1. “Retention is Key” A membership System

2. “Retention is Key” A TOTAL MEMBERSHIP SYSTEM A TOTAL MEMBERSHIP SYSTEM ADAPTED FROM A RI RETENTION PILOT ADAPTED FROM A RI RETENTION PILOT CAN BE TAILORED TO MEET YOUR CLUB’S NEEDS CAN BE TAILORED TO MEET YOUR CLUB’S NEEDS SEVEN BASIC STEPS SEVEN BASIC STEPS SUGGEST IMPLEMENTATION BY MEMBERSHIP COMMITTEE AND CLUB PRESIDENT-ELECT SUGGEST IMPLEMENTATION BY MEMBERSHIP COMMITTEE AND CLUB PRESIDENT-ELECT

3. Seven Basic Steps 1. Identify 2. Inform 3. Invite 4. Orient 5. Induct 6. Educate 7. Involve

4. Identify qualified community members Establish a specific procedure to identify professionals, and leaders with a commitment to service. Establish a specific procedure to identify professionals, and leaders with a commitment to service. Classification surveys Classification surveys Work with other organizations Work with other organizations –Chambers of Commerce –Cultural Organizations –Professional and Business organizations

5. Inform Prospective Members Develop and “Club Profile” Develop and “Club Profile” Add it to: Add it to: –This is Rotary (001- EN) –Rotary basics (595-EN) Present to all visitors Present to all visitors Gather contact Information (Follow-up letter from Club President) and a call of appreciation. Gather contact Information (Follow-up letter from Club President) and a call of appreciation. Continually inform general public via PR Continually inform general public via PR Send prospect newsletters and web site Send prospect newsletters and web site

6. Invite Prospective Member Educate club members on the procedures (How to Propose a New Member 254-EN) Educate club members on the procedures (How to Propose a New Member 254-EN) Board approval for prospective member Board approval for prospective member Make an invitation visit by the proposer and another member Make an invitation visit by the proposer and another member Invite to service projects, fundraisers and special events Invite to service projects, fundraisers and special events Track Sponsors and give credit Track Sponsors and give credit Track the percentage of those that join. Track the percentage of those that join.

7. Orient Potential Members Establish a formal pre-induction orientation program Establish a formal pre-induction orientation program –Community service projects –International service Scope –High standard of Rotary –Attendance requirements and dues structure –Check list of opportunities for knowledge and involvement. –Feed back process for prospective members

8. Induct New Members Induction ceremony: invite spouses and family Induction ceremony: invite spouses and family Effective membership ceremony includes: Effective membership ceremony includes: –Enthusiasm (a memorable event) –Recognition of sponsor –Basic member obligations –Commitment to share skills and resources –Assignment to a club committee –Responsibility to bring in new members

9. Educate Rotarians Establish a formal education program with a checklist of things that educate the new Rotarian Establish a formal education program with a checklist of things that educate the new Rotarian Establish a Mentoring Program (not the sponsor) Establish a Mentoring Program (not the sponsor) Establish a Rotary education plan for current members along with new members Establish a Rotary education plan for current members along with new members

10. Involve Rotarians Club activities Club activities –Club Committees, fundraisers, board meetings, social activities Club meetings Club meetings –Business and personal development –Business forum open to business community Members can talk about their business Members can talk about their business –Vocation service fostered by Paul Harris

11. “Retention is Key” Membership Committee and Club President-elect review and implement. Membership Committee and Club President-elect review and implement. Adapt the “System” to your club Adapt the “System” to your club Implement Now : Don’t delay. Implement Now : Don’t delay.

12. “Membership is Everyone’s Job”

13. Success: District 5230 2006-07 District 5230 grew 4% (120 members) using “Membership is Everyone’s Job” 2006-07 District 5230 grew 4% (120 members) using “Membership is Everyone’s Job” –Introduced in October 2006. –First club use January, 2007

14. A Sad Membership Fact Only 10-15% of Rotarians recruit new members. Only 10-15% of Rotarians recruit new members. Why is that? Why is that?

15. They don’t ask Why don’t they ask? Why don’t they ask?

16. Why don’t they ask? –Fear of Rejection –Prospect might ask a question they can’t answer –Not convenient –Unsure of the process or think it is a burden –Could mean I will have to mentor the new member and I don’t have time.

17. “Membership is Everyone’s Job” is a process. By-passes those excuses. HOW? By-passes those excuses. HOW? A member’s only responsibility is to identify people who have the Rotary qualities we expect: Those who should be Rotarians but are not. A member’s only responsibility is to identify people who have the Rotary qualities we expect: Those who should be Rotarians but are not. The Membership Committee and board take it from there. The Membership Committee and board take it from there.

18. Membership Committee and Board Responsibilities Set goals for the process Set goals for the process Remove duplicates form prospect lists Remove duplicates form prospect lists Screen for quality prospects Screen for quality prospects Develop a “Special Event” Develop a “Special Event” Personal letter of invitation to prospects and spouses to the Special Event Personal letter of invitation to prospects and spouses to the Special Event Follow up with phone call or personal contact. Follow up with phone call or personal contact.

19. Special Event Characteristics Fact: most people join Rotary for Fellowship and to give back to their Community, therefore, Fact: most people join Rotary for Fellowship and to give back to their Community, therefore, The Special event will be fun, promote fellowship, display the club’s community service projects and demonstrate pride. The Special event will be fun, promote fellowship, display the club’s community service projects and demonstrate pride. Short on Rotary facts and figures. Long on fun, projects and bonding with prospective members. Short on Rotary facts and figures. Long on fun, projects and bonding with prospective members.

20. Additional thoughts for the “Special Event” Member testimonials Member testimonials Induct a new member Induct a new member Specific Focus Specific Focus –Gender balance –Younger members –Classifications –Diversity

21. Follow up for success After the event contact prospects. After the event contact prospects. Invite them to a meeting Invite them to a meeting –Pick them up at their office –Have a good program that shows Rotary at its best –Treat them like honored guests –Discuss Rotary with them on the way back to the office and ask them to attend next weeks meeting –Follow-up and Follow-up

22. “Membership is Everyone’s Job” is a simple and fun process Make a list Make a list Throw a party Throw a party Gain members. Gain members. Have fun Have fun

23. “Membership is Everyone’s Job” Kit Provides 7 WORD documents: Provides 7 WORD documents: –Overview –President’s letter introducing the program –Basic presentation for a club meeting –Action Steps to be taken –Prospect list (completed by members) –Sample prospect invitation letter –How to recruiting members from diverse cultures using the process

24. Success: Visalia County Center Visalia County Center Rotary Visalia County Center Rotary –2007 = 86 members –2009 = 104 members –18 members net –Used several types of events Membership “RUSH” Night Membership “RUSH” Night Special speaker at lunch meeting Special speaker at lunch meeting Smaller events at a members home. Smaller events at a members home.

25. Success: Visalia Breakfast Rotary Expanded regular breakfast meeting Expanded regular breakfast meeting –Well known local speaker who had climbed the tallest mountain in each of the seven Continents. –Expanded the room because of over flow crowd –Inducted 8 new members over the next month

26. Success: East Fresno Rotary Wine and cheese at a members house Wine and cheese at a members house –12 prospective members –5 became members Special event dinner (informal) Special event dinner (informal) –District Governor as speaker (brief) –Power Point display of community and international projects –Poster display of community projects –Gained 8 members

27. Success Monterey Peninsula Sunrise Rotary Event held at popular Wine Tasting Room on Cannery Row. Event held at popular Wine Tasting Room on Cannery Row. –Testimonials –Short talk by the Club President –Projects displayed on posters –3 new members

28. Try it you’ll like it 10 to 30% membership gain if implemented correctly. 10 to 30% membership gain if implemented correctly. Treat like a successful fundraiser: Have once or multiple times during the year using different venues. Treat like a successful fundraiser: Have once or multiple times during the year using different venues. Not meant to replace existing successful membership recruitment. Just a new way of thinking about recruiting. Not meant to replace existing successful membership recruitment. Just a new way of thinking about recruiting.

29. “Retention is Key” and “Membership is Everyone’s Job” The Total Membership Recruiting and Retention System

30. Remember “Membership is Everyone’s Job”