Getting and Keeping Members Engaged in Rotary Rotary Zone 24 West

Today’s Facilitators Gayle Knepper Penny Offer Larry Jubie Elly Contreras-Vermeulen District 5010 District 5040 District 5050 District 5370 Zone 24W Coordinator Team Members

Topics for Discussion

North American Snapshot Since July 2007  Membership declined 7% ( >28,000)  On average each year 44,000 join and 51,000 leave Rotary  Attrition rate has increased from 10.77% to 11.95%

Retention  Reduce number of members leaving annually to 37,000  14% leave for uncontrollable reasons  Opportunity to reduce the number who leave for controllable reasons What are the opportunities in your district?

Retention #1 priority this year Focus on Increasing retention rate Addressing reasons why Rotarians leave Increasing the relevancy, vitality and performance of our clubs

Today’s Focus  How do we get clubs to increase retention rates?  What can Districts do to help?

Creating a Focus on Engagement Gayle Knepper District 5010 Rotary Coordinator Rotary Zone 24 West

Creating a Focus on Engagement  How do we: - make engagement a priority? - make it happen?  Six steps to get started for districts and clubs

Creating a Focus on Engagement  “Expect and inspect”  Key considerations: - How is progress measured today? - How is it being reported and followed up?

Poll Question

Goal Setting Step 1: Set a specific written goal Need to know baseline to set a realistic goal - Current retention rate - Turnover rate

Baseline: How Are We Doing Now? Current retention rate Today’s number of members x 100 = __% # members July 1 + # new members during year Turnover rate # members leaving in a time period x 100 = ___% # total members at start of same time period

Baseline: How Are We Doing Now? Where do we get accurate information?  RI member access/official report  ClubRunner  Your Rotary Coordinator  Rotary Central

Poll Question

Rotary Central A Planning & Measurement Tool

Keys to Creating Focus and Action “Expect and Inspect”  Visibility  Communications  Reporting  Follow up

Engagement and Retention Same or different?  Membership today: what do the numbers show?  Think of retention in a new way  Prevention versus patch  Engagement => Retention

Customizing Engagement Elly Contreras-Vermeulen District 5370 Rotary Coordinator Specialist Rotary Zone 24 West

Components of Engagement  Three key elements  Two-way role  Who takes the lead? Personal involvement: Service, Fellowship and other Activities Ongoing learning & education Club’s engagement with the member: Continued, active outreach

District Support  Focus on Engagement and Retention  Responsibility: District Club Member

District Support  How can your district directly support member engagement and retention in clubs? (Type your ideas into the “Chat Box”) Let’s Discuss

Who is the Target of an Engagement Strategy?  New Members  Existing Members  Former Members

When is the risk highest in your district?  First six months  At three years  At 10 years Use club assessment tools Track members using RC Central and RI Reports Are you actively assisting clubs with using these tools?

Customizing Engagement One size doesn’t fit all  Why do your members join Rotary?  What are their expectations?  What’s In It For Me (radio station WII-FM)

Customizing Engagement When do member expectations begin? Expectations start before induction and continue throughout the entire Rotary life

Customizing Engagement Engagement is fulfilling members’ individual expectations

Engagement: Assessing Your District Larry Jubie District 5050 Assistant Rotary Coordinator Rotary Zone 24 West

Engagement Step 2: Identify specific engagement obstacles. What is your district’s engagement score? Qualitative (intangibles) Quantitative (measurable: what, how many)

Engagement Strategies What Can Clubs Do?  Many club strategies on www. rotary.org - For new members - For existing members  District provides motivation, support and easy-to-use tools

Poll Question

Engagement Plan Step 3: A written plan is the foundation to increasing engagement and retention Includes measurable goals with action steps, dates and responsibilities

Engagement Plan How to Get Started  Zone tactical plan provides framework for districts and clubs  Examples and plan resources membership

Engagement: How to Start Step 4: District provides easy- to-use tools Includes templates for strategies and programs that can be adapted/implemented by clubs. Example: Mentorship Program

Managing Engagement & Retention Penny Offer District 5040 Assistant Rotary Coordinator Rotary Zone 24 West

Managing Engagement &Retention Step 5: Engagement Subcommittee  Implement and follow up on plan  Qualified chair - service focus knowledge of resources and commitment to engagement  Specific to engagement and retention

District Engagement Committee  Provide training for clubs  Assist clubs to develop a retention plan  Assess progress on retention  Report to District Leadership  Maintain focus on engagement

Re-energize Clubs Vibrant Clubs – 10 Best Practices  A key factor for retention - need to re-energize clubs  To engage and retain members clubs must  Be fun and energetic  Foster innovation and flexibility

Re-energize Clubs Role of District Leaders  Training for Assistant Governors and other District leaders  Hold a district seminar on Best Practices of Vibrant Clubs  On- going focus in District newsletters and website providing ideas and tools for engagement

Getting Started: Making Engagement Happen Gayle Knepper District 5010 Rotary Coordinator Rotary Zone 24 West

Getting Started Discussion What can your district do to get started?  To make engagement and retention a priority?  To take meaningful action?

Keys to Creating Focus Action Step 6: Communicate Visibly  Encourage and motivate  Assess  Report  Follow up

Getting Started Six Steps to Begin 1. Set specific goals 2. Identify engagement issues 3. Make a written plan

Getting Started Six Steps to Begin 4. Provide tools and templates 5. Establish an engagement sub- committee 6. Communicate, assess, report, motivate (and keep it visible!)

Results

Resources: Engagement & Retention Larry Jubie District 5050 Assistant Rotary Coordinator Rotary Zone 24 West

Resources  - Members - Running a Club - Download Resources  RI webinars (search “RI webinars”)  Zone webinars  membership  Rotary Coordinator in your Zone

Zone Webinars & Support Topics include:  Re-vitalizing clubs to support membership (“Vibrant Clubs”)  Turning around at-risk clubs  Planning and chartering a new club/e-club  Using pilot program techniques and creative strategies Send us your ideas Gayle Knepper - Overall - Retention - Attraction - New clubs

Zone 24W Coordinator Team Gayle Knepper Penny OfferLarry Jubie Overall CoordinatorAsst CoordinatorAsst Coordinator D2225 LiaisonD5010, D5050 LiaisonD5040, D5060, D5360 Liaison Raju PaulElly Contreras-Vermeulen Asst CoordinatorSpecialist, E-Clubs D5370, D5550 Liaison

Zone 24/32 Rotary Coordinators Paul BeaulieuAlan Hurst Zone 24EZone 32

Thank you for joining us today