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1. PROVISORS STORY
Collaborating for Excellence
ProVisors members commit to uphold the highest standards of integrity, performance and accountability.
Our Mission Statement
ProVisors is a community of professionals who serve their clients as trusted advisors and share the highest standards of integrity, performance and accountability. ProVisors promotes and enables relationship building, information sharing and collaboration among its members for the benefit of their clients and one another.
Our History
ProVisors, founded in 1988 as Professionals Network Group, Inc. (PNG), was established to provide a community for professionals who believe success flows from a commitment to high ethical standards, devotion to the best interests of clients, and sharing resources and knowledge with fellow senior professionals. Two decades later, ProVisors is the community of choice for over 1,000 of Los Angeles, Orange County and San Francisco's preeminent professionals. ProVisors was incorporated in 1991.
Collaborating for Success
ProVisors members collaborate with one another to generate multi-disciplinary solutions not readily available elsewhere for their clients. As a result, many business owners and operators have come to depend on ProVisors members as valuable points of access to the community's most skilled and dependable professionals to meet their business and personal needs. ProVisors members do business with each other’s clients.
Our Members
ProVisors members are experts in a wide range of fields, including law, accounting, banking and finance, insurance, and consulting. Some are sole practitioners or members of boutique firms; others practice within large, global organizations. They serve businesses ranging from small companies to the Fortune 500, with a concentration in the middle market, and protect and advance the financial and personal interests of individuals and families.
Membership in ProVisors is limited to highly respected professionals whose standards of performance and quality of services are constantly monitored by their fellow members. This peer accountability is one of the greatest benefits for members and clients working with ProVisors professionals. Please review the ProVisors Directory if you are in need of a Professional Advisor. If you are interested in becoming a ProVisors member, please review our Prospective Member Questionnaire.
Our Meetings
ProVisors operates more than 40 groups consisting of 25 - 40 members each in Los Angeles, Orange County, and San Francisco, California. Each group holds a monthly meeting from 7:30am to 9:00am. The meetings enable members to develop deep relationships with one another, address specific client needs and share information, strategies, business opportunities, resources, and contacts.
Members with specific needs or skill sets may participate in ProVisors Affinity Groups as a benefit of membership. Throughout the year, ProVisors also offers special events, such as educational forums, social, cultural and networking events for its members and their guests.
2. CODE OF ETHICS
ProVisors members agree to abide by the following guiding principles:
1. Integrity: Behave in a legal and ethical manner based on honesty, truthfulness and fairness.
2. Performance: Possess the appropriate licenses, technical skills and proven professional ability to deliver exceptional levels of service to the business community.
3. Accountability: Accept responsibility for their behavior, including responding promptly to co-members and their referred clients.
4. Confidentiality: Respect the confidentiality of co-members and their referred clients.
5. Respect: Treat one another and the ProVisors staff respectfully, avoiding any action that may discredit ProVisors, co-members or their clients.
ProVisors members should report violations of this Code of Ethics to their Group Leaders and/or to the ProVisors office. Violations of ProVisors’ Code of Ethics or other rules may be grounds for expulsion.
3. RESPONSIBILITIES OF MEMBERSHIP
ProVisors members recognize that there is both tangible and intangible value to membership in ProVisors. To optimize the value that members bring to co-members and derive from membership, they commit to the following:
1. Ethics: I have read the ProVisors Code of Ethics and agree to abide by it.
2. Participation: I will get to know each member of my group. I will endeavor to attend at least 75% of my group’s meetings and I will RSVP on-line in advance of each month’s meeting. I will participate in my assigned troikas.
3. Collaboration: I will exchange referrals with and provide introductions to members of my group and throughout the ProVisors community.
4. Referrals: I will follow referral etiquette as described in the Member Handbook. I will communicate the outcomes of referrals to the referring parties in a timely manner, regardless of whether business actually transpired. As appropriate, I will publicly acknowledge referrals during group meetings.
5. Information Sharing: I will be a resource and proactively share information with my co-members.
6. Recruiting: I will foster the continued success of ProVisors by recruiting qualified new members. Prior to inviting a prospective member to attend a ProVisors meeting, I will ask the candidate to contact the ProVisors office to complete the Prospective Member Questionnaire, which is to be approved by the GL of the prospective member’s group of interest.
7. Fees for Service: If I employ the services of a ProVisors co-member, I promptly will pay fees for services rendered. I will resolve any disputes regarding fees for service directly with my co-member so that the ProVisors community is not affected.
8. Privacy: I will not solicit business from my co-members, sell or rent the ProVisors membership roster or send broadcast emails to members with whom I do not have a business relationship.
Members understand that if they breach any of these responsibilities of membership, their membership may be revoked immediately without reimbursement of any dues or fees previously remitted to ProVisors.
4. FREQUENTLY ASKED QUESTIONS
Question: PNG is working, so why fix it?
Answer: ProVisors’ leadership continually seeks to further the benefits of membership. The ultimate objective of the new marketing initiatives is for end users (prospective business clients) to recognize ProVisors members as the highest quality service providers in the community, thereby creating more revenue for each member and increasing the value of membership.
Question: Why is PNG changing its name to ProVisors?
Answer: ProVisors’ marketing committee compared the organization’s core strengths with those of competing organizations. The clear differentiation is that, unlike the competing organizations, ProVisors’ culture is focused on collaboration, rather than networking. Collaboration requires deep relationships, rather than simply meeting new contacts with the hope of getting a referral. Hence, we concluded that “network” should be dropped from the organization’s name.
Question: How will ProVisors enforce its new Code of Ethics and Responsibilities of Membership?
Answer: Enforcement of the Code of Ethics and Responsibilities of Membership will be at the group level. All members must confirm online that they accept the Responsibilities of Membership prior to joining or renewing. Additionally, group leaders will need to attest that members are in good standing prior to their annual renewal.
Question: What should I do if I witness a member violating the Code of Ethics or Responsibilities of Membership?
Answer: Report infractions of the Code of Ethics or Responsibilities of Membership to your group leader or to the ProVisors office for investigation.
Question: What should I do if a ProVisors member tells me that another member has violated the Code of Ethics or Responsibilities of Membership?
Answer: Advise the member to report the alleged infraction to his/her group leader or to the ProVisors office for investigation. Use discretion to avoid slander.
Question: Are the Responsibilities of Membership absolute requirements?
Answer: The Responsibilities of Membership are guidelines, with the anticipation that they will be met. Abiding by the Code of Ethics is an absolute requirement. Enforcement of the Responsibilities of Membership and the Code of Ethics will be at the group level, at the discretion of the Group Leaders. There may be instances where Group Leaders attest that a member is in good standing without meeting all of the Responsibilities of Membership.
Question: I can’t divulge my income from ProVisors referrals; how will I be assessed with respect to the “value of the seat” threshold for my group?
Answer: While each group should place a dollar value on each seat to create expectations among members, income generated through ProVisors referrals will not be tallied. Your group leader will be asked to attest that you are a member in good standing in advance of renewing your membership. It is likely that your group leader will consider the testimonials attributable to you in his/her assessment of your contributions relative to the value of your seat.
Question: How will ProVisors brand itself in the business community?
Answer: ProVisors is implementing marketing initiatives, facilitated by the recent increase in membership dues, to establish its membership as the highest quality service providers in the community. The prospective ROI is considered in assessing the various marketing opportunities, examples of which include:
• Establishing a calendar of high profile community events, such as the various Business Journal “best of” awards, to sponsor and/or co-promote.
• Deriving collateral (brochure/1-sheet/web page) to promote the success stories of collaboration among ProVisors members.
• Incorporating search engine optimization techniques to the member directory pages on the www.provisors.com website.
• Exploring methods of public relations to highlight the successes resulting from collaboration among ProVisors members.
• Advertising in target publications may be considered if the relative cost is reasonable and the perceived ROI is substantial (ie: tribute ad in the San Fernando Valley Business Journal congratulating ProVisors members nominated to the Top CPAs in the Valley).
Question: How will I and other members benefit from ProVisors’ branding and marketing initiatives?
Answer: As ProVisors’ brand identity as an organization of the highest caliber of professionals collaborating for excellence becomes known in the general business community, your stature with prospects/clients should improve by virtue of your ProVisors membership. The branding and marketing initiatives, facilitated by the increase in member dues, are anticipated to have a direct ROI for you as a member as well as for the organization as a whole. Specifically:
• The stronger culture within ProVisors resulting from the Value of the Seat theme should result in increased commerce.
• Improved accountability among members resulting from the new Code of Ethics and Responsibilities of Membership should result in a stronger membership base and increased commerce.
• You may benefit by attending high profile community events sponsored or co-promoted by ProVisors.
• New collateral documenting successful referrals and collaboration among ProVisors members should foster confidence in prospective clients referred by one member to another.
• Increased hits to your membership page on www.provisors.com resulting from the search engine optimization efforts may lead to new clients and referral sources.
• ProVisors’ increased stature in the business communities served should help attract the highest quality new members.
5. MEMBERSHIP
Membership is limited to one person per firm per ProVisors group. One exception is that two persons may attend from the Host firm, although only one has full membership privileges. Memberships are individual, non-transferable and non-refundable. There are no corporate rates and no shared memberships. Membership becomes effective the month of first attendance at a group meeting, regardless if that is the group you join.
ProVisors members are expected to be professional and responsive. Examples of conduct not meeting ProVisors’ expectations includes: directly soliciting other members for business; failure to maintain confidentiality; failing to attend troikas and other meetings, which one committed to attend; disrupting meetings; failing to follow-up on referrals; taking, not sharing; and other conduct not consistent with ProVisors’ Code of Ethics and Responsibilities of Membership.
Members must remain in good standing for their professions. A member who claims a professional credential (i.e. lawyer) must be in compliance with the standards of that credential or license. Failure to hold an appropriate license or any false statement will constitute grounds for dismissal from membership. ProVisors reserves the right to verify that both applicants and members are in good standing within their profession.
6. GUESTING
ProVisors membership includes the ability to guest at all other ProVisors groups up to three times at each group during the calendar year, subject to space availability and Group Leader approval. We encourage members to maximize the value of their membership by guesting at least once a month. Request to Guest on www.provisors.com.
7. AFFINITY GROUPS
Affinity Groups have been formed by ProVisors members seeking to meet with other members working in similar fields or markets. The primary purposes are the sharing / exchange of experiences, know how, and resources in order to better represent clients or otherwise advance their professional careers. ProVisors currently has the following Affinity Groups:
Cross-Cultural Business (CCB)
· meets the 2nd Wednesday of each month, 11:15am-1:00pm.
Distributors and Manufacturers (DAM1)
· meets the 3rd Wednesday of every other month, 5:30pm-7:30pm.
Distributors and Manufacturers (DAM2 in Orange County)
· meets the 3rd Tuesday of each month, 12:00pm-1:30pm.
Entertainment Industry (ENT)
· meets the 2nd Tuesday of every other month, 12:30pm-2:00pm.
Fortune 2000 (FOR)
· meets the 1st Friday of each month, 11:30am-1:30pm.
Green Group (GREEN)
· meets the 3rd Tuesday of each month, 12:30pm-2:00pm.
The Growth Group (GRO)
· meets the 3rd Tuesday of each month, 6:45pm-8:30pm.
Information Technology (ITA)
· meets the 4th Wednesday of every other month, 7:30am-9:00am.
Non-Profit (NPA)
· meets the 4th Tuesday of every other month, 6:00pm-8:00pm.
Orange County Non-Profit (OCNP)
· meets the last Wednesday of every other month, 11:30am-1:30pm.
Real Estate (REA)
· meets the last Wednesday of every month, 12:00pm-2:00pm.
Sole Practitioners (SPA1)
· meets the 2nd Monday of each month, 5:30pm-7:00pm.
Women’s Group (WOMEN)
· meets the 3rd Tuesday of each month, 12:00pm-2:00pm.
There are other groups which members have formed (social in nature or restricted as to who may participate) which are not Affinity Groups. These include the Book Club and the Valley Women's Group.
ProVisors has developed the following Affinity Group guidelines:
• Meeting format and agenda is typically tailored to the purpose of the group, with technical discussions and presentations, case studies and the like.
• While any member may attend an Affinity Group, guesting will be subject to space availability. Priority is given to members of the Affinity Group and their guests who may be candidates for future ProVisors membership.
• Non-ProVisors industry or technical resources are welcome to guest, at the discretion of the Group Leader. Return visits are limited to those guests who would be eligible for membership. However, guesting at an affinity group does not guarantee membership in ProVisors. It is possible that guests may not be suitable for membership.
• Non-members may guest at an affinity group one time before making a decision to join a regular ProVisors group. If the ProVisors office cannot find a group for a prospect in that time period, then they would no longer be allowed to attend. If a non-member attends an affinity group without having completed a prospective member questionnaire, they will be emailed a questionnaire to complete so that the ProVisors office may try to find an appropriate group for them to join.
• Affinity Group meetings are listed on the website calendar and in the ProVisors News monthly email. Monthly group meeting email reminders are sent to Affinity Group members identified by the Group Leader.
8. JOINT EVENTS AND SPECIAL EVENTS
Joint events (usually 2-4 groups meeting for breakfast) and special networking events are held each month. Special events rotate geographically between the San Fernando Valley, the Westside, Downtown and Orange County to benefit all our members in Southern California. Other events are held in Northern California to benefit our members and guests there. We encourage members to attend at least two special events each year.
9. MANAGEMENT
The Co-Founders and Managing Directors of ProVisors are Davis Blaine and Gordon Gregory. The organization's leadership, which is found on the ProVisors website, includes our: Advisory Council (AC), Group Leaders (GL), Group Leaders in Training (GLIT), and Membership Services Team.
10. PROVISORS ADVISORY COUNCIL
The Advisory Council is appointed by the Managing Directors and serves at their pleasure. The AC provides advice on a broad range of policy, growth, member services and programs, and fiscal matters.
11. GROUP LEADER (GL)
The role of a GL is to:
• build and maintain a group size of 28-40 members.
• foster the ProVisors Experience, including building community and assisting to deepen relationships among members.
• facilitate at least 10 monthly meetings annually.
• meet with his/her Executive Committee (EC) regarding membership, prospects, and the group.
• recruit new members.
• reinforce ProVisors’ guidelines and responsibilities.
12. EXECUTIVE COMMITTEE (EC)
Each group has an Executive Committee (EC) to assist the Group Leader in chapter leadership. Typically, the EC consists of 5 to 8 members. The GL, Host and GLITs are almost always members of the EC. The Managing Directors and ProVisors office staff are “standing members” of the committee.
Each EC performs many of the functions typical of a board of directors, including:
• Giving general guidance for the overall direction of the chapter, including ensuring proper member composition in terms of senior level trusted advisors and types of disciplines, and by inviting prospective members to guest. Reviewing questionnaires, meeting with and approving new members.
• Making suggestions about guest speakers, and special meeting topics and agenda items. Helping to plan and coordinate events.
• Providing feedback to the GL from the other members or themselves about items of concern.
• Contacting members who are not attending, do not seem committed, or will not be renewed.
• Encouraging and stimulating economic commerce among members.
• Serving as mentors to new members.
13. GROUP LEADER IN TRAINING (GLIT)
The role of a GLIT is to:
• understand the ProVisors culture and play an active role in fostering that culture.
• acquaint him/herself with all members and mentor new members to get them integrated into ProVisors more quickly in order to maximize the first year experience.
• populate groups with new members that meet the ProVisors member profile.
• reinforce ProVisors’ message of accountability, sharing and integrity.
• emphasize the exchange of referrals, information and resources.
• prepare to run an existing group, or to open and run a new group.
14. THE PROVISORS OFFICE
Prospective Members
• reviews prospective member questionnaires that prospects complete online to screen whether the person is a good fit for membership
• locates potential groups for a prospect based on their profession, specialty and geographical preference
• sends applications to prospective members at the request of the GL
New Members
• processes applicants and sends a new member package
• maintains contact with new members and helps them integrate into ProVisors
• facilitates the mentor program (GL assigns a mentor to each new member)
• invoices member renewals and processes payments
General
• maintains prospect and member guesting statistics and communicates with those who exceed ProVisors’ maximum guesting limits
• attends group meetings to get to know members to better help them connect with one another
• manages the website and weekly email broadcasts
• plans and manages special events and joint meetings
• sends email reminders to group members before each monthly meeting
• sends ProVisors News member information email on the first of each month
• produces quarterly Membership Directory and Newsletter
15. MEMBER PROFILE
ProVisors has a specific strategy for growing and strengthening groups in order to improve the value of ProVisors to all of its members. The key element of that strategy involves a targeted effort to recruit new members into the organization that fit the profile that we have found to contribute to and receive the most value from ProVisors. Not all professional contacts we make are appropriate candidates for membership.
In order to deliver a high value experience to each of our members, several specifics must be present. Our history has proven that when groups move away from the core membership being comprised of trusted advisors with vibrant client bases, the value proposition of the groups as a whole (and therefore ProVisors) begins to suffer.
While contributions from members can take many forms, we are only considering new members who fit the following profile:
• Trusted Advisor: influencer with clients who regularly go to him/her for advice, introductions to other professionals and resources both within and outside of their respective area of expertise or company/firm.
• Referral Maker: regularly makes and receives quality referrals and introductions. Professionals who are at the top of their game, as well as rainmakers with good deal / client / prospect flow who want to share / connect others. This includes younger professionals actively refining their skills at making referrals.
• Professional: reflects a high degree of competence, integrity, accountability, and accessibility. Needs to be in good standing, certified and/or licensed in their respective profession.
• Enthusiasm: positive and pro-active people who infuse energy, enthusiasm and feeling of community as well as add depth and meaning to their group and ProVisors.
• Markets Served: principally service middle market companies, established professional service firms and high net worth individuals. Connect at the center of influence, including owner, CEO, CFO, COO, investor and/or Board of Directors level. Provide services to professionals at the highest level of their firms.
Regardless of how “good a person” someone is, if they are not providing advice to the key decision makers at middle market companies or high net worth individuals, they will not be able to “give”, no matter how hard they try. Therefore, they are not suitable ProVisors members.
While Group Leaders will continue to have discretion regarding retaining existing members, we are stringent regarding admission of new members. For your reference, the following categories that seldom hold a trusted advisor relationship include, but are not limited to: residential real estate and/or mortgage brokers; marketing representatives for corporate service providers (i.e. payroll services, software vendors, document management services, etc.); providers of: IT and related services; graphic design; interior design/architecture; temporary staffing; employee leasing; and certain providers of presentation seminars and training, benefit programs, and human resources (consulting).
Clearly there may be some individuals in these professions who are trusted advisors, referral makers, etc, who would be admitted as members following the interview process. Current members who fall into any of the above referenced categories may continue their membership, which is based upon individual contribution to the economic vitality of their ProVisors group. If a member in one of these categories believes that he/she adds value to ProVisors because of their capacity and willingness to connect clients, resources, and members to their group, then their continued membership may be considered by their Group Leader. However, in general, new members will not be accepted from the above categories.
16. MEMBER MATRIX / COMPOSITION OF GROUPS
The primary focus of ProVisors has been attracting and retaining the highest quality members. The axiom is obvious: the more trusted advisors in each group, the closer the relationships and the more commerce is generated. We also know that lawyers and accountants most often serve as trusted advisors to their clients and maintain large active client bases. Thus, they have the greatest capacity to exchange quality referrals.
We intend to build new groups and to increase the number and quality of membership in the current groups. Based upon past successes and an analysis of our most successful groups, we have developed the following proposed guidelines:
Minimum Group Size: 28
10+ Attorneys
4 + Accountants
2+ Insurance
3+ Banking/Finance
2+ Investment Management/Private Banking
3+ Consultants, Marketing, HR, Recruiting & Benefits
2+ Real Estate
These guidelines are merely suggested numbers by category. However, more important than the quantity is the “star” quality of each member. ProVisors encourages each group to build the most effective group matrix for their group.
17. EXCLUSIVITY POLICY
Unlike most network organizations, ProVisors does not promote exclusivity within a profession in a group. We welcome more than one member in the same profession / specialty in each group. Often professionals in similar specialties are each other’s best referral sources. We want top level professionals with significant practices and clients. Thus, any one group may have significant overlap among members. This open approach produces these important benefits: larger, more interactive groups which thrive over time; more commerce exchanged among high level professionals who understand their clients’ needs; and better opportunity to build relationships with a wide variety of resources and personalities.
While some groups tend to minimize the professional overlap, the ProVisors structure for a group is based on the following concepts:
• Two or more persons in the same profession may want to participate in the same group.
• Membership is on an individual basis. One member's personality may not match the prospect's style. Often, you may want to refer two or three persons to a prospect. For some of us, providing more than one referral is a requirement of our profession or firm.
• In addition to personality differences, very few persons even in the same discipline do the same work. For example, two intellectual property attorneys may have totally diverse practices; one may handle only patents, while the other specializes in trademarks and copyrights. Each group should know these types of distinctions.
• More important than the discipline may be the client base of that person. Two corporate attorneys could fit well in the same group. The size of the firms might be significant (large vs. small). The type of client (technology vs. healthcare providers) may distinguish the two. Also, firm "conflict of interest" could necessitate a referral to the other corporate counselor. The key is to find and emphasize the differences, rather than automatically assuming that the two are competitive and inappropriate for the same group.
• Certain categories of professionals are over-broad. For example, a financial planner might provide life and health insurance products, investment advice, tax counsel, etc. That person should join a ProVisors group focusing on one of those areas of specialty.
• ProVisors Group Leaders and the ProVisors office have final discretion over admission, retention, and maintenance of the balance of professions and specialties within groups.
18. SOLICITATION (AND MEMBER COMMUNICATIONS) POLICY
ProVisors members do business with each other's clients. In fact, this is one of the hallmarks of ProVisors - that members do not sell to each other. Direct and/or persistent soliciting of business and unsolicited distribution of marketing materials to other members is not only frowned upon, but may be grounds for expulsion. We are committed to safeguarding open communication and appropriate sharing among members.
What is ProVisors' definition of solicitation?
Directly asking for business. Any communication that is a direct solicitation to action. Directly promoting a product or service from which you will receive remuneration from the sale or transaction. However, if a member asks another member about his service or for individual help, there is an expectation that you can sell directly to that "open" member.
When is it OK to email members?
Emailing other members is a privilege of membership (to be able to make such broadcasts to other members you know) as long as:
1. you have a business relationship with the other member. Just attending the same event or group meeting may not constitute a relationship.
2. the information is educational and informative (and does not ask for business).
3. there is an opt out for members to easily choose to no longer receive future emails. Do not hesitate to opt out if you do not find the communication useful. Members should not be offended when members opt out. If a member asks to be removed, do not email the member to ask why.
Why post information on the weekly email blasts or send it in the quarterly member mailing, rather than emailing members directly?
Members feel inundated by email. Often, direct email blasts to members create more ill will than goodwill. ProVisors encourages members to add information and events to the weekly Needs/Deals/Wants broadcast or send a 1-sheet or brochure in the quarterly mailing, rather than bulk emailing members.
What is acceptable according to ProVisors' solicitation guidelines?
1. Tombstone or newsletter emails where information is shared and nothing is requested.
2. Asking for warm introductions to a specific person or specific types of people (who may be interested in your services) in the Introductions section of the ProVisors Community email. Blanket introductions are not permitted.
3. Passing along discounts on computers or other items or events, as a service to members.
4. Bringing your 1-sheets or marketing material to group meetings, if approved by the group leader.
5. Sending 1,100 copies (approximate number of members at this writing) of your 1-sheets to the ProVisors office to be inserted in the next quarterly Member Directory and Newsletter mailing.
What is NOT acceptable according to ProVisors solicitation guidelines?
1. Using the troika sheet after a group meeting to email members about your services. Remember, even though you may have met the members, it is not okay to email them to provide company information, ask for referrals, or try to sell them something.
2. Automatically adding members to your group email or email newsletter list, without asking them FIRST if they would like to be added.
3. Members may talk about books they have written and post the information in the ProVisors Community blast. However, they may not directly offer them for sale to members.
ProVisors encourages our members to proactively market their firms and themselves to one another, provided the marketing is done in "GOOD TASTE."
Written Materials
You are welcome to hand out, mail, email, or fax written materials which are educational and informative (including 1-Sheets, firm newsletters, tombstones, firm brochures, economic forecasts, needs-deals-wants, article reprints, seminars, firm announcements, legislative/legal/tax updates, advisory and technical articles). You may not solicit any business. You must provide an easy way for the recipient to "opt out" from future distributions.
ProVisors does not endorse member seminars. You are welcome to offer special pricing for ProVisors members; however, do not represent that your seminar is backed by, endorsed or in any way associated with ProVisors.
We are all competing for mindshare in order to generate referrals. Written materials permit us to show what we know, our successes, how we add value, the types of problems we solve and why we are unique and different.
Soliciting Business
Members participate in ProVisors to increase business, most often through referrals. But in many instances, the member can be the client. You are welcome to meet with other members, exchange information on the services you provide, and express an interest in doing business should the other member ever have a need. For example, "I would welcome an opportunity to work with you," "develop some quotes for you," or "review your portfolio." In addition, you may wish to discuss how you make referrals or your views on reciprocity.
However, ProVisors is not full mortal combat. Direct and/or persistent soliciting of business and unsolicited distribution of marketing material from other ProVisors members is not only frowned upon, but is grounds for expulsion from ProVisors. We are committed to safeguarding open communication and sharing among members.
Members should refrain from sending email broadcasts to ProVisors members who you have not met, and who have not requested your information. The ProVisors office is happy to review emails for compliance to our solicitation policy prior to sending them.
19. POLITICS AND PROVISORS
ProVisors meetings and email broadcasts are not a forum for political, charitable or social causes.
Announcements of political or religious events are allowed, given that ProVisors has the following disclaimer: Email announcements are a free service provided to members and other interested parties. All messages that appear are the sole responsibility of those persons posting the message. ProVisors does not control the content of any message posted nor does it warrant the accuracy, integrity or completeness of any message. ProVisors makes no warranty that any content in the Email Broadcasts will meet member requirements, be received as uninterrupted, timely, secure, or error free. If members do not wish to receive the weekly broadcasts, log on to the website and edit your member profile.
Meeting Topic Policy
Open dialogue about any topic subject to all views is welcome as long as the meeting is purposeful in promoting relationships and commerce. Outside speakers may lead a discussion, as long as they are a neutral resource for the topic.
20. NETWORKING TIPS
What is Networking
• Making a meaningful connection with another person by taking a sincere interest in them.
• Networking is not running through a room of people throwing your business cards at everyone. However, please bring business cards for people you meet.
Key Elements
• Wear your name badge on your right lapel (opposite your heart). Thus, when you extend your hand to introduce yourself your name tag will naturally move forward and be most visible to the other person.
• If carrying a beverage, do so in your left hand. Thus, when you extend your hand to introduce yourself, you will not have to juggle your beverage, nor will your hand be cold and wet from an iced drink or hot and clammy from a hot drink.
• Make eye contact but do not stare.
• Don’t just talk about yourself. Listen to the other members.
• Don’t be a reporter who unrelentingly asks question after question. Allow a dialogue to take place.
• At a ProVisors event, don’t try to meet everyone in the room. Try to make a few meaningful contacts and lay the foundation for a trusting relationship to develop.
21. GROUP MEETING INTRODUCTIONS / ELEVATOR SPEECH
We do business with people we know, like and trust. Your introductory or elevator speech (a short presentation of what you do) is to pique curiosity and leave the other person wanting to learn more. Include a well-crafted 20-second "mini-case story" to illustrate why a member would want to call you to help them with their client.
22. TIPS FOR A SUCCESSFUL TROIKA
Prepare for the Troika
• Bring your calendar to group meetings so that you can schedule a troika that day. If your secretary keeps your calendar, have a hard copy of the next month so you can make plans. It is inconvenient for everyone to email back and forth trying to find a date after the meeting.
• Appoint someone to confirm the troika a few days before the meeting. Exchange cell phone numbers so that if you are going to be late or cannot attend, you will be able to notify others. Never cancel a troika via email the morning of the troika. Remember, most people are not in their office at 7am because they are coming straight to the troika meeting. If necessary, send an email and call to cancel.
• Log onto the ProVisors website to read your troika partners' 30 word description and 1-sheet or log on to your troika partner’s websites. This way, you will have a general idea about what they do and what more you want to know. It will help you stay focused on the conversation.
• With pre-planning you can think about how you can help fellow members and their clients, and to whom you can introduce them. You can identify other partners at their firm who have different specialties. Your troika partners will see that you took the time to find out what they do. They will appreciate it and, hopefully, model after you to do the same for others.
At the Troika Meeting
• Listen. Think about how you can help the others in your troika and how they might be able to help you.
• Be courteous and unselfish. Prepare to learn more about others first. Don't dominate the conversation. Each person should be able to discuss their business.
• Don't just say what you do. Give examples and tell stories. Most people understand and remember when they can visualize what you do.
• Ask open-ended questions. Where do you spend most of your time? Who is your typical client? Where does the majority of your business come from?
• Indirect referrals are key. Offer to introduce them to the type of professional who would generate the most business for them. Ask them to do the same for you.
• Ask them to invite their key referral sources to their or another ProVisors meeting. Give them examples of trusted advisors who have an established cadre of on-going clients who see them as a valuable advisor in more than their specific area of expertise.
• Give fellow members praise and ask if your troika partners know that person. Think of ProVisors members your troika partners don't know who may benefit from the introduction.
• Invite your troika partners to ask you questions to help them better understand what you do, how you add value and how you could collaborate with them.
• Ask each person to describe two of their clients to further help you understand what they do.
• Leave an impression. Have 1-sheets or handouts to give your troika partners as take-a-ways. Send a note or pertinent piece of information after a meeting.
Follow-Up
• If you said you were going to make a call or contact someone to make an introduction, do what you say; then, call your troika partner to let them know what you have done.
• One meeting may not be enough. Additional meetings over time will increase the probability of referrals. Send updates about your practice; new cases you have worked on to show how you can be helpful to referral sources and their clients; remind each other about professionals who help build your practices; make new introductions; and share innovations in your field.
23. REFERRALS
How Long will it Take to Receive a Referral?
• Members should come prepared to share their network, including experiences, introductions, technical experience, and client referrals. As a guideline, we tell new members not to expect to be referred business for 12 to 18 months. We are a relationship-based organization, not leads-based. It takes time to develop relationships of trust.
Referral Etiquette
To eliminate any confusion regarding the protocol for referrals between and among ProVisors members, the following guidelines are recommended:
• Always go back to the original referrer/initiating party (IP). If at any time the client asks the referring party (RP) for a referral, it is standard protocol that the RP should go back to the IP and let them know the client is asking for a referral prior to giving a referral. That way the IP has the option of coming back to the client with their own referral. Or, the IP may offer for the RP to refer his resources to fill the client’s need.
• Referrals are at the core of ProVisors. Dynamic and productive referral relationships are based on communication, mutual respect, and reliability among ProVisors’ network of professionals. To maximize effectiveness and eliminate confusion regarding ProVisors’ member referrals, please consider the following guidelines:
Know Your Referral Sources
• Understand the capabilities or practice of the individuals to whom you refer work. This allows you to make referrals with confidence and helps ensure a successful transaction. If you are unsure of a referral source’s ability to handle a particular project, postpone any action until you can gather the necessary information to make an informed referral.
Options Are Appreciated
• Unless it is a “bet the company” kind of situation, consider providing more than one referral when possible. Your client will appreciate the opportunity to have a choice, and may find one source to be a better match for his or her personality or budget. This approach gives you the opportunity to provide potential new business to more individuals within your cadre of referral sources.
When It’s Not the Right Fit
• While every referral is appreciated, not every referral is appropriate. If you are unable to meet the needs of a referred prospect, (or, if during your conversation with a referred prospect you learn of an additional need), please direct the individual back to the IP. A call to the IP advising him or her of the situation is encouraged. Always give the IP the opportunity to communicate with his or her contact and the chance to readdress the initial request for assistance or provide a different referral.
Communicate Your Appreciation
• Acknowledge referrals whenever they come your way, regardless of whether a transaction occurs. Your colleagues will appreciate the recognition of their efforts to help build your business and will be more inclined to direct other prospects to you. Express your high regard for the IP to his or her referred prospects and you can help strengthen their relationships, as well. Observe privacy and political protocol where appropriate.
Communicate Expectations Upfront and Provide Follow Up
• Remember that the IP, acting as a trusted advisor, has directed an important contact to you for service. Respect this relationship by keeping the IP informed of your progress in a timely and succinct manner. When you are the IP, be specific about the frequency of follow up communication you require. Courtesy is the standard. Respect each other’s time and “need to know” information, as well as any fiduciary and privacy requirements.
Referral Fees
• The ultimate spirit and intent of ProVisors involves the free flow and exchange of ideas and potential clients. As a result, unless otherwise customary and discussed at the time of the referral, it is not acceptable to expect or demand a referral fees for prospect leads. In those cases where referral fees are customary, the fee split should be discussed at the time the lead is given.
24. HOW TO GIVE A PROPER TESTIMONIAL
Testimonials are most meaningful when they tell a story. The purpose is to explain why the person who referred you is special, why they are good at what they do and why everyone needs to get to know them. When thanking someone for something, tell the name and firm name of who you are thanking, what they do, their client need and what you do by describing what you did for the client. For example:
I’d like to thank Bob Smith of ABC Accounting Firm. Bob’s area of expertise is tax planning and compliance. Bob had a client who needed help with preparing a will and setting up a trust. I met with his client and created all the necessary estate and trust documents while at the same time working with Bob to achieve significant tax savings. My name is Susan Jones of Jones and Gerson.
25. FREQUENTLY ASKED QUESTIONS ABOUT WWW.PROVISORS.COM
HOW DO I LOG ON AS A MEMBER?
As a new member of ProVisors, we want to make sure that you know how to log on to www.provisors.com. Your username is the email address you put on your application, and your password is "password" until you log on to the member homepage and edit your member profile.
WHY LOG ON?
Log on to www.provisors.com to:
• RSVP for your group meetings (go to events from the member homepage or on the left hand toolbar);
• RSVP to request to guest at other group meetings;
• RSVP for upcoming special events;
• Edit your member profile, which includes your contact information, business description, organizations, social clubs, and charities with which you are affiliated, where you received your graduate and/or college degrees, and any speaking/teaching experience;
• Post a Need/Deal/Want or review all current Needs;
• Review the Resources section, which contains links to other website and internet resources that members have found useful;
• Post or review Knowledge Base documents, which represent the collective experience and knowledge of members on a broad range of business topics such as law, finance, insurance, human resources, management and marketing.
HOW DO I RSVP FOR MY NEXT GROUP MEETING?
Once you log on to www.provisors.com, click on Events. If you do not see group meetings on the calendar throughout the month, you are not logged in. If you do not have a button to RSVP or Request to Guest, you are on a meeting date that has already taken place. Scroll to the next month to go to the next possible meeting to attend.
Click on the acronym of the group (for example, BH1) that you would like to attend. Each group meets on the designated same day of the month from 7:30am-9:00am. If you are a member, you will have a RSVP Yes and a RSVP No button. Click if you will or will not attend. Your RSVP will automatically be added to the RSVP list which the Group Leader and Host are able to view.
If you are not a member of this group, you will see a Request to Guest button. Once you Request to Guest, an email is sent to the Group Leader of that group. He/she will either approve or decline your request. You will receive an email letting you know the results of your request. Do not attend a group meeting unless you receive an email back acknowledging that your request has been approved. If you requested to guest and have not heard back from the Group Leader, send him/her an email or contact the ProVisors office. If you are declined to guest, it is usually for space reasons. Some groups only have so many seats. Try to RSVP again for the following month to see if the group has room.
HOW DO I GET MY PASSWORD IF I HAVE FORGOTTEN IT?
Go to www.provisors.com. At the bottom left hand side, click on Forgot your password? Enter your first and last name exactly as it on the website (Joseph vs. Joe / case sensitive.) and email address that is on your profile on the website, then click on Go. Your password will be emailed to you at that address. If you have problems, contact the ProVisors office.
HOW DO I CHANGE MY PASSWORD?
To make changes, log on as a member and click on the Edit Profile box at the top right hand corner of the Member Homepage. After you make changes, click on preview changes. Review the changes and if OK, click on SAVE at the bottom of the page. Click on MAKE CHANGES if you have additional corrections. You must always click on SAVE when you are finished.
HOW DO I ADD A PHOTO TO MY MEMBER PROFILE?
Is your photo on the website so when members search for a resource they will recognize you? If not, we will arrange to bring the camera to the next ProVisors meeting or event that you plan to attend. Or, you can email a photo to provisors@provisors.com in jpeg form and we will upload it. All photos should be a digital headshot with high resolution, 300 dpi or better.
IS IT IMPORTANT TO HAVE A 30 WORD DESCRIPTION?
Yes, make sure the 30 word description of your business that is listed on your member profile on the website is current. Members often search the website by keyword. Add or edit your 30 word description by going to the member homepage and clicking on "Edit Profile”.
HOW DO I GET A LIST OF ALL MEMBERS?
The Downloadable Member Database (in Excel and Text file versions) is available on the Member Homepage. Click on the "Download Member Database" circle located in the top right-hand corner of the page.
You can also print a list of all new members who have joined ProVisors. Go to the last issue of ProVisors News (emailed to all members at the beginning of each month) and find the link at the bottom of the email.
HOW DO I GET A LIST OF ALL PROVISORS MEETINGS?
The Confidential Members Only Calendar lists all group meeting dates, locations, and contact information for each quarter. A link is emailed to all members in ProVisors News, which is emailed to all members at the beginning of each month.
HOW DO I SEARCH FOR A MEMBER?
Go to www.provisors.com. Click on the Members toolbar. All member profile fields are searchable. You can search by name, profession, group, supplemental information - by category, city, zip, keyword, or, a combination of any these fields. Above the searchable field options, you will see that there are also 3 different view possibilities: List View, List with Photo View, and Yearbook View.
For example, if you want to find an estate planning attorney, search by profession attorney and enter estate planning in the keyword search. You can click on Sort By Group on the header of the results to sort the results by groups to find someone in your area. Or, you can search by profession attorney and enter estate planning in the keyword search and enter a zip code or city name to find the closest results to your preferred area.
26. POSTING A NEED/DEAL/WANT ON PROVISORS EMAIL BROADCAST:
The purpose of all ProVisors email broadcasts is to promote commerce by increasing the number of opportunities to connect with your contacts and make a positive impact on others. As a member benefit, the following email broadcasts will be sent according to the schedule outlined below. Members are encouraged to submit items and to share items in the broadcast with their contacts that could benefit from the information.
After logging on to the website, click on “Add a Need/Deal/Want” on the Member Homepage. A description of the data required to submit a Need is found below:
Category: The list below will assist you in selecting the correct category for your notice.
BUSINESS TO BUSINESS (B2B) - Sent Tuesday evening 5-6 pm.
Business to Business is a business need for you or your clients, to request a "business solution." Commerce is involved. Money will be exchanged.
JOBS - Sent Wednesday evening 5-6 pm.
Jobs: Positions Available - either in your firm or a client's firm.
Jobs: Seeking Position - for individuals looking to change careers or family members and associates seeking employment.
The text for the following Needs will not appear in the email blast, but a link will be included to direct members to the website to view all the details:
Jobs: Positions Available with an Executive Recruiter
Jobs: Seeking Position with an Executive Recruiter
PROVISORS COMMUNITY - Sent Thursday evening 5-6 pm.
Introductions - Member requests for an introduction to a specific company or individual. We do not allow people to make blanket requests and go trolling for business. "Seeking introductions to any senior level manager at mid-sized banks" from a mortgage broker is not appropriate.
Events - Events that may be of interest to PNG members or their clients, including charitable functions which members may not be exposed to through mailings or other organizations.
In The News - If a member has recently been featured in print, on the air or as a speaker at an industry meeting; articles or books recently published.
Transitions - When a member changes from one firm to another; or moves their office and has new contact information. This is also where a member's firm can announce the addition of a new partner or other senior level professional.
Classifieds - Business related needs such as: office space wanted, available / in search of theater, concert, or sports tickets, office equipment, board openings.
Announcements - Personal announcements such as marriages, births and deaths.
Personal Classifieds - Looking for personal resources or contacts such as house/dog sitting services, gardener, nanny, etc., cars or merchandise for sale, resort information, time shares.
The text for the following Needs will not appear in the email blast, but a link will be included to direct members to the website to view all the details:
Member Events - Seminars hosted/sponsored by a member’s firm or that have a member as the speaker. We allow members to post their programs and charge a fee, but the program must have a specific date & location.
Member Listings – All business products and services for sale by members, including auction items, homes, investment properties, office space/sublets and businesses for sale.
Title: Fill in the title (use all caps).
Description: Add a description (not to exceed 600 characters including spaces.)
Contact Information: Your contact information will already appear since you are logged in. If you would prefer that members respond to someone else, i.e. your assistant, change the contact name to that person, their email address and phone number.
Once you have completed the form, click Submit to send your Need to the ProVisors office for approval.
Length of time the Need will be posted: Your Need will appear on the website for one month or until the date of the member event once the ProVisors office has approved it. The Need will appear, according to the type of submission it is, in the next email broadcast for that category. The Need will be sent to all selected members once. If you would like the Need to appear the following week, you must re-submit the Need/Deal/Want on the website. Please contact the ProVisors office if you have any questions.
Needs/Deals/Wants response policy: The response that people receive from a ProVisors Needs/Deals/Wants posting in our weekly email blasts can be overwhelming. Members appreciate the benefit of this and sometimes hundreds of responses are received. We want to clarify "ProVisors manners". Our official policy is that thanking each person who responds by phone or email is NOT required. Something that is meant to be a benefit should not result in the burden of responding to hundreds of people. It is understood that people are grateful for the assistance offered by other members.
27. HOW CAN I GET ASSISTANCE DEVELOPING A 1-SHEET?
Is your 1-sheet marketing piece part of your member profile so members can learn more about what you do? Email us your 1-sheet and we will upload it to the website. 1-sheet files must be 200 KB or less due to website constraints. You don't have a 1-sheet? Need some ideas? Contact the ProVisors office. Also, on www.provisors.com you can get ideas from other member's 1-sheets by clicking on "Member 1-sheet" (listed below "Website" if they have a 1-sheet) on each member's profile.
28. HOW CAN I GET MY 1-SHEETS INCLUDED IN THE NEXT MAILING?
If you would like your 1-sheet distributed in the next Membership Directory and Newsletter mailing, contact the ProVisors office to ask how many copies you should have delivered to the ProVisors office and the deadline by which your 1-sheets must be received to be included in the next mailing.
29. ADDITIONAL MEMBER BENEFITS/MENTOR PROGRAM
New Member Events: These networking breakfasts or lunches are designed to help new members integrate more easily and more quickly into ProVisors. The Boot Camp portion of the meeting will include many tips, including how to get the most value from guesting, how to benefit the most from troikas, referral etiquette; how to successfully give a proper testimonial; and how to use the website to the fullest.
Mentor Program: Our history shows that member retention is higher when a new member feels their first 12-18 months of membership is successful. With GLs, GLITs and EC members working in tandem with the ProVisors office, we hope that new members will have a better understanding of how ProVisors can be valuable to them and their clients, as well as how they can be more valuable to ProVisors. Each new member will be paired with a GL, GLIT or member of the EC in their group.
Conference Room: If you need a location to meet with clients in the San Fernando Valley, call to reserve the conference room in the ProVisors office in Sherman Oaks. Seats a maximum of 6. Free of charge.
Projector: Members are welcome to borrow ProVisors’ LCD projector and 4’ screen to use with your laptop to make a presentation. Members are responsible for pick up and delivery from the ProVisors office.
The Parking Spot: Reduced parking at LAX. Print the coupon (on the website under Resources, Member Benefits) and present upon exit. Please show your ProVisors name badge as you exit to receive the 15% discount.
ProVisors Members 1-Sheet: Available on the website by clicking on Resources on the left hand sidebar, then member benefits. For printed copies, call the ProVisors office.
This 1-sheet is designed to help you recruit the stars in your personal network into ProVisors.
ProVisors Business 1-Sheet: (available both in pdf and text version). If you’d prefer to put the text on your letterhead, this is a text version of the 1-sheet modified for that purpose on the website. Click on Resources on the left hand sidebar, then member benefits. For printed copies, call the ProVisors office.
This 1-sheet is directed to business owners. It reveals the compelling benefits of working with ProVisors professionals to meet their business and personal needs. When used as part of your marketing materials, you demonstrate that you can connect your clients to a wide range of expert and accountable professional resources, and that you can work with other professionals to provide multi-disciplinary solutions.
30. MEMBER RENEWALS
ProVisors membership dues are annual. On the 15th of the month prior to your renewal anniversary month, you will be emailed to let you know that your dues will be due the following month. When you log on to the website and go to the member homepage, you will find your invoice so that you can pay your dues online. If you prefer to pay by check, please send a check made out to Professionals Network Group to the ProVisors office.
31. HOW DO I INTRODUCE A TRUSTED ADVISOR TO PROVISORS?
Do you know a trusted advisor who you would like to introduce to ProVisors? Ask them to complete a prospective member questionnaire by clicking on the Membership Information toolbar on www.provisors.com. We will help them find an appropriate group with an opening for them to attend as a guest based on their profession/specialty and geographical preferences.
Before inviting your top referral sources, your “A” resources, to attend a ProVisors group meeting, familiarize yourself with the Member Profile and confirm that the Prospective Member (PM) meets ProVisors’ criteria. If your PM does not fit the Member Profile criteria, he/she should not be invited to attend a group meeting. If you are unsure, contact the ProVisors office.
Once you have identified a PM, every PM needs to complete a prospective member questionnaire as part of the introductory process. You can either ask the ProVisors office to email them a questionnaire, ask them to contact the ProVisors office (818-382-6496) for the questionnaire, or direct them to the website to complete the questionnaire online. The questionnaire is under Membership Information on the left hand toolbar. Their responses will give the Group Leader (GL) and Executive Committee (EC) more information to help determine whether or not they are a suitable member.
After you determine that your PM meets the Member Profile criteria, contact your GL if you would like to bring the PM to your group meeting as a guest. If you prefer ProVisors to be the direct contact with the PM and to locate the most appropriate group for him/her to attend as a guest or if he/she is seeking membership in a group other than your own, contact the ProVisors office.
Once approved by the GL, the PM will be invited to attend the next group meeting as a guest, at which time he/she will be placed in a troika with an EC member. As a reminder, non-members may guest up to four times at ProVisors groups over a three month period before making a decision to join.
After the troika, the GL and the EC will determine if the PM should be extended an invitation to join ProVisors and their group. In the event the EC feels the prospective member might be in conflict with an existing group member, it is suggested that the existing member speak with the PM to see how they might collaborate. The member then reports back to the GL about their discussion and a decision is made whether or not to invite the PM to join the group.
If the EC agrees to invite the PM to join, the GL will ask the ProVisors office to email an application to the PM. The PM will return the completed application and membership dues to the ProVisors office. ProVisors membership will begin the first month a PM attends a group meeting, regardless if that's the group they join.
The GL and EC will make a decision about whether the PM is a good fit with their group and will notify the PM and the ProVisors office of their decision. If they believe the PM is suitable for ProVisors, but is not a good fit for their group, then the ProVisors office will try to locate another appropriate group for the PM to attend as a guest.
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