A Welcome Agenda A Comprehensive Guide

A welcome agenda sets the stage for a positive and productive experience, whether for new hires, conference attendees, or community members. This guide dives deep into crafting a welcome agenda that’s engaging, informative, and tailored to its specific audience. We’ll cover everything from defining a welcome agenda to creating a visually appealing layout, and even how to handle potential challenges.

A well-structured welcome agenda is crucial for creating a sense of belonging and setting the tone for future interactions. It ensures everyone feels welcomed and understands the next steps, whether it’s onboarding a new employee or orienting a conference participant.

Defining a Welcome Agenda

A welcome agenda is a structured plan designed to make a new employee, participant, or visitor feel comfortable and informed during their initial interaction with a group, organization, or event. It Artikels the activities, information, and expectations to set a positive and productive first impression. A well-crafted welcome agenda ensures a smooth transition into the new environment, promoting engagement and fostering a sense of belonging.A welcome agenda serves to establish a positive first impression, providing clarity on the activities and expectations of the event or organization.

Its objectives include introducing participants to the group or environment, setting the tone for future interactions, and ensuring everyone feels welcomed and informed. It also helps to create a sense of community and belonging, especially for new hires or attendees.

Defining a Welcome Agenda

A welcome agenda is a detailed Artikel of activities and information designed to make new participants feel comfortable and informed during their initial engagement. It establishes the tone for future interactions, sets expectations, and introduces the key elements of the group or event. This structured plan aims to create a sense of belonging and foster a positive experience from the start.

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Purpose and Objectives of a Welcome Agenda

The purpose of a welcome agenda is to facilitate a smooth and positive transition for new participants. Key objectives include: providing essential information about the organization, event, or group; introducing key personnel and stakeholders; outlining expectations for participation and conduct; and establishing a welcoming environment that promotes interaction and collaboration.

Characteristics of a Well-Structured Welcome Agenda

A well-structured welcome agenda possesses several key characteristics. It should be concise and easy to understand, outlining the activities in a clear and logical sequence. The agenda should include an introduction, followed by key information segments, and opportunities for interaction. A good welcome agenda incorporates activities to help participants connect with each other and feel comfortable. It should also be adaptable to different needs and contexts, allowing for flexibility in the delivery of information.

Types of Welcome Agendas

Welcome agendas vary depending on the context. A welcome agenda for new employees might include introductions to the team, company history, and departmental overview. A welcome agenda for a conference might feature a keynote address, networking sessions, and a tour of the venue. A welcome agenda for a community event might incorporate icebreaker activities, information about local resources, and opportunities to volunteer.

Welcome Agenda Template

Content Structure and Organization

A well-structured welcome agenda is crucial for setting the tone and expectations for new hires. It’s more than just a list of activities; it’s a roadmap that guides them through the initial onboarding process, fostering a positive and productive first impression. A clear structure ensures everyone understands the schedule and their role in the process.A well-organized welcome agenda streamlines the onboarding experience, minimizing confusion and maximizing efficiency.

By logically grouping related tasks and activities, the agenda provides a clear path for new hires to navigate their first days and weeks, ensuring they feel supported and informed.

Logical Sections for a Welcome Agenda

A well-structured welcome agenda typically consists of several logical sections. This allows new hires to grasp the overall onboarding process more easily. These sections are designed to be both informative and engaging.

• Welcome and Introductions: This section sets the stage, welcoming new hires and providing an opportunity for introductions with key personnel, such as team leads and HR representatives. This section helps build rapport and fosters a sense of community from the start.
• Company Overview: This section details the company’s mission, vision, values, and history. This is crucial for understanding the company culture and its goals, giving new hires a strong foundation for their work.
• Departmental Introductions: Here, each department gives a brief overview of its roles, responsibilities, and key personnel. This clarifies the individual’s role within the larger company structure and facilitates networking within their specific department.
• Team Introductions: This section focuses on the new hire’s immediate team, including their direct manager and colleagues. Understanding team dynamics and the roles of team members helps new hires integrate smoothly.
• Company Policies and Procedures: This section covers essential policies and procedures, including attendance, code of conduct, safety regulations, and leave policies. It’s essential for new hires to understand the rules and expectations from the start.
• Onboarding Resources and Training: This section Artikels available resources like company intranet portals, employee handbooks, training materials, and internal tools. It ensures new hires know where to find relevant information and support.
• Q&A and Feedback Session: A dedicated Q&A session allows new hires to address any questions or concerns they may have. This open forum fosters a sense of support and encourages them to engage with the onboarding process actively.

Importance of a Clear Structure

A clear and concise welcome agenda structure is essential for several reasons. It reduces anxiety and confusion, making the transition smoother and more positive. This structured approach allows new hires to focus on learning and connecting with the organization.

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Sample Welcome Agenda, A welcome agenda

Chronological or Thematic Arrangement

A welcome agenda can be organized chronologically, listing activities in the order they occur. Alternatively, a thematic approach groups related activities together, making it easier for new hires to grasp the information. Both methods serve different purposes and can be tailored to the specific needs of the organization and the new hires.

Content for Different Audiences

Crafting a welcome agenda that resonates with various audiences requires a nuanced approach. A one-size-fits-all approach rarely works; tailoring the agenda to the specific needs and expectations of the participants is key to maximizing engagement and ensuring a positive first impression. Different audiences will have different priorities and expectations, and a well-structured agenda will reflect these differences.A successful welcome agenda anticipates the specific concerns and interests of each target group.

This personalized approach fosters a sense of belonging and encourages a smooth transition into the organization or event.

Welcome Agenda for New Employees

New employees often have a multitude of questions and concerns regarding their new roles and the company culture. A welcome agenda designed for new hires should prioritize clear communication of company policies, procedures, and expectations. It’s essential to establish a welcoming atmosphere and set the stage for their successful integration.

• Company Overview and Mission: A concise overview of the company’s history, mission, values, and culture is crucial. This section should highlight the company’s goals and how new employees contribute to achieving them. A brief history and company values will set the tone and demonstrate the company’s personality.
• Department Introductions and Team Members: Having introductions from department heads and key team members allows new hires to meet their colleagues and build initial connections. This creates a sense of community and familiarity.
• Company Policies and Procedures: This segment clarifies crucial policies such as compensation, benefits, time-off procedures, and code of conduct. Detailed explanations and access to relevant documentation should be provided.
• Training and Development Opportunities: A dedicated section outlining available training programs, professional development resources, and mentorship opportunities helps new employees understand the avenues for growth and advancement.
• Q&A Session: A dedicated question-and-answer session allows new hires to address any concerns or clarifications they may have, fostering open communication and building confidence.

Welcome Agenda for Conference Attendees

Conference attendees typically have specific interests and expect a streamlined agenda focusing on the conference’s core objectives. A well-structured agenda helps attendees navigate the schedule effectively and maximize their learning experience.

• Keynote Speakers and Sessions: Highlighting the key speakers and their sessions will allow attendees to quickly locate the content of most interest to them. This information should be easily accessible, such as on a dedicated conference app or website.
• Networking Opportunities: Incorporating networking events, breaks, or social gatherings into the agenda will facilitate interactions and knowledge sharing. These sessions should be explicitly noted, offering attendees opportunities to connect.
• Exhibitor Booths and Demonstrations: A dedicated section that guides attendees to exhibitors and product demonstrations, if applicable. This segment will provide detailed information about exhibitor participation.
• Location and Logistics: Clear instructions about conference venues, parking, transportation, and other logistical details should be readily available to attendees. This ensures a smooth transition and minimizes potential disruptions.
• Event Schedule and Timetable: A detailed schedule, including start and end times for each session and event, allows attendees to manage their time effectively. A clear timetable is essential for attendees to efficiently manage their time and maximize the value of their participation.

Key Differences in Content

The key difference between the agendas lies in the focus. New employee agendas prioritize integration, company culture, and procedures, while conference agendas prioritize content access, networking, and logistical clarity. These differences necessitate varying approaches to the agenda’s structure and content.

Tailoring to Specific Demographics

Understanding the demographics of the audience can influence the content. For instance, a diverse group might benefit from translation services or cultural sensitivity training during the new employee onboarding process. Conference attendees with different levels of experience may require varying session formats and levels of technical expertise. Age, experience, and cultural backgrounds should be considered to ensure a welcome agenda that accommodates and respects all participants.

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Different Welcome Agenda Formats

Different welcome agenda formats are possible. A traditional agenda format using a list of items and timings is appropriate for both new employees and conference attendees. A more interactive format, such as a digital platform, might be more suitable for conferences, allowing for real-time updates and Q&A features. The choice of format should align with the audience and the objectives of the welcome agenda.

Engagement and Interaction

A truly engaging welcome agenda goes beyond simply presenting information. It fosters a sense of community and encourages interaction among participants. A well-structured agenda can facilitate networking, knowledge sharing, and create a positive first impression for new attendees. By incorporating interactive elements, you can transform a passive listening experience into an active learning environment.Effective interaction transforms the welcome agenda from a one-way transmission of information to a dynamic experience that actively involves all participants.

This leads to better retention of information, increased engagement, and a more positive overall experience for attendees. It also helps build a sense of belonging and community.

Interactive Elements

Interactive elements are crucial for making a welcome agenda memorable and engaging. These elements can range from simple icebreakers to more complex activities. Their goal is to create a space where attendees feel comfortable interacting with each other and the organizers. This can be achieved through a variety of methods, including discussions, Q&A sessions, and collaborative exercises.

Icebreaker Activities

Icebreaker activities are essential for creating a welcoming and relaxed atmosphere. They help attendees get to know each other, break down barriers, and foster a sense of community. Short, fun activities are highly effective. For example, a “Two Truths and a Lie” game allows participants to share personal anecdotes and learn interesting facts about their colleagues. Another option is a “Find Someone Who…” activity where participants mingle and find others who share specific characteristics.

Collaborative Exercises

Collaborative exercises are an excellent way to encourage participants to work together and share their perspectives. These exercises can be designed around a specific theme or topic related to the event. For example, a brainstorming session to generate ideas for a project or a discussion about the event’s goals.

Networking Opportunities

Dedicated networking time is crucial for attendees to connect with each other. A welcome agenda can facilitate this by scheduling specific networking breaks or activities. For instance, a speed networking session allows attendees to quickly meet and exchange information with several people. Alternatively, a facilitated roundtable discussion can create a more focused networking environment. A breakout session where participants are divided into smaller groups and assigned a specific task also promotes networking and collaboration.

Encouraging Participant Engagement

Encouraging active participation is key to creating a welcoming and memorable event. This can be achieved through clear instructions, enthusiastic facilitators, and thoughtful follow-up activities. For example, providing clear guidelines for icebreaker activities or offering incentives for participation can increase engagement. Also, providing feedback mechanisms, such as a feedback form, allows participants to share their thoughts and experiences.

Welcome Agenda Design for Networking and Collaboration

Designing a welcome agenda that fosters networking and collaboration requires careful planning. The agenda should include dedicated time slots for these activities, clear instructions, and engaging activities. For example, the agenda could include a designated networking break with specific prompts or a collaborative task that encourages participants to share their knowledge. Consider assigning participants to teams for specific tasks to encourage collaboration and knowledge sharing.

This approach can also be integrated into welcome packages.

Visual Presentation

A welcoming agenda isn’t just about the information; it’s about the experience. A visually appealing design can significantly impact how attendees perceive the event and the information presented. Effective visual design creates a positive first impression, enhances readability, and helps attendees absorb key takeaways.Visual elements, such as color palettes, fonts, and imagery, play a crucial role in crafting a welcoming and engaging experience.

A well-structured layout ensures easy navigation and allows attendees to quickly grasp the agenda’s content. The visual presentation is an integral part of the overall welcome experience, setting the tone and expectations for the rest of the event.

Color Palette Selection

Choosing a color palette is critical for creating a cohesive and memorable visual experience. A consistent color scheme across all agenda pages enhances brand recognition and reinforces the event’s theme. Consider the event’s theme and target audience when selecting colors. For example, a professional conference might use a sophisticated color palette of blues and grays, while a celebratory event could use warm, inviting colors like oranges and yellows.

The color palette should support readability and not cause eye strain.

Font Selection and Styling

Font selection directly affects readability and the overall aesthetic. Use clear, legible fonts that are easy to read, even for those with visual impairments. A variety of font sizes and styles can help create visual hierarchy and emphasize key information. For example, the title of the agenda should use a larger font size than the individual agenda items.

Using different font weights (bold, italic) can highlight important information, and the font should be chosen with the target audience’s preferences in mind.

Image Integration

High-quality images can add visual interest and context to the agenda. Select images that align with the event’s theme and evoke the desired emotions. Images can be used to illustrate key concepts or highlight important locations or landmarks, if applicable. For example, a conference about sustainability might use images of nature scenes to reinforce the theme. Images should be high-resolution to maintain clarity and avoid pixelation.

Layout and Organization

A well-organized layout is essential for creating a welcoming and user-friendly agenda. Use clear headings, subheadings, and bullet points to organize the information logically. This improves readability and helps attendees quickly find the information they need. Consider using whitespace effectively to prevent the agenda from looking cluttered. Visual hierarchy can be achieved by varying font sizes and styles, allowing important information to stand out.

Accessibility Considerations

Ensure the agenda is accessible to all attendees. Use sufficient color contrast between text and background to meet accessibility standards. Provide alternative text descriptions for images to aid visually impaired attendees. For example, if an image shows the venue, include a brief description of the location in the alternative text. Provide clear and concise language throughout the agenda to ensure everyone can understand the information presented.

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Use sufficient spacing between text and images to enhance readability.

Example Designs

A modern agenda could feature a clean, minimalist design with a light color palette, large, clear fonts, and high-quality images. A more traditional agenda might incorporate a more formal layout with a darker color palette and a classic font. An agenda designed for a specific theme could use images and colors associated with that theme.

Call to Action and Next Steps

A strong welcome agenda isn’t just about setting the stage; it’s about setting attendees up for successafter* the event. A well-defined call to action and clear next steps are crucial for maximizing the impact of your welcome and ensuring attendees feel empowered to engage with the information and resources presented. This section Artikels strategies for incorporating actionable steps and follow-up procedures into your welcome agenda.The goal is to translate the welcome into tangible action.

This involves not only presenting information, but also equipping attendees with the tools and resources to put that information into practice.

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Strategies for Incorporating a Call to Action

A well-placed call to action encourages attendees to take the next step immediately after the welcome. Effective calls to action are clear, concise, and motivating. They provide a specific path for attendees to follow, whether it’s accessing a resource, joining a community, or completing a task.

• Provide clear next steps: Artikel specific, actionable items for attendees to complete, such as signing up for a newsletter, joining a Slack channel, or downloading a document. This should be presented in a visually appealing and easily accessible format.
• Offer incentives: Consider offering incentives like early bird discounts, exclusive access to content, or a chance to win a prize for completing a specific task. This adds motivation and excitement to the call to action.
• Use strong action verbs: Instead of “learn more,” use “download now,” “sign up today,” or “explore resources.” This creates a sense of urgency and directs attendees toward a specific action.

Importance of Clear Next Steps and Follow-up Procedures

Clear next steps and follow-up procedures ensure that the welcome agenda’s information doesn’t remain static. Attendees need a roadmap for how to engage with the material and what to expect moving forward.

• Reduce confusion: By providing a clear path forward, you prevent attendees from feeling overwhelmed or uncertain about their next steps. This minimizes confusion and maximizes engagement.
• Boost attendee satisfaction: Knowing what to do next enhances the overall attendee experience. Clear next steps and follow-up procedures signal that their time and effort are valued.
• Promote long-term engagement: A well-defined follow-up plan helps to maintain attendee interest and encourages continued participation long after the welcome event has concluded.

Encouraging Attendees to Take the Next Step

Creating a sense of urgency and making the next step easy to take is key. This involves crafting a compelling narrative that connects the welcome agenda to attendees’ goals and desires.

• Highlight immediate benefits: Emphasize how the next steps will directly benefit attendees. Will it save them time? Will it provide them with a new skill? Highlight these benefits to make the call to action more appealing.
• Emphasize community: Encourage attendees to connect with each other through online forums or social media groups. This fosters a sense of community and makes the experience more engaging.
• Provide clear instructions: Ensure the next steps are presented in an easily understandable format. Use visuals, bullet points, and clear language to guide attendees.

Examples of Effective Call-to-Action Phrases and Statements

Using compelling language is vital to encouraging action. Examples of effective phrases include:

“Download your free guide now!”

“Join our community forum today!”

“Register for the upcoming workshop here.”

Incorporating Resources and Support Systems

Providing access to essential resources is critical to supporting attendees as they embark on their next steps.

• Create a dedicated resource page: Gather all relevant resources in one central location, making them easy to find and access.
• Include contact information: Provide clear contact information for support staff or key individuals who can answer questions and provide assistance.
• Offer ongoing support: Plan for follow-up communications, such as email newsletters, or online forums to keep attendees informed and engaged.

Welcome Agenda Examples

Crafting a welcoming experience is crucial for fostering positive first impressions and setting the stage for successful interactions. A well-structured welcome agenda helps guide new participants through the necessary information and activities, making them feel valued and prepared. This section provides practical examples of welcome agendas tailored for various situations.

New Employee Welcome Agenda

This agenda provides a structured introduction to the company culture, outlining key activities to onboard new employees effectively. Understanding the company’s values and processes from the outset is essential for integration.

Conference Welcome Agenda

A conference welcome agenda should set the tone for a productive and engaging event. It should clearly Artikel the schedule and activities, ensuring participants feel well-informed.

Community Event Welcome Agenda

Community events require a welcome agenda that fosters a sense of belonging and participation. A well-structured agenda ensures a smooth flow of activities and maximizes engagement.

Addressing Potential Challenges

Crafting a welcome agenda that truly resonates with your audience requires careful planning and consideration. It’s not just about presenting information; it’s about setting the stage for a positive and productive experience. Potential obstacles can arise, but anticipating them and having strategies in place can transform challenges into opportunities.Successfully navigating these challenges is key to ensuring a smooth and impactful welcome.

Anticipating issues, developing proactive solutions, and proactively addressing concerns are crucial components in creating a successful welcome agenda.

Identifying Potential Challenges

Creating a welcome agenda involves several potential obstacles. Time constraints, diverse participant backgrounds, varying expectations, and unforeseen circumstances can all pose challenges. Ensuring a positive and productive experience for every attendee requires thoughtful planning and consideration of potential roadblocks.

Strategies for Overcoming Challenges

Effective strategies for overcoming these challenges include:

• Clear Communication: A well-defined welcome agenda, distributed well in advance, reduces uncertainty and sets clear expectations. This preemptive communication minimizes potential misunderstandings or surprises on the day of the welcome.
• Flexibility and Adaptability: A welcome agenda should be adaptable to unforeseen circumstances. Building in buffer time and having backup activities or materials can help maintain the flow if something unexpected arises.
• Diverse Content Considerations: Recognizing and catering to different learning styles and backgrounds can make a welcome agenda more effective and inclusive. This approach considers varied backgrounds and learning styles, thus creating a more inclusive experience for all attendees.
• Feedback Mechanisms: Implementing feedback mechanisms (e.g., surveys, Q&A sessions) allows you to gather valuable insights during and after the welcome. This allows for real-time adjustments and improvements to enhance future events.

Addressing Concerns and Questions During the Welcome

Anticipating and addressing concerns and questions proactively is crucial. Having designated personnel ready to answer queries and provide clarification can ease anxieties and maintain a positive atmosphere. Providing easily accessible resources (e.g., FAQs, contact information) is also helpful.

Examples of Common Pitfalls to Avoid

Common pitfalls include:

• Overloading the Agenda: A packed agenda can overwhelm attendees and diminish engagement. Prioritize key information and keep the welcome brief and focused.
• Ignoring Audience Needs: A welcome agenda should be tailored to the specific audience. Failure to consider the audience’s expectations or knowledge level can lead to disengagement.
• Lack of Visual Appeal: A visually unappealing agenda can decrease attendee engagement. Incorporating visuals, such as compelling graphics or interactive elements, can enhance the experience.
• Insufficient Interaction: A welcome agenda that lacks opportunities for interaction can leave attendees feeling disconnected. Incorporate interactive elements, like icebreakers or Q&A sessions, to foster a sense of community.

Adapting to Unforeseen Circumstances

Unforeseen circumstances, such as technical difficulties or unexpected guest arrivals, are unavoidable. Planning for these situations can prevent disruption.

• Backup Plans: Having alternative plans for addressing potential problems is critical. For example, if a presentation is delayed, having backup materials or alternative activities can keep the welcome on track.
• Communication Protocols: Establish clear communication channels and protocols in advance to address issues promptly and efficiently. This includes identifying key personnel responsible for communication during unforeseen events.
• Contingency Materials: Having backup materials and resources ready is crucial. This could include printed copies of presentations or alternative forms of digital content.

Dissemination and Communication

Sharing your welcome agenda is crucial for ensuring everyone feels included and prepared. Effective communication strategies create a smooth transition for attendees, fostering a positive experience and maximizing participation. Clear communication avoids confusion and helps set the stage for successful events or meetings.

Methods for Distributing the Welcome Agenda

A well-planned distribution strategy ensures that the agenda reaches the intended audience promptly and effectively. This requires consideration of the various channels available and tailoring the method to the specific audience. Using multiple channels for dissemination strengthens the message and improves the chances of reaching everyone.

• Email: Email is a reliable and widely used method for distributing documents. Ensure the email is clearly addressed, includes a subject line that accurately reflects the agenda’s content, and contains a link to download the agenda document. A concise email body with a brief overview of the agenda can be helpful.
• Internal Intranet/Portal: For internal audiences, an intranet or dedicated portal is often the most efficient method. These platforms allow for secure document sharing and often provide mechanisms for tracking who has accessed the agenda. This approach is suitable for companies with internal communication systems.
• Social Media (for community events): For events or meetings open to the community, social media platforms like Facebook, Twitter, or LinkedIn can be leveraged. Creating a dedicated event page, sharing posts with relevant hashtags, and utilizing relevant groups can help maximize visibility and reach a broader audience.
• Physical Copies (for in-person events): For in-person gatherings, having physical copies available at the venue is a good option. This allows attendees to refer to the agenda easily and is particularly useful for those who may not have access to digital devices. Ensure the copies are readily accessible.

Effective Communication of Important Information

Keeping participants informed about any changes to the agenda is essential. This helps maintain clarity and prevents confusion. Transparency and timely communication are key to building trust and confidence. Regular updates help ensure that everyone is on the same page, minimizing the risk of misunderstanding.

• Clear and Concise Language: Use straightforward language and avoid jargon or technical terms that might confuse participants. This ensures that everyone understands the changes and their implications.
• Prioritize Updates: Use a clear and structured approach to convey the changes. A separate communication channel for updates is often useful. For example, a dedicated email thread or announcement on the event website.
• Reasoning Behind Changes: Providing a brief explanation for any changes to the agenda can help maintain trust and understanding. Explain why the changes are necessary.
• Timeline for Changes: Clearly specify the effective date of any changes and the time frame for the updated information to be implemented.

Effective Communication Channels for Welcome Agendas

Different channels work best for different audiences. Tailoring the method to the specific needs and preferences of your audience is key to effective communication.

Last Word: A Welcome Agenda

In conclusion, a welcome agenda is more than just a list of activities; it’s a carefully crafted experience designed to foster engagement and a sense of community. By understanding the elements of a strong welcome agenda, from clear communication to interactive activities, you can ensure a smooth and memorable start for any group. Remember to tailor the agenda to your specific audience and adjust for unforeseen circumstances.

The key is to create an experience that is both informative and enjoyable.

Clarifying Questions

What are some common pitfalls to avoid when creating a welcome agenda?

Overloading the agenda with too many activities, failing to tailor it to the specific audience, or neglecting clear communication can lead to a frustrating and ineffective welcome experience. Keep it concise, audience-focused, and easily understandable.

How can I ensure the welcome agenda is accessible to all participants?

Employing clear visuals, easy-to-read fonts, and alternative formats for those with disabilities is essential. Ensure that any accompanying materials are also accessible.

What are some examples of interactive activities to incorporate into a welcome agenda?

Icebreaker games, group discussions, or short presentations are just a few ideas. The goal is to create opportunities for engagement and networking, while also incorporating knowledge and information sharing.

How do I create a welcome agenda that fosters networking and collaboration?

Incorporate networking opportunities, like designated networking sessions or opportunities for informal interactions. Also, create a sense of community by incorporating group activities and shared experiences.