MEMBERSHIP MEMBERSHIP Strategy & SystemsStrategy & Systems

Rotary District 5370Rotary District 5370

Membership CommitteeMembership Committee

Terms of Reference for Membership Terms of Reference for Membership Committee – Committee – see Club Committee Manualsee Club Committee Manual Make up of committeeMake up of committee Relationship to other committeesRelationship to other committees Responsibilities of committee members; Responsibilities of committee members;

research, procedure manual, membership research, procedure manual, membership involvement, updates & reporting to board, involvement, updates & reporting to board, training of mentors, orientation of new training of mentors, orientation of new members, prospective member interviews, members, prospective member interviews, development workshops…development workshops…

Set GoalsSet Goals Systemize the Membership CommitteeSystemize the Membership Committee

Succession plan – who will be chair next year?Succession plan – who will be chair next year? Design & implement systemsDesign & implement systems

• Basic – this yearBasic – this year• Additional – set time line for accomplishmentAdditional – set time line for accomplishment

Create a club membership manual of proceduresCreate a club membership manual of procedures

Net membership improvementNet membership improvement This yearThis year Over three yearsOver three years

Membership CommitteeMembership Committee

1. Develop a Recruitment Plan1. Develop a Recruitment Plan

2. Create a Systemic Orientation Program2. Create a Systemic Orientation Program

3. Have a System to Include New Members 3. Have a System to Include New Members

Outline of Recruitment PlanOutline of Recruitment Plan

1. Research Community & Club Demographics1. Research Community & Club Demographics

2. Use Information to Determine Classification 2. Use Information to Determine Classification Voids & Prospective MembersVoids & Prospective Members

3. Create Membership Workshops & Events3. Create Membership Workshops & Events

4. Work with Communications & PR to Create 4. Work with Communications & PR to Create Promotional MaterialsPromotional Materials

ResearchResearch

Your Community: DemographicsYour Community: Demographics

SourcesSources• www.yellowknife.cawww.yellowknife.ca• www.cityofgp.com/citygov/edev/profile/demowww.cityofgp.com/citygov/edev/profile/demo• www.edmonton.ca>maps>neighbourhoodswww.edmonton.ca>maps>neighbourhoods• http://investbc.gov.bc.ca/CommunityProfileshttp://investbc.gov.bc.ca/CommunityProfiles• www.albertafirst.comwww.albertafirst.com

ResearchResearch Your Club Demographics & InterestsYour Club Demographics & Interests

Membership Satisfaction SurveyMembership Satisfaction Survey - attached - attached Clubrunner or Club Membership InformationClubrunner or Club Membership Information

Generational Differences – Generational Differences – see Generationssee Generations Pre-war Generations – pre 1947Pre-war Generations – pre 1947 Baby Boom – 1947 – 1966*Baby Boom – 1947 – 1966* Bust Generation – 1967 – 1979Bust Generation – 1967 – 1979 Boom Echo – 1980 – 1999*Boom Echo – 1980 – 1999*

* Largest generations in Canadian history* Largest generations in Canadian history

Recruitment PlanRecruitment Plan

“ “ Begin with the end in mind”Begin with the end in mind”……Stephen CoveyStephen Covey

• Determine short and longer term goalsDetermine short and longer term goals• One yearOne year• Three yearsThree years

Use research data to identify classification gaps and Use research data to identify classification gaps and potential members. Prepare a classification list & potential members. Prepare a classification list & identify prospective members.identify prospective members.

Include entire club membership in recruitment plan - Include entire club membership in recruitment plan - Incorporate membership planning & recruitment into Incorporate membership planning & recruitment into regular meeting program schedule. regular meeting program schedule.

Recruitment Systems & ToolsRecruitment Systems & Tools

Give your club members the information to Give your club members the information to recruit prospective members:recruit prospective members: Use the “Why Join Rotary?” information on Use the “Why Join Rotary?” information on

printed materials, web sites and newsletters.printed materials, web sites and newsletters. Have a minimum of two club assemblies Have a minimum of two club assemblies

annually to review plans & accomplishments.annually to review plans & accomplishments. Use at least one meeting annually to Use at least one meeting annually to

“workshop” membership recruitment.“workshop” membership recruitment. Ensure that club members and the board Ensure that club members and the board

know “How to Propose a New Member”know “How to Propose a New Member”

Information ToolsInformation Tools

Education & Inspiration of Members:Education & Inspiration of Members: Why Join Your Local Rotary Club?Why Join Your Local Rotary Club? Becoming a Rotary Club Member – RI web Becoming a Rotary Club Member – RI web

sitesite This is RotaryThis is Rotary Rotary BasicsRotary Basics Example of Bi-annual Assembly PresentationExample of Bi-annual Assembly Presentation How to Propose a New MemberHow to Propose a New Member RI Web Site – MembershipRI Web Site – Membership

Interview Prospective MembersInterview Prospective Members

Ensure that prospective members Ensure that prospective members understand benefits, commitments and understand benefits, commitments and responsibilities:responsibilities:

Prospective Member Orientation Checklist for Prospective Member Orientation Checklist for interview.interview.

Financial Information for Prospective Financial Information for Prospective MembersMembers

Orientation of New MembersOrientation of New Members

Steps to Orient New Members:Steps to Orient New Members:1.1. Induction – make this a major club event. Invite Induction – make this a major club event. Invite

family members.family members.2.2. Assign a trained mentor to every new member.Assign a trained mentor to every new member.3.3. Have a checklist for the mentor and new Have a checklist for the mentor and new

member to complete within a pre-determined member to complete within a pre-determined time period.time period.

4.4. Institute a method of delivering training; Institute a method of delivering training; firesides, breakfast meetings with directors, firesides, breakfast meetings with directors, S.T.A.R.S.T.A.R.

Tools for OrientationTools for Orientation

Induction ceremonyInduction ceremony Induction folder: ABCs of Rotary, 4 Way Induction folder: ABCs of Rotary, 4 Way

Test, RI Presidential brochure, a certificate Test, RI Presidential brochure, a certificate with the induction ceremony in print, with the induction ceremony in print, badge, pin and invoice.badge, pin and invoice.

Mentoring ChecklistMentoring Checklist S.T.A.R. Program (optional)S.T.A.R. Program (optional) DVD materials from RI for firesidesDVD materials from RI for firesides

IncludeInclude

Make the new member feel special.Make the new member feel special. Have some way of identifying a new member. For Have some way of identifying a new member. For

example, put his or her name on a different table each example, put his or her name on a different table each week for 6-8 weeks. Have members rotate sharing week for 6-8 weeks. Have members rotate sharing the table with the new member.the table with the new member.

Make the new member a part of your club:Make the new member a part of your club:• Include him or her on the rotating duty roster.Include him or her on the rotating duty roster.• Assign the member to a committee that has more than two Assign the member to a committee that has more than two

members.members.• Schedule a classification talk in the first six months.Schedule a classification talk in the first six months.

Tools for InclusionTools for Inclusion

Take an inventory of committees and Take an inventory of committees and committee members, including skills and committee members, including skills and interests. Keep a database.interests. Keep a database.

Create a committee “tree”. Make sure that Create a committee “tree”. Make sure that everyone in the club has a commitment.everyone in the club has a commitment.

Ensure that new members are personally Ensure that new members are personally invited to social events.invited to social events.

Invite new members to identify skills and Invite new members to identify skills and interests. interests.