may 15-17 seattle
Why do you need to attend the 2014 Coordinators Conference? What exactly is in it for you this year? You are the ambassador, event planner, program designer, budget keeper, meeting facilitator, A/V “specialist,” records administrator, hygienist, assistant, homemaker, caretaker, office manager, spouse, parent and more. Obviously, being a coordinator is not child’s play, but understanding the analogy of a child’s toy will empower you to change your life at home, in the practice and in the study club. Let’s consider the workings of a kaleidoscope—an optical instrument through which light reflects colorful bits of glass off three mirrors arranged inside of a tube. These simple pieces are brought together to create an infinite array of striking patterns with a mere twist of the wrist. Using the kaleidoscope as a metaphor, the 2014 Coordinators Conference will focus on the three “mirrors” of your study club life—your study club offerings, your members and you. This meeting will give you the tools you need to create a beautiful kaleidoscope out of the seemingly random elements you must bring together as a coordinator. Do you reflect an image of someone who feels like there is more on their plate than ever, and at the end of the day is further behind than when the day began? Our keynote
speakers will address effectively managing your stress and your time, increasing focus and rising above your circumstances to take charge of your results. Do your members reflect pride and enthusiasm in being part of your club? Are you looking for fresh tactics to recruit and retain members? Marketing workshops, lectures and roundtable discussions will give you the tools to be excited about the possibilities rather than stressed about the obstacles. Does your study club reflect that you are merely maintaining the status quo? Are the countless tasks of your job hindering your creativity? A number of sessions in this conference have been created to help you examine your study club and your role as a coordinator from a different perspective. We are here to help you ideate, invent and implement, and have a little bit of fun while you do it. You have one of the most unique jobs in dentistry—we know that better than anyone else. The following pages outline the 2014 Coordinators Conference program, which was designed to give you all of your answers in one place—whatever your level of experience. [1]
thursday, may 15 AUTH E N T I C ACCO UNTA BIL IT Y
CIRC UIT TR AINING
WHAT IS YOUR WINNING STREAK?
Heather Bright, Jane Davis, Janell Edwards, Shaida Ghomi, Carla Kimball and Lisa Nicon
Lisa Philp To be authentic is to be aware, fulfilled and alive. To be aware, you “look into the mirror, not out the window.” To be fulfilled you are feeling your passion and maximizing your energy. Your verve is your greatest asset and makes up the core of your being. Practicing cognitive, emotional and dispositional flexibility creates real results and wins for yourself, your family and your organization. Accountability is taking a position of ownership for all of the events and actions in your life. It gives you the experience of personal power, control, effectiveness and accomplishment. You see that things don’t just happen by accident. Lisa, an authentic coach, accountable entrepreneur and leader, author, wife and mother, will share with you her decades of combined experience, skills, mistakes and wisdom on what it means to be “authentically accountable.”
Following this session, you should be able to: ◀
Understand what actions and habits create the best results.
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Determine that personal accountability is the key driver for organizational learning, performance, and behavior.
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Learn the compass of balance—75/25 model.
ST U DY C LU B 101 Greg Tice This is a two-part session that is essential for all first-time coordinators. Greg will begin by exploring the “why” and “how” of the study club—breaking down club composition, partner relationships, interactive programming and curriculum structure. In addition, you will learn the history and core values of the Seattle Study Club® organization and gain valuable insights into your role as a coordinator.
Following this session, you should be able to: ◀
Implement the guiding principles to effectively run your study club.
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Outline the basic guidelines of Seattle Study Club academic programming.
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This session is part of a continuum and builds on the many breakouts provided at last year’s Coordinators Conference. During this time you will rotate in small groups through your selected topics to get help where you feel you need it most. The Seattle Study Club® “experts” are excited to work with you to identify what’s getting in your way and develop solutions to your specific target zones.
Budgeting ◀
Map out your study club expenses and income to plan for your next academic year and beyond. Work with Shaida to customize a manageable budget that will provide you with the financial information your director needs.
Contracts ◀
Sit down with Lisa, who has negotiated countless contracts, and pick her brain on how to best understand and negotiate your contracts to make sure your study club’s best interests are protected.
Design ◀
Brainstorm with Janell, our graphic designer, on how to enhance your club’s image through your printed materials.
Excel ◀
Bring your laptop and spend time with Heather and Jane to get the help you need to better understand Excel and utilize spreadsheets to organize your club.
Programming ◀
Consult with Carla to identify the critical components of your program and how to intentionally weave those throughout your academic year.
THE ART OF SUSTAINABILITY
STRESS MANAGEMENT FOR BAILOUT TIMES
Catrice Opichka
HOW TO MANAGE STRESS EFFECTIVELY FOR INCREASED HEALTH, LONGEVITY AND PRODUCTIVITY
This class is intended for second year coordinators. Catrice will help you tackle issues regarding the involvement and contributions of your members (or lack thereof) and the challenges of a fluctuating membership. Catrice will also discuss when you and your director need to re-evaluate your membership and ask whether your advisory board is fulfilling your club needs.
Following this session, you should be able to: ◀
Assist your director in evaluating membership and increasing member involvement.
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Recognize the types of routines and ruts that can be roadblocks to continued club development.
Joe Piscatella In this era of too little time and too much to do, increased career and family commitments, crawling traffic and never ending emails, Americans are living with chronic stress. The result is often high levels of frustration, anxiety and anger. In this presentation, Joe examines the impact of chronic stress on health, productivity and quality of life. He will help you understand that the secret to a balanced life is not to avoid stress, but to manage it and not to react to stress, but to respond to it. His program not only examines the sources of stress in modern life, but it will provide you with a variety of mental and physical tools to successfully manage stress every day.
Following this session, you should be able to:
F EST I VAL OF RES O U RCES
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Practice a handful of highly effective stress management skills to improve your health.
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Adjust your lifestyle habits and progress your life.
Seattle Study Club® Staff and Partners There are so many resources that are available to you—forms, letters, worksheets, partner programs, treatment planning cases, web sessions, contracts, speakers bureau, adjunctive clubs, etc.—at times it can feel like you are at a carnival! So why not go to a fair that allows you to explore all of the different tools and programs that are available to you from both our partners and the Seattle Study Club organization?
Following this working lunch, you should be able to: ◀
Identify the partner programs most suited for your study club.
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Utilize the new Seattle Study Club website to access resources.
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Discern best practices for the resources available.
PE ARLS: CONNE C TING YOU R MEMB ER S AND KE E PING THE M E NGAGED Carla Kimball and Catrice Opichka Pearls sessions are always a favorite because they provide well-developed ideas that can be implemented into your club right away. This session was developed based on evaluations provided by coordinators from past conferences who wanted fresh ideas for member recruitment and retention. New member recruitment is a key factor for club development, but if you want your club to thrive, membership retention is the most important piece of the puzzle. During this session, you will share details about ways you have connected with members and the unique methods for keeping them engaged in the study club.
Following this session, you should be able to: ◀
Utilize new techniques for engaging your members.
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Apply innovative ideas to boost member retention and study club referrals. [3]
friday, may 16 EVE N T PL AN NING 101
AC TIVE LY RE C RUITING MEMB ER S
Shaida Ghomi and Lisa Nicon
Mary Boer and Catrice Opichka
This class is an extension of Study Club 101 where Shaida and Lisa will dive into event planning, budgeting, contract negotiations and audio/visual requirements—connecting everything back to the various types of meetings run in any study club program.
A continuation of Getting Younger with Your Club, this session will guide you through the process of recruiting new members of all ages and effectively managing study club growth. Through the lecture and workshop components of the course you will create your study club’s specific growth and retention plan with a focus not just on strategy but also on execution.
Following this session, you should be able to: ◀
Understand the basics of event production.
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Discover the secrets to running a high-quality event on a tight budget.
GET T I N G Y O UNGER W ITH Y O U R CLUB Greg Tice The long-term future of your study club and practice rests in your ability to continually lower the average age of the practitioners you are involved with. The younger practitioners in your community are the future of your club and your practice, however just sending them a mailing is not enough to engage them in the club. A conscious effort needs to be made to not only recruit younger members, but to include them in such a way as to create early attachment and participation. This session will explore some tried and true methodologies for doing just that—including Après Learning, Masters in Treatment Planning and communicating with them in a manner in which they are comfortable.
Following this session, you should be able to: ◀
Discuss specific programming options to appeal to younger dentists.
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Explore strategies to retain younger members in your study club.
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Following this session, you should be able to: ◀
Prepare and execute an effective outreach plan for recruiting new members.
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Ascertain what has worked for other study clubs.
MARKETING AND THE ROLE OF SOCIAL ME DIA Ian McNickle This session will explore the world of social media. You will learn about numerous social media platforms and channels including Facebook, YouTube, Google+, Pinterest, Twitter, LinkedIn and more. During this session, Ian will explain how each channel works and how a dental practice can leverage each of them. In addition, he will explore the various implementation strategies and how to measure results to see the impact of your social media efforts.
Following this session, you should be able to: ◀
Identify how social media marketing can benefit your study club and dental office.
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Utilize social media platforms to listen to and engage study club members, prospects and patients.
T H E GRE AT S HO OTO U T Seattle Study Club® Staff This new approach to treatment planning has a fun and competitive twist. A complex programming dilemma will be presented and two teams of Seattle Study Club staff members will create “treatment plans” to overcome the situation. The teams will not see the dilemma in advance and the audience will determine the winner of the competition based on the quality of the plan, cohesiveness of the group and other predefined criteria. The goals of this session are three-fold. First, in small groups, you too will devise solutions for the dilemma presented. Though theories and ideas are always important, it’s not until we’re forced to grapple with complex situations that we really begin to understand them. Second, you’ll get to see the expert teams in action as they explain not just how they would solve the dilemma, but why. And third, we want you to experience this type of session so you can include it in your future study club programming with clinical cases.
Following this session, you should be able to: ◀
Discuss programming and event planning options with peers to uncover multiple solutions.
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Note the steps to create a similar session and integrate it into your next academic year.
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Increase member involvement in your study club.
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saturday, may 17 M AN AG I N G C LU B FINA NCES — SO LU T I O N S Y O U D ID N’ T KNOW YO U N E E D E D
I’M SPRE AD SO THIN… YOU C AN SE E THROUGH ME!
Tim Greaves
Dave Weber
Managing study club finances can be a stressful job, especially when laws are forever changing. Study clubs run on an academic year while the IRS follows a 12-month calendar. How does that affect your end of the year taxes or May to September surplus funds? Do you know that you are taking the proper measures to secure your club’s finances? Do you know when you are supposed to fill out a 1099 versus 1099 MISC form? What about when you are supposed to complete a W-9 form for a speaker or third-party vendor? Do you know if you are getting penalized or taxed for money left in your club account from the prior year? Are you confused about the new protocols for accepting partner or company sponsorship? If you answered, “I don’t know” to any of the questions above this is a session you won’t want to miss. We have asked Tim Greaves, CPA, from Cain, Watters and Associates to join us and help us answer the financial questions we didn’t even know we needed to ask.
Being a study club coordinator, while being rewarding, is also increasingly complicated and sometimes chaotic. Transitioning between roles in the practice, study club and home, along with the great number of duties each role requires, you find that you are busier now than you’ve ever been! Does your mental to-do list keep you up at night? Are you drowning in a sea of information or feeling like there’s just not enough of you to go around? How do you maintain a high level of focus throughout a crazy, interruption-driven day? During this session, Dave will share how to effectively link multiple tools into one process of efficient organization to help you manage all of the details and never have something fall through the cracks. ◀
Develop critical skills necessary to master events, information and commitments.
Following this session, you should be able to:
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Process volumes of information in hard or soft copy.
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Take the necessary steps to secure your study club funds.
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Ensure you are completing the proper forms required by the IRS for all third-party vendors.
Streamline all of your “tools and pieces” into one effective and efficient information control center.
ADVANCED TIME AND DETAIL MANAGEMENT
Following this session, you should be able to:
I SPY EVE NT FAUX PAS Learn what not to do, and the reasons why, by playing a game of “I Spy Event Faux Pas.” Throughout the meeting you will have opportunities to find strategically arranged event set “no-no’s.”
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H OT E L
QUE STIONS
The W Seattle is a hip luxury boutique hotel (1112 Fourth Avenue, Seattle, WA 98101) located 20 minutes from the SeattleTacoma International Airport. Reservations can be made by calling 206.264.6000. The Seattle Study Club® room rate is $199 per night. Please make and guarantee your own reservation. You will want to arrive on Wednesday, May 14 and depart on Sunday, May 18. Please understand that in exchange for the discounted rate, a non-refundable deposit equal to two nights’ stay is required to hold your room reservation.
Please contact Carla Kimball at the Seattle Study Club® office at 425.576.8000 or by email to carla@seattlestudyclub.com.
T U I T I ON $1,895 (if received at the Seattle Study Club® office on or before April 14, 2014; $1,995 after April 14, 2014). Price includes: two and a half days of programming, three breakfasts, two lunches, a welcome reception on Thursday night and a final event on Saturday.
C AN C E LL AT I O N P O LICY If written notice of cancellation is received at the Seattle Study Club® office by April 1, 2014, all but $250 of your tuition will be refunded. If received between April 1–April 15, 2014, 50 percent of your tuition will be credited toward your registration for the 2015 Symposium or the 2015 Coordinators Conference. No refund or credits are available for cancellations after April 15, 2014.
UP TO 19.0 C E C RE DITS AVA IL A B LE Academy of General Dentistry Approved PACE Program Provider FAGD/MAGD Credit Approval does not imply acceptance by a state or provincial board of dentistry or AGD endorsement. (10/1/2011 to 9/30/2015)
The Seattle Study Club® corporation is an ADA CERP recognized provider (11/2010 to 12/2014). ADA CERP is a service of the American Dental Association to assist dental professionals in identifying quality providers of continuing dental education. ADA CERP does not approve or endorse individual courses or instructors, nor does it imply acceptance of credit hours by boards of dentistry. The Seattle Study Club corporation designates this activity up to 19.0 continuing education credits.
AT T I RE Dress is business casual. More information will be provided in your confirmation.
Schedule is subject to change and speaker substitutions may be made without notice. [7]
2014 coordinators conference registration Please complete and fax to 425.827.4292, register online at seattlestudyclub.com or mail to: Seattle Study Club速 | 635 Market Street | Kirkland, WA 98033
By submitting a registration form, each registrant acknowledges and agrees to the terms of the cancellation and refund policy, the full text of which is shown on page 7 of this brochure. The cancellation and refund policy applies regardless of the reason for cancellation, including but not limited to unforeseen personal or world events.
program tuition
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