Mastermind Guidelines and Agenda

 
Mastermind Banner.png
 
 

Purpose

Empower business and/or personal growth, support and engage in strategic planning, explore initiatives to increase productivity and well-being while working remotely and create accountability partnerships to generate measurable results.

Selection Criteria

The selection of the members for the mastermind group will be made by Quest, who will prioritize professionals that can both help and learn from each other. With that said, the main points that will be considered when putting the group together are:

  • Similar experience levels

  • Similar ambition levels and desires for achievement

  • Similar values, beliefs, and ethics

  • Different and complementary skills

  • No competitors

Meeting Frequency

  • The group will meet for a 1-hour talk every week, for 6 months. 

  • As soon as the admission of all of the members is confirmed, the facilitator will poll the group to determine which day of the week and time works best for everyone.

Group Guidelines 

Presence

  • Members are expected to arrive on time to all meetings. If any member will not be able to make it, he must communicate the group facilitator with 24 hours in advance.

  • Members who miss a meeting must donate $25 to the charity of their choice.

  • Members who are late for a meeting must donate $1/minute to the charity of their choice.

Privacy

  • This is a safe community built on a foundation of trust and respect. Everything discussed during a mastermind session is private.

  • Members will receive a Non-Disclosure Agreement before the start of the meetings, and must consent and comply to it to participate of the group. 

  • Members may publicly quote something said on the private Slack channel only after requesting permission.

  • Disclosure of membership: Though this is a closed group, we do desire that others be aware of and have a chance to experience the support and accountability of a mastermind group. So, public acknowledgement of membership to this mastermind group should always be paired with a link to Quest's mastermind group or a relevant page on how your readers can find and join a mastermind group.

Meeting Preparation

  • Members should fill up and send the "Weekly Update Sheet" to the facilitator at least 60 minutes before the meetings.

  • The member who is in the "hot seat" of the week must also send, in addition to the "Weekly Update Sheet", the "Hot Seat Briefing Sheet".

  • The templates of these will be shared with the members by the facilitator before the first meeting, when he will clarify any question or doubt regarding the process.

  • The group will meet online via Zoom (or any other video chat service in case it suffers from technical issues). All of the members, therefore, must have access to an internet connection, a camera and a microphone. All of these must be tested before every meeting, and in case of any technical issue the members must communicate the facilitator in advance. 

Maintaining Focus

  • The purpose of the mastermind group needs to be at the forefront of everyone’s mind at all times. Without focus, the group can turn into a social gathering or a support group, which does not bring the members closer to the reason the group was formed in the first place. Support groups offer companionship and encouragement where you’re at. A mastermind group, however, is about moving forward, helping members to achieve their goals. To sustain forward motion, all members must be committed to the effort to grow and call each other onward and upward. What is not part of the meetings:

    • Preaching

    • Secret Agendas

    • Trying to generate leads or promote products or services

    • Distractions or multitasking of any type - Phones, TV’s, Email, Social Networks, etc.

    • Psychotherapy

Member Roles

  • The only role that is mandatory is the facilitator, and that will be performed by a Quest's coach. He is the opening and closing speaker and responsible for running the meetings.

  • It is strongly suggested that the group elects a note-taker, who writes down major points of the meetings and posts them on the Slack channel. It is up to the members of the mastermind, however, to decide for the adoption or not of a note-taker. 

Group Communication

  • The weekly goals of each member will be shared after the meeting by the facilitator, in order to promote accountability among the group.

  • Quest will create a private Slack channel exclusively for the group, where all the members can send messages, share files, links, and ideas.

  • Other opportunities to interact include:

    • Via Email, although we recommend it to be avoided;

    • Reading and providing feedback on each other’s websites, blogs or social media posts;

    • Sending relevant and useful reading material for other members, which will be also listed in a private page by the group's facilitator.

Exclusion of a Mastermind Group Member

  • Members can expect to be asked to leave the group if they violate the trust of the group or act in a way that hurts the group or any of its members. 

  • If any member miss two meetings in a row without previous communication they will be considered missing in action, and will be excluded of the group.

Members Commit to the Recommended Practices

All members are expected to contribute and participate equally in both receiving and adding value.

Criticism should be constructive and positive.

You shouldn’t hesitate to communicate between meetings. We encourage you to text all of your comrades if you have a big win, or ask for an emergency call if you’re in a bind.

Talk to the group when you feel like you’re not getting what you want out of your meetings. Let them know what you need to feel supported. Ask them if there’s something that you’re not doing to get the most out of the group. It’s possible that you just need to speak up.

If a specific problem with a member arises, members commit to working through their issues privately, one-on-one.

Don’t interrupt members while they’re talking, even if it’s to help. Write your questions and suggestions down and bring them up after they’re finished speaking. You are all peers. Don’t lecture others and be open to different perspectives.

Celebrate the milestones of your members. Don’t forget that their accomplishments are also your accomplishments, so celebrate for the both of you.

Be vulnerable and encourage your members to be the same way. Real breakthroughs happen when members don’t hold back. This is not a networking event or an interview. Honesty, vulnerability, and trust are essential for your personal and professional growth within the group.

You can’t expect the group to do all of the work for you. Even with the powerful benefits of a mastermind group, you need to take full responsibility for what you give yourself from each meeting.

Have Fun: Sometimes you just need to have a good time. Focus is important, but burnout is a fact of life and you don’t want it happening to your group.

Be present. It doesn’t matter if you don’t have anything to share, or if the meeting is focused on someone else that day. Shut everything off. Focus on the group. Commit to giving it all your attention and effort for the time you’re together.

Worst Practices for Members to Avoid

✖ Members are not committed. They don’t show up for every meeting. They make excuses why they didn’t achieve the actions and goals they set for themselves.

✖ They don’t pay attention during meetings and/or don’t participate fully.

✖ The members fail to hold each other accountable. They don’t hold people’s feet to the fire and they allow members to make excuses about why something didn’t get done.

✖ The group members don’t feel safe in the group environment. People will not open up and talk about their problems and challenges if they fear ridicule or rejection.


IMG_6427.jpg

Meet the Facilitator

Hi, I’m Danilo Kreimer. I am the founder of Quest Coaching, with the mission to coach and connect remote professionals and organisations. The project expresses my passion for remote work, entrepreneurship and coaching. I both run and participate in mastermind groups.

Why I do This

Being a remote worker myself, it is my passion to help professionals to grow their own business and work better remotely. Mastermind groups are the best way to help people become successful when they are struggling on their own.


Recommended agenda

  • The group keeps an agenda that remains pretty much the same every time we talk. Structure and order create habit and it’s also conducive to getting things done.

  • As previously stated, as soon as the admission of all of the members is confirmed, the facilitator will poll the group to determine which day of the week and time works best for everyone. Therefore, the time in the agenda bellow are only an example to illustrate the duration of each of the phases.

17:00 ~ Welcome

The facilitator welcomes the group and opens the meeting with relevant information.

17:10 ~ Short update on previous week (all members)

The facilitator quickly pass the word so that each of the members can give a short update on their previous week initiatives and results. Each person will get time to share what is their current situation and follow up on commitments, as well as ask for recommendations and/or specific reading resources to be shared after the meeting.

17:20 ~ Hot-seat session with one member (scheduled in advance)

One person will be previously selected to be the focus of the session that week. This is called the “hot seat” and it alternates every week, so that every member can have and in-depth discussion about their own situation. You can ask questions, talk about your challenges, and get advice and direction from the coach and the rest of the group.

18:00 ~ Hot seat member states action plan for problem/project

After the discussion, the hot seat member makes use of members' feedback and suggestions and states an action plan to tackle the challenge, clarifying the initiatives to be executed and relevant KPIs to keep track of.

18:05 ~ Goal-setting for coming week (all members)

Each of the remaining members state their weekly goals and initiatives for the next week.

18:15 ~ End meeting

The facilitator ends the meeting with an inspiration story or a challenge / homework for the next week's meeting.