Best Practices for On- Boarding Rotary Club Webinar: Best Practices for On-Boarding Tamara Coleman-Lawrie 2018

Today’s Webinar Agenda Overview of Best Practices for New Member Engagement Resources to Support Your Club’s New Member Engagement Strategies Best Practices for Mentors Tools for Mentors New Member Checklist New Club Resources District Website What to include in the New Member Welcome Kit Review of Resources Q&A

Introductions to the District 7090 New Member On-Boarding Committee

Best Practices for New Member Engagement

OVERVIEW OF BEST PRACTICES FOR NEW MEMBER ENGAGEMENT NEW MEMBER ENGAGEMENT BEST PRACTICES DOCUMENT RELEASED Best Practices for New Member Engagement Document Implementing These Best Practices Will Support Member Engagement Assigning Mentors Formal Induction Welcome Package Provided Review (and provide) the New Member Checklist Online Training for New Members Classification Presentation within the first few months Club meeting greeter at 3 meetings within the first few months Connected to a club committee/project initiative Provide info about other clubs, ways they can attend other club meetings Support your new member in attending training opportunities Conduct a ceremonial “new member checklist” completed congratulations Assigning Mentors (we will talk about the best practices for mentors a little later) Induction Welcome Package & What Should Be Included (we will also take a look at the new resources again a little later) Review the New Member Checklist – do they have any questions? Online Training for New Members – link them to the District New Rotarian/Member Resources sites and make it known that it is vital that they complete the online training Invite your new member to complete their classification presentation within the first few months Invite your new member to be a club meeting greeter at 3 meetings within the first few months After the first month or at a time that is suitable, engage your new member in a conversation about their specific Rotary interests and get them connected to a club committee/initiative Ensure the new member knows about other clubs, ways they can attend other club meetings, where they can find this information, etc.... Support your new member in attending CLT, RLI and other training opportunities Conduct a ceremonial congratulations when they complete the new member checklist

RESOURCES TO SUPPORT YOUR CLUB’S NEW MEMBER ENGAGEMENT STRATEGY Best Practices for Engaging Members Training Module Creating A Positive Experience For Prospective Members First Impressions Matter: The Membership Experience Membership Best Practices RI Forum New Member Orientation Guide New Member Welcome Kit Available for Purchase Prospective Member Brochure - Impact Begins with You Prospective Member Exercise Kick-Start Your New Member Orientation - Video Training Module available in the RI Learning Centre Best Practices for Engaging Members Training Module Creating A Positive Experience For Prospective Members First Impressions Matter: The Membership Experience Membership Best Practices RI Forum New Member Orientation Guide/Introducing New Members to Rotary New Member Welcome Kit Available for Purchase Prospective Member Brochure - Impact Begins with You Prospective Member Exercise Kick-Start Your New Member Orientation - Video Training Module available in the RI Learning Center

Best Practices for Mentors

OVERVIEW OF BEST PRACTICES FOR MENTORS MENTOR BEST PRACTICES DOCUMENT RELEASED Best Practices for Mentors Document #1 PRIORITY: Assign a Mentor for 6 months to 1 Year The Mentor is responsible for supporting the New Rotarian in: Understanding the various levels of Rotary Their formal induction and receiving and reviewing the Welcome Kit Obtaining their ClubRunner and RI online accounts and logins Accompanying the new member at club meetings and introducing them Completing the New Member Checklist Conducting their Classification/Bio presentation Getting connected to a committee/service project or club initiative Ensuring the ‘ceremonial congratulations’ is completed after the New Member Checklist is complete MAINTAINING REGULAR CONTACT ENSURES ENGAGEMENT & PARTICIPATION Assign a mentor, whether it is the sponsor or another club member, ensure there is a liaison between the new member and your club; Assign them for 6 months minimum, up to one year, until the new member communicates they feel they do not need a mentor any longer The Mentor is responsible for: Guiding the new Rotarian to build a strong, long term relationship with their Rotary Club, the District and Rotary International, by helping the new member understand the philosophy, policies and procedures of Rotary at various levels; Supporting/scheduling along with the Club, the new member’s induction; Providing the Welcome Kit and reviewing these materials with the new Member; Support the new member in obtaining their ClubRunner and RI online accounts; Accompany the new member at club meetings and introduce them to other members at those meetings; Guiding the new member through New Member Checklist and its requirements; Coach the new member in preparation for their Classification/Bio presentation; Maintaining regular contact with the new member, for six months to one year, or as long as necessary, to probe interests, answer questions, and anticipate upcoming events and activities so that the new member is prepared to carry out his or her role as an effective and engaged member; Enriching their participation in, and strengthening, their contribution to Rotary; Accompanying the new member to any Rotary activities or to visit another club; Frequently interact with the new member to build a strong person-to-person relationship; Jointly review Rotary committees, helping the new member to understand the roles of various committees and determine the specific committees the new member would like to join. Introduce the new member to the chair of the committee of interest. Monitor to confirm that the relationship is successfully implemented; and Ensure a “ceremonial congratulations” are publicly implemented at the Club when the new member has completed their New Member Checklist.

TOOLS TO SUPPORT YOU AS A MENTOR Use the Introducing New Members to Rotary: An Orientation Guide Use the Creating a Positive Experience for Prospective Members Rotarian Article: Mentor New Members Help your new member sign up for District 7090 New Member Orientation Program District 7090 New Member On-Boarding Committee (Contact tamara@d7090.org) District 7090 Training Opportunities (RLI, CLT and Conferences) Club Resources on District 7090 Website Membership Resources on District 7090 Website Use the Introducing New Members to Rotary: An Orientation Guide Use the Creating a Positive Experience for Prospective Members Rotarian Article: Mentor New Members Help your new member sign up for District 7090 New Member Orientation Program District 7090 New Member On-Boarding Committee (Contact tamara@d7090.org) District 7090 Training Opportunities (RLI, CLT and Conferences) Club Resources on District 7090 Website Membership Resources on District 7090 Website

New Member Checklist

WHAT IS INCLUDED ON THE NEW MEMBER CHECKLIST MENTOR BEST PRACTICES DOCUMENT RELEASED New Member Checklist Document Membership Induction Attend the Orientation Program Getting To Know Your Club Getting To Know Your District Club Committees Handout ClubRunner & RI Login and Profile Your Role As A New Member RI New Member Section on RI Serve as a Meeting Greeter Join a Club Committee Classification Presentation Attend a Club Social Activity Attend a Club Fundraiser Attend a Club Board Meeting Attend Another Club Meeting Complete a Check-In with President Complete a 3 Month Check-In with your Mentor Complete a 6 Month Check-In with your Mentor Maintain Rotary Membership for 6 Months Be Current on Rotary Dues Membership Induction Attend the Orientation Program (Online or In Person Review the Getting To Know Your Club Handout Review the Getting To Know Your District Handout Review the Club Committees Handout Create Your ClubRunner Login & Profile Create Your Rotary International Login & Profile Review Your Role As A New Member on RI - https://my.rotary.org/en/learning-reference/learn-role/new-member Review the New Member Resources Section - www.rotary7090.org Serve as a Meeting Greeter (3) times Join a Club Committee (at least 1) Complete Your Classification (Bio) Presentation to Club Attend a Club Social Activity (at least 1) Attend a Club Fundraising Event (at least 1) Attend a Club Board Meeting (at least 1 Attend a Meeting at another Club (at least 1) Complete a Check-In with the Club President Complete a 3 Month Check-In with your Mentor Complete a 6 Month Check-In with your Mentor Maintain Rotary Membership for 6 Months Be Current on Rotary Dues UPON COMPLETION, ensure the member and mentor signs off and at the next Club meeting, conduct a ceremonial congratulations for the new Rotarian

New Club Resources

NEW CLUB RESOURCES TO HELP YOUR CLUB & OUR DISTRICT IN ON-BOARDING Getting To Know Your District Rotary Terminology Club Committees District Committees and Leadership Opportunities Getting To Know Your Club Template Best Practices for New Member Engagement Best Practices for Mentors New Member Checklist Getting To Know Your District Best Practices for New Member Engagement Best Practices for Mentors New Member Checklist Rotary Terminology Club Committees District Committees and Leadership Opportunities Getting To Know Your Club Template ALSO REVIEW THE DISTRICT COUNCIL PRESENTATION ON THE MEMBERSHIP CHAIRS SURVEY

Engaging Your New Member in the Member Resources District Website Section

NEW CLUB RESOURCES TO HELP YOUR CLUB & OUR DISTRICT IN ON-BOARDING Comprehensive Member Resources Section Easy & convenient way to engage your new Member Categorized into main categories and features live links to local, District and RI topics: The Rotary Learning Centre Your First Month As A Rotarian Your First 90 Days As A Rotarian Getting Deeper Into The World Of Rotary Annual Training Opportunities Rotary Global Rewards Program Shopping for Rotary Swag Other Ways to Get To Know Rotary The New Member On-Boarding Committee has developed a comprehensive Member Resources Section aimed at engaging members in Rotary It is the easiest and most convenient way to engage your new Rotarian in learning about Rotary at their own pace; The Member Resources Section is categorized into main categories and features live links to local, District and RI topics: The Rotary Learning Centre Your First Month As A Rotarian Your First 90 Days As A Rotarian Getting Deeper Into The World Of Rotary Annual Training Opportunities Rotary Global Rewards Program Shopping for Rotary Swag Other Ways to Get To Know Rotary SO NOW LET’S TAKE A LOOK AT THE DISTRICT WEBSITE AND SHOW YOU SOME OF THESE NEW AREAS WE ARE TALKING ABOUT

District 7090 Website Membership Area Website Pages Overview Rotary Membership Landing Page: http://www.rotary7090.org/sitepage/rotary-membership - Overview of Rotary Membership and available resources - Video on Changes to Membership - Club Training and Speaker Opportunities - Rotary Now Video Tool 2. Welcome New Rotarians - Official welcome page for new Rotarians - Links to the Member Resources Page - Connection to New Member On-Boarding Committee Chair Contact 3. Club Resources - The Club Resources are broken up into 4 key categories: 1) Membership Committee Management 2) Building/Maintaining A Vibrant Club and Member Retention 3) Prospecting, Recruiting & On-Boarding 4) Welcome Kit Inclusions - Each Resource is hyperlinked for easy access and is either downloaded and/or customizable - Some resources are videos, links to learning centre modules or files - Connection to District Membership Committee Chair Contact and New Member On-Boarding Committee Chair Contact - If you are looking for a resource or need something, connect with us 4. Member Resources - The Rotary Learning Center – encourage your members to use this - Your First Month As A Rotarian – great way to ease them into Rotary - Your First 90 Days As A Rotarian – great way to further engagement and see where their passions are - Getting Deeper Into The World Of Rotary – for those truly embraced Rotarians, this will help to guide them to the world of Rotary outside of their club - Annual Training Opportunities – encourage attendance, club’s should where plausible financially support their members to attend - Rotary Global Rewards Program – we have updated this to help understand - Shopping for Rotary Swag – links to purchase all things Rotary - Other Ways to Get To Know Rotary – magazine, etc... 5. Membership Newsletters 6. Global Rewards Program 7. Membership Webinars: currently being developed All Webinars can be accessed in the Food Truck

DISTRICT 7090 MEMBERSHIP WEBSITE PAGES Membership Landing Page Welcome New Rotarians Club Resources Member Resources Membership Newsletter Global Rewards Program Membership Landing Page: http://www.rotary7090.org/sitepage/rotary-membership Welcome New Rotarians: http://www.rotary7090.org/sitepage/welcome-new-rotarians-1 Club Resources: http://www.rotary7090.org/sitepage/club-resources-1 Member Resources: http://www.rotary7090.org/sitepage/member-resources/member-resources Membership Newsletter: http://rotary7090.org/sitepage/7090-membership-newsletter Global Rewards Program: http://rotary7090.org/sitepage/rotary-global-rewards-program

What To Include In Your Welcome Kit

THESE ITEMS WILL HELP YOUR NEW MEMBER BECOME FAMILIAR WITH ROTARY Connect for Good Club Committees Info Sheet District Committees & Leadership Opportunities Info Sheet Getting To Know Your Club Fillable Template Getting To Know Your District Member Certificate - Customize the Certificate and Print it for your New Members Member Pin New Member Checklist (MS Word Version Available Above) Orientation Handbook - COMING SOON! Rotary Basics Rotary Terminology Connect for Good Club Committees Info Sheet District Committees & Leadership Opportunities Info Sheet Getting To Know Your Club Fillable Template Getting To Know Your District Member Certificate - Customize the Certificate and Print it for your New Members Member Pin New Member Checklist (MS Word Version Available Above) Orientation Handbook - COMING SOON! Rotary Basics Rotary Terminology All of these files are available for download on the Club Resources Section

OTHER WAYS TO SUPPORT YOUR WORK IN MEMBERSHIP DEVELOPMENT Membership Reports District New Member Welcome Letters and Engagement Now Being Implemented Orientation Handbook Template for Clubs coming soon! New Member On-Boarding Survey Annual Release What other tools would Clubs require/use or feel would support them? Membership Reports District New Member Welcome Letters and Engagement Now Being Implemented Orientation Handbook Template for Clubs coming soon! New Member On-Boarding Survey Annual Release What other tools would Clubs require/use or feel would support them?