Order of the Eastern Star Australia New Member Contact Strategy www.oesaustralia.org.au

Purpose Attracting new members who fit our ideal profile will ensure our organisation remains relevant, grows and can enrich the lives of more people in the future. www.oesaustralia.org.au

Why this is so important? This is the beginning of what could be a lifetime connection - first impressions last. Becoming a member can be a lengthy process, it is important we make it as easy as possible and demonstrate our caring, helpful values from day one. Consistency is key. The messages we send from day one defines who we are, what we do and how we do things. www.oesaustralia.org.au

Ways Potential Members Can Contact Us Website – complete the online registration form Email – enquiries@oesaustralia.com Website enquiry or they have received a copy of the brochure Direct – through a member They have been referred They have met us at an event www.oesaustralia.org.au

Website Enquiries Online Registration Form 1. Potential Member completes Online Registration Form 2. Form is emailed to Webmaster 3. Webmaster sends acknowledgement email to potential member and forwards registration form to relevant chapter. 4. Chapter emails potential member or calls them. 5. Discussions begin to determine suitability of potential member. 6. Official petition is lodged by potential member and local Chapter. 7. Membership is voted on. 8. Initiation and membership is formalised. 9. Chapter sends new member Welcome Pack and requests online account from Webmaster. 10. Webmaster sends website accounts details. 11. Local chapter to call / contact the new member personally at least 2 times in the next 3 months. 12. Local Chapter to acknowledge one year anniversary. 2 business days 2 business days Following Chapter meeting Next Chapter meeting Next Chapter meeting Over a 2-4 week period 2 business days 2 business days At least 2 times over the next 3 months (i.e. before / after meetings, social events etc.) 12 months from Installation www.oesaustralia.org.au

Email Templates for Website Enquiries Step 3 – Webmaster Email Step 4 – Chapter Email Subject Line: Order of the Eastern Star – Registration Received Dear <First Name>, Thank you for registering your interest in joining the Order of The Eastern Star. We are a welcoming, inclusive organisation and really appreciate that you have expressed interest in the Order of The Eastern Star and that you are actively seeking to enrich the lives of others. Your registration form has been forwarded to your nominated Chapter - <insert Chapter name>. <Insert Chapter contact person> will be in touch shortly to discuss your eligibility, answer any questions and will progress your application accordingly. In the meantime, should you have any questions, <Insert Chapter contact person>’s contact details are <insert email address> and <insert phone number>. Yours sincerely, Angela Sweeney Webmaster Order of the Eastern Star Subject Line: Order of the Eastern Star – Your Membership Application Dear <First Name>, I am delighted to have received your registration form that you submitted on our website. <Insert Chapter name> is always looking for new members so that we can expand our social network of friends with similar values and continue to join forces to enrich lives by helping the community and each other. In order to properly answer any questions you may have and also, to discuss your suitability, I would like to arrange a meeting. It will be very informal but it will provide a great opportunity for us both to learn more about each other. I will give you a call shortly to arrange a suitable time, I look forward to meeting you. Yours sincerely, <Chapter Contact Name> <Title> <Contact email> / <Contact Phone> Order of the Eastern Star

Email Enquiries Website or Brochure 1. Potential Member emails enquiries@oesaustralia.org.au 2. Webmaster responds via email – directs them to website, asks if they would like a brochure and sends link to online registration form. 3a. If a registration form is not completed, Webmaster sends a follow up email requesting location and asking if they would like to be contacted by their local chapter. 3b. Registration form is received – follow process from Step 1 – Website Enquiries. 4. Local Chapter contacts potential member and arranges a time to discuss suitability. Follow process from Step 4- Website Enquiries. 7 business days 2 business days 7 business days www.oesaustralia.org.au

Email Templates for Enquiries Sent to enquiries@oesaustralia.org.au Step 2 – Webmaster Email Step 3a – Webmaster Follow Up Email (forward previous email) Subject Line: Order of the Eastern Star – Enquiry Received Dear <First Name>, Thank you for sending the Order of The Eastern Star an email enquiry about our organisation. We are a welcoming, inclusive organisation and really appreciate that you have expressed interest in the Order of The Eastern Star. Please take the time to have a look at www.oesaustralia.org.au - it includes a lot of valuable information about who we are, what we do and how to join. We are always looking for new members so that we can expand our social network of friends with similar values and continue to join forces to enrich lives by helping the community and each other. Would you like us to post you an Information brochure? If so, please send us your postal address details and we we pop one in the post. Alternatively, if you would like to register your interest in joining our organisation, please complete our online registration form <enter link>. As soon as we receive your completed form, we will be in touch and a representative from your local Chapter will contact you to discuss the next steps. Yours sincerely, Angela Sweeney Webmaster Order of the Eastern Star Subject Line: Order of the Eastern Star Enquiry – Follow Up Dear <First Name>, I am writing to follow up our email – see below. We would love to speak to you further about you joining the Order of the Eastern Star. If you are interested in finding out more, please complete our online registration form <enter link>. Alternatively, please send me the details of where you reside (Suburb and State) and a representative from your local Chapter will be in touch shortly to discuss the next steps and to answer any questions you may have. Yours sincerely, Angela Sweeney Webmaster Order of the Eastern Star

Direct Enquiries Website or Brochure 1. OES member gives them a brochure, directs them to the website and online registration form and takes down their contact details and provides them to their Chapter secretary. 2. Chapter Secretary emails interested party a follow up email with link to the online registration form 3a. Registration form is received – follow process from Step 1 – Website Enquiries. 3b. If a registration form is not completed, Webmaster sends a follow up email requesting location and asking if they would like to be contacted by their local chapter. 4. Local Chapter contacts potential member and arranges a time to discuss suitability. Follow process from Step 4- Website Enquiries. 2 business days 2 business days 7 business days www.oesaustralia.org.au

Email Templates for Enquiries Sent to enquiries@oesaustralia.org.au Step 2 – Webmaster Email Step 4 – Chapter Email Subject Line: Order of the Eastern Star – Enquiry Received Dear <First Name>, Thank you for sending the Order of The Eastern Star an email enquiry about joining our organisation. We are a welcoming, inclusive organisation and really appreciate that you have expressed interest in the Order of The Eastern Star and that you are actively seeking to enrich the lives of others. Your registration form has been forwarded to your nominated Chapter - <insert Chapter name>. <Insert Chapter contact person> will be in touch shortly to discuss your eligibility, answer any questions and will progress your application accordingly. In the meantime, should you have any questions, <Insert Chapter contact person>’s contact details are <insert email address> and <insert phone number>. Yours sincerely, Angela Sweeney Webmaster Order of the Eastern Star Subject Line: Order of the Eastern Star – Your Membership Application Dear <First Name>, I am delighted to have received your registration form that you submitted on our website. <Insert Chapter name> is always looking for new members so that we can expand our social network of friends with similar values and continue to join forces to enrich lives by helping the community and each other. In order to properly answer any questions you may have and also, to discuss your suitability, I would like to arrange a meeting. It will be very informal but it will provide a great opportunity for us both to learn more about each other. I will give you a call shortly to arrange a suitable time, I look forward to meeting you. Yours sincerely, <Chapter Contact Name> <Title> <Contact email> / <Contact Phone> Order of the Eastern Star

Buddy System It is highly recommended that Chapters set up a buddy system to welcome new members and ensure they get the most out of their membership from day one. The purpose of the Buddy System is to provide a welcoming experience and expedite the level of connection a new member makes with the organisation. The buddy system also recognises the value and experience of existing members. Members with 2 years experience plus can volunteer to be a buddy. It is up to the Chapter Secretary or Worthy Grand Matron/Patron to administer their program. Buddies can be assigned new member enquiries to follow up, arrange meetings to discuss their application, second the petition and follow up with the new member once the application is approved. Buddies should be designated based on their proximity to the new members so that initial meetings to discuss suitability are easy to organise and so that if needs be, they can attend meetings and events together. www.oesaustralia.org.au