Membership reports and trends zones 33 34


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Learn how to access membership reports, set goals, and interpret data.

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  • Welcome every to today’s seminar, Membership Reports and Trends
  • Just to make sure that everyone is signed up for the correct webinar. . .We are going to discuss the followingHow to access Rotary Club CenterWho can enter in membership goalsHow do you interpret the dataWhy is this relevant to your clubWhat resources are available?
  • MODERATORMy name is Cindy Meehan and I am the Director of the Membership Development Division and I will be moderating today’ssession. I want to send a special thank you to Paula Matthews and Marcy Ullom who have been terrific with the planning and communication of the webinar. This is very exciting that this is one of the first club president sessions for zones 33 & 34. This webinar is interactive so we encourage you to submit questions. We will be pausing the session in a few places so that we can respond to your questions as they are fresh on your mind. We are also going to be recording this session and as a result, we will need to mute the phone lines to avoid background noise.
  • MODERATORI am pleased to introduce today’s presenter, Jennifer Deters who is the Manager of the Membership Research and Survey Group in the Membership Development department.Many of you know Jen from her 10+ years at Rotary. What you will all learn is her incredible talent with understanding Rotary data; where it’s located, how to decipher and what are the trends.
  • So we are all on the same page, we will need to become familiar with the Go-to Webinar Software. How to navigate with the screen, listen to the session and submit questions.
  • MODERATORSo for audio, you have your own control panel in the upper right corner of your screen that looks similar to the one here. Use the orange arrow to open or close your control panel.Next, you’ll select the audio option for listening to today’s webinar. Select the option you prefer in your own control panel in the upper right hand corner of your screen.If you wish to connect via the telephone the access numbers are provided to you. Or, you may choose to participate via microphone and speakers from your system. If you are using your computer’s speakers and are having problems hearing, you may wish to try USB headphones or you may wish to try switching to the telephone option.
  • MODERATORIn order to maintain the highest sound quality possible, all but myself will be muted during the webinar. Submit your questions or comments through the question pod on your attendee control panel (in the upper right corner of your computer screen). You can also use the question pod if you’re having technical difficulties. Simply describe the problems you are having right here in the box, and an RI staff member will assist you right away.Now, let’s take a moment to practice using the question pod. Please type your name and the name of your Rotary club.****** Comment on answers coming into the questions pod
  • MODERATORI’m going to turn the mic over to our main speaker, Jennifer Deters.Many of you may know Jen from her many years at Rotary. Jen’s knowledge of data is legendary at RI. She has great ability to understand how the data is being pulled from the system.
  • Jen: Thanks CindyAs Cindy mentioned, we are going to review these objectives on the screen so let’s get started.
  • Thank you Cindy.Many of you will recognize this as the new home page for launch a few weeks ago. To find Rotary Club Central, with it club administration pages and reports we start with, My Rotary.
  • Select Manage
  • Then Club & District Administration
  • From the Club and District Administration home page, we want to select View All under the Club Administration activities module
  • From the Club Administration portal we select Rotary Club Central
  • This is the Rotary Club Central home page for a club: The Club Snapshot as it is called.There are several key sections:The tabs across the top represent the three strategic areas of club planning and goal setting – Your Club for administration, membership, public image and other activitiesService for planning and measuring the impact of club service projectsFoundation Giving for planning and measuring giving to The Rotary FoundationThere is no TEST tab, we are using a testing environment to show you these screensWe are going to focus on the Your Club tab for this session. Scrolling down the page brings you to several key sub-sections of membership data…
  • This is the membership trend graph showing the number of members the club had at the beginning of each year, 1 July, the blue bars. The number of members the club finished each year with, 30 June, the pink bars. And the green line illustrates the overall retention percentage for the club each year, which factors the retention of both new and existing members for that year.
  • Scrolling a bit farther down bring us to age and gender trends for the current, immediate past, and immediate future years, and additional detailClicking on the View Details link brings up a report showing the entire membership list.
  • Which includes first and last name of each member. Their birth year, if reported to RI, and their calculated age and their gender if reported to RI. Given that we have only just begun to offer Rotarians the option of providing us with their year of birth it is not surprising that in this club every field is blank. Whether this information is populated is completely at each member’s discretion and clubs may or may not want to encourage their member’s to provide the year. A little later on Cindy will explain why having this information may be useful for membership strategy goal planning.PRINTING / EXPORTING: To print or export any of the reports in RC Central the user needs to click on the Design button in the upper right corner, then right click on the page tab at the lower left corner, and select the output format. This will download the selected format to the user’s PC and then it can be viewed, printed, and emailed.
  • Are the any questions about how to find RC Central and what is visible?
  • I want to highlight which roles can actually enter club goals:Immediate past, current and incoming leaders can enter club goals FOR THE YEAR THAT THEY WERE OR ARE SERVING. The positions that can enter goals are those that we collect in our database and you will see them listed on the screen. District-level leaders also have specific functionality in order to help clubs enter goals when needed and to be able to support them as they work toward achievement. [click]
  • While club and district leaders are the ones entering the goals, again it’s important that all Rotarians play a part. This is why all club members can view goals, so that the club as a whole can take ownership of their goals and all can participate and contribute to achievement. In addition, RI Directors and Trustees, as well as Coordinators and Advisors can view the goals for clubs within their zones.While Rotary Club Central is at its heart a club-level tool, one great feature is that the club level goals aggregate to district goals and then to global goals. And all members have access to viewing their own club, district and then the global view, so they can see how their club is contributing to the impact and success of their district and Rotary as a whole.[click]
  • OK—we are going to stop again and ask for questions pertaining to the club goals.
  • Next we will examine how club officers actually work with Rotary Club Central and the membership goal setting process.Scrolling a bit farther down the Club Snapshot page we arrive at the Goals and Progress section.Here we see three tabs for the current, immediate past, and upcoming Rotary years. There are 3 boxes on the screen and a table below.The three boxes illustrate where the club’s membership was at the beginning of the previous Rotary year on the left, where the club is currently on the far right, and what the club’s current year membership goal is, in the center. Notice in the center this box is null – this club has not yet set a goal for this current Rotary year.The table below will be populated with the goals that are set on the next screen by selecting the view button to go to the Retention Calculator…
  • This is the Membership Retention Calculator. This is the same table as seen on the previous page, but here there are empty goal boxes ready for use by the club officers. The table is again prepopulated with the start figures from the previous year in the 1 July Start Figure column and shows the current state of membership since the beginning of the current year in green along the Achievement lines.The gold and blue boxes highlight the working section of the calculator. The calculator works in reciprocal: entering either the planned number of existing members retained or the planned percent of existing members retained will auto populate the other box. As numbers are entered into the boxes the Goal Total column on the far right will auto adjust to illustrate the membership goals.Once submitted, these numbers will auto populate the previous screen.
  • Remember this page from the previous screen? Once you have set and saved your goal in the calculator your goal will appear here.
  • Again, we are going to take a moment to allow you to ask any questions regarding member retention and goal-setting.
  • We have received feedback from club and district leaders that this view does not provide enough detail to review the membership and retention trend for planning and setting goals.
  • Back to the RC Central home page
  • Here you can find your club among the district listing and review your previous 3 year retention history to assist you in setting the new member goal and the retention goal.
  • PRINTING / EXPORTING: Again to print or export any of the reports in RC Central the user needs to click on the Design button in the upper right corner, then right click on the page tab at the lower left corner, and select the output format. This will download the selected format to the user’s PC and then it can be viewed, printed, and emailed.
  • The remaining reports are for your reference.Looking for the number of members in the US or other countries, select the 1st reportLooking for the gender balance in the US or other countries, select the 3rd reportTo see the same information by district select the 2nd or 4th reports.To see your club’s progress toward membership goal select, Club Growth.To see how many members left your club and why, select Membership Termination Profile
  • Before we go to the planning side of the presentation, let’s have one more opportunity for questions.
  • Thank you, JenI told you that she was phenomenal with the numbers! I have the easy task, sharing how to use the data, now that you are able to acquire the numbers.I know that for many of you this is more of a refresher than new information. However, it is important that everyone is on the same page when it comes to data mining. So, we will look at how the numbers can be incorporated into your membership plans; how to establish goals; and metrics; ways to track and of course; getting the data updated.Jen just shared with you the many ways you can get access information from rotary. So now that you have the numbers, what’s next?As in business, if you want to achieve a certain objective, you need to plan for it and set a goal. How else will you know if you’ve been successful?Take a look at the report history and see which direction your membership is going?Determine what you want to do to turn that around; and establish metrics for tracking your resultsContinue to update club records.
  • Let’s begin with planningWhy is planning for membership so important? Like any major initiative, if you don’t write it down and have it scheduled, it probably doesn’t happen.Let’s start with Recruitment—an easy project to begin is by inviting prospective members to one of your service projectsYou’ll see with Retention—host a new member orientationLook at the demographics and begin to target outside of Rotary. For example, work with your local Jaycees; they age out at 40. Great time to get them involved with Rotary.
  • Key to any planning is establishing metrics;What are going to measure?You need to understand that this is something within reach; but not outside the realm of possibilitiesAs you are volunteers for Rotary, so too are your club presidents and officers. Don’t push too hard that you turn off your supporters; it can be a delicate balance.As Jen walked you through the various reports, it is important to be specific of the time periods for your tracking. You don’t want to compare quarterly data with annual data. If you compare annual data, make sure that it’s the same day. Meaning July 1 to July 1;Source codes—if you are able to track attendance or contacts; that will go a long way in determining what were the triggers that attracted that individual to join. You can then assess the more successful programs and focus on repeating them and dropping the programs that weren’t successful.
  • Back to the data.We can’t stress enough the importance of having data But data that is pure, vetted and reviewed. This can be time consuming, but time worth investing. Simple things to look for in your database—do you have numbers in text fields? Do you have numbers in the names? Does zip codes have alpha codes?Almost all the communication is by e-mail today, but if you don’t follow-up on your bounce backs from your e-mailings, how is that person ever to know what is going on?You can work with college interns or high school seniors to help you clean up the data. That can be part of your plan to improve deliverability of mailings by XX% in the first year. This is worth the investment to maintain quality data.
  • OK– we are opening up questions again. Please let us know if there is anything we can assist you with before we move on to our final segment.
  • Jen, can you walk us through where we can access additional information?JEN:
  • OK—we are just about out of time, but before we leave, I want to take a moment for you to ask any other questions.
  • MODERATORThank you for all of your questions and your participation in today’s webinar.You will receive a survey after this webinar. Your feedback is important to us, as your survey responses will be used to improve future webinars offered by Rotary International. Please take a moment to complete the survey and give us your input.On behalf of myself, Jen and RI staff members Brianne Haxton and Ryan Rounds, thank you for attending today’s webinar. Remember – if you enjoyed today’s webinar, you can register for upcoming webinars and check out the recordings of past webinars on the Rotary website at you for your time and energy!
  • Membership reports and trends zones 33 34

    1. 1. MEMBERSHIP REPORTS AND TRENDS Webinar Presentation Cynthia Meehan Jennifer Deters Membership Reports and Trends
    2. 2. Session Overview • Objectives: – How do I get to Rotary Club Central? – Who can enter goals? – How do I interpret the data? – Why is this relevant to my club? – Are there additional resources?
    3. 3. Welcome to the webinar Moderator: Cindy Meehan Director Membership Development Division
    4. 4. Welcome to the webinar Presenter: Jennifer Deters Manager Membership Research and Survey Group
    5. 5. Getting Started Familiarize Yourself with the Go-to Webinar
    6. 6. Use the Audio pod to select Use Telephone - or - Use Mic & Speakers * To improve sound quality, please close all unnecessary programs such as email, MS Office, etc. If you have a cell/mobile phone, please move it away from your computer. Audio options
    7. 7. Use the question pod to type in your name and the name of your Rotary Club. Using the question pod
    8. 8. Let’s Get Started! Presenter: Jennifer Deters Manager Membership Research and Survey Group
    9. 9. Session Overview • Objectives: – How do I get to Rotary Club Central? – Who can enter goals? – How do I interpret the data? – Why is this relevant to my club? – Are there additional resources?
    10. 10. How do I get to RC Central?
    11. 11. Scroll down to view trend graph
    12. 12. Scroll down to Age & Gender
    13. 13. Scroll down to Goals
    14. 14. To print: Step 1, Click Design Step 2: Right click tab Step 3: Select Export Current Report as Step 4: Select PDF or Excel
    15. 15. QUESTIONS?
    16. 16. CLUB LEVEL President Secretary Treasurer Foundation Chair Membership Chair Executive Secretary DISTRICT LEVEL District Governor *Assistant Governors **Committee Chairs Executive Secretary * Can only see clubs in their club group ** Committee chairs that Rotary collects in member database. Who can set goals? Includes, immediate past, current, and incoming individuals
    17. 17. Who can view goals? ALL CLUB MEMBERS RI Directors and Trustees Coordinators and Advisors (RC, RPIC, RRFC, EMGA) Global District Club
    18. 18. QUESTIONS?
    19. 19. To go to Retention Calculator How do I set membership goals? Scroll up to Age & Gender
    20. 20. Set one and the other will auto calculate
    21. 21. From Retention Calculator screen
    22. 22. QUESTIONS?
    23. 23. How do I interpret the data?
    24. 24. Select for use with the Retention Calculator
    25. 25. To print: Step 1, Click Design Step 2: Right click tab Step 3: Select Export Current Report as Step 4: Select PDF or Excel
    26. 26. QUESTIONS?
    27. 27. Why is this relevant to my club? • The numbers are key but what does it really mean for your club? – Planning & setting goals – Establishing performance metrics & tracking progress toward achieving goals – Updating club, district & RI records
    28. 28. Planning & setting goals • Assessing areas of need – Recruitment – Retention – Member demographics (age, gender) • Examples of Tactics – Invite Prospects to Service Project – Host New Member Orientation – Target local Jaycees aging out Increase Club Membership by 5%
    29. 29. Establish metrics & track progress • What to measure – Build on the core data – Have a reach; but not too far out – Be exact • How to track – Set standards of time • Month-end • Year-end • YTD – Examine the comparisons
    30. 30. Updating Records • Data Quality • Data Integrity • Data Hygiene
    31. 31. QUESTIONS?
    32. 32. Additional Resources • This information is also available in the Learning Center • How do I get there?
    33. 33. QUESTIONS?
    34. 34. Visit Rotary’s website for updates on Membership Information and to access Rotary Club Central Thank you!