Strengthening Clubs
Zone 34 SeminarJune 5 & 6, 2012
Communication
WHERE ?
WHERE ?
ORAL
WRITTEN OR VISUAL
BODY LANGUAGE
COMMUNICATION
WHY WE FAIL
Nothing is so simple that it cannot be
misunderstood. — Freeman Teague, Jr.
Many of the problems that occur in an organization are either the direct result of people failing to communicate and/or processes, which leads to confusion and can cause good plans to fail
Mistry, Jaggers, Lodge, Alton, Mericle, Frush, Meliones, 2008
1. Failure to listen2. Sporadic communications3. Dishonest or misleading communications4. Actions don’t jibe with the words5. Communications are confusing and irrelevant
Ramon Greenwoode a previous senior VP of American
1. Failure to listen2. Sporadic communications3. Dishonest or misleading communications4. Actions don’t jibe with the words5. Communications are confusing and irrelevant
Ramon Greenwoode a previous senior VP of American
LOGOS
THOUGHT ENCODING
DECODING
PROCESS
ENCODING
DECODING
FILTER PROCESS
PERCEPTION
Effective communication occurs only if the receiver
understands the exact information or idea that the sender intended to transmit
WHAT DO YOU SEE?
KNOW YOUR AUDIENCE
Your communication needs to consider your target audience What kind of information do we send
KNOW YOUR AUDIENCE
APPLE WHAT DOES IT MEAN?
KNOW YOUR AUDIENCE
APPLE WHAT DOES IT MEAN?
HIGH SPEED PROCESSORS, STEVE JOBS AND INTERNET
KNOW YOUR AUDIENCE
FACEBOOK – LAUNCHED IN FEBRUARY 2004 - 901 MILLION SUBSCRIBERS
TWITTER - LAUNCHED IN 15 JULY 2006 – 300 MILLION SUBSCRIBERS
Communication networks /tools.
Written formsEmail IM – Instant Message
BBM – Blackberry Message
Text
Audio VideoForm
Skype
The instant worlds
The need for speedy communication today
There are more but shorter messages
Instant response times so we need these responses to be correct
Communication Today
Science Daily (June 16, 2010) — Firing off e-mails and cueing up videoconferences get work done fast, but not
necessarily well, research by a University of Illinois business
leadership expert found
We are more efficient, but much less effective.
Northcraft
Research has shown
“Gained time but lost the quality of relationships. ”
Northcraft
Research has shown
Relationships were important in the founding and the foundation of Rotary
Relationships that build trust are critical for banding together on projects
DISTRICT TO CLUB
One on one reintroduce the personal touch especially with the District Chairs
IMPORTANCE OF MESSAGE
RIGHT PERSONTMICHAIR TO CHAIR
HOW DO WE ENSURE THE RIGHT PEOPLE GET THE MESSAGE?
NEEDS ASSESSMENT
Short replies to email confirming receipt
Ask questions that require simple responses
Give feedback and encourage feedback
– two way always
“The problem with communication …
is the illusion that it has been accomplished.”
George Bernard Shaw
No Magic Bullet
KEEP IT SHORT & SIMPLE
K I S S
Support & Strengthen Clubs Through Public
RelationsEnhancing Public Image & Awareness
Membership attraction (external) Membership engagement (internal) Community partners (for projects) Community sponsors (for fundraisers)
Without PR a club cannot build an identity in the community. PR allows the club to “tell its story” – it is the club’s means of enhancing its public image.
Why do we need PR?
Club President’s positive attitude towards PR Club’s PR committee Club’s website Club’s brochure Club’s social media presence (Facebook?) Club’s bulletin Club’s PR calendar - Signature event (project or
fundraising), Rotary night, business networking, community leaders recognition, vocational training program, special programs, etc.
Club’s press release schedule
Successful PR on the Club Level
District Governor’s positive attitude towards PR District’s PR committee & training District’s Club Training on PR District’s Club PR Recognition District’s website District’s social media presence (Facebook?) District’s Governor Monthly Letter District’s PR calendar (using Rotary’s monthly
theme calendar) District’s press release schedule for major
district-wide events
Successful PR on the District Level
Training on PR topics Recognition for their PR efforts
If the district gives both, it conveys a positive attitude about PR to the clubs
What clubs need from districts to conduct effective PR
District Assembly PR session PR club committee chair training PR Training Seminar (specific topics) PR club presentations Webinars on specific topics (media
relations, effective websites, creating a Facebook page, creating an effective club brochure, producing an electronic bulletin, etc.)
Training Toolbox Undertaken by the District PR Committee
Best club PR (executed) plan Best club e-bulletin Best club website Best club Facebook page Best club publicized event
Recognition ToolboxCommunicated and executed by the District PR
Committee
Based on the Presidential Citation Adds 1 more required activity and 1
additional activity – total of 5 activities Districts achieving 50% club participation
will be recognized with a Zone District Public Image Citation
Recognition ToolZone Club Public Image Citation
ROTARY INTERNATIONAL’S NEW GENERATION
PROGRAMSHow to communicate with other
generations
How to nurture the programs
How to fuel a bright future for RotaryA LONG TERM STRATEGYTo Support and Strengthen
Clubs
The XY and Z of New Generations
Builders Generation
Generation Z
Generation Y
Boomers
Generation X
BUILDERS: Don’t waste the battery!
BOOMERS: Do Not Disturb!
GEN X: Love the SMS & BBM
GEN Y: Wha’s happenin’?
GEN Z: What? Turn it OFF in class?
WHAT IS THIS USED FOR?
Enthusiasm for Service to Others
THE ROTARY FAMILY
SO WHAT UNITES US?
The Rotary Family Circle
How do we effectively nurtureThe Rotary Family Circle?
A Family that
Plays Together,
Stays Together
90% of Rotaractors want to become Rotarians but many feel they do not meet the requirements
58% of Rotaractors work with a local Interact Club
Biggest Disappointment – Lack of Rotarian involvement in meetings and projects
SURVEY IN DISTRICT 7020
Current Toolbox
Communication
Integration
Which Tools are Missing
What is the Order of Importance
?
How do we use the Toolbox?•Older Rotarians relate to “Grand Children”
•Younger Rotarians relate to “Younger Siblings &Children”
•Rotaractors relate to the“Junior Students and Mentors”
•Interactors relate to their“Peers and Juniors and Mentors”
Select the Best “Tool”
Where is the Key to the Toolbox?•Regular Communication
•Joint Projects and Fundraisers•Foundation Grants for Rotaract/Interact Projects•Meaningful Personal Relationships•Mentorship•Mutual Learning•Mutual Respect•Listening•Sharing of Ideas•Attending New Gen. Meetings•Building A Rotary Family
FINALLY…..REMEMBER
Most Rotaractors, Interactors and
EarlyActorsConsider Rotarians
To BeRole Models
Learn about E-Clubs and the Potential for Rotary
You will learn:
The basics about E-clubs
What can E-clubs offer Rotary?
Best practices
Became official in July 2010
2 E-clubs per district
Based in a specific district, and can have members from anywhere in the world
Meet online in a variety of formats
E-clubs are the same as any other club
61 E-clubs functioning 24/7
E-Club Background
Our PanelistsPDG John Richardson
Rotary E-club of Puerto Rico & Las Americas
District 7000
Club Website: http://www.rotary-e.org
AG Jose Rivero
Rotary E-club of El Isla Verde Carolina
District 7000
Club Website: http://www.recswusa.org
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E-clubs
Rotary e-clubs are real Rotary clubs comprised of real living, breathing, working Rotarians doing real Rotary projects.
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E-clubs 101
Service Projects
Meet onlineAvenues of Service
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It’s Global!
61 E-clubs
in 54 districts
in 25 countries
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E-club Format 1
o 100% online.
o Used by E-clubs with members from all around the world.
E-club One in Colorado Its members span the
globe from Italy to North Carolina!
Service projects done through member collaboration all around the world.
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E-club Format 2
o Meet online, not in a chat room format, but on a live conference call
o Rotary E-Club of Puerto Rico y las Americas
o Uses Webex and conduct the meeting as any Rotary meeting
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E-club Format 3
o Meet online, but also meet face-to-face
o This format is ideal for E-clubs whose members are in the same location.
o An example is the Rotary E-club of Singapore.
How to start an e-club
1. Google: Rotary Organizing New Clubs 808EN
2. Select a domain name
3. Select a portal, e.g. ClubRunner.
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Rotary E-club of Puerto Rico & Las Americas
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•http://www.rotary-e.org
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Rotary E-club of Puerto Rico & Las Americas
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Attracting New Members
The club attracts members through:
o A diversity of speakers/topics
o Invited guests and Make-ups
o E-Clubs attract young professionals and Rotaractor’s with the use of new technology
o It offers the flexibility of attending the meeting from wherever you are and at a competitive cost.
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Engaging Members
o Rotarians whose circumstances have changed (health, moving, job pressure)
o Format is less disruptive - Preserves a family life
o Ease of meeting and Flexibility allows them stay
o Can make-up attendance at any time
o Challenging projects
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What makes an E-club successful?
Club vision
Excellence
Leadership
Fellowship
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Benefits of E-clubs
o Provides yet another option to do the work of rotary
o It is diverse, a borderless venue
o A Great Platform for sharing Rotary knowledge
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o Rotary E-Club of Puerto Rico and the Americas web page is visited daily by members to speed communication.
o Born as a tool to attract membership and grow the District.
o Attracting/Embracing two kinds of members: young professionals with technological and
community interests experienced professionals with a spirit of
cooperation
Working with E-clubs
o Advantages of meeting on-line, face-to-face, and by phone
o Bridging generations (from 25 to 60+ yrs.)
o Cultural diversity
o Opportunities to contribute promote/work service projects
o in collaboration with Rotarians from all around the world
o Technology reaching communities in need
o E-Rotary Clubs empower individual talents (avenues of service) across the web to serve others
o E-Club has
unprecedented power to connect and influence global events
o E-Club members are welcome and recognized at physical clubs
o E-Club members work on Rotary projects
Promoting E-clubs at the district level
OBJECTIVES:
1. To identify responsibilities associated with Club Administration
2. To discover ways to provide this information to District Club Administration Directors
OBJECTIVE ONE
To identify responsibilities associated with Club Administration
RESPONSIBILITIES
•Club Programs & Weekly Meetings
•Collecting Dues
•Fellowship
•Maintaining Membership Lists
•Club Newsletter/ Bulletin and Web Site
•Club Attendance
RESPONSIBILITIES
*C onstitution o f the Rota ry C lub o f
Artic le 1 Definitions
Artic le 2 Name (se lec t one)
Artic le 3 Lo c a lity o f the C lub (se lec t one)
As used in this c o nstitutio n, unle ss the c o nte xt o the rwise c le a rly
re q uire s, the
wo rd s in this a rtic le sha ll ha ve the fo llowing m ea ning s:
1 . Bo a rd : The Bo a rd o f Dire c to rs o f th is c lub .
2 . Byla ws: The b yla ws o f this c lub .
3 . Dire c to r: A mem
b e r o f this c lub ’s Bo a rd o f Dire c to rs.
4 . M e mb e r: A m
e mb e r, o the r tha n a n ho no ra ry m
emb e r, o f this
c lub .5 . RI: Ro ta ry Inte rna tio na l.
6 . Ye a r: The twe lve -month p e rio d whic h b eg ins o n 1 J uly.
£ The na me o f this o rg a niza tio n sha ll b e Ro ta ry C lub o f
(M emb e r o f Ro ta ry Inte rna tio na l)
o r£ The na m
e o f this o rg a niza tio n sha ll b e Ro ta ry E-C lub o f
(M emb e r o f Ro ta ry Inte rna tio na l)
£ The lo c a lity o f this c lub is a s fo llows:
o r£ The lo c a lity o f this e -c lub is (wo rld wid e ) a nd c a n b e fo und o n the
Wo rld wid e Web a t: www.
CLUB
CONSTITUTION
Byla ws o f Ro ta ry Inte rna tio na l
Artic le 1 D e fin itio ns
Artic le 2 M e m b e rship in Ro ta ry Inte rna tio na l
As use d in the b yla ws, un le ss the c o nte xt o the rwise
c le a rly re q u ire s, the wo rd s in th is
a rtic le sha ll ha ve the fo llo w ing m e a n ing s:
1 . Bo a rd : The Bo a rd o f D ire c to rs o f Ro ta ry
In te rna tio na l.2 . C lub : A Ro ta ry c lub .
3 . C o nstitutio na l d o c um e nts: The Ro ta ry In te rna tio na l
c o nstitutio n a nd b yla ws a nd
the sta nd a rd Ro ta ry c lub c o nstitu tio n.
4 . E-c lub : A Ro ta ry c lub tha t m e e ts th ro ug h
e le c tro n ic c o m m unic a tio ns.
5 . G o ve rno r: The g o ve rno r o f a Ro ta ry d istric t.
6 . M e m b e r: A m e m b e r, o the r tha n a n ho no ra ry
m e m b e r, o f a Ro ta ry c lub .
7 . RI: Ro ta ry In te rna tio na l.
8 . RIBI: The a d m in istra tive te rrito ria l unit o f Ro ta ry
In te rna tio na l in G re a t Brita in
a nd Ire la nd .9 . Ye a r: The twe lve -m o nth p e rio d wh ic h b e g ins o n 1
J u ly.
CLUB BY-LAWS
Club Leadership Plan•Long Range Goals/ Strategic Plan
•Club Assemblies
•Communication
•Involve Everyone
•Leadership Continuity
•Amend By-Laws
•Networking/ Socializing
•Regular Consistent Training
•Needs Committee
BEST
PRACTICES
COMMITTEE
COMMITTEE
Club Programs Chair
Club Bulletin Chair
Web Site Chair
Attendance Chair
Fellowship Chair
Secretary
RESOURCES
RESOURCES
AKA - HELP!
www.rotary.org
Club Administration
ADMINISTRATION
CLUB
READY TO GO TO WORK!!
To discover ways to provide this information to District
Club Administration Directors
OBJECTIVE TWO
North America Regional Membership
PlanGetting to There from Here
371,465 7/1/12
411,381 6/30/15
9.7% growth over 3 years
Z34 34,437
9% 3340 238/district NET
NA Membership
Address retention
Provide structure to districts for on-going support for newly chartered Rotary Clubs
Propose club/district committee structure providing for subcommittees
Primary Strategy2012-13
Promote every club develop and USE a retention/engagement plan
Easy access to membership satisfaction tools and resources:
◦ Membership Satisfaction Survey◦ Member Exit Surveys◦ More one on one surveys; smaller focus groups◦ Club visioning
Training: GETS, GNATS, Institutes, RC Institute, PETS, Convention
New club and district retention data
Creation of measurement tools and benchmarks
Primary Strategy2013-14
Organize new clubs/new formats
Review and edit all membership related materials to highlight benefits and value of membership to individual Rotarian
Creation of measurement tools and benchmarks
Availability of local demographic information
Evaluate effectiveness of tools/programs (2012-13)
Follow-up on all efforts in past 2 years for effectiveness and viability
Primary Strategy2014-15
GPS for Membership Reports
Jennifer Deters, ManagerMember Engagement Research & Programs
STRATEGIC ALIGNMENT
REGIONAL MEMBERSHIP PLANS
Aligned with RI strategic plan, allowing for customizations based on trends
Analyzing regional information is the key to developing successful long-term strategies
Worldwide Membership
USA, Canada & Caribbean
32%
Latin America8%
Europe, Africa & Middle East25%
Asia28%
Australia, New Zealand & Pacific Islands
3%
Great Britain & Ireland4%
Rotary Club Membership by Zone / Region(based on 30 June 2011 total of 1,223,413)
Regional Membership
350,000
360,000
370,000
380,000
390,000
400,000
410,000
420,000
430,000
2007 2008 2009 2010 2011
30 June Membership Trends by RegionUSA, Canada, and the Caribbean
Zone 34 Membership
755
760
765
770
775
780
785
790
795
33,000
33,500
34,000
34,500
35,000
35,500
36,000
36,500
37,000
37,500
2007 2008 2009 2010 2011
Clubs Members
Where is the information – rotary.org
Where is the information – Member Access
Standard report parameters
Standard reporting periods◦ 30 June to view historical trends back to 1905◦ 1 July to make adjustments to 30 June numbers
resulting from July semi-annual report processing
◦ End of each month October - June
# Clubs # Members # Clubs # Members2006 32,751 1,222,619 32,471 1,193,1372007 32,943 1,224,168 32,722 1,194,5132008 33,270 1,231,483 33,116 1,206,0892009 33,790 1,234,527 33,576 1,206,4412010 34,103 1,227,563 33,884 1,202,0632011 34,301 1,223,413 34,106 1,196,423
-0.62%Average club decrease from 30 June to 1 July
-2.53%Average member decrease from 30 June to 1 July
30 June Year-end 1 July Start Figures
New reports on the way!
Rotary has implemented a new reporting application: SAP Business Objects
Much more flexible! Announcements will be made through June
as new reports are available◦ Member viability and growth (retention)◦ Member Termination Profiles (reasons for leaving)
Custom Distribution by Role
CURRENT monthly distribution (manual / labor intensive): ALL governors, governors-elect, regional coordinators, international directors, trustees, and committee members
FUTURE distribution: ON DEMAND! Reports will be formatted and update daily and display results based on role (DG and DGE for 6950, regional coordinator Ullom, Director Smarge) access the same data
Data Quality RI data = quality and timeliness of club
reporting Board deadline for SAR = 30 September,
after membership start number is an estimate AND IT CANNOT BE CHANGED◦ Check Daily Club Balance report in Member
Access International awards = 31 March or later,
check program guides (rotary.org > Members > Awards)
Custom reports available upon request
Email to [email protected]◦ Content dependent on system parameters◦ Processing time dependent on complexity◦ Think ahead for Zone Institutes (Aug – Dec)◦ Think ahead for PETS (Feb – Apr)◦ Think ahead for District Conference (Apr – Jun)
Zone 34 Strengthening Clubs
Seminar Membership Dynamics
The Two Fundamentals of Rotary Membership:
Membership Attraction (formerly known as Recruitment)
Membership Engagement (formerly known as Retention)
Membership Dynamics
Who is Ultimately Responsible for Effective Rotary Membership Attraction &
Membership Engagement?
Membership Dynamics
How can a District support the Membership Development efforts of the Clubs?
District Membership Committee District Membership Seminar District Assembly Breakouts District New Member Events – Orientations District Conference Membership
Workshops Rotary International Membership
Resources
Membership Dynamics
If it is the Rotary Club & Members who are responsible for their Membership
Development, then…..What is the Role of the District Governor and
the District Membership Committee??
Membership Dynamics
What is the sole purpose of a Rotary
District?
Membership Dynamics
What is the sole purpose of a Rotary District?
To Support the Clubs
Membership Dynamics
How can a District support the Membership
Development efforts of the Clubs?
Membership Dynamics
How can a District support the Membership Development efforts of the Clubs?
District Membership Committee District Membership Seminar District Assembly Breakouts District New Member Events – Orientations District Conference Membership
Workshops Rotary International Membership
Resources
Membership Dynamics
How can a District support the Membership Development efforts of the Clubs?
Presidents-Elect Training Seminar Governor’s Club Presidents’ Meetings Assistant Governors Rotary Leadership Institute District’s Local Public Image Efforts District Mentoring of Challenged Clubs
Membership Dynamics
The District must have a well conceived plan how it
will encourage and support the clubs’
Membership Development efforts
Membership Dynamics
In order for the District to effectively support the efforts of the Clubs, the District needs
to fully understand the issues and challenges which contribute greatly to the
steady membership decline in Rotary today
Membership Dynamics
50%
75%
Membership Dynamics
Is Rotary a Product? Who is the Buyer? Is there Buyer’s Remorse? Why is there Buyer’s
Remorse?
Membership Dynamics
What Rotary Product is offered to the Club
Members on a regular basis?
Membership Dynamics
What Rotary Product is offered to the Club
Members on a regular basis?
The Weekly Club Meeting
Membership Dynamics
If the Weekly Club Meetings are poorly run and the Club’s affairs poorly
managed, what effect will that have on the
Members?
Membership Dynamics
Is a Rotary Club a Business?
Conduct professional weekly club meetingsHold professional monthly board meetingsService the needs of the club’s customersPlace emphasis on growth & retention of members
Run the Club like a Business!
Membership Dynamics
A Professionally Run Rotary Club
Earn the respect of the members Offer value for their time Members will take the club seriously Increase weekly attendance Increase participation of members Attraction opportunities
Membership Dynamics
Keys to a Professional Club Meeting
Club President Prep (professionalism) Venue (public image) Food Quality (value for money) Program Speakers (value for time) Rotary Content (imagine that!!) Recognition
Membership Dynamics
Be practical, not philosophical
Offer assistance to clubs in need
Use successful clubs as examples
Use RI and RC/ARC/RPIC Resources
Membership Dynamics