks before expiry

VRM to check if they

want member to renew

Member shows on

RENEWALS TAB

Writes in notes on

RENEWALS tab if they

are DS member

2

Receives email with

renewal specials from

membership system

SENDS EMAIL VIA

SYSTEM

3 Receives phone call asking

if keen to renew

Calls member asking if

they want to renew

YES - MEMBER CONFIRMS SHE IS RENEWING

▼

Writes notes on

RENEWALS TAB of length

and type of renewing

membership, PLUS gets

postal address.

▼ Receives email and invoice

from VMS Sends renewing invoice

Checks RENEWALS tab

every 2 days. Processes

renewal.

▼ Pays invoice and receives

thank you for paying email

▼ Receives renewal pack in

mail from Venus HQ

Send facilitator a

‘member has paid’

email

Posts renewal pack to

member

☺ Is acknowledged at next

meeting by facilitator

NO - MEMBER CONFIRMS SHE IS NOT RENEWING

▼

VRM asks reason why

and writes notes next to

member under

RENEWALS tab

▼ Attends her last meeting

VRM writes notes in

meeting overview date

of her last meeting.

▼

Date of expiry – member

is taken off system and

added to database

☺ Receives good bye email Sends a “thanks for being

part of Venus” email and

exit interview.


Renewals Call Check List

1 CHECK

4 weeks before

renewal date

Receive email from system with name of member up for renewal

Check the system for attendance and contribution over past 4 meetings

Are they on lump sum or debit success?

2 PLAN

Make a plan

Are they a proactive positive member?

Do I want them to renew - if yes, why? If no, why?

Is there something I can acknowledge or appreciate about them that is specific?

3 CALL

Have the call

Share the specific appreciation – if appropriate

Purpose of my call is to check in to see how Venus is working for you

Your membership up for renewal …………..

We’d really love you to continue with Venus – are you keen to renew?

YES I WANT MEMBER TO RENEW – send renewal email in system

How long would you like to renew for?

Would you like to book in for the next Member Success Workshop?

4 WRITE NOTES

Update notes in the system to include next membership term

If Member says no to renewing

Can I please ask why?

Would you like to book in for the next Member Success Workshop to help with your understanding of how

to get the most out of Venus?

Suggest another group which could be a better fit

To confirm your last meeting date will be ……………….

Thank you for being part of Venus, sorry you’re leaving. Should your situation change we’d love to have

you back in the future

Write reason for not renewing next to their name in RENEWALS tab on membership system + last meeting

date

Write in the Meeting Overview for their last meeting date: (member’s name) last meeting date as they

are not renewing.

NO I DO NOT WANT MEMBER TO RENEW – write a note in the system under Renewals tab

Have phone call with member

I am concerned Venus is not working for you because...

To confirm your last meeting date will be ……………….

Thank you for being part of Venus, we wish you all the best with your business

Write reason for not renewing next to their name in RENEWALS tab on membership system + last meeting

date

Write in the Meeting Overview for their last meeting date – (members’ name) last meeting date as they

are not renewing.

COMMENTS Venus is no longer working for me Suggest they attend a Member Success Workshop

Suggest they move to another group

See if they want to talk to someone about Business

Teams or Sassy Training – another level of support and

growth


Renewal Email

Once you’ve looked at whether you would like a member to renew please go onto the system and click ‘send

renewal email’. This will generate an email to the member with the below email.

Members do not receive this email automatically.

Hello Linda,

We love having you in the Hamilton Cityside Venus Group and value the commitment you are making to grow

your business.

Your membership is due for renewal on Wednesday, 02nd Nov 2011. If you renew before this date we want to give

you one month FREE membership. To renew your membership, simply drop me an email at

[email protected].

ONE YEAR VENUS NETWORK MEMBERSHIP $632.50 +GST

Sign up now for 12 months of marketing your business through the Venus Network and receive an extra $347+gst

FREE promotion, including:

One month's extra membership, valued at $47+gst

Directory Advert in the next four issues of our digital magazine, valued at $300+gst

SIX MONTH VENUS NETWORK MEMBERSHIP $368 +GST

Sign up now for six months of marketing for your business and receive an extra $47+gst FREE promotion plus:

One month's extra membership FREE, valued at $47+gst

Why renew your membership with the Venus Network?

You want to continue to grow your business and your network

Venus Network is one of the most cost-effective marketing options for a small business

To continue building business relationships with the passionate, positive women in your group

mailto:[email protected]


MEMBERSHIP SYSTEM SECTION 5: F

Who can see what?

Members

Recommend a member or add a notice

Noticeboard to view notices in your region

Resources (member resources)

Profile (opening page)

Invoices (my invoices)

My group (view group page from the website)

Change password

Edit to add details of RAVES with comments

Facilitators

Group overview (landing page)

Add member or guest

Noticeboard

Resources = member and facilitator

Profile

Invoices (my invoices)

My group (from website – online profiles)

Guest

Follow ups

All contacts (can add a note, see expiry dates, name, biz profession, email, add group)

VRMs

Noticeboard Tab

ACTION: Add a notice, edit and delete pending notices

Financial Tab

VIEW: Financials – all pending notes, Instalment plan –

pending DS, view spendable, Commissions paid to

date, VRM Invoices

ACTION: add a note,

Resources Tab

VIEW: Member, facilitator and VRM – download all

Guests Tab

VIEW: details

ACTION: invite, add note, add to waitlist

Follow up Tab

VIEW: guest details, notes

ACTION: Join, invite, add note, edit

Renewal Tab

VIEW: Member details

ACTION: Send renewal email, edit, add notes

All Contacts Tab

VIEW member details

ACTION: Edit member details, add a member or add a

guest

Facilitators only – details, edit, add a

member or a guest

Guests – meeting, details, edit

Waitlist – join, details, invite, notes, edit

comments and contact on date

Groups Tabs

VIEW: Members %, pending %, Capacity % no of guest

to next meeting, attendance %, group venue

ACTION: view group, edit group details and add a note

to group

Invoices Tab

VIEW: Paid and unpaid

ACTION: view invoice, send reminder, add note and

view sendable


BUSINESS DEVELOPMENT SECTION 6: A

Venus Marketing Message

As we have continued to grow the Venus network over the past years, we have fine-tuned the process of bringing on

new members, attracting dynamic facilitators and launching groups.

Top Benefits members receive from being in a Venus Group

Venus Marketing Message

BOLD STATEMENT – my one key message of

the solution I offer clients

Helping you grow your business, your network and yourself

BUSINESS NAME

Venus Professional Women’s Network

TAGLINE - one line description of your

mission or purpose

Helping women create freedom through business

POINT OF DIFFERENCE – What makes me

unique in the market

We provide a supportive, encouraging yet purposeful community

to help women thrive in business.

KEY BENEFITS OF USING MY

SERVICE/PRODUCT – The solutions I offer

clients

Women gain confidence in selling their business

Women learn smart marketing ideas to grow their business

Women feel supported and encouraged by likeminded women

Women grow their client base from referrals and connections

MY NICHE MARKET – My ideal referral

Women committed to invest time and energy into building their

business through building relationships.

THE PROBLEMS I SOLVE FOR CLIENTS – What

my clients want to avoid

Feeling isolated in their own business, unsure how to market their

business, needing an affordable way to market their business, low

marketing budget. New to town needing to network and meet

business owners.

MY CALL TO ACTION - What I want

prospects to do

Register on our website for a free guest visit to attend a meeting


Reasons for the success of Venus

There are a number of components to the success of our community

Business Growth

An increase of clients and growing their business profile

Expanding their network

Group Facilitators and members are genuinely committed to helping one another be successful.

Welcoming and Friendly

There is a feeling of loyalty among the members who are sincerely committed to helping one another be

successful in business.

Group Facilitators provide a friendly supportive and encouraging environment.

Growing Communities of likeminded women

Many women in business are solo operators. The Group provide opportunities for friendships to develop

amongst members thus overcoming the challenges of isolation for many operators.

Building business friendships with motivated, passionate and likeminded women in business

The Group provides an opportunity for businesswomen to feel part of a strong community.

The Venus Network is growing into a strong national referral marketing organisation with women throughout

New Zealand joining this growing network.

Purposeful

Women in the Group are committed to growing their business through referrals.

Raising confidence: We aim to raise our members’ confidence so that they feel comfortable talking about

themselves and their business.

Facilitated by Passionate Women in Business

Facilitators are genuinely committed to helping women grow themselves and their business.

Facilitators keep the meetings focused and on topic making it highly productive.

Professional and Personal Development for Members

Members experience an increase in confidence in selling themselves

Members are educated around defining their business proposition.

Members receive business tips and ideas throughout their membership.


FINDING GUESTS SECTION 6: B

Experiencing a group as a Guest

Our key growth strategy in attracting new members and growing our groups throughout the country is to give

businesswomen the opportunity to experience a Venus meeting as a guest. There is no charge for this and it is a

great way for them to meet all the current members, experience an actual meeting, find out about the Venus

Network and ask any questions they may have.

It is Venus policy that guests can visit a group meeting once before deciding whether to join. If a guest is keen for a

second guest visit it is up to the discretion of the VRM to gauge if they are genuine or not as to whether they are

allowed a second guest visit. Most guests, after their first meeting, know if joining is a good fit for them. And the rest

can have their questions answered in a follow up conversation.

The key with finding guests is to look for people who are already actively wanting to either network or grow their

business.

Scout out online communities

•Look for local Facebook

communities

•Network online in LinkedIN - search for particular category

•Search local companies and

directories for great looking businesses

•Look on Google and trade me services

Send Personal Invites

• Look for business cards at local cafes

and supermarket noticeboards

•Drop off Venus magazines at local

cafes

•Look through your local newspaper for

stories of business owners and those

advertising

•Connect through social media

•Drop in and see local businesses

Proatively Network

•Attend other networking events -

chamber, BNZ connect

•Networking while out and about - drop in

magazines

•Attend Venus meetings and ask members to invite guests from their

contacts

•Ask friends and families if they know

of a….

Meeting with KEY people

•Organise RAVE's with women who are influential in the business market

•RAVE with members who have many

women in business clients e.g.:

accountants, printers


SALES CONVERSATIONS SECTION 6: C

MARKETING VENUS – SALES CONVERSATIONS

Engage/build rapport

Ask questions – needs analysis – what need do they have

Provide solutions – needs to be tailored to prospects need

Check in ‘how does that sound?’ ‘What do you think about that?’

Close – always ask for the sale, in this case ‘Would you like to visit a group meeting as a guest?’

Set next point of contact ‘I’ll give you a call a couple of days after the meeting to check in to see how you

found it and if you have any questions’.

The sales process begins at the start of the relationship. Remember we need to retain our customers for the long haul.

The sales process never stops.

Questions

Are you looking to grow your business?

Do you want to belong to a networking group?

Would you like to increase your confidence in selling your business and networking?

Are you new to town and want to join an established network of women?

Are you not sure what marketing works and you want to spend your money on something that gets results?

How to approach potential guests

We have created a number of tools to help you contact and approach potential guests for your groups.

Guest Invitation Email – version one

Guest Invitation Email – version two

Venus Marketing Poster

Referral cards/business cards

Marketing Collateral

DLE Rack card – inviting a guest to attend a meeting

Brochure – information about members


SALES PROCESS v3 SECTION 6: D

PHONE CALL

INVITATION

PURPOSE:

INVITE WOMAN TO

EXPERIENCE VENUS AS

A GUEST

DISCOVERY QUESTIONS

Are you looking to get more clients and grow your business?

Would you like to increase your networking?

DISCUSSION POINT – WHAT IS VENUS

Venus is a professional women’s network where businesswomen grow their business

through referral and relationship marketing.

DISCUSSION POINT – BENEFIT OF MEMBERSHIP

Referrals for new business, trusted supplies, strategic alliances

Increase your confidence in selling yourself and your business

Support from likeminded businesswomen

Develop your marketing message and learn smart marketing ideas and strategies

DISCUSSION POINT – WHATS INCLUDED IN MEMBERSHIP

Fortnightly facilitator meetings and meeting topics to help you market your

business effectively

Online business profile

Venus magazine and networking events

RAVE’s – the commitment our members make to getting to know you

DISCUSSION POINT – COMMITMENT REQUIRED

The great thing with the commitment that we ask

from our members is that you know the other

women in your group have made the same

commitment.

Our members are serious about growing their

business and serious about helping you grow

yourself and your business.

PHONE CALL FOLLOW

UP

PURPOSE:

SIGN UP GUEST

FOLLOW UP QUESTIONS

How was your visit to the Venus meeting?

Do you have any questions about how Venus works to help you grow your

business?

Can you see value in being a member?

Do you understand what the commitment is to be a member?

WOULD YOU LIKE TO JOIN?

QUESTION – WOULD YOU LIKE TO JOIN?

INITIAL CONTACT

PURPOSE:

INTRODUCE WOMEN TO

VENUS

PLACES TO FIND PROSPECTS

Internet - Facebook, Facebook groups, LinkedIn, Online directory

Newspapers

Power RAVEs

Networking events

Sign written cars

WAYS TO CONTACT

Drop in and introduce yourself to a businesswoman

Email a guest invitation

Send a message via social media

EXPERIENCE VENUS

GUEST ATTENDS MEETING

FACILITATORS SPEAK WITH HER BEFORE LEAVING MEETING


Guest Invitation Email – V1

With a New Year comes new goals and if business growth is one of yours I’d love to invite you to attend our next

Parnell Venus Group meeting.

The Venus Network is a community of inspiring and motivated women who are committed to growing themselves,

their networks and their businesses through referral and relationship marketing.

We currently have a membership available for a personal trainer and we would love to have the opportunity to

refer business to you and support you as you reach your goals this year.

The Parnell Venus Group kicks off their year with the first meeting this Thursday, 26th January 9.30 -10.30am.

I’ll give you a call in a couple of days to see if you have any questions or you’re keen to visit our next meeting as

my guest.

Kind regards

Vanessa


VENUS PROFESSION LIST SECTION 6: E

Due to needing to have 22 women in each group and supporting women to be known as an expert in one area, we

ask each women to choose one profession to represent when they join a networking group. Please remember when

you talk to new guests that they need to choose one profession and respect this in all meetings, RAVE’s and Venus

events.

This is the current list of Venus professions as of 16/02/2015. It is a continual work in progress and gets updated every

six months. The focus of the list is based on what people would search for when looking in our directory – profession

categories rather than specific jobs. If you have any suggestions on new professions to be added, please email the

Operations Manager.

Automotive

Automotive

Art & Design

Art & Design

Craftwork & Scrapbooking

Jewellery

Beauty

Appearance Medicine

Beauty Therapy

Hair dressing

Make up Artistry

Nail Artistry

Medispa

Skincare

Community & Not for profit

Community & Not for profit

Education

Education

Movement and Dance

Vocal Training

Entertainment & Events

Celebrant

Corporate event

management

Event Entertainment

Event & Wedding planning

Floristry

Function Venues

Family and Children

Childcare & Baby Products

Childcare services

Children’s entertainment

Family spots

Funeral services

Homecare for Elderly

In-home care

Fashion and Clothing

Bridal wear

Clothing

Clothing alternations

Designer shoes

Dress making

Image consulting

Lingerie

Finance & Lending

Authorised financial advisor*

Registered financial advisor*

Commercial lending

Mortgage advising

Insurance advising

Investment advising*

Fitness & Sports

Fitness Centre*

Movement education

Personal training*

Pilates studio

Weight loss

Food & Drink

Catering

Food and Beverages

Restaurants & cafes

Winery

Gifts & shopping

Gifts & shopping

Health & Wellbeing

Acupuncture

Bowen Practitioner

Chiropractor

Clinical Psychology

Consulting*

Counselling

Healing practitioners*

Homeopathy

Hypnotherapy

Kinesiology

Life coaching*

Massage Therapy

Midwifery

Naturopathy

Nutrition*

Optometry

Osteopathy

Physiotherapy

Personal development*

Reflexology

Wellness Products

Yoga

Home & Garden

Audio and sound systems

Building and renovation

Cleaning and home services

Designer home wares

Electrical

Flooring and furnishings

Home furnishings

Household product

Interior design

Kitchen design & build

Landscape design

Landscape gardening

Painting and decorating

Pet food and supplies

Pet services

Plumbing

Professional organising

Storage items and services

Legal

Barrister

Commercial Law

Employment law

Family law

Intellectual property law

Property

Solicitor

Trusts

Marketing Services

Advertising

Brand management

Copywriting

Editorial services

Graphic design

Information Designs

Marketing Strategy

Printing

Apparel & promotional

products

Public Relations

Radio and media

Sign writing

Social Media consulting

Telemarketing Services

Video Production

Website design

Web & Database

Development

Photography

Camera retailer

Commercial photography

Photography

Photographic services &

products

Weddings & portrait

photography

Professional Services

Accounting & payroll* services

Architecture

Banking

Administration services

Business brokering

Business coaching &

mentoring*

Career development

Chartered Accountancy*

Commercial Cleaning

Commercial interior design

Commercial Photography

Computers & IT

Copy writing

Debt collection

Dentistry

Eftpos Solutions

Electricity & gas

HR

Medical equipment &

education

Office products & supplies

Recruitment

Serviced and Virtual Office

Strategy & planning*

Training & Development*

Telecommunications

Real Estate & Property

Building inspections

Property coaching &

mentoring

Property management

Property services

Property valuer

Residential real estate

Commercial real estate

Surveyor

Security

Security

Privacy services

Private Investigation

Transport

Transport

Travel & Tourism

Travel & Tourism

Travel agencies

Accommodation

* These categories appear

similar, however there are

differences between these

professions. We endeavour to

use the correct terms required

for each profession.

*last amended 16/02/2015

Please note we post the latest

version of the Terms and

Conditions, and Schedule A,

on our website.


MEMBERSHIP QUADRANTS SECTION 6: F

Professions Quadrant

To get a good spread of professions throughout each group we suggest you get an even amount of professions

under each of these four areas. This will help with members creating strategic alliances and the balance of

personalities in a group.

When a group is in TLC we will ask you to map out your members into this quadrant to see the spread of

memberships, and where you need to focus your sales conversations on.

Professional Services Marketing Services Finance & Wealth

Legal

Health & Fitness

Food & Drink Fashion & Beauty

Art & Design

Real Estate Property

Home & Garden Automotive

Family & Children Entertainment & Events

Education & Not for profit Travel

25% 25%

25% 25%


Business Type Quadrant

To get a good spread of business owners throughout each group we suggest you get an even amount of each of

these four types of businesswomen.

Solopreneur

New

to

bu

sin

ess

Experien

ced b

usin

ess ow

ner

Business owner with staff

SIZE

OF

BU

SIN

ESS

TIME INBUSINESS


HANDLING OBJECTIONS

What’s the difference between BNI and Venus?

BNI is a more male dominated referral marketing community. They are quite structured and the focus is really just on

referrals. BNI often meet at an early time so it’s hard to manage around children and school. They meet weekly

which is a big time commitment along with having weekly 1-on-1’s.

Venus has been designed with women in mind. Our meeting times are after children are at school. Our focus is not

only on referrals. We provide marketing topics so you can develop your own marketing plan and message. Our

groups are more intimate and we cap them at 22 as we believe the support that a number of our members join

Venus for happens with a more intimate group.

It is allot of money OR it’s expensive

Compared to what?

If you look at it as though it’s your marketing spend, which it is for less than $600 you can receive 12 months’ worth of

marketing. We believe that is great value for money. What is the lifetime value of a client?

I’m too new / I’m a start-up business

This is a great time to get into the Venus Network. Where else do you have a group of women who all can relate to

where you are? They can offer support, inspiration and feedback as you grow your business. Many women have

joined Venus at the point that you are at and have valued all the contributions their group has given them. Venus

was created for those in the early stages of business so you’re a perfect fit for us.

I can’t refer / I’m new to town

We will teach you how to refer. You’ll be amazed, as long as you have the motivation to contribute to the group, the

various ways that you will be able to. You have a network of family and friends, maybe through school, hobbies.

I don’t have enough time / I’m too busy

I understand that our lives as businesswomen are full. We do need a commitment from our members to attend

meetings, RAVE with other members and create opportunities to refer. Venus is about creating tomorrow’s business

today. To grow a successful business we need to be spending time working on our businesses and that includes

marketing so that clients will come to our door tomorrow. Perhaps it isn’t the right time right now for you.

The group is new and small – will I get referrals/value?

Yes the bigger the group the more women you will build relationships with and the more potential referrals you could

receive. However another way to look at it is that you’ll have an opportunity the other women wont who join later,

you’ll get to build very strong relationships with the currently members and they will with you – getting to know each

other better which could lead to more referrals. It’s about depth of relationship, not necessarily the number of

women who know about you.


NETWORKING GROUP IN TLC SECTION 6: G

We consider a Networking Group in T.L.C when the group has 14 members or under. We know that at this stage you

as Regional Manager must invest ‘tender love and care’ into this group for it to be turned around, build its

membership to full and make sure the members are receiving value.

If you have a group in TLC you will be asked to:

Complete a TLC Group check list to find out where the energy needs to be invested

Complete a Professions quadrant to find out where your sales focus needs to be

Visit the group and do a group review to find out what coaching or support the group or facilitators require

moving forward.

TLC Group Checklist

Please go through this checklist and send it to Venus HQ, so together you can make a plan.

FACILITATORS

Are they running on time, topic and purpose in the meeting?

Are they welcoming, positive, high energy, supportive of Venus?

Do they act lovingly to the members? Are they a good team?

Is the phone call with you happening on the day of meeting?

Are the meetings being processed correctly?

FACILITATORS

Is it welcoming? Is it warm/cold?

Is there easy access? Is it quiet?

Is it professional and does it represent the Venus brand well?

Is parking appropriate for the location?

Is it a good size? Can everyone see each other when seated?

GUESTS

Is there a steady flow of guests invited? Are they being well qualified?

Are guests involved and being included in the meeting?

Does their profession have potential alliances in the group?

Is there a good spread of professions and business experience?

Are they receiving a phone call follow up?

MEMBERS

Is attendance 90% or above? Are the no-shows being followed up?

Are members actively contributing? Are over 80% actively raving and referring?

Do members understand how to make Venus work?

Are they exhibiting the Venus Values?

Are they receiving an off week email and follow up email?

What are you believing about this group?

What actions are you going to take?

Which members will you call to check in to see how they are finding Venus?

(Questions to ask – how is your experience? How are you finding the meetings? Are you getting value? Are

you giving referrals and booking in RAVE’s?)


LAUNCHING A NEW GROUP SECTION 6: H

It takes time and energy to launch a new group. There is an initial burst of energy to build the momentum up before

you can move into the maintenance phase. Thankfully because of the nature of this business – referral marketing –

as the groups grow, your members, if asked and they see value in what they are receiving, will provide the group

with regular referrals.

If you are interested in launching a new group in your region please contact Venus HQ. Thankfully we’ve only had to

close down a few groups in our history and that has been due to the wrong fit between a Regional Manager and

Venus or not enough energy and time put into business development. We are careful now when we launch groups

as we want to make sure they were open for the long haul.

Your region will need to be above 90% membership capacity, taking into account any transfers into the new group

(90% after members have transferred into the new group to launch).

Getting the numbers interested

You are looking to get a minimum of 25 women to attend a launch meeting. Our launch meetings are held the same

time and day as the meetings will run on. The reason we ask for a high number of guests is that a number will be no-

show/apologies on the day and the conversion rate will be less than 100%. To launch successfully you must have over

25 women to build a strong base of members to kick things off.

Two weeks check in

Two weeks before launch date we will assess whether there is enough interest to sustain the continual growth of a

Venus Networking Group. We take into account more things than just guests in the door, however this is a key aspect

of seeing if a group is sustainable in an area. A group needs around 40,000 people in a catchment area to sustain

one group.

Launch Group Process

To help you through the process of launching a group we have created a process checklist for you. A copy of this is

online under resources.

Launch Meeting Agenda

There is a launch meeting agenda which is a slightly different version of the Venus Meeting Agenda. After the launch

meeting there are three meeting topics to be covered in the next three meetings. This replaces the usual new

member induction that your facilitators would run through with new members.

Launch Email Reminder

In the template section of this handbook you will find an email to send out to all guests and members who attend the

launch meeting. Please send this out 3 – 4 days before the launch meeting.

Transferring members

If any current members would like to transfer into the new group they must commit to the transfer before you start

marketing the group. Their commitment means they take that profession. Please make members aware that a ‘guest

visit’ at the launch will not guarantee their spot in the group.

Meeting Box

When a new group launches our National Manager will organise a new meeting box. This includes brochures,

magazines, name tag holders, a few spare member handbooks, a business card box and a Venus bag to carry

everything in.


GROUP LAUNCH CHECKLIST V4

TASK DATE Confirm an area and launch date Talk to HQ about a potential new group’s location and catchment area

Once confirmed talk to HQ to confirm launch meeting date and time

Ask HQ to add new group to membership system

Confirm venue Check with the café/restaurant owner to see if they are happy for you to meet there

Choose a great facilitator team This is an important aspect of launching a new group. You can ask these women to help you

invite guests to the launch meeting. They will play a key role in building a great team culture.

Talk to Op’s manager about who you think could make a great facilitator/assistant.

Give them a call, let them know of their responsibilities, ask if they’d like to come on board.

They will need to pay for a membership first. Then we give them 6 months free at the end of

their facilitating term.

Book them into the facilitator training session (normally held after the launch meeting with Op’s

manager)

Email them to confirm they are on board, cc Op’s manager and include a Facilitator

Agreement for them to sign and return to you.

Promote the launch HQ to create Facebook event and promote on Linked IN

HQ to add event post on website

Contact local paper and pitch press release

Invite guests – Goal is 25+ women to attend launch (all registered in system) Personally invite women from your own database

Look through Venus membership system to see if any guests are on waitlist suitable to invite

Ask current group members from other groups close by if they know businesswomen keen

Contact women from the paper, online, go into local shops

1 week before launch date Call Facilitators to see if they need anything

HQ to bring meeting box to launch and welcome packs

Email out the Launch meeting reminder to all guests registered

Call venue to confirm meeting time and quiet space

Confirm with HQ who will be attending from HQ

Meeting day Be early to the meeting to welcome everyone

HQ will facilitate launch meeting

Take a few photos to send to HQ the next day for further promotion.

Catch up with facilitator team to debrief after meeting and go through expressions of interests.

Attend facilitator training

Day after meeting Send photos to HQ to put up on Social Media with write up

Send follow up email to all guests thanking them for attending and saying you’ll follow up with

a phone call in the next couple of days.

Call all guests to confirm joining


FACILITATOR TEAM MANAGEMENT SECTION 7: A

Your Facilitators

Your facilitator team play an integral role in the success of the network and your region. It is vital to remember they

are in a volunteer role. In each group there is a facilitator and an assistant facilitator. These are members who have

stepped into the leadership role for a six month term.

They have different responsibilities to play in the successful management and growth of their group. There is a

Facilitator Handbook that will be their resource and training guide during their facilitation term.

Choosing a facilitator

Your facilitator team will have a huge impact on the success of each of your groups. Although we believe all women

could be facilitators there are a few personality traits that work really well in this role: enthusiasm, emotional

intelligence, organised, encouraging and supportive and strong enough to control loud, enthusiastic members

during the meetings.

Facilitator Enrolment

When you have a member either nominated or chosen by you please follow this process:

First - Member commitment Attendance?

Active contributing member?

Why do you want them as a facilitator?

Second Phone Call How are you finding Venus?

Share reason for call

Build rapport – compliment

Share reason you want them on your team

Share benefits to them in the role

Explain the role and responsibility

Are you keen?

Third Leadership Team Agreement

Email member leadership team agreement

Member to sign and give back to you

Fourth Facilitator Training Book in facilitator training and the two team meetings

Fortnightly Support Call – 5 MINUTES

Make time to check in with your Facilitator every fortnight to confirm that everything is on track and that they are

happy with how things are progressing. We recommend having the same time every fortnight – and it works well to

have it at 1pm on the day of the meeting. The purpose of the phone call is to:

review how the meeting went

deal with any issues raised by members

highlight any guests requiring follow up or no-shows that need a call from you

See if they need any support or coaching


Quarterly team meetings

Every three months organise a 1.5 hr. team meeting with all your facilitators and assistant facilitators. This is

compulsory for your team. The purpose of this meeting is to connect with one another, celebrate achievements as a

team, discuss and create plans for the future.

Group Meeting Reviews

Every three months please visit each of your groups. These regular visits are set to support our members and answer

any questions or receive any feedback they may have, to engage each group in inviting new guests and to take

any potential contact names so you can call and invite them to visit the group and to perform a review of each

group.

Email – Nominations for next Facilitators

SUBJECT: Facilitator team nominations for (name of group) Venus – have your say

Hello (name of group) Venus,

I'd like to take this opportunity to thank (outgoing facilitators names) for leading your Venus group over the last six

months. (You can change this to be personally from you) The team have done a fabulous job of growing and

maintaining the group, and I am personally very thankful for their dedication.

This email is to ask for your nominations of who you think would make a great next facilitator and assistant facilitator

for your group.

Calling nominations for your next facilitators

At Venus we want to support our members to grow. To allow a number of our members to have the opportunity of

being involved in the Venus leadership team and to develop skills in facilitation and group management we ask for

nominations for a new team every six months.

Facilitator Team

Our Venus Facilitators are integral to the success of our network. Each group has two facilitators; a group

facilitator and an assistant facilitator who come on board to help manage and lead the group in a voluntary

capacity. Each facilitator team receives a complimentary six month membership as a thank you for their support.

What is involved in the roles?

Attached you will find an Opportunity document. This explains what the responsibilities are and the training and

support on offer.

Would you like to put up your hand?

If you are interested in being one of our next facilitators please email me with a self-nomination.

Who do you nominate?

If there are businesswomen in your group that you would like to see in this role please email me with your nominations

and the reason why you are nominating them.

Once I receive nominations I will catch up with the current group facilitators and together we will choose who

your next team will be. I will then contact those members and confirm they are keen to join the team, and then

email you with final confirmation.

I look forward to receiving your nominations.

Regards,


FACILITATOR TEAM CHANGEOVER V4 SECTION 7: B

CHECKLIST: Facilitator Team Changeover for VRM v4

INFORMATION

Group:

Outgoing facilitators:

Date of last meeting:

Date of first meeting

new team:

DATE TASK

6 weeks before

changeover

Email current facilitators to let them know changeover dates and ask their feedback

about who would make great facilitators next

Email group asking for nominations and attach Facilitator Opportunity document to

email

(email template and document in resources)

5 weeks before

changeover Email ‘last opportunity to nominate yourself or another member’ to group

Email Carly for new facilitator manuals and latest copy of the Facilitator Training

presentation

4 weeks before

changeover Talk with Venus HQ about options and choose team

Approach new team to ask them, if yes >>

Email leadership agreement, wait until these have been received via email

Once team

confirmed – ideally 3

weeks before

Email new facilitator team to confirm dates of training and change over to new team.

Ask that they have a 20 minute ‘handover’ meeting straight after their changeover

meeting.

Email outgoing facilitators to thank them and confirm their last meeting date and the

day, 2 days after their meeting that we’ll change the system and they will move back

to being a member. (no longer having facilitators access)

Email the group to let them know of the decision and include the changeover dates.

Thank the outgoing team again.

days after

changeover Email Carly and Vanessa to confirm first meeting of new team and the full names of

the assistant and facilitator. They will change the team over and amend expiry dates

the day after the outgoing facilitator’s last meeting.

Changeover meeting

date Last meeting of outgoing facilitator team

VRM to attend meeting – give thank you gifts

Send thank you card to outgoing facilitators.

First meeting of new

team Call facilitator after the meeting to check to see how it went and Organise fortnightly

support call with new facilitator

Second meeting of

new team Attend meeting for support – give follow up training after meeting


Venus Facilitator Opportunity (V8)

2 The Venus Network is New Zealand’s largest

business network for women. It has been

created to support women achieve profitable

and sustainable business growth.

Our members join Venus to:

Fast track their business growth by tapping into the power of

the collective group and receive qualified business referrals.

Enjoy the support and inspiration that comes from building

relationships with a group of likeminded women.

Develop their marketing message and learn smart marketing

strategies to help them grow.

Increase their confidence in selling themselves and their

business.

Our Mission

Helping businesswomen to achieve personal fulfilment and

financial freedom by becoming smart business owners and

growing sustainable, profitable passion driven businesses.

Our Purpose

To connect women and provide them with affordable and

effective channels to market their business within our referral

groups, online community and marketplace.

To empower and celebrate businesswomen at our

networking events and through our magazine.

To mentor businesswomen to grow profitable businesses in our

academy and mastermind teams.

To inspire sincere, respectful and cooperative business

relationships.

Founder of Venus

I launched the first Venus Group

in Tauranga in March 2008. From

here the network grew

throughout New Zealand.

As of January 2015 we have 45

Venus Groups from North Shore

to Christchurch and another ten

planned to launch through 2015.

I wanted to create a business

network that was different, a

community where women felt

inspired to grow, celebrated in

their achievements and amongst

likeminded women all

committed to succeed.

I love supporting women as they

create work they love while

contributing their uniqueness to

the world.

Vanessa Davey

Founder & CEO


The Venus Leadership Team

Joining the Venus Leadership Team provides you with the opportunity to become a leader in your

community while being part of a nationwide value-led business network.

Join the Venus Leadership Team for a six month term and:

Raise your public profile and visibility in the business community with a six month complimentary

membership – added to the end of your current membership term

Receive facilitator and group management training at the start of your term and ongoing

through our online webinars

Showcase yourself and your business online by being introduced through our social media

networks and listed at the top of your group directory page

Give back to your community and contribute directly to the success of your group members

What is expected of a Venus Group Facilitator?

Our Venus Facilitators are integral to the success of our network. Each group has two facilitators; a group

facilitator and an assistant facilitator.

ASSISTANT FACILITATOR FACILITATOR REGIONAL MANAGER

(VRM)

OFF-WEEK Email group a meeting

reminder, welcome

guests, include topic

Call guests and have an

‘introduction to Venus’

chat.

Invite guests and register

in system. Attend

networking events and

boost membership.

PREPARATION Print Meeting Overview

Form

Print Meeting Overview

Form

Prepare for education

spot

MEETING Welcome guests on arrival

Time keeping for meeting

Set up room: brochures,

name tags

Run meeting to Venus

agenda

AFTER MEETING Speak with each guest

Pack up room

Speak with each guest

Pack up room

DAY OF

MEETING

Process meeting online Post meeting update to

Facebook

Support call with VRM

Support call with

Facilitator

WITHIN 48

HOURS

Email group a meeting

update

Check-in call with

members were no-shows

Follow up call with guests

Follow up call no-shows

What is the time commitment?

It is estimated approximately an extra 2 hours per fortnight is required.

What happens next?

If you are interested in being one of our facilitators please let your VRM know. She will send you a

leadership team agreement form, please read through, print out, sign and return to your VRM. Your VRM

will give you a call to schedule in a Facilitator Training. At this training you will receive a Venus Facilitator

Handbook along with all the information and training required to be successful in your role.

Your Regional Manager will work closely with you to grow and manage your group whilst supporting you

to maximize your own personal and business growth.


Venus Facilitator Team Agreement (V7)

BETWEEN

Venus Group Ltd ("the Company") ___________________ ("the Volunteer")

Being part of the Venus Facilitator Team will allow you to develop new skills, give you a platform to

market your business to others and contribute to creating a supportive business community for women.

As a Venus Facilitator you are integral to the success of our network. Thank you for joining the team.

Please read, sign and date this agreement.

TEAM RESPONSIBILITIES

It is expected that you complete the tasks set out below for your role as Group Facilitator or Assistant

Facilitator.

Assistant Facilitator Group Facilitator

OFF-WEEK Email group a meeting reminder,

welcome guests, include topic

PREPARATION Print Meeting Overview Form Print Meeting Overview Form

Prepare for education spot

MEETING Welcome guests on arrival

Time keeping for meeting

Set up room: brochures, name tags

Run meeting to Venus agenda

AFTER MEETING Speak with each guest

Pack up room

Speak with each guest

Pack up room

DAY OF MEETING Process meeting online Post meeting update to Facebook

Support call with VRM

WITHIN 48 HOURS Email group a meeting update Check-in call with members were no-

shows

OVER 6 MONTHS Attend every group meeting

Attend quarterly facilitator team

meeting

Attend every group meeting

Attend quarterly facilitator team

meeting

ATTENDANCE

It is expected that you will attend all your group meetings in your six month volunteer term and all

quarterly Facilitator Team meetings. If you are unable to attend one of your group meetings please

contact your Regional Manager immediately. She will contact your team member to confirm she can

facilitate the group meeting for you.

CONFIDENTIALITY

The Volunteer, in consideration of being given access by the Company to Confidential Information,

website and documents embodying Confidential Information, agrees to the following conditions:

All Confidential Information shall remain the property of the Company

The volunteer is to refrain, except to the extent expressly authorized in writing by the Company, from

using or revealing to any other person, or from making copies of, or otherwise duplicating or

reproducing any Confidential Information


GROUP EMAILS

You only have permission to email the Networking Group you are leading to send the fortnightly reminder

email with meeting topic and the fortnightly meeting update. All other communication to your group

must have written permission from your Regional Manager before sending.

GROUP MEMBERSHIP

The volunteer must have a current active Networking Group Membership with Venus. In

acknowledgement of the volunteer term the volunteer will receive six months complimentary

membership added to their current membership. If the volunteer has a payment plan membership the

complimentary membership will begin at the end of their current contract with Debit Success. This

complimentary membership is non-refundable and non-transferable.

MEMBERS EMAILS

Other members’ contact information is to be used strictly for giving and receiving referrals, and not for

any other purpose. Members must obtain written permission from a member before using another

member’s email address for promotion or publicity of services or products, or for any other reason.

LENGTH OF VOLUNTEER TERM AND NOTICE PERIOD

Your facilitator term is for six months. If you are not able to complete your term please provide one

month’s written notice to your Regional Manager and Venus Support Office. Your Facilitator term can be

involuntarily terminated by Venus Group limited for:

1. Any and all illegal conduct and/or felony conviction(s).

2. Any active legal disputes with current members.

2. Any and all conduct that is not respectful of the network and its members

3. Any and all wilful refusal or failure to abide by Venus Group Membership terms and conditions

VENUS VALUES

Our values are at the heart of everything we do at Venus. We are proud of our commitment to grow a

values-led company and know it’s the foundation of our success. We ask that you adhere to these

values;

COMPASSIONATE HONESTY: We practice honest, real communication. We communicate openly

about what we are doing and honestly about our assessments and feelings.

GENEROSITY OF SPIRIT: We generously contribute and give. We make a positive difference to others

by giving and contributing with joy, selflessness and love. Our generous giving enriches our life with

meaning, fulfilment and happiness. We share recommendations and referrals with sincerity.

COLLABORATION AND GROWTH: We facilitate collaborative business relationships and look for

opportunities to work together to support one another to achieve success.

ACTING LOVINGLY AND WITH RESPECT: We build sincere, respectful relationships. In recognition of

our interdependence, we commit to building sincere, respectful and cooperative business

relationships. We value each other, our time and our life paths.

LIVE WITH INTEGRITY: We do what we say we’ll do. We hold each other accountable to through our

strengths and integrity for the future we are committed to creating. We walk the talk. Every goal set

at Venus is tied to our purpose of supporting the evolution of women in business in New Zealand.

Name of Member: ____________________________________ Date: ________________________

I have read, understand and agree to the above terms and conditions:

Signed by: ____________________________________ (Signature of member)


FACILITATOR TRAINING SECTION 7: D

To support our facilitator’s we have an induction plan to bring them up to speed. As VRM you will take them through

these two sessions.

Your Facilitators Learning Style

It is worth remembering that everyone learns at a different rate and has different preferences to how they learn. Start

off by asking your Facilitator the following question; “how do you prefer to learn something new?”

Some may prefer to learn through action, whilst others may prefer to prepare, practice and then apply their learning.

Some love to jump right in whilst some will be more cautious. It is important for you to maintain a flexible approach and

work WITH your Facilitator.

Quiet Leadership

How can I best help you with this?

How can I best help you think this through?

When you say you’re not sure about _____ which part would you like to discuss with me?

MY ROLE = get my team thinking!

Venus Leadership Team

Vision & Mission

Role & responsibilities

Communication

Policies

Venus Membership

Online Membership System

Guest/Member process

Membership

Professions list

Guest calls - Intro & follow up

Venus Facilitation

Art of Facilitation

Managing a meeting

Education Schedule

RAVE Schedule

Template agenda’s

Venus Meetings

Venus Meetings

Agenda

New member induction

Four ways to refer

Facilitator Training


Facilitator Engagement

Your Facilitators have certain needs that should be met in order to thrive in their role. They need to feel motivated and

inspired, valued and appreciated and most importantly, they need to feel confident in what they are doing. They will

look to you to provide the following support:

Communicate: Maintain regular contact with your Facilitator.

Listen: Be available, be present and listen to their comments, thoughts and opinions regarding their role and

their club.

Set Direction: Confidence is gained through clarity, work with them to set the direction for the future and

ensure you have their buy-in to achieve the results

Review Progress: Discuss progress, establish what is working and what isn’t, identify opportunities for growth

and set new direction accordingly.

Recognise Success: Regularly acknowledge, celebrate and promote their achievements to encourage

greater motivation.

Achieve More: Induct, Train and Coach your Facilitator to achieve more!

Handling difficult issues

In your role as VRM especially dealing with women you will come up against issues and challenges. It is so important

that you take a deep breath, step back from the situation with the sole intention at the first stage of listening to what

is or has happened.

Give yourself some time and space to think about how to respond or action an issue. Let the person you are

speaking with know that you need to go away and think about this issue and that you will get back to them.

Always be appreciative of the feedback you are receiving or the courage it took someone to tell you what you are

hearing. If you come from this place then your mind-set will be right to right the challenge and the person telling you

will feel like they are being heard.

Identify the cause of the issue or problem

Never dramatise the situation or issue or come from a defensive place

Give HQ a call to discuss through with them.


GROUP REVIEWS SECTION 7: E

Every quarter please visit each of your groups. These regular visits are set to;

To support our members and answer any questions or receive any feedback they may have

To engage each group in inviting new guests and to take any potential contact names so you can call and

invite them to visit the group

To perform a review of each Venus Group. These are carried out to make sure the quality and standards of the

Venus Network are being maintained. Please complete a form each meeting and then sit down and go

through the review with the facilitation team.

Venus Group: Date:

Facilitator: Group Membership total:

Assistant Facilitator: Number of members present at meeting:

Venue/Location Setting Up Room

Suitable for the number of attendees Name tags & guest brochures placed out

Everyone can hear and see each other Meeting Box contents complete

Guest Experience Meeting Agenda

Facilitators greet all guests & introduce them to the

members Timer used and good time keeping

Facilitators welcomed guests at start of meeting Followed Venus agenda

Facilitators followed up with each guest before

they leave Ask group if any notices to share

Facilitation Referrals

Good voice projection so everyone can hear Percentage of members are referring

Direct conversation using attendees names The facilitator asks each member specifically for

what referrals were given

Be interested and enthusiastic towards attendees Facilitators share education piece

RAVE’s Members

Number of members who had a RAVE in the past

fortnight New members welcomed

Facilitator books in RAVE’s before end of meeting Members asked to invite 2 specific guests to

next meeting

Pending members followed up

Notes Training and development needed


Meeting box checklist

During each review please go through the meeting box and take out any old brochures, business cards or anything

that should not be in the book. Please place in the box anything that is missing.

NAME TAGS

For members only. Once a member signs up please download the Name Tag form from the member-only area

online, create a name tag and place in box. You will also have spare name tag holders for guests – ask guests to

put their business card in the holder for the meeting they attend.

GUEST BROCHURES 20+

Venus Guest Brochures to be handed out to all guests at the start of each meeting.

Also encourage members to take one if they have a woman they are talking to about Venus. These are to be

used as marketing tool too.

PENS AND NOTEPAD

Just in case you need them.

BUSINESS CARD BOX

To keep all your members business cards.

Pass around at each meeting for members to stock up.

Guests can put their business card in the lid and pass it around.

Please go through this every month to take out any members who are no longer in your group.

VENUS MEMBER HANDBOOK x 4

These are for any renewing members who do not receive a full Member Pack.

VENUS RED BAG

To carry everything in we provide a bag with Venus branding on it.


FACILITATOR TEAM MEETINGS SECTION 7: F

FACILITATOR TEAM MEETING AGENDA Meeting Date:

Welcome

Thank everyone for attending

Apologies

Share the purpose of the meeting

For our team to connect, collaborate and celebrate achievements together

Go through any system updates and brainstorm any challenges they may be experiencing

Discuss upcoming events & set membership goals for each group

Share Venus Mission

“Venus provides affordable and effective marketing resources; training and a referral focused networking

community enabling women to be smart and savvy marketers in their own business. We are the networking

partner of choice for women entrepreneurs committed to sustainable and profitable growth. Helping women

achieve personal and financial freedom through their business ventures.”

Introductions – 1 minute promo spot

Go around the group and invite every member to introduce their business. If your entire group know each other

then give each member the opportunity to update one another on news in their business.

Events

Talk about any events that are coming up and details so facilitators can share in the group:

Group Review and share challenges

Go around each facilitator team (facilitator and assistant facilitator) and ask them the following:

How is your group going?

What is one challenge and one win of your group?

Give everyone an opportunity to ask questions and get support and coaching from the team. Write this information

down and then put it to the group to come up with strategies and ideas to help one another.

GROUP NAME

M/ship #

VENUE

Suitability

WINS

Highlights

ACTIVE GROUP

Referring/Raving

CHALLENGES

Need support with

GOAL

3 months M/ship


New systems and Procedures

Gather a list of all the new procedures and systems that HQ has implemented since your last team meeting. If there

are relevant handouts print them out and hand them around each of the members. Train them on any new systems

or procedures that have been updated or added. Procedures to go through:

Wins

A great way to finish a meeting on a high. Go around each member and invite them to share a win in their business.

Set the next team meeting date and venue and schedule into everyone’s diaries

Set the date for the next Leadership Team Meeting:

And location:

VRM To Action


FACILITATOR SUPPORT CALL SECTION 7: G

It is essential that you speak with your group facilitator after each meeting. This is your opportunity to check in with

the group, confirm everything is on track and that they are happy with how things are progressing.

We have created a form to help guide you on this call. The call should take less than 10 minutes.

SUPPORT CALLS to my Facilitator Team

(group name) Group: 1pm (day of support call)

(facilitator name) membership:

To talk about Meeting notes

During the fortnight write

notes about anything you

need to talk to your

facilitator about.

How did the meeting go?

How active were the members (referrals/RAVE’s)?

Which guests attended?

Pending members followed up?

Any no shows I need to call?

For me to action in next 2 weeks:

For facilitator to action in next 2 weeks:

For assistant facilitator to action in next 2 weeks:

FACILITATOR TEAM PAGE ON MEMBERSHIP SYSTEM

There is a page on the membership system that shows you all your facilitators’ team information.

GROUP MEEITNG PROCESSED - EMAILS

Part of the facilitator’s responsibility is to process her meeting within 24 hours of the meeting being held. By processing

a meeting she can action all guests and members up for renewals, let HQ and yourself know who attended and

communicate how the meeting went. The email is like this:

Venus Network

Albany meeting processed

Meeting Date: 13/12/2011 Processed on: 13/12/2011 - 06:03pm

Comments: Session went well with great wins and lessons learnt shared by group. Discussed our

putting more focus on referees to ensure we all get the most from the group and tracking these as

well as being clear on the type of referral it is. Overall great meeting and fab women! CM.

Please read through these emails in case there is anything you need to action, anything to discuss with the facilitator

or to talk through with the Operations Manager.


FACILITATOR PROCESSES SECTION 7: H

CHANGING ONE LEADERSHIP TEAM MEMBER

If there is a change of one leadership team member, contact the other leadership team member to make sure they

are happy to continue on the team without the other person AND if they are happy to continue with the new team

member you have chosen – you never know what someone’s relationship is like with another member

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