Outlook

Our MMI branding guidelines require all emails to have a default font of Arial 10.5. The color must be black. This is for both new emails and replies. To change these settings, follow these instructions:

  • Click File
  • Click Options
  • Click Mail
  • Click Stationary
  • Change the font / size / color to Arial / 10.5 / Black 

For your email signature, please follow these instructions:  

  • Click File
  • Click Options
  • Click Mail
  • Click Signatures
  • Click New
  • Name your first signature your First and Last Name
  • Copy and paste the email signature I've included below into the open area (try to hover over the top left corner to copy the table) 
  • Click Save
  • Click New
  • Name this second signature your First Name
  • Click Ctrl+Shift+V to paste as plain text the email signature (this will get rid of the M)
  • Adjust the formatting to make the signature Arial 10 and left aligned
  • Click Save
  • Next, you’ll assign these email signatures as highlighted below. The email signature with the M will be for new messages and the email signature without the M will be for replies/forwards.
  • Final step – send Courtney Nealis a new test email and we’ll see if everything is working correctly! 

Teams

Courtney Nealis will be scheduling a time with you to take your employee photo. This photo will be attached to your Outlook/Teams and will show up on your profile when communicating with others. It’ll also be used on our MMI website Team page as well as some client communications, if you’re working on a specific project.

We will use Teams is used for most meetings as well as communication throughout the entire day. You’ll want to check this as often as possible to make sure you’re not missing any communication. 
 

Meeting Types
 

  • Event kick-off (scheduled roughly 1 month prior to contracted website launch date)
    • Who schedules this meeting? Courtney 
    • Who must be invited? Sales Executive, Event Coordinator, Flight Coordinator, Event Tech Lead, and team managers (Johanna, Courtney, and Michelle)
    • Who is leading the meeting? Sales Executive (please review the kick-off guide prior to this meeting to lead and be properly prepared with information needed)
       
  • Website pre-launch meeting (scheduled prior to registration launch)
    • Who schedules this meeting? Event Coordinator
    • Who must be invited? Event Coordinator, Flight Coordinator, Event Tech Lead, and entire Event Support team
    • Who is leading the meeting? Event Coordinator 
       
  • Pre-con (scheduled at least two weeks prior to event travel date and before the client pre-con)
    • Who schedules this meeting? Event Coordinator
    • Who must be invited? Sales Executive, Event Coordinator, Flight Coordinator, Event Tech Lead, and team managers (Johanna and Michelle)
    • Who is leading the meeting? Event Coordinator 
       
  • Pre-con with client - Meeting with the assigned team PLUS the client to go over final details of an event (1 week prior to travel)
    • When to expect: 1 week prior to travel
    • Who schedules it? Event Coordinator
       
  • Post-con (scheduled within 2 weeks after event conclusion)
    • Who schedules this meeting? Event Coordinator
    • Who must be invited? Sales Executive, Event Coordinator, Flight Coordinator, Event Tech Lead, and all team managers (Johanna, Courtney, Suzette Rahn, Michelle, and Corey)
    • Who is leading the meeting? Event Coordinator 
       
  • Post-con with client - Meeting with the assigned team PLUS the client to go over how the event went
    • When to expect: Within 4 weeks of the conclusion of the event
    • Who schedules it? Event Coordinator
       
  • 1 on 1 – Meeting scheduled with your direct supervisor to go over projects and talk about goals, performance, and any other topics that may arise.
    • When to expect: Based on your manager, it could be once a week, once every two weeks, or once a month
       
  • Yearly Review - Meeting scheduled with your direct supervisor to go over performance and measure productivity/areas for improvement
    • When to expect: Around your work anniversary
    • Who schedules it? Your direct supervisor

It’s important to always respond to every meeting request coming your way. When invites are sent out, the list of required attendees isn’t necessarily monitored to make sure each person is accepting/declining. We expect you to accept the request or if you can’t make it decline and respond with the reason you’re not able to attend so we can find a new time. 

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If you’re not sure how to schedule a meeting using the scheduling assistant, please see the instructions below (thanks Belinda!):

  • Go to your calendar tab in your email 
  • At the top, click "New Teams Meeting" or "Teams Meeting" and from the dropdown click "Schedule Meeting"
  • ADD TITLE
    • Include company name, location, year, and meeting type
    • Example: "Sunrider New Zealand 2023 Pre-launch Meeting" 
  • FIRST add all the attendees to the invite
    • Required attendees: Check Courtney's meeting lists of required attendees for the specific meeting you're scheduling
  • SECOND select a date for the meeting (you do not need to select a time yet)
  • THIRD check their schedules by clicking the "Scheduling Assistant" tab at the top
    • The colored boxes are their conflicts 
    • Don't schedule it during lunch at noon
    • Try not to schedule people for back to back meetings (give them a 15 min to 30 min break in between meetings) 
  • When you see a good time available, click the column for that time
    • This will automatically schedule the meeting for that time
    • Make sure you are on the correct date
  • Go back to the Meeting tab, and make sure everything is correct
  • Double check that the meeting is set to “busy” so it blocks it out on their calendar
  • Click "Send"
     

Basic MMI Lingo 
 

  • Attendee / Registrant / Participant - the individual invited and attending an event hosted by our client
  • Program/ Event - a planned event from a company celebrating the achievements of their employees, distributors, or clients
  • Onsite - being on location at the event 
  • Motherlode - Excel document detailing all details pertaining to an event (info pulled from client contract, vendor contracts, financials, registration data, etc)
  • M Drive - This is our shared drive, replicated via Sharepoint via portal.office.com as well, should you wish to access the drive away from the office. All of the pertinent documents, contracts, and financial information for every client and their programs is housed here. 

    For instance, if you’re looking for information on a 2022 doTERRA program, you’d click on: 

    M drive > Data > Customer > doTERRA (example) > 2022 > 

    Then look for the program folder. You can create desktop shortcuts to make access faster if you like.

    Within each program folder will be several subfolders: Financial, DMC (destination management company), Hotel, Sales & Client Agreement, etc. Each folder will house the signed vendor contract for the program and any related documents for that vendor. For instance, within the hotel folder you’d find the hotel contract, any addendums to that contract, etc. Within the Sales & Client Agreement folder you’ll find our (MMI’s) contract with the client, showing what we’ve promised to deliver.  

  • Teams - Microsoft hosted chat app (used for individual chat, group chat, meetings, and more)
  • Teamwork Desk- Software platform used by the event support team to manage incoming attendee questions/requests. 
  • Registration website - Hosted through Stova and used to collect crucial attendee details in order to book their travel for the event
  • Marketing website – Hosted through Stova and used to advertise the trip components to the attendee. Includes destination and hotel info, trip agenda, FAQs, and more.
  • Mobile app / Aventri Events - mobile application hosted through Stova that links to registration events to be used while traveling onsite

 

Grammar checking resources


Outlook spellcheck settings:
This will check your email for spelling errors and ask you to fix them prior to an email being sent. Everyone should enable this. 

  • File
  • Options
  • Mail
  • Check mark "Always check spelling before sending"

YouTube video on the basics: https://www.youtube.com/watch?v=zVu-XvULZNg 

  • Oxford comma (which is part of our MMI branding standards)
  • Single space after a period and not a double space
  • Proper use of apostrophes
  • And more 

Grammarly extension (Chrome browser): https://www.grammarly.com/browser/chrome
This extension is added to your browser and will help you when you’re using web-based systems such as ProposalPath (sales team) or Teamwork Desk (event support)

Stova/Aventri spell check in the HTML editor:
To have Stova/Aventri check your spelling, you must turn on “SCAYT”. You first click on the ABC with the checkmark then choose Enable SCAYT. After you do this, it’ll underline typos in red. You’ll right click on the typo and select the right word. Do not click on the “webspellchecker upgrade”. It’s not free. See Grammarly extension info above for a free plugin.
 

Stova Certification

 

Here is the link to enroll in Stova training.

You’ll need to sign up to enroll. Note that once you have a login and password set, this will be accessed in a separate portal from the normal Stova login to get into our account with all our events. You’ll want to favorite this to your browser for easy access once you have your login created. 

The Stova Certification: 
Our certification program is a structured and immersive learning experience that covers every module in the Stova Platform. From foundational concepts to advanced techniques, you'll acquire the knowledge and practical insights needed to harness the full potential of Stova's modules for your current and future events.

What You'll Gain: 

  • Mastery of the Stova Platform: Deepen your understanding of various modules, including features and functionalities to efficiently plan, organize, and execute events of all scales.  
  • Enhanced Efficiency: Learn how to effectively streamline event-related tasks, automate processes, and harness software tools to save time and resources, ensuring the flawless execution of your current and future events. 
  • Optimize the Attendee Experience: Acquire the skills needed to utilize Stova for attendee engagement, registration, communication, and experience enhancement, ensuring seamless event management. 
  • Data-Driven Decision-Making: Develop the ability to collect, analyze, and interpret event data using reporting tools, empowering you to make informed decisions for your future event strategies. 

At Stova, we recognize the dynamic and ever-changing nature of the event industry. To address this, we've crafted a software solution that seamlessly blends intuitive design with the human touch, catering to the unique demands of every event. Stova provides you with the flexibility you need to navigate the intricacies of event planning, management, and execution with ease. 
 
Enroll in the Stova Certification program today to gain a deeper understanding of the Stova Platform and add a certification for a globally recognized event technology brand to your resume.  

 

ProTelesis SMS Texting Software


In order to utilize ProTelesis, you'll need to work with Karrie Stewart to get an account setup. Once it is, you'll be able to login and start texting easily. 

This platform will tie your work phone number to the texting account. When you send a text, it'll show coming from that number. 

Once you login, click Messaging / Compose Message to send a message. 

  • Under Send To, enter the phone number complete with the country code and area code (Example: 18014836154)
  • Under Message, type out your professional message. 
  • Make sure your Message Footer is customized to your name and company (Example: Courtney Nealis, MMI)
    • To customize your message footer for all messages click My Account, Configuration, then change Default message footer

When someone replies to your text, you will get an email and it'll also show under Messaging / Inbox.

  • If you have the phone number of the person you texted saved in your ProTelesisSMS Phonebook, it'll show their name.

IMPORTING NAMES/PHONE NUMBERS INTO PHONE BOOK:

  • Login
  • Click Messaging / Phonebook
  • Click the second blue icon with the arrow into the paper named Import
  • Upload a CSV file that includes Name and Mobile Phone