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6-25-08 final Hostess coaching - Wkbook.pmd

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									HOSTESS COACHING - Participant’s Workbook

                                                Participant’s Workbook




                         HOSTESS COACHING
                             SEMINAR




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HOSTESS COACHING - Participant’s Workbook



INTRODUCTION
You’ve hosted a Rena Ware party and now you are a Rena Ware Consultant using the bookings from
that party to get started. Or maybe you have been a Consultant for some time and now you want to
improve your party attendance. Perhaps you have had great success booking parties but find that
they sometimes cancel at the last minute, so you want to ensure that the parties you book hold as
scheduled.

The key to holding successful parties with good attendance is Hostess Coaching.



Important points to remember when Hostess Coaching:

   •    Never assume the hostess knows what to do
   •    Always give the hostess step by step instructions.
   •    Remember that the hostess’s Wish List is more important than her Guest List.
   •    Stay in control…don’t leave your earnings opportunity to chance.


Let’s talk more about each of these four key concepts as we review the entire Hostess Coaching
process.




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THE HOSTESS COACHING STEPS
There are four steps in you Hostess coaching process:
   1. Confirm the Date
   2. Provide and Review the Hostess Packet
   3. Provide Initial Coaching
   4. Make Follow-up Calls to Hostess


Step 1. Confirm the Date
Remember…a party is NOT booked until the date has been agreed upon. As soon as the prospective
hostess says she wants to host a party, offer her your Open Date Card and have her write her name
and telephone number by the date she wishes to book. Then call her to confirm it.


Step 2. Provide and Review the Hostess Packet
Gift Basket

When you visit the potential hostess, bring a basket or box with samples of the hostess gift items.
Place it on the table and tell her you will explain the gifts in a few moments.

Fill out the Party Profile Card (RW971), if not already done.

Give her a Hostess Packet. The Packet should include the:

   •    ____________________________________________________
   •    ____________________________________________________
   •    ____________________________________________________
   •    ____________________________________________________


Review the Hostess Packet contents
  • Review the pieces you have given the hostess when you give her the Hostess Packet.
   •    If she does not have time to go through the Packet at that time, set up a time for you to meet
        with her in the next 24 to 48 hours. This is important.
   •    You may think she knows what to do and she may have hosted other parties in the past, but
        cover everything with her. Never assume she knows what to do. Always be specific and give
        her step by step directions.

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If she is reluctant, say,
         “(Hostess’s name), I know you have had parties for other party plans and you are a great
         hostess. I really want you to get the maximum hostess benefits from your party and so let’s
         just go over everything to be sure your party meets all your expectations.”

When you review the Hostess Packet with your hostess, you will review all four pieces:
  • Hostess Envelope (RW315)
   •    Hostess Leaving Piece “Be a Hostess” (RW350)
   •    Circle of Influence (RW120)
   •    Product / Recruiting Leaving Piece “Have it All!”(RW92)



Step 3. Initial Coaching
At the time you review the Hostess Packet, you also do the Initial Hostess Coaching. This begins
with the _______________________________________


a) Help to create a Wish List
   •    The Wish List is the most important aspect of Hostess Coaching.
   •    The ___________________is actually more important than the Guest List.
   •    Use “Be a Hostess” brochure RW 350, the inside page “The Hostess with the Most…” as a
        visual to show the hostess rewards as you cover them.

Hostess Coaching Script to help the hostess create her Wish List.
Use the following script as you help her through the creation of the Wish List. The script is in italics
with training notes and tips interspersed.
        “(Hostess’s name), let’s start with what you would like to get from your party. Aside from
        having a wonderful meal for your guests, which I will prepare, your friends will learn ways to
        cook healthier meals for their family. It will be a great evening that your friends will thank
        you for. I know that is important to you.
        You will also be able to earn many other benefits. When you have four or more guests you
        will receive a FREE Thank You Gift.”

Now bring over the basket or box with the gift samples. Explain all of them to her and ask which she
would like for her Thank You gift. Write down her choice on the Party Profile Card (RW971). Also
write that on the inside of the Hostess Leaving Piece (RW 350) by Level I.
        “When two or more of your friends place orders, you will also receive a free Level II Gift”



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Ask her to select which gift she would like for her Level II gift and write it down on the Party Profile
Card (RW971) and the Hostess Leaving piece (RW350) by Level II gift. Briefly describe the features
and benefits of the Level II gift to build up the value.

   Tip: You can create an even stronger visual by setting each of these items in front of her as you
   cover the benefits. Do this in addition to pointing them out on Hostess Leaving piece (RW350)
   and Product Brochure (RW 760).
        “And when your party sales reach $599 and you have two bookings, you will receive any
        Rena Ware product you want at half price. Let’s select some items you would like to
        have at half price - a Wish List.”

Review the Product Brochure (RW 760) with her.
Have the hostess to write her Wish List on the Hostess Envelope (RW315).

She will then list one or more items she would like to earn for half-price. Note which products she
wants on the Party Profile Card (RW971).

   Tip: Have her select several half-price items she wants. That way you can use her Wish List to
   book additional parties.

Help her to select the half-price item she wants to receive first. Put a star by that item
        “Ok, now let’s look at your wish list and pick which item you would like to get at half-price
        first.”

Also write her selected half-price item on the top of her Hostess Envelope (RW315) in very big, bold
print along with the requirement:
        $599 in party sales plus 2 bookings—Get (the item she selected) at half price!

If you have that item to show…put it in front of her now with the Level I and the Level II Gift. If not, circle
it on the Product Brochure (RW 760) or point it out on the Cookware Presentation Broadside
(RW 35) or the Jumbo Pieces Broadside (RW 64)

   Tip: Some consultants find that they can create a stronger visual by leaving a picture of the
   selected half-price items with the hostess. Order extra copies of the Product/Recruiting Leaving
   Pieces (RW92) and Product Brochure (RW760).

Mark all of the items she wants to receive at half price and cut them out and instruct her to glue them
on the back side of the Hostess Envelope (RW315).
        “When your party reaches $999 in sales with 2 bookings and 2 orders, you receive the
        _________* Thank You gift, plus the _______* Level II gift, plus the_______* at half
        price…And the amazing Gran Cacerola is yours for FREE! You only have to pay for ship-
        ping and handling.” (*-prodcuct she selected)

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Point out the Gran Cacerola on the “Be a Hostess” Leaving piece (RW350) and if you have the Gran
Cacerola flyer or the Gran Cacerola, put it in front of her as well. Now she has a visual of what she
wants…the inside of the Hostess Leaving Piece (RW350), the back side of the Hostess Envelope
(RW315) and possibly the real items in front of her.


b) Guest List
Ask your hostess to look at the categories on the front of the Circle of Influence (RW120) and use the
suggestions as thought starters for her guest list. She should list everyone she can think of for every
_______________. Tell her to invite at least ___________the number of people she wants to
attend her party.



c) Invitations
It is often helpful to send out invitations to the people on the Guest list.

Coach the hostess on the ___________of sending out the invitations and making follow up calls.

   •    If she wants to mail invitations, give her a supply of the Party Invitation Postcards (7690).
   •    Invitations should go out one to two weeks before the party. Have your hostess give you a
        date by which she will send out the invitations and schedule a call with her for the day following.

   Tip: You can also give your hostess a supply of the “Have it all” Product/Recruiting Leaving Piece
   (RW92) to hand out as an invitation to her party. Just write in the date, time and place of the party
   on the back along with the name and phone number of the hostess.


d) Hostess-to-Guests Follow-up calls
   1) Two to three days after the invitations have gone out; a call should be made to the people who
      have been invited.
   2) One to two days before the party a final confirmation call to the guests should be made.

Coach her on what to say. When she makes the follow up calls, she should also ask for the attending
guests to help her reach her goals. Use the script below when coaching your hostess about the
follow up calls.

Then provide her with the Hostess-to-Guest follow up call scripts so she will know what to say.

One of the biggest reason hostesses fail to make follow up calls is that they do not know
___________to say or ___________to say it.

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Consultant Script on what to say to the Hostess:
        “(Hostess’s name), I am going to call you right after you have sent out your invitations to
        review our next steps. You will want to make a follow up call to your guests two to three days
        after mailing their invitations, to see who is attending and then a second call to remind
        them a day before the party. We’ll talk before the first call, but I will give you some scripts
        now that you can use for these follow up calls. That way you will have them in case your
        guests get excited and contact you before we talk.
        Let’s talk again on (date). What time works better for you… (time) or (time)?”


1. Hostess-to-Guests Call #1
Use this script as an example on what to say making a first call:
        “Hi this is___________. Did you get the invitation to my (Theme if there is one such as
        Beat the Summer Heat) Rena Ware Party? This (dinner party/ luncheon) is going to be so
        much fun and you are really going to love the delicious meal.
        There are going to be prizes too. And as a guest you will be entered into a drawing for a trip
        to Mexico, Las Vegas or Santo Domingo! Sounds like fun doesn’t it?
        We need to know how much food to prepare. Will you be able to come? Are you bringing a
        friend with you? The person that brings the most friends with them will receive an additional
        gift.
        Great…we’ll see you and ______(friend) at 6:30 on Friday. Thank you”.

Tell your Hostess to transfer the names and telephone numbers of those who are attending to the
Hostess Envelope (RW315).


2. Hostess-to-Guests Call #2
Ask your hostess to make a second call a day or two before the party to remind the guests and
confirm. Use this script as an example of what to say:
        “Hi __________. This is _________. I am just calling to remind you about my Rena Ware
        party tomorrow. Are you still able to attend? Terrific…is your friend _______________ still
        coming too?
        I am so glad you are both going to be here. I have told my Rena Ware consultant that you
        would like to book a party as well and she has all the information ready for you. She also
        has some special dates she wants to fill and if you select one of those she gives you an
        extra gift.
        This is going to be so much fun…you are going to love it. See you tomorrow at 6:30!”

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After providing the hostess with these scripts, tell her you will do a follow up call with her to see how
she is doing with her invitations and set up the date.


e) Initial coaching wrap-up
Now you have reviewed the Hostess Packet, created her Wish List, done some initial coaching and
given her the scripts.

 At this point you have filled in the hostess’s name, address, contact information, party date, and the
date of your first follow-up call to her on your Party Profile Card (RW971).You should also have noted
the Level I and Level II gifts she wants, plus her wish list for the half-price product.


Plant a Recruiting Seed

Before you leave you will want to plant a recruiting seed with your hostess. Review the back page of
the RW350 Hostess Leaving piece. You can say something like,
        “Before we finish our conversation today I want to point out the last page in your “Be a
        Hostess” brochure. On top of it says, ”Change your life”.
        Rena Ware has so much to offer…wonderful products, amazing Travel (great trips for free,
        give an example of a trip), a great hostess plan and a wonderful opportunity to make money.
        As a hostess you have already taken the first step towards this great earnings opportunity.”

If she is interested, point out all of the sample products she can earn. Be sure to talk about how she
can earn the next free trip.

•   She might say she wants to hear more and so you tell her you have reserved a seat for her at the
    next Introductory Meeting.
•   She may say she wants to think about it and that’s OK too. Say,
        “That’s great. I find people who think through their decisions carefully make very success-
        ful consultants. We can talk about it more at your party.”
•   If she wants to join, fill in the application form and either sign her up now or wait and sign her up
    after her party.

Also review with your hostess the “Have it All!” Product/Recruiting Leaving Piece (RW92) and tell her
that it has more information about products, company and the benefits of the Rena Ware Opportunity.
Include the date of the next Opportunity Meeting and invite her to attend.




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Step 4. Consultant-to-Hostess Follow-up Calls
As part of your Hostess Coaching you will make _______follow-up calls to the hostess after you
have given her the Hostess Packet and done the initial hostess coaching. Use the back of the Party
Profile Card (RW971) as a guideline.


Call #1 to Hostess

Use the back of the Party Profile Card (RW971) as a checklist.

First Consultant-to-Hostess Call: Partial Script
        “Hi (hostess’s name), this is (your name). (Warm up talk: How are you?? What a beautiful
        weather, etc.). I am just confirming your party date and time of ________ at ________ pm.
        Did you send out your invitations? How many people did you send invitations to? (She
        should have invited at least 12-15 people).
        Did you remember to ask them to bring a friend?”

She may say at this point she could only think of 8 or 10 people to invite. If so, you will want to help her
identify more guests. Go over the Circle of Influence (RW120) with her and look for opportunities.

For example, when you review her Circle of Influence, you find she only has two neighbors listed.
She tells you she is new to the neighborhood and only knows the people who live on either side of
her.
Say to the hostess:
        “This is great way to meet the other people in your neighborhood. Hand-carry an invitation
        to the homes of other people in your neighborhood this evening. Introduce yourself and
        tell them you are having a Rena Ware Party as a way to get to know your neighbors. Ask for
        their names and telephone numbers when you give them the invitation.”

What are the other suggestions of ways to get more guests?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

•   Review the hostess rewards program again with your hostess and remind her of the free gifts
    she will receive. Refer to the specific half-price item she is working for.

•   Talk with her again about the Rena Ware Opportunity described on the last page of the “Be a
    Hostess” brochure (RW350) you put in her hostess packet.
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         “You know, you had a lot of items that you would like to receive for half price on your Wish
        List. Now that you are meeting your neighbors and have all these people coming to your
        party, you might want to think about joining Rena Ware and earning these products as well
        as extra income. Did you get a chance to review the back page of “Be a Hostess” brochure
        (RW350) in your hostess packet? If you sign up at the end of your party, we will have other
        parties booked and you can use one of those as your training party and the others to earn
        extra income.
        So…what do you think?”


•   Review the party timing and flow. You can use your Party Presentation Guide (RW343) as an
    overview for the party.

•   Talk with her about the things she needs to provide - kitchen space, table, chairs, dishes, glasses,
    flatware, paper towels, as well as a DVD player to show the video.
    The guests will also need pens or pencils to fill out the Survey/Opinion Cards (RW54), so decide
    if you will provide those or ask the hostess to do it.

•   Also remind the hostess to provide a dessert of some kind as well as water or something to
    drink. Tell her she doesn’t need to go to a lot of trouble for the dessert if she doesn’t want to…a
    plate of cookies will be fine.

In addition to the points listed on the Party Profile Card (RW971), ask the following:

    •   Set the date for the next call, which should be after she makes her first call to follow up on the
        invitations, and a day or so before she does her final reminder calls.
    •   Talk about how happy you are to have her as a teammate. Together you will put on a fabulous
        party for her friends.
    •   Tell her you are so excited about her party and you are looking forward to giving her the gifts
        she will earn…the Thank You Gift, the Level II gift, and especially the half-price product (name
        the specific item) and of course the FREE Gran Cacerola!
    •   Thank her for her time.




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Call #2 to Hostess

This call should be after the hostess has made her first calls following the sending out of the invitations,
and a day or so before the hostess is to make her final reminder calls.

Use the Party Profile Card (RW971) as a checklist
   •    Thank her again for being a hostess
   •    Ask how many guests have now been invited
   •    What is her expected attendance?
   •    Ask her to remind her attendees to bring friends.
   •    Ask her to give you some information about the families and interests of the people attending
        the party. Better yet…coach her to send you their telephone numbers and call them to introduce
        yourself.
   •    Talk about the hostess rewards again and remind her of the gifts she will earn. Talk about how
        excited you will be to see her get the product she selected for half price and how happy you
        will be to award her the FREE Gran Cacerola. As part of the hostess rewards discussion,
        ask her how many of the guests have said they will book a party.
   •    Inquire if she has any concerns or questions.
   •    Talk about the importance of team work for a successful party and tell her how glad you are to
        have her as a teammate.
   •    Ask her if she has thought any more about the Rena Ware Opportunity and attending the
        Introductory Meeting or joining now and making this her training party.
   •    Set the time you will arrive at her home.
   •    Get directions to her home and fill this in on the Party Profile Card (RW971). Sometimes
        hostesses do not always give the best directions. If you have a computer, it is always wise to
        get driving directions through a map/directions site as well. These sites will also give you the
        approximate mileage and driving times. Never arrive late. Arrive ½ hour early to set up your
        display.
   •    Tell her how excited you are about doing this party and the potential she has to get everything
        she hoped for out of the party.

In addition to these topics that are on the Party Profile Card (RW971):
   •    Ask her to call you if there are any changes in the number of people attending.
   •    Review again what she has to provide in terms of space, utensils, tables, chairs, DVD player,
        pens, pencils, dessert, drinks.
   •    Thank her for her time

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STAY IN CONTROL…Don’t Leave Your Earnings
Opportunity to Chance
Ways to avoid cancellations

There are ways to reduce party cancellations and ensure high guest attendance in addition to working
with your hostess and keeping her Wish List visible.

Constant contact

The follow up calls to the hostess are imperative even if she has been a Rena Ware Hostess before.
If you do no_________________________, you are leaving the party to chance.

Set the expectation…Be clear with your hostess

Hostesses do not always understand that you are running _____________ and that your time is
valuable.

Let her know she must tell you at least a week in advance if she needs to cancel her party so you
have time to fill that slot with another party.
        “I am really lucky that I get to party for a living. It is lots of fun and I earn an excellent income
        from the parties I do. I need you to understand that my time is limited and the time that I set
        aside for parties are the times that I have to earn my income. If you book a time and do not
        hold that party, I lose the earnings potential from that time slot. So I require all my host-
        esses to notify me as soon as they know…and at least a week in advance… if the party is
        not going to be held. That way I can rebook that date and not lose any earnings.”

Setting this requirement really eliminates a lot of last minute ________________________. Most
people will try to follow the rules set for them if they understand the reasoning.

You could also offer an additional small gift as a positive incentive if your hostess holds the party on
the original date, without any changes or cancellations.


Send out the invitations yourself

Many consultants like to be in better control and make sure the invitations not only go out but go out
on time, so they send out the invitations ___________________________.




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You can offer her an incentive to entice her to send you the list on time if you wish.
        “I offer a special service to my hostesses and send out the invitations for them. I will need
        your guest list in three days to hold this party date on my calendar. Please include the
        name, address and telephone number of your potential guests. If you have an email ad-
        dress for them, that would be appreciated too. If I receive your list by (date) I will add a (free
        gift) to the items you will earn at your party. If I do not have the list by (date), I will need to let
        someone else have this day for their party.
        Once I have mailed the invitations, I will call you and ask you to do a follow up call.”

Make the follow-up calls yourself or do an additional call to the guests

Some consultants have the hostess mail the invitations but then they make one of more of the follow
up calls ________________, or they make an introductory call to the guests ____________in
addition to the calls the hostess makes. You can explain to your Hostess using the following script:
        “I like to get to know who will be at the party ahead of time and see if they have any special
        needs or food allergies, as well as talk with them about their families and food preparation
        needs. I will need for you to send me the telephone numbers of the guests you are inviting
        by (date). If I receive your guest telephone list by that time, I will give you a free (gift).
        Making the follow up calls (or making this additional call) is special service I offer to my
        hostesses and they love it. By introducing myself to the guests ahead of time and talking
        to them about how much fun the party is going to be, I can put them ease.
        The party attendance is usually higher, the sales are better and the hostess almost always
        gets the two bookings she needs for her higher level hostess rewards. The guests love it,
        too, because they have a better idea of the fun things we will be doing at the party and really
        look forward to coming.”



CONCLUSION
This concludes our training on Hostess Coaching. Remember that happy hostesses, who have a
vision of what they want, are more likely to book another party or join your team. Hostess Coaching
is one more key to success at Rena Ware.




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                                   Hostess Handout
                       Hostess-to-Guests Call Scripts

1. Hostess-to-Guests Follow Up Call #1:
Make this call two to three days after you mail your invitations.
        “Hi this is___________. Did you get the invitation to my (Theme if there is one such as
        Beat the Summer Heat) Rena Ware Party? This (dinner party/ luncheon) is going to be so
        much fun and you are really going to love the delicious meal.
        There are going to be prizes too. And as a guest you will be entered into a drawing for a trip
        to Mexico, Las Vegas or Santo Domingo! Sounds like fun doesn’t it?
        We need to know how much food to prepare. Will you be able to come? Are you bringing a
        friend with you? The person that brings the most friends with them will receive an additional
        gift.
        Great…we’ll see you and Lisa at 6:30 on Friday.”




2. Hostess-to-Guests Follow Up Call #2: (The final reminder call)
Make this call a day or two before your party.
        “Hi __________. This is _________. I am just calling to remind you about my Rena Ware
        party tomorrow. Are you still able to attend?
        Terrific…is your friend _______________ still coming too?
        I am so glad you are both going to be here. I have told my Rena Ware consultant that you
        would like to book a party as well and she has all the information ready for you. She also
        has some special dates she wants to fill and if you select one of those she gives you an
        extra gift.
        This is going to be so much fun…you are going to love it. See you tomorrow at 6:30!”




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