MEMBERSHIP Strategy & Systems Rotary District 5370

Membership Committee  Terms of Reference for Membership Committee – see Club Committee Manual Make up of committee Make up of committee Relationship to other committees Relationship to other committees Responsibilities of committee members; research, procedure manual, membership involvement, updates & reporting to board, training of mentors, orientation of new members, prospective member interviews, development workshops… Responsibilities of committee members; research, procedure manual, membership involvement, updates & reporting to board, training of mentors, orientation of new members, prospective member interviews, development workshops…

Set Goals  Systemize the Membership Committee Succession plan – who will be chair next year? Succession plan – who will be chair next year? Design & implement systems Design & implement systems Basic – this yearBasic – this year Additional – set time line for accomplishmentAdditional – set time line for accomplishment Create a club membership manual of procedures Create a club membership manual of procedures  Net membership improvement This year This year Over three years Over three years

Membership Committee 1. Develop a Recruitment Plan 2. Create a Systemic Orientation Program 3. Have a System to Include New Members

Outline of Recruitment Plan  1. Research Community & Club Demographics  2. Use Information to Determine Classification Voids & Prospective Members  3. Create Membership Workshops & Events  4. Work with Communications & PR to Create Promotional Materials

Research Your Community: Demographics Your Community: DemographicsSources

Research  Your Club Demographics & Interests Membership Satisfaction Survey - attached Membership Satisfaction Survey - attached Clubrunner or Club Membership Information Clubrunner or Club Membership Information  Generational Differences – see Generations Pre-war Generations – pre 1947 Pre-war Generations – pre 1947 Baby Boom – 1947 – 1966* Baby Boom – 1947 – 1966* Bust Generation – 1967 – 1979 Bust Generation – 1967 – 1979 Boom Echo – 1980 – 1999* Boom Echo – 1980 – 1999* * Largest generations in Canadian history

Recruitment Plan “ Begin with the end in mind” …Stephen Covey Determine short and longer term goals Determine short and longer term goals One yearOne year Three yearsThree years Use research data to identify classification gaps and potential members. Prepare a classification list & identify prospective members. Use research data to identify classification gaps and potential members. Prepare a classification list & identify prospective members. Include entire club membership in recruitment plan - Incorporate membership planning & recruitment into regular meeting program schedule. Include entire club membership in recruitment plan - Incorporate membership planning & recruitment into regular meeting program schedule.

Recruitment Systems & Tools  Give your club members the information to recruit prospective members: Use the “Why Join Rotary?” information on printed materials, web sites and newsletters. Use the “Why Join Rotary?” information on printed materials, web sites and newsletters. Have a minimum of two club assemblies annually to review plans & accomplishments. Have a minimum of two club assemblies annually to review plans & accomplishments. Use at least one meeting annually to “workshop” membership recruitment. Use at least one meeting annually to “workshop” membership recruitment. Ensure that club members and the board know “How to Propose a New Member” Ensure that club members and the board know “How to Propose a New Member”

Information Tools  Education & Inspiration of Members: Why Join Your Local Rotary Club? Why Join Your Local Rotary Club? Becoming a Rotary Club Member – RI web site Becoming a Rotary Club Member – RI web site This is Rotary This is Rotary Rotary Basics Rotary Basics Example of Bi-annual Assembly Presentation Example of Bi-annual Assembly Presentation How to Propose a New Member How to Propose a New Member RI Web Site – Membership RI Web Site – Membership

Interview Prospective Members  Ensure that prospective members understand benefits, commitments and responsibilities: Prospective Member Orientation Checklist for interview. Prospective Member Orientation Checklist for interview. Financial Information for Prospective Members Financial Information for Prospective Members

Orientation of New Members Steps to Orient New Members: 1. Induction – make this a major club event. Invite family members. 2. Assign a trained mentor to every new member. 3. Have a checklist for the mentor and new member to complete within a pre-determined time period. 4. Institute a method of delivering training; firesides, breakfast meetings with directors, S.T.A.R.

Tools for Orientation  Induction ceremony  Induction folder: ABCs of Rotary, 4 Way Test, RI Presidential brochure, a certificate with the induction ceremony in print, badge, pin and invoice.  Mentoring Checklist  S.T.A.R. Program (optional)  DVD materials from RI for firesides

Include  Make the new member feel special. Have some way of identifying a new member. For example, put his or her name on a different table each week for 6-8 weeks. Have members rotate sharing the table with the new member. Have some way of identifying a new member. For example, put his or her name on a different table each week for 6-8 weeks. Have members rotate sharing 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 members.Assign the member to a committee that has more than two members. Schedule a classification talk in the first six months.Schedule a classification talk in the first six months.

Tools for Inclusion  Take an inventory of committees and committee members, including skills and interests. Keep a database.  Create a committee “tree”. Make sure that everyone in the club has a commitment.  Ensure that new members are personally invited to social events.  Invite new members to identify skills and interests.