MEMBERSHIP Strategy & Systems Rotary District 5370
Membership Committee • Terms of Reference for Membership Committee – see Club Committee Manual • Make up of committee • Relationship to other committees • Responsibilities of committee members; research, procedure manual, membership involvement, updates & reporting to board, training of mentors, orientation of new members, prospective member interviews, development workshops…
Set Goals • Systemize the Membership Committee • Succession plan – who will be chair next year? • Design & implement systems • Basic – this year • Additional – set time line for accomplishment • Create a club membership manual of procedures • Net membership improvement • This year • Over three years
Membership Committee 1. Develop a Recruitment Plan 2. Create a Systemic Orientation Program 3. Have a System to Include New Members
Outline of Recruitment Plan • 1. Research Community & Club Demographics • 2. Use Information to Determine Classification Voids & Prospective Members • 3. Create Membership Workshops & Events • 4. Work with Communications & PR to Create Promotional Materials
Research • Your Community: Demographics Sources • www.yellowknife.ca • www.cityofgp.com/citygov/edev/profile/demo • www.edmonton.ca>maps>neighbourhoods • http://investbc.gov.bc.ca/CommunityProfiles • www.albertafirst.com
Research • Your Club Demographics & Interests • Membership Satisfaction Survey - attached • Clubrunner or Club Membership Information • Generational Differences – see Generations • Pre-war Generations – pre 1947 • Baby Boom – 1947 – 1966* • Bust Generation – 1967 – 1979 • Boom Echo – 1980 – 1999* * Largest generations in Canadian history
Recruitment Plan “ Begin with the end in mind” …Stephen Covey • Determine short and longer term goals • One year • Three years • Use research data to identify classification gaps and potential members. Prepare a classification list & identify prospective members. • Include entire club membership in recruitment plan - Incorporate membership planning & recruitment into regular meeting program schedule.
Recruitment Systems & Tools • Give your club members the information to recruit prospective members: • Use the “Why Join Rotary?” information on printed materials, web sites and newsletters. • Have a minimum of two club assemblies annually to review plans & accomplishments. • Use at least one meeting annually to “workshop” membership recruitment. • Ensure that club members and the board know “How to Propose a New Member”
Information Tools • Education & Inspiration of Members: • Why Join Your Local Rotary Club? • Becoming a Rotary Club Member – RI web site • This is Rotary • Rotary Basics • Example of Bi-annual Assembly Presentation • How to Propose a New Member • RI Web Site – Membership
Interview Prospective Members • Ensure that prospective members understand benefits, commitments and responsibilities: • Prospective Member Orientation Checklist for interview. • Financial Information for Prospective Members
Orientation of New Members Steps to Orient New Members: • Induction – make this a major club event. Invite family members. • Assign a trained mentor to every new member. • Have a checklist for the mentor and new member to complete within a pre-determined time period. • Institute a method of delivering training; firesides, breakfast meetings with directors, S.T.A.R.
Tools for Orientation • Induction ceremony • Induction folder: ABCs of Rotary, 4 Way Test, RI Presidential brochure, a certificate with the induction ceremony in print, badge, pin and invoice. • Mentoring Checklist • S.T.A.R. Program (optional) • DVD materials from RI for firesides
Include • Make the new member feel special. • Have some way of identifying a new member. For example, put his or her name on a different table each week for 6-8 weeks. Have members rotate sharing the table with the new member. • Make the new member a part of your club: • Include him or her on the rotating duty roster. • Assign the member to a committee that has more than two members. • Schedule a classification talk in the first six months.
Tools for Inclusion • Take an inventory of committees and committee members, including skills and interests. Keep a database. • Create a committee “tree”. Make sure that everyone in the club has a commitment. • Ensure that new members are personally invited to social events. • Invite new members to identify skills and interests.