Scheduling Upcoming Mastermind Events 

Schedule events & event reminders in Bella’s Calendar & the FB Group.

1. • Niki’s Hot Seats will always be on the 1st Tuesday at 10 or 11 AM PST. (once a quarter)

   • Bella’s Round Up’s will need to be scheduled. Start asking her about this at the beginning of the second week of the month prior.

   • Hotseats Guest talks typically should be on a Monday between 9-1pm PST.

   • It is important to try not to have more than one event per week, but sometimes it is unavoidable.

Create event cover photos from this [TEMPLATE] for the Facebook group and reminder graphics from this [TEMPLATE] and schedule them to post in Agora Pulse one day before the event. 

Hot Seats (regular and HR)

These are when guests come in each month and meet us on zoom. They present on the topic of the month. 

Needs: 

• Contact the guest via email. 

• Book a date and time on Bella's calendar. 

• For HR call/round up- create meeting notes through google calendar link, share with Bella and utilize to add questions for Niki or Bella on this document.

• Get the guest's headshot, Bio, title, and talking points. 

• Be present on the Hot Seat. 

• Make notes of the topics and the minute mark it was mentioned in the respective "time-stamp" folder in Drive (HR or Hotseat) You do not need to give the answers. 

• Download recording 

• Upload Recording to Youtube 

• For Hot Seat, post to the group to the wall with the time stamps and pin to the top of the group for the remainder of that month.

Find and File Mastermind Hot Seat Videos 

1. Log in to Bella’s Zoom account. You will have access to this via Last Pass on jump@jumpconsulting.net

2. On the left-hand side, there will be an option to go to recordings.

3. Under cloud recordings, look for the correct video and download it.

4. You will then upload the video to Youtube under UNLISTED and add it to the Mastermind playlist.

5. You will then log into FB and go to the Mastermind group.

6. Pull up the Mastermind HR Hotseat doc in the files section.

7. Upload the video under the proper title.

8. Add questions with timestamps from the google doc created for that HR call. The doc should be created in the HR or Hot Seat Folder in a subfolder with the label of that month located in the Jump Mastermind main folder.  https://drive.google.com/drive/u/5/folders/0B70eBArLOk_PZ2VxX1dkaW9fTjQ 

9. Scroll to the bottom of the file and click "Publish Update."

10. Create a separate post on the wall about the call that just happened.

How to Make the Repository of HR questions Easy to Find in the Mastermind

1. Mark the minute mark and write the question. No need to write the answer in a google doc. 

2. Take the video, upload it to YouTube and put the url of the video in the column. 

3. When you are done with the notations, post it in the HR HOTSEAT DOC inside FILES inside the Mastermind group. 

4. Then under the user Jump Consulting write "This month's hot seat is up all about (title) go check it out" In the comment section of the file. 

Note** For any cancelation or rescheduling of HR hot seats/round-ups. Make an announcement in the event, so people who rsvpd "yes" don't word of the change of time/day. You can then change the date of the rescheduling or choose a date range and just say it’s tentative or cancel it altogether.

Community Manager running the HR calls 

Intro: State the  date and time,  that is the  (month) HR call, Who I am (community coordinator) with Niki H from Hr.org, remind you that there is a whole spreadsheet of questions answered since 2017 they can reference. 

These calls are once a month, next call will be (date and time) 

We have X amount of questions submitted, please submit here through this link(share link to the chat) if you have any more  so they can be added to the spread sheet.  (Make sure they know to add questions through the link so they can be tracked and added to master spreadsheet. 

(Hand over to Niki) 

Inbetween question example verbage: “Thank so much” “Jessica did that answer your question?” “ Come off of mute with any follow questions” etc.

Outro:  Thank you so much  Niki, the next call is date and time. Put URLs in chat for next call, upcoming Roundup and/ or Hotseat 

For Visual Instructions watch this video:

Round Ups

Roundups with Bella are now hosted on the Facebook Group in breakout rooms. Prior to the round-up, Bella will start the breakout rooms on the group which will notify the members. 

Similar to the HR & Guest Hot Seat, download Bella's Round Up From Facebook, upload as unlisted to Youtube, add to Round up file with date and topic (no need to add time stamps).

Accountability Partners

Our members have a chance to have an accountability partner. They get this from their first day. The requirement is that they have to have their goals clearly written out on their file. 

The accountability form for them is here.

You can see the responses here

When we pair people up, we try to find people who are at the same place of business, similar goals, and not in direct competition with each other. You can determine this by reading their file that they created. 

Responsibilities

• We need to post at least once a month asking members if they want to be paired up. 

• We need to check in on accountability partners to see how it is going and if they are both pulling their weight. 

• We need to remind Bella to pair off people who filled out the form at the end of the month.

• We need to create graphics and announce when we pair people together. 

Guides

Think of this as the library for the Mastermind. This is where we store all the important info that has been posted in the past. We have a Guide for each month. Each month has a topic. When we make posts that are valuable, we add them to the Guide so it is easy for our members to get the info they need real-time. 

How to create and add a Guide (formally know as Units)

1. Go to the post you want to add. Click the down arrow, then click "add to new guide."

2. Put in new unit info, then click "create Guide."

Add to an Existing Guide

Go to the post you want to add, click the arrow, then click the name of the Guide.

Events

Visit the Mastermind Facebook Group and go to the Events tab.

Click the + Create Event button to create a new event. 

Then, fill out the text boxes with the event’s details, along with an event photo. For the event photo, use this template. 

Put the event in whatever time zone you are in. Facebook will translate it to the viewers' time zone. in the description always mention the date and time in EST

 Always make sure to send out reminders to the group a few days before the event.

*Remember to set up an event with Bella's log-in, just in case she needs to make any adjustments. 

Reminders for Events

1. Go to the Canva template here. 

2. Create the reminder for all events and schedule them to post in the group one day before the event. 

3. When you post, include "Reminder! (X) is (DATE) and you can join us (LINK). RSVP in the event (link). 

4. Schedule this through Agora Pulse scheduling software. 

Monthly Topics

• Jan - Vision and Goals 

• Feb - Sales 

• March - Video

• April - Numbers

• May - Customer Service

• June - Delegation

• July - Systems and Processes

• Aug - Social Media Strategy

• Sept - Website

• Oct - Marketing

• Nov - Hiring and Training 

• Dec - Self Care