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Get Ready to Light Up Rotary: Incoming Presidents Symposium

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  • Hello everyone and welcome to “Get Ready to Light Up Rotary.: The Incoming Presidents Symposium”
    How many of you in the audience today are incoming presidents?
    How many of you are incoming club officers?
    District leader?
    Rotarians?
    Welcome all of you
  • My name is Philip Archer, and I am your moderator for this session today.
    I am a Rotary Public Image Coordinator, which means I help clubs in my region enhance Rotary’s public image.
    I am a member of the Rotary club of Southbank here in Australia.

    We want you to get ready to “light up” Rotary by thinking about how they will enhance their club membership during their year, and leave inspired by the ideas presented by our panelists today. All of our presenters today are speaking about creative ways and initiatives to boost membership. Membership is a priority for Rotary so we can not only sustain but increase our capacity to continue to do good in the world.

    Our first presenter today is Rotary Director-elect, Per Hoyen. Per is here to talk about the Rotary day initiative and how he implemented it in Denmark.

    Please join me in welcoming Director-elect Per.
  • My name is Per Høyen and I’m a member of Aarup Rotary Club, District 1460 in Denmark
  • In Denmark we have 5 Districts, 276 Rotary clubs and a total of 11.300 members.

    Rotary in Denmark is working as a Multi District and during the year we have a lot of common arrangements. By that it was natural to let the Multi District to be in charge of the planning and coordination of the Rotary day.

    I presented the idea to the Chair of the Multi District and we agreed it was the way to approach the Rotary Day
  • The Chair of the Multi District decided to involve Rotaract and Inner Wheel in the Rotary day and he set up an organizing committee consisting of the 5 DGE’s, the Chair of Rotaract in Denmark and 5 District Presidents elect from Inner Wheel

    The planning started last September and during the autumn districts and clubs was informed about the Rotary day and was encouraged to participate. At PETS and District Assemblies earlier this year the President elects and their teams where told more about the Rotary day and was encouraged to set up an event.

    Local governments has not been a part of the planning process but in some cases you might have to ask for permission to do special events on public owned properties


  • The organizing committee decided at it’s first meeting that the Rotary day could be either club related, district related, national related individually or combined.
    This was to give clubs and district free hands to decide what fits best to what they would like to do.

    Generally the criteria was not to make it a must for each club to participate but to present an eyeopener that here they got an opportunity to tell their Rotary story to the local community in a way that fits locally.
  • I think we all know that it takes creative thinking to launch good events and it is often the lack of this kind of thinking which means that we don’t do anything.

    To avoid this situation and to make it easier for clubs to take part in the Rotary day, the organizing committee developed a catalog of ideas – from which I can mention, for example,

    Concerts
    Yellow vests
    Exhibitions
    Rotary street meetings
    Rotary on wheels
    Public clean ups
    Adopt new members in public

    At the moment we know some clubs who will arrange concerts, others have ordered yellow vests with the Rotary logo on the back for members to wear on the Rotary day when they are shopping and are moving around in their local community.

    Some clubs will arrange exhibitions about projects they have been doing, some will make awareness about Polio+ and others will make a Rotary meeting at the street to show the publich what we do at our meetings.

    As you see there are a lot of possibilities to make Rotary visible and some events do not necessarily take a long time to plan. In Denmark some clubs started quiet early to plan their activities for the Rotary day and others where waiting for the organizing committee to bring in ideas.

    As of today I know about clubs who have decided to participate but so far they haven’t decided what kind of event they will do. Others has been planning for a while and I guess it’s the way each club differs from it’s neighbour club.
  • I very much would like to encourage you to go back home to convince your club or even better your district to arrange a Rotary day in your area. By involving the Rotary family you will get a positive side effect when showing your citizens that Rotary also has something to offer to the younger generations.

    Get non-Rotarians involved as speakers or entertainers and make sure to promote the Rotary day to get the full benefit.

    So you better remember to:
    Engage your club and district
    Involve the Rotary family
    Involve non-Rotary partners
    Promote the Rotary day
    Contact local media
  • Finally I would draw your attention to the fact that both you and I and every other Rotarian have a responsibility for sharing Rotary with the general public.

    You can do so by setting up a Rotary day where you light up Rotary and show your surroundings that it makes sence and it’s fun to be a part of Rotary.

    Thank you for listening
  • Moderator Philip: Thank you Director-elect Per for telling us about Rotary Day in Denmark and how establishing a Rotary day in your area can create more awareness of Rotary and cause someone to want to join our organization.

    Our next panelist is Dr. Satya Mitra. Dr. Mitra is the current club president of the Rotary Club of Worcester, in Massachusetts, in the United States. He is here today because he is a recipient of the Gold Sponsor Pin, which means he recruited 6 or more new members.

    The sponsor pin program is a Rotary initiative that motivates members to recruit new members to their clubs. There are different levels of achievement for the sponsor pin. For 1 new member, you receive a blue pin; 2 = bronze; 4 = silver and 6 = gold.

    Please welcome Dr. Mitra.
  • Make your club a VIP Club! (Value, Image and Product)

    Values – great product – we are there for
    This is what we are all about
  • New Member Sponsor Recognition Program
    Sponsor new members and achieve the corresponding pin
    Share your pride in Rotary with others and recruit them into this amazing organization
  • Always be ready to recruit and sign up a new member.
  • Always be ready to recruit and sign up a new member.
  • Moderator Philip: Thank you Dr. Mitra for inspiring us with your creative initiatives to increase membership.

    Another membership development initiative is to attract and engage young professionals. Our next panelist is Dr. Peter Pang, a DGN for district 3450 in Hong Kong. He is a member of the Rotary Club of New Territories. Dr. Pang is here to share the initiative he has taken to recruit former Rotaractors into his club.

    Please join me in welcoming Dr. Peter Pang.
  • Moderator Philip: Thank you Dr. Pang for sharing the importance of targeting young professionals in our membership efforts and all the ways you have done this.

    Our final panelist today is here to share how her club went from average to vibrant. She is the president of the Rotary club of Doncaster, here in Australia, and her club is being featured in the newly revised Be A Vibrant Club publication, which is available at the Resource Booth and on shop.rotary.org. This publication is now regionalized and each region features a club from that region that became vibrant and how they did it.

    Please join me in welcoming Alma Reynolds, as she tells us what her club did to become vibrant.
  • Here are some of our members. They are a diverse group – men and women from a variety of backgrounds and ranging in age from low 30’s to mid 80’s.
  • The main thing we all have in common is we are happy to be Rotarians and we enjoy our Rotary experience.
  • How can you not smile when you see these happy faces?
  • Smiles and friendly greetings are infectious!
  • Our youngest member and our oldest!
  • “Vibrant” means full of energy and life.

    Is your club vibrant?

    I think mine is and I‘d like to share with you some thoughts on how to make yours full of energy and life, too.
  • First the important but more mundane stuff. Planning!

    Strategic plans are important.

    Where do you want your club to be in 5 years time?

    All your members should have an input into your strategic plan.

    Assistance to make a strategic plan can be obtained through your District.

    This is our Strategic plan and I have a few copies with me for anyone who would like to see it.
  • More planning!

    Every club needs an annual plan every year. The annual plan is built from the strategic plan and club member inputs.

    What do you and your leadership team want to achieve next year?

    If you write it down you will be able to measure your progress.

    Here’s a special tip - if you include the requirements of the RI Presidential Citation in your Annual Plan, you’ll achieve it every year!

    My plan for this year looks like this.

    Again, I have some copies with me for anyone who would like to take one.
  • Run interesting and lively meetings.

    Have at least half an hour for fellowship before the meeting and encourage members to be there – this is where connections are made and friendships start.

    Keep meetings to 1 hour. Remember; breakfast and lunch clubs can get through a meeting in an hour so evening clubs should be able to as well.

    Keep club announcements short and relevant.

    Keep club business for Board and committee meetings.
  • Listen to your members.

    The best new ideas come from your members, especially newer members.

    If you give them a chance to do so, your members will tell you the good things about your club and they will let you know when improvements are needed.

    About a year ago we sent a questionnaire to our members and the responses led to significant changes in the way we program our meetings – we have now included more of the things our members like and less of the things they don’t!
  • Communicating with your members is important.

    A weekly Bulletin is essential.

    Social media is great but only at the pace with which your members are comfortable.

    Our club Bulletin is emailed and we have a website and a Facebook page.

    We won’t move on to other social media until our club members seem ready.

    A younger club may well use a wider range of social media.
  • Involve Everybody.

    All members have a role in our club, right from their induction. Even within the club teams, each member is given a task for which they are responsible.

    Members are allocated to roles that they are enthusiastic about and for which they have a talent.

    Succession plans are always in place so that new team leaders and new club leaders have the chance to be prepared for their forthcoming role.

    Mentors are appointed for all new members and experienced Rotarians provide mentorship for those who are moving into leadership roles in the club.

  • Have committees that work and serve your club goals.

    Structure your club to suit its interests, goals and skills.

    Although RI provides guidance, the suggested teams or committees list should not constrain your club.

    A small club may have a small number of teams and restrict its activities to those things it can do well. A larger club may include more teams across a wider scope of activities.

    You can have special teams for bigger projects.

    Our club is trying out a new Sustainability Team next year to focus on projects around that theme.
  • Do new things.

    Nothing is less vibrant than a club stuck in a rut of doing the same fundraisers and the same projects year after year.

    The members will have a de-motivated attitude and the atmosphere in the club will be low.

    New activities, new projects and new ideas bring enthusiasm, passion and energy.

    New members bring new ideas and are a great source of inspiration.
  • Be involved at higher levels of Rotary

    Clubs that are insular, parochial and hold themselves aloof from District activities and events are often those with the least vibrancy.

    Arrange for your club members to support activities from the wider Rotary community.

    Attend District events and encourage more experienced Rotarians to take on roles at District level. Invite District leaders to attend your club.

    Mixing with Rotarians from other clubs at District events will provide inspiration and energy which, in turn, will increase the feeling of excitement and achievement inside your club.
  • Mix, have fun, be warm and welcoming.

    As a new President you will be very busy before meetings but still it is important to make the time to greet all members every week.

    Appoint one or two members each week whose job it is to circulate through the groups at fellowship time and greet each member. This activity serves to discourage cliques and break down closed groups within the club.

    Encourage members to sit at different tables and next to different members each week.

    Every member has a role in making guests welcome – remember, prospective members who do not feel welcomed and valued will not come back!

    Even long standing members will fall away if they are not feeling valued by the club.

    Include organized and informal social events in your program – social activities are the glue that holds your club together.
  • A Vibrant club:

    Has active, motivated members

    Sets and achieves its goals

    Tries new things

    Makes members and guests feel valued

    Grows
  • Alma: Now it’s your turn to take action.

    Hints and tips for making your club more vibrant can be found in this brochure, but most of what makes a club vibrant can be found inside your club if you are prepared to find it and nurture it.

    Your leadership can move your club from drab to fab. Make the difference and BE A VIBRANT CLUB.

    Philip: Thank you Alma for reminding us of the importance of vibrant clubs to attract and engage new and existing members.

    Now that you have heard some initiatives others have taken to boost membership, I ask all of you to find a partner and come up with some membership strategies you will try during your year. Take 5 minutes to meet someone and think of something you will try.

    (after 5 min) OK, now we ask volunteers to share your idea with the larger group via microphone.
    Allow time for Q&A
    -----------------------
    (Last 5 min) New Club Invoice Announcement:
    Incoming club officers – starting in January 2015, your club will receive a new kind of invoice from RI for your club member dues. The balance will reflect your club’s membership data as it appears in RI’s database on 1 January and 1 July. So it’s now more important than ever to make sure that your member data is kept current!
     
    Make your membership updates on My Rotary.org – navigate to Manage, and then Club administration. If your club uses a software vendor or local database as part of the Member Data Integration Services, update your club’s information through your software vendor or local database.
     
    If you are a district officer, be sure your club officers are aware of the new invoice coming January 2015.
     
    Find more information on https://www.rotary.org/myrotary/en/club-invoice
  • New members source
    Friends
    Profession/ working place
    Service partner (Rotaractors)
  • For their energy in service
    For their new idea
    To be our future leaders
    To combat the aging of our membership
    Financially more stable
  • Long term service partner
    Understand the Rotary values
    “Self selected group” of leaders among peer group
  • Why they will join us?
    How to facilitate this?
    Concrete examples?
  • Continue service opportunities
    Enrich life
    Broaden network
  • Lower cost
    Change in culture? Not having meeting in major hotels?
  • Allow service projects/ fellowship events to replace meetings
    Encourage make up as to know more Rotarians from other clubs
  • Discuss with them the “career pathway” in Rotary
    Engage them with the administration in the clubs
    Encourage them to take lead in service projects
  • Joint installation/ celebrations
    Joint service projects
    Having “show case” of successful Rotaractors  Rotarians  Presidents …
  • Hello everyone and welcome to “Get Ready to Light Up Rotary.: The Incoming Presidents Symposium”
    How many of you in the audience today are incoming presidents?
    How many of you are incoming club officers?
    District leader?
    Rotarians?
    Welcome all of you
  • Transcript

    • 1. 2014 ROTARY INTERNATIONAL CONVENTION Get Ready To Light Up Rotary: Incoming Presidents Symposium
    • 2. Moderator: Philip Archer Rotary Public Image Coordinator Zone 8 Rotary Club of Southbank, Australia TAKE ACTION
    • 3. 2014 ROTARY INTERNATIONAL CONVENTION Rotary Day in Denmark: 6 September 2014
    • 4. Panelist: Per Høyen RI Director Elect Rotary Club of Aarup, Denmark TAKE ACTION
    • 5. • 5 Districts • 276 Clubs • 11.300 Members MULTI DISTRICT DENMARK
    • 6. ORGANIZING COMMITTEE
    • 7. THE ROTARY DAY
    • 8. IDEA CATALOG
    • 9. TAKE ACTION
    • 10. TAKE ACTION
    • 11. 2014 ROTARY INTERNATIONAL CONVENTION Ignite the President Within You
    • 12. Panelist: Dr. Satya Mitra Club President Rotary Club of Worcester, Massachusetts, United States TAKE ACTION
    • 13. CONNECT WITH PROSPECTS
    • 14. YOUR MEMBERSHIP Wisdom and Loyalty
    • 15. YOUR MEMBERSHIP Action and Enthusiasm
    • 16. YOUR MEMBERSHIP Publicity and Prestige
    • 17. PROMOTE ROTARY VALUES
    • 18. MAKE YOURS A VIP CLUB
    • 19. JUSTIFY THE VALUE
    • 20. SHARE YOUR PRIDE IN ROTARY
    • 21. SIGN THEM UP!
    • 22. SIGN THEM UP!
    • 23. IT’S A PIECE OF CAKE
    • 24. 2014 ROTARY INTERNATIONAL CONVENTION Recruiting Young Professionals and Rotaractors
    • 25. 2014 ROTARY INTERNATIONAL CONVENTION Meet My Vibrant Club: The Rotary Club of Doncaster
    • 26. Panelist: Alma Reynolds Club President Rotary Club of Doncaster, Australia TAKE ACTION
    • 27. HAPPY MEMBERS, HAPPY CLUB
    • 28. HAPPY MEMBERS, HAPPY CLUB
    • 29. HAPPY MEMBERS, HAPPY CLUB
    • 30. HAPPY MEMBERS, HAPPY CLUB
    • 31. HAPPY MEMBERS, HAPPY CLUB
    • 32. My club is a Vibrant club! TAKE ACTION
    • 33. ITEM 1: MAKE PLANS TAKE ACTION Strategic plans are important. Where do you want your club to be in 5 years’ time?
    • 34. ITEM 1: MAKE PLANS TAKE ACTION An Annual Plan every year. What do you and your leadership team want to achieve next year?
    • 35. ITEM 2: RUN INTERESTING AND LIVELY MEETINGS
    • 36. ITEM 3: LISTEN TO YOUR MEMBERS
    • 37. ITEM 4: COMMUNICATIONS
    • 38. ITEM 5: INVOLVE EVERYBODY
    • 39. ITEM 6: COMMITTEES THAT WORK AND SERVE
    • 40. ITEM 7: DO NEW THINGS NEW
    • 41. ITEM 8: BE INVOLVED AT HIGHER LEVELS OF ROTARY
    • 42. THE MOST IMPORTANT ITEM: MIX, HAVE FUN, BE WARM AND WELCOMING
    • 43. THE SIGNS OF A VIBRANT CLUB • A vibrant club –Has active, motivated members –Sets and achieves its goals –Tries new things –Makes members and guests feel valued –Grows
    • 44. TAKE ACTION
    • 45. GET READY TO LIGHT UP ROTARY: INCOMING PRESIDENTS SYMPOSIUM PHILIP ARCHER, ZONE 8 RI PUBLIC IMAGE COORDINATORLYING THE GE MODEL
    • 46. • Right person • Right job • Right time 1. GREAT PEOPLE DRIVE GREAT RESULTS
    • 47. • Critical few • Easily understood • Consequence management 2. IF YOU CAN’T MEASURE IT – DON’T DO IT
    • 48. 3. CULTURE IS ALL IMPORTANT • Understand history • Focus on behaviours • Drive consistently
    • 49. • Read voraciously • Be in the market • Questioning mindset 4. ARE YOU CHANGING FASTER THAN THE EXTERNAL WORLD?
    • 50. • Your greatest asset • Apply rigour • Make the early call 5. ASSESS YOUR PEOPLE CONTINUALLY
    • 51. • Bad news travels fast • Neutrals won’t refer • Satisfaction not enough 6. IS YOUR CLIENT A PROMOTER?
    • 52. • A single match… • Use all legal means • Brand strategy 7. PROTECT YOUR REPUTATION ZEALOUSLY
    • 53. • Applies to everyone • No fear of failure • Acknowledge innovation 8. ENCOURAGE A CONTINUAL IMPROVEMENT MINDSET
    • 54. • Never underestimate • Recognition at all levels • Private and public 9. RECOGNITION IS A POWERFUL TOOL
    • 55. • Know your audience • Vary the medium • It must be authentic 10. COMMUNICATE, COMMUNICATE, COMMUNICATE
    • 56. Panelist: Dr. Peter Pang District Governor Nominee, 3450 Rotary Club of New Territories, Hong Kong TAKE ACTION
    • 57. LIGHT UP ROTARY THROUGH MEMBERSHIP
    • 58. WHY YOUNG PROFESSIONALS?
    • 59. WHY ROTARACTORS?
    • 60. QUESTIONS YOU NEED TO ANSWER…
    • 61. WHY THEY WILL JOIN
    • 62. HOW TO FACILITATE? LOWER THE COST
    • 63. HOW TO FACILITATE? TIME FLEXIBILITY
    • 64. HOW TO FACILITATE? CAREER PATHWAY/ TIMELINE
    • 65. TAKE ACTION – TO BE EQUAL WITH THEM
    • 66. 2014 ROTARY INTERNATIONAL CONVENTION Get Ready To Light Up Rotary: Incoming Presidents Symposium

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