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

2. 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

3. Introductions to the District 7090 New Member On-Boarding Committee

4. Best Practices for New Member Engagement

5. 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

6. 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

7. Best Practices for Mentors

8. 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.

9. 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
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
District 7090 Training Opportunities (RLI, CLT and Conferences)
Club Resources on District 7090 Website
Membership Resources on District 7090 Website

10. New Member Checklist

11. 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 -
Review the New Member Resources Section -
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

12. New Club Resources

13. 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

14. Engaging Your New Member in the Member Resources District Website Section

15. 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

16. District 7090 Website Membership Area Website Pages Overview
Rotary Membership Landing Page:
- 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

17. DISTRICT 7090 MEMBERSHIP WEBSITE PAGES
Membership Landing Page
Welcome New Rotarians
Club Resources
Member Resources
Membership Newsletter
Global Rewards Program
Membership Landing Page:
Welcome New Rotarians:
Club Resources:
Member Resources:
Membership Newsletter:
Global Rewards Program:

18. What To Include In Your Welcome Kit

19. 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

20. 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?