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Developing and Retaining Members
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15 Strategies for Increasing Member Attendance and Involvement
At their most basic level, clubs that function successfully – have appealing service and
fundraising projects; hold interesting meetings; involve all members; communicate
effectively both within the club and the community; have members that work well
together and are a valuable part of the community.
Efficient clubs will be able to retain
their members far more easily than one that is unsuccessful in those areas. Shaping up
retention and membership strategies may take more work for some clubs than for
others. But even if your club has some serious issues to address, most of these can be
corrected with a unified, honest commitment from club leaders and members working
together.
Here are 15 strategies your club may wish to consider for improving attendance at club meetings.
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- Monitor Meeting Attendance:
If a member is absent from four consecutive
meetings without a known reason, that member’s sponsor or the attendance
committee should follow up with that person and find out the reason for missing
the meetings. If there is a complaint or grievance from the member, take
immediate action to correct the situation and retain the member. Have your Club Attendance Chair use the Customized Attendance Report on ClubRunner to view a graphical chart showing all member attendances, and call those that have missed two or more consecutive meetings.
- Use Phone Squads:
Assemble a phone squad to call members encouraging them
to attend the meeting that day. This is a great method for enticing inactive
members to attend meetings. As a direct result, these members often seem to
regain enthusiasm about club projects.
- Relevant, Up-to-date Club Newsletter and Web Site:
Use these communications vehicles to reinforce
and build upon items presented in club meetings; explain new policies and
programs; remind members about important dates; report progress on various
activities and celebrate club success. Increase the number of contributing editors on your ClubRunner web site to empower more members to add information pertaining to their
committees and events.
- Try a Lighthearted Tactic:
At each meeting an inactive member is selected and a
stuffed animal is dropped off at the member’s home or business place. It becomes
the member’s responsibility to return this "truancy mascot" in person at a regular meeting,
where the returning member is properly greeted and recognized. The mascot
is then sent along on its next assignment. The whereabouts of the truancy mascot
should be regularly publicized in the club newsletter.
- Create a “Buddy” List:
Have the club secretary assign each member a “buddy”
and prepare a list with names and phone numbers of each “buddy” team.
“Buddies” are responsible for ensuring that their assigned teammate attends the meeting.
- Produce a Desk Calendar:
Print and distribute a desk calendar for the fiscal year
that reminds members and their spouses about the club’s scheduled meetings. Add your events to your club's ClubRunner events calendar so it appears on the club web site and in every week's bulletin.
- Take a Roll Call:
Ask the club secretary or attendance committee chairperson to
verbally take a roll call at each meeting. The attendance chair can then call
those absent, saying that they were missed while encouraging them to attend the
next meeting, and to inform them of any upcoming committee or board meeting so that they could arrange a make-up.
- Create a Point System:
Begin by dividing the entire club into groups with an equal
amount of people in each group. The groups choose a leader who ensures that
at every meeting the whole group attend. One point is given for each member in
attendance at each meeting. At the end of the year the group with the most
points is announced. The leader of that group gets a certificate issued by the club
president and the winning group gets a prize paid for by the members of the
losing groups (such as a club party or celebration).
- Plan Meetings Well:
Improving your actual meetings are the most effective and immediate way to improve the perception of the club from a member standpoint. Click here for 10 valuable tips on planning effective club meetings.
- Develop a Chain of Command:
Proper leadership is essential for the club’s
success and contributes to every member’s development. Each club should
ensure that a definite chain of command exists and that problems arising at a
lower level are handled at that level. This increases the leadership abilities of the
members involved and will, in turn, develop them into better leaders.
- Create a Harmonious Atmosphere:
Club presidents should encourage respect
among members, maintain a harmonious atmosphere, allow fresh ideas to be
tried, and let members present their ideas even if contrary to tradition.
- Solve Problems Promptly:
If a problem arises, the club president should meets
with the parties involved to discuss it and reach an amicable solution. It is
important not to let problems brew.
- Encourage Communication:
Club officers should hold informal coffee or dinner
sessions where any member, committee, or group can come and discuss
problems, make suggestions or get advice. Encourage your members to use your ClubRunner Discussion Forums area to voice opinions or open the dialogue on important club decisions.
- Keep Activities Fresh:
Encourage members to attend other clubs’ meetings,
thereby creating bonds of friendship and cooperation among neighboring clubs,
while exchanging ideas on fund-raising projects and service activities.
Periodically try something new!
- Take Action Early and Often:
The best time to retain members is BEFORE they show signs of losing interest. It is
much easier to keep someone happy and satisfied than it is to make him/her happy
once they’ve become disgruntled. Make sure members know that the club leadership
cares about them and their satisfaction as members.
Even with your hard work, some members may lose interest in the club. Classic signs of dissatisfaction include:
- Not attending meetings
- Not paying dues (or delaying payment)
- Not participating in service activities, fundraisers or social activities
If a member shows any of these signs, contact the member (or have their sponsor
contact them) immediately to ascertain the reasons for not participating. Take steps to
correct the situation and retain the member as soon as possible.
Adapted from the Club Retention Chairperson's Manual
Want to use this or other articles in your own newsletter? Please keep the credits attached, and reference the ClubRunner newsletter as your source.
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