Z34 Strengthening Clubs Seminar - June 5, 2012

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Zone 34 Strengthening Clubs Seminar - Evanston, June 5 & 6, 2012. Rotary Coordinator Marcy Ullom and Rotary Public Image Coordinator Carlos H Giraldo

Zone 34 Strengthening Clubs Seminar - Evanston, June 5 & 6, 2012. Rotary Coordinator Marcy Ullom and Rotary Public Image Coordinator Carlos H Giraldo

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  • From these two last studies, we have been advised that if it can go wrong it probably will.
  • THE WORLD OF INSTANT COFFEE,
  • WRITE DOWN WHAT THE IMAGES ARE
  • FILTER PROCESS – CAN BE INFLUENCED BY OUR CULTURE, OUR PERCEPTION, ENVIRONMENT AND STRESS.
  • In today’s lifestyles, the instant speed at which messages are delivered and the time that a response is expected has led to more messages but shorter messages.
  • In 2009, the Board conducted an extensive review of the RI Strategic Plan. This review included surveying 14,000 Rotarians worldwide about the organization’s priorities, conducting focus groups to assess Rotary’s image in different countries, and analyzing other data and research. The revised plan, effective 1 July 2010, reflects the results of this research and also unifies the strategic direction of RI and The Rotary Foundation.
  • ASK AUDIENCE TO SHARE ANY OTHER REASONS WHY CLUBS NEED PUBLIC RELATIONS
  • STORY: POST (2011) FLORIDA PETS SURVEY DONE BY RC MARCY ULLON IN SEPTEMBER 2011
  • EXPLAINMY ROLE AS RPIC IS ASSISTING DISTRICTS WITH THESE TOOLS // DISTRICT ASSEMBLY PR PRESENTATION IN D6900 AND D6950I WILL PREPARE A PR TRAINING SEMINAR PRESENTATION TO SHARE WITH DISTRICT PR CHAIRS – AVAILABLE ON JULY 1I WILL PREPARE A CLUB PRESENTATION WHICH DISTRICT PR CHAIRS CAN USE AS A BASIS FOR PRESENTATIONS IN CLUBSI WILL BE SURVEYING DISTRICT PR CHAIRS ABOUT PR WEBINAR TOPICS PRESENTED IN LATE JULY, AUGUST AND SEPTEMBER FOR CLUB PR CHAIRS, COMMITTEE MEMBERS AND INTERESTED ROTARIANS
  • THIS IS A RECOMMENDED LIST // DISTRICTS CAN COME UP WITH THEIR OWNCLEARLY THE IDEA IS TO LET CLUBS KNOW THE DISTRICT RECOGNIZES THEIR PR EFFORTSIT SERVES AS A MEANS FOR THE PR CHAIRS TO STAY CONNECTED WITH THE CLUB PR CHAIRS
  • How many of you have listened to one of Michael McQueen’s presentations to Rotarians or have read his book - “The New Rules of Engagement”?For a brief moment, I want to recap on some of his theories. About 20 percent of Rotarians were born before or during World War 2. They had to build back a life. They do not take luxuries for granted and they know how to “make do” as the saying goes. These are known as the Builders.  Mid40’s – Mid 60’s (Age 50-65) ??% of Rotarians Immediately after the war, the “Baby Boomers” came along and there are so many of them they are now the dominant generation in the western world and they also dominate Rotary. They are optimistic, they have seen so many significant changes during their lifetime, man walking on the moon, the conquering of Mount Everest, arrival of the internet…and they have also experienced the prosperity the Builder generation lacked. Boomers also, by the way, do not like the idea of getting old! Mid 60’s – Early 80’s (Age 30-50) Because of the dominance of Boomers, the next Generation, Generation X which is much smaller in number, grew up in a the shadow of the Boomers. By the time they came around, the world was not seen through such rose coloured glasses, for example crime increased significantly in their young years as did the spread of AIDS so they tend to be skeptical and even cynical. Early 80’s – Late 90’s (15-30) And now we come to the Interact/Rotaract Generation, Generation Y. They are mature beyond your years in comparison with the Boomer, or even Gen X, parents. They have grown up with divorces and working mothers but you have been given opportunities their parents lacked and this has given them confidence. But most important of all…they care. They want to help, and they want to make a difference. However, they will likely choose to go about things differently but just remember this, it is important. THEY HAVE THE SAME GOALS AS BUILDER, BOOMER AND GEN X ROTARIANS – THEY WANT TO MAKE A DIFFERENCE AND DO GOOD IN THE WORLD. Generation Z (Under 15) We have yet to see what circumstances will influence them and how they will react – BUT, we do have an opportunity to be a part of that influence.
  • So now let’s look at an example of different generational thinking, let’s take the cell phone. How many of you have your phone here with you now…you won’t get fined so own up! Let’s look at the Builders, many of the Builder generation don‘t own one and those who do will often leave it at home plugged in so they won’t waste the battery! Boomers own them,… most of them bought them initially in case they broke down on a lonely road. They carry it with them but don’t switch it on until they need to make that emergency call! They also don’t switch it on in case they get disturbed all the time by people calling them! Gen X love the phones, they are convenient and they really like the messaging because that way they can communicate without talking to anyone! And the amount of “bling” on their phone is a status symbol! And now the Gen Y. Well thephone is their right arm, it never leaves their side and they would be totally lost and panicked without it. They really want to know who has just broken up with whom, and they want to know as its happening! They want to know which movie their girlfriend is watching right now and they communicate in SMS speak which in Boomer-speak is called heiroglyphics! 
  • If we can understand the reasons why the other generations are so weird, we can communicate better. If we can nurture this enthusiasm and make it the focal point of “Rotary Family Life”. How can we fail to create future, quality Rotarians…………..so - how can we do this? IN A NUTSHELL – WE HAVE AN OPPORTUNITY TO OFFER A NATURAL PROGRESSION FROM AGE 5 ONWARDS WITHIN THE ROTARY FAMILY
  • Here are just a few examples of cross-program concepts. How many here today have ever involved a Rotaract Club in participating in a Foundation funded project? Has anyone worked with Interact and Rotaract to bring the two together for mentorship?
  • WE JUST NEED TO CONCENTRATE ON THE COMMJONALITIES…..BUT The truth is that in some districts – transition to Rotary is considered desirable but not always encouraged by Rotarians. A recent survey in 7020 showed the following.
  • So how do we move forward to create a stronger.
  • We have talked about the opportunities offered in linking the various programs together and there is plenty of room for additional ideas. This is simply a a concept for you to consider. Let's now look at additional tools
  • For the District: (Refer to handout) For the Club: (Refer to Handout) WE DO NOT HAVE TIME TODAY TO DISCUSS
  • In the interest of time, we will not make additions to our “Wish List” now. The list you already have is in no particular order and is not all encompassing but simply a starting point. During our session tomorrow, you will have the opportunity to prioritize as you see fit and also to add your own ideas.
  • There is something for everyone but, like all relationships, it starts with the first date. Make a date with New Gen and keep the relationship alive.
  • This is nothing new – just a reminder of the things we sometimes forget.
  • JOHNRotary e-clubs are real Rotary clubs comprised of real living, breathing, working Rotarians doing real Rotary projects.
  • How do E-Clubs conduct weekly meetings? (Webex, Blogs, Facebook)How does an E-Club conduct board meetings?How does E-Club fulfill Avenues of Service?Are club meetings open to visiting Rotarians and Guests?Can a person new to Rotary join an E-Club?
  • JOHNWith 533 Districts worldwide, the potential to connect, inspire and retain Rotarians through E-clubs is endless.Right now there are E-clubs in 54 districts and in 25 countries. We are in Asia and Africa, Europe, North and South America.E-clubs are global!
  • JOHNE-club Format 1- This E-club conducts 100% of its business online. - This format is typically adopted by e clubs seeking geographically boundless reach. - E-club One, based in Colorado, is an excellent example of 100% online Rotary E-club. - Its members span the globe from Italy to North Carolina! - Service projects are performed on an individual basis and through member collaboration all over the world.
  • JOHNE-club Format 2- Meet online, not in a chatroom format , but on a live conference call.An example is the Rotary E-club of Puerto Rico y Las Americas.It is targeted to a hispanic audience in the US, but open to all spanish speakers globallyIt has members throughout the Island of Puerto Rico, Vieques, Washington DC and Texas- We use webex and conduct the meeting as any Rotary meeting
  • JOHNE-club Format 2- Meet primarily online, but incorporate a face-to-face meeting once a month. - This format is ideal for E-clubs whose members are resident within a close geographic region. - An example is the Rotary E-Club of Singapore.- All three formats have clear advantages that any forming E-club should give full consideration.
  • John I joined the Rotary E-club of Puerto Rico and Las Americas the club on July 1, 2011, immediately following the conclusion of my term as District Governor. I did this because I knew I could support our newest club in our district. We were at the risk of being redistricted and learning how to grow these clubs virally would be an important contribution to our districts growth.As you can see, our E-club is Spanish speaking and you can see the homepage of our club website on the left. Our webmaster, AG Jose Rivero sponsored this club through the Rotary Club Isla Verde. He will describe the different sections of our club website: Good afternoon Jose and thank for joining usJoséIt is divided in different sections in which the user can see the different activities the E-Club carries-out.1- Through the web page all Rotarian can make-up attendance for their club.2- E-Club Members enjoy a visual journey of all our service activities through our e-photographic album. 3- E-Club Members also enjoy reading the weekly bulletin where we post our service projects.5- Download different articles on Rotary information.6- They can see where they have to send their payments.7- Link to different pages of ROTARY INTERNATIONAL8- Link to the Rotary District 7000.
  • PEPITOThe first community service project undertaken by the E-Club was “Comparte tu Compra” (Share your Groceries). On February 25, 2012, committed members from the E-Club gathered in front of a local grocery store, Supermercado Plaza Loíza, with the approval and cooperation of the Manager. While educating shoppers on our mission in Rotary, we showed them how their contribution will make a world of difference to needy persons. We collected ten boxes of non-perishable food which was distributed amongst seven different needed families throughout Puerto Rico during the week of March 22.The E-Club is now doing the ground work of a matching grant for a school helping kids with speech impediments. The grant contemplates the acquisition of computers and software, desks and furniture in the town of Isabela Puerto Rico.
  • PEPITODescribe how your E-club has attracted new members (3-4 ways)? (mention make-up meetings, more flexible meetings, more diverse fellowship potential, etc…)We invite speakers from every field of interest to our members. Many of these speakers result potential members when they are exposed our ideal of service.Perfect antidote to a busy life: you can attend meetings from any place without the daily worries of finding a parking place to get to your physical club; raining or shine, you are able to attend and share new ideas. E-Club dues are affordable to every member as it does not have the expenses of a physical club
  • PEPITOwhen a professional changes work locations or faces health issues the E-Club is still there.Flexibility to attend meetings from around the world using computers, netbooks, iPads, cell phones, land phones.make-up attendance is easy and convenient. Any member that miss a meeting can make-up attendance at any time through our web page.Also, the e-club offers a window of possibilities for anyone to impact other people’s lives.
  • JOHNSo what makes an E-club successful?Here are a few things to consider:clarity of purpose, your club must have a clear visioncommitment to excellenceintelligent leadership and sound organizational planningmeaningful projects and activitiescontinuous contact with members
  • JOHNDescribe your top 3 benefits of E-clubs.1. E- Clubs give existing, prospective and new Rotarians another option with which to conduct the work of Rotary. 2. Its format lends itself to allow Rotarians to meet in a venue which is borderless. As participants can join our meetings from anywhere in the world3. Becoming a platform for sharing Rotary knowledge between and among Rotarians across geographic boundaries.
  • JOSE: Describe your work as an Assistant Governor working with E-clubs.1- Provide guidance and facilitate the understanding of our commitment and purpose.2- Advise prospective members, guest speakers and service projects.3- Coordinate and facilitate communications to speed meetings making them more efficient.
  • JOSEDescribe your work of promoting E-clubs at the district level.1- Explain the advantage of using technology to reach communities in need.2- Bring human resources with special talents for the benefit of others.3- How we can impact more communities in distant places.4- Advantage of visiting physical clubs.5- Opportunity to meet experienced fellow Rotarians all over the world.
  • Open the following:Website: http://www.rotary.org/en/Members/GeneralInformation/MembershipResources/Pages/ridefault.aspxScroll to: Current Global Membership Graphs 5-yr Membership history by zone Year end District Figures Monthly District Comparison to Start FiguresMember Access: Need to ask an RC for log in!!!Thank you. Good morning, everyone! I am happy to be with you today. I have had the pleasure of working with some of you in the past and I look forward to working with you again and I look forward to getting to know those of you whom I have not met and working with you as well. And … I think this is the first time in 10 years that I have been at the head of the day, rather than immediately after lunch or the afternoon break. Hopefully you’ve had a lot of coffee, because we’re heading straight into my favorite topic: membership reports and statistics!My department is responsible for:reviewing and analyzing the membership trends of Rotary clubsstudying the Rotary Club membership experience through regional and worldwide surveysAdministering Rotary Club pilot programs such as the current Meeting Frequency, Associate and Corporate Member, Satellite and Innovation and Flexibility pilotsAdministering online programs through which prospective and resigned Rotary club members can be connected with potential clubsAdministering membership award and recognition programs
  • Let’s start with a few examples…This is the worldwide distribution of membership at the end of last year
  • This is an overview of the membership trend in USA, Canada, and Caribbean
  • This is a view of zone 34 at the end of last year as well. Here we see that since 2007 the zone has overall more clubs (768 to 793), but fewer members (37,078 to 34,518).And as interesting as this study is and as much as we could spend the rest of the session looking at chart after chart and table after table, what I’d like to propose we finish the rest of the session doing is looking at all of the information that is available to you, where it is available, and what is to come to support your personal evaluation of your zone, districts, and clubs as you begin to craft your strategies in alignment with the regional plans.
  • For further information customized for your role throughout your term, you will receive…regular monthly emails, BORING!CURRENT monthly distribution (manual / labor intensive): ALL governors, governors-elect, regional coordinators, international directors, trustees, and committee membersFUTURE distribution: ON DEMAND! Reports will be formatted and update daily and display results based on role (DG and DGE for 6950, regional coordinator Ullom, Director Smarge) access the same dataExplain monthly report distribution as well as quarterly districting addendum…
  • Our reporting is only as good as the data we receive.RI data = quality and timeliness of club reportingThe sooner clubs process SAR and report new and terminated members to better for you and themYes, I know it’s time consuming for clubs to enter into club runner, then into district, then into RI and then there’s SAR processing. The most important messages you can give clubs to make your lives easier is get your SAR in before 1 September (deadline 30th, don’t wait you want time to verify before I freeze the numbers on the 30th) and report new members and terminated members to RI within 30 days, and especially before 31 March for Citation and other membership awards!Check the Daily club balance report!

Transcript

  • 1. Zone 34 SeminarJune 5 & 6, 2012
  • 2. ORALWRITTEN OR VISUALBODY LANGUAGE
  • 3. Many of the problems that occur in anorganization are either the directresult of people failing to communicateand/or processes, which leads toconfusion and can cause good plans tofail Mistry, Jaggers, Lodge, Alton,Mericle, Frush, Meliones, 2008
  • 4. 1. Failure to listen2. Sporadic communications3. Dishonest or misleadingcommunications4. Actions don’t jibe with the words5. Communications are confusing andirrelevant Ramon Greenwoode a previous senior VP of American
  • 5. 1. Failure to listen2. Sporadic communications3. Dishonest or misleadingcommunications4. Actions don’t jibe with the words5. Communications are confusing andirrelevant Ramon Greenwoode a previous senior VP of American
  • 6. THOUGHT ENCODING DECODING
  • 7. ENCODING DECODING
  • 8. APPLE WHAT DOES ITMEAN?
  • 9. HIGH SPEEDAPPLE WHAT DOES IT PROCESSORS, STEVEMEAN? JOBS AND INTERNET
  • 10.  FACEBOOK – LAUNCHED IN FEBRUARY 2004 - 901 MILLION SUBSCRIBERS TWITTER - LAUNCHED IN 15 JULY 2006 – 300 MILLION SUBSCRIBERS
  • 11. Written forms Audio Email VideoForm IM – Instant  Skype Message BBM – Blackberry Message Text
  • 12.  The need for speedy communication today There are more but shorter messages Instant response times so we need these responses to be correct
  • 13.  We are more efficient, but much less effective. Northcraft
  • 14.  “Gained time but lost the quality of relationships. ” Northcraft
  • 15.  Relationships were important in the founding and the foundation of Rotary Relationships that build trust are critical for banding together on projects
  • 16.  One on one reintroduce the personal touch especially with the District Chairs
  • 17. RIGHT PERSONTMICHAIR TO CHAIR
  • 18.  Short replies to email confirming receipt Ask questions that require simple responses
  • 19. No Magic Bullet
  • 20. KEEP ITSHORT &SIMPLE
  • 21. Enhancing Public Image & Awareness
  • 22.  Membership attraction (external) Membership engagement (internal) Community partners (for projects) Community sponsors (for fundraisers) Without PR a club cannot build an identity in the community. PR allows the club to “tell its story” – it is the club’s means of enhancing its public image.
  • 23.  Club President’s positive attitude towards PR Club’s PR committee Club’s website Club’s brochure Club’s social media presence (Facebook?) Club’s bulletin Club’s PR calendar - Signature event (project or fundraising), Rotary night, business networking, community leaders recognition, vocational training program, special programs, etc. Club’s press release schedule
  • 24.  District Governor’s positive attitude towards PR District’s PR committee & training District’s Club Training on PR District’s Club PR Recognition District’s website District’s social media presence (Facebook?) District’s Governor Monthly Letter District’s PR calendar (using Rotary’s monthly theme calendar) District’s press release schedule for major district-wide events
  • 25.  Training on PR topics Recognition for their PR efforts If the district gives both, it conveys a positive attitude about PR to the clubs
  • 26.  District Assembly PR session PR club committee chair training PR Training Seminar (specific topics) PR club presentations Webinars on specific topics (media relations, effective websites, creating a Facebook page, creating an effective club brochure, producing an electronic bulletin, etc.)
  • 27.  Best club PR (executed) plan Best club e-bulletin Best club website Best club Facebook page Best club publicized event
  • 28.  Based on the Presidential Citation Adds 1 more required activity and 1 additional activity – total of 5 activities Districts achieving 50% club participation will be recognized with a Zone District Public Image Citation
  • 29. ROTARY INTERNATIONAL’S NEW GENERATION PROGRAMSHow to communicate with other generations How to nurture the programs How to fuel a bright future for Rotary A LONG TERM STRATEGY To Support and Strengthen Clubs
  • 30. Generation X Generation Z Builders GenerationGeneration Y Boomers
  • 31. WHAT IS THIS USED FOR?BUILDERS: Don’t waste the battery!BOOMERS: Do Not Disturb!GEN X: Love the SMS & BBMGEN Y: Wha’s happenin’?GEN Z: What? Turn it OFF in class?
  • 32. SO WHAT UNITES US?Enthusiasm for Service to OthersTHE ROTARY FAMILY
  • 33. How do we effectively nurture The Rotary Family Circle?A Family thatPlays Together, Stays Together
  • 34. SURVEY IN DISTRICT 702090% of Rotaractors want to become Rotarians but many feel they do not meet the requirements58% of Rotaractors work with a local Interact ClubBiggest Disappointment – Lack of Rotarian involvement in meetings and projects
  • 35. Current ToolboxCommunicationIntegration
  • 36. Which Tools are Missing What is the Order of Importance ?
  • 37. How do we use the Toolbox?•Older Rotarians relate to “Grand Children”•Younger Rotarians relate to“Younger Siblings &Children”•Rotaractors relate to the“Junior Students and Mentors”•Interactors relate to their“Peers and Juniors and Mentors” Select the Best “Tool”
  • 38. Where is the Key to the Toolbox?•Regular Communication•Joint Projects and Fundraisers•Foundation Grants for Rotaract/Interact Projects•Meaningful Personal Relationships•Mentorship•Mutual Learning•Mutual Respect•Listening•Sharing of Ideas•Attending New Gen. Meetings•Building A Rotary Family
  • 39. FINALLY…..REMEMBERMost Rotaractors, Interactors and EarlyActors Consider Rotarians To Be Role Models
  • 40.  The basics about E-clubs What can E-clubs offer Rotary? Best practices
  • 41. E-Club Background Became official in July 2010 2 E-clubs per district Based in a specific district, and can have members from anywhere in the world Meet online in a variety of formats E-clubs are the same as any other club 61 E-clubs functioning 24/7
  • 42. Our PanelistsPDG John RichardsonRotary E-club of Puerto Rico & Las AmericasDistrict 7000Club Website: http://www.rotary-e.org AG Jose Rivero Rotary E-club of El Isla Verde Carolina District 7000 Club Website: http://www.recswusa.org
  • 43. Rotary e-clubs are real Rotary clubscomprised of real living, breathing, workingRotarians doing real Rotary projects. • 69
  • 44. E-clubs 101Avenues of Meet online ServiceService Projects • 70
  • 45. 61 E-clubs • • •• • • • •in 54 districts • • • • • • • • in 25 countries • 71
  • 46. o 100% online. o Used by E-clubs with members from all around the world.  E-club One in Colorado  Its members span the globe from Italy to North Carolina!  Service projects done through member collaboration all around the world.• 72
  • 47. o Meet online, not in a chat room format, but on a live conference call o Rotary E-Club of Puerto Rico y las Americas o Uses Webex and conduct the meeting as any Rotary meeting• 73
  • 48. o Meet online, but also meet face-to- face o This format is ideal for E-clubs whose members are in the same location. o An example is the Rotary E-club of Singapore.• 74
  • 49. 1. Google: Rotary Organizing New Clubs 808EN2. Select a domain name3. Select a portal, e.g. ClubRunner.
  • 50. • • •• • • • • • • • • • • • • •http://www.rotary-e.org• • 76
  • 51. • • •• • • • • • • • • •• • • • • 77
  • 52. The club attracts members through:o A diversity of speakers/topicso Invited guests and Make- upso E-Clubs attract young professionals and Rotaractor’s with the use of new technologyo It offers the flexibility of attending the meeting from wherever you are and at a competitive cost. • 78
  • 53. o Rotarians whose circumstances have changed (health, moving, job pressure)o Format is less disruptive - Preserves a family lifeo Ease of meeting and Flexibility allows them stayo Can make-up attendance at any timeo Challenging projects • 79
  • 54. What makes an E-club successful? Club vision ExcellenceFellowship Leadership • 80
  • 55. o Provides yet another option to do the work of rotaryo It is diverse, a borderless venueo A Great Platform for sharing Rotary knowledge • 81
  • 56. Working with E-clubso Rotary E-Club of Puerto Rico and the Americas web page is visited daily by members to speed communication.o Born as a tool to attract membership and grow the District.o Attracting/Embracing two kinds of members:  young professionals with technological and community interests  experienced professionals with a spirit of cooperation • 82
  • 57. Promoting E-clubs at the district levelo E-Rotary Clubs empower o Advantages of meeting individual talents on-line, face-to-face, and (avenues of service) by phone across the web to serve others o Bridging generations (from 25 to 60+ yrs.)o E-Club has o Cultural diversity unprecedented power to connect and influence o Opportunities to global events contribute promote/work service projectso E-Club members are in collaboration with welcome and recognized o Rotarians from all around at physical clubs the worldo E-Club members work on o Technology reaching Rotary projects communities in need
  • 58. N IO AT STRCL I UB IN ADM
  • 59. OBJECTIVES:1. To identify responsibilities associated with Club Administration 2. To discover ways to provide this information to District Club Administration Directors
  • 60. OBJECTIVE ONETo identify responsibilities associated with Club Administration
  • 61. CLU CO CLU B NS B BY- TIT EE LAW S UT I TT IO N M RES O M PONSIBILITIESC ES RC ! ) OU ! R ES H ELP A- ( AK N IO AT STRCL I NI UB ADM
  • 62. RESPONSIBILITIES •Club Programs & Weekly Meetings •Collecting DuesRESPONSIBILITIES •Fellowship •Maintaining Membership Lists •Club Newsletter/ Bulletin and Web Site •Club Attendance
  • 63. CLU CO CLU B NS B E BY- TIT LAW T TE S UT IO I N MC OM ES RC ! ) OU ! R ES H ELP - KA (A I ON AT STRCL I NI UB ADM
  • 64. *C C on O CL sti N Ar tic U tio S T B As le 1 tu u D re sed e f of I T qu in ini wo ire s t hi tion n r , 1. d s in the c on s th Us Ro T I Bo th 2 . a rd is e sti tu tio By : a rt 3. la w T e ic le h ta O n, un 4. Di s: Bo sh re Th a a M or b c t e rd ll h ry Cl N le ss th e c l e m : A y la of D a ve ub co ub b nt . er m e ws ire th ex 5. : A m o f c to e f o of to b e thi rs lloCLUB RI m th 6. :R em r o s c of w er ot t in w be f t h ub. his c g m Ye a l ise Ar ar: ry I r, o c is lu e a cl tic T nte ea £ le he r th lub b. n rly Th 2 tw na t e r ’s th Bo ing s: (M n e Na elv ion an a e am e m e-m a l. an o rdCONSTITUTION or m b e o (se on £ T er o f f th le c h p Ro o is t o er t a rga ne io d t ho f D no ire ra c t o ry r m s. he (M n ry ) wh em em am Int niza ic be Ar b e e er t io h tic r o f na n be r, o £ le 3 of R this t io sh na all gi ns ft his Th o t or L l) on or e lo o c a ry g a be 1 al £ ca lity ity Inte niza Ro ta Ju t ly. Th o f of t rna t ion ry Cl W e lo th h e ion sha ub o r ca is ld wi lit y c l Cl u a l) l b of ub b e de o is (se Ro W f th as le ta eb is e f o ct ry a t -c llo o E- : w lub ws ne C ) lu ww is : b of . (wo rld wi de )a nd ca n be fo un d on th e
  • 65. CLU BY- B T EE LAW S IT M MCO S CE UR ! ! ) SO P RE -H EL KA (A N IO AT STRCL I UB IN ADM
  • 66. CLU BY-L B B la y w s Artic of Rota As u le 1 D ry In sed efinitio erna tio A WS t c lea in t h ns nal rly re e byla a rtic q uire ws, u le s, nle 1. Bo sha ll ha the wor ss t he a rd: ve t h d s in co n Inte r T e fo th te xt na tio he Boa llowi is o the rwise 2. C na l. rd o ng m f Dire 3. C lub: A Ro c t or ea nings s ofCLUB BY-LAWS on ta r R ta : c o n stit ution y c lub. o r y stit ut al do t he ion a c um sta nd b ents 4. E- nd ard y : c lub Rota la ws a n The R t o ar e lec :AR ry c lu d y Int o tar e rna 5. G t roni c co y c lu b c onst tio na over mm b th itutio l at m n 6. M em b nor: unic h g at ions Te e ets . m em e r: ove . throu gh b er, A m em rnor o f 7. RI: of a ber, a Ro R R o t 8. R ota ry In ot ary c ther tha a ry d istr IBI: T t erna lub. n an ic t Inter he ad t hon . na m inis io na l. ora r a nd tional in trat iv y Ir e 9. Y ela nd . G reat Br t erritoria ea it ain l unit July. r: T e t w h of R o tar elve y Artic -m o le 2 nth p Me m eriod be rs whic hip h be in Ro gins ta ry on 1 I nte rna t io na l
  • 67. E T TE I M MCO ES RC ! ) OU ! R ES H ELP - KA (A I ON AT STRCL I NI UB ADM
  • 68. Club Leadership Plan •Long Range Goals/ Strategic Plan •Club Assemblies •CommunicationBEST •Involve EveryonePRACTICES •Leadership Continuity •Amend By-Laws •Networking/ Socializing •Regular Consistent Training •Needs Committee
  • 69. COMMITTEE Club Programs Chair Club Bulletin ChairCOMMITTEE Web Site Chair Attendance Chair Fellowship Chair Secretary
  • 70. ES U RC ! ) SO P! RE -H EL KA (A N IO AT STRCL I UB IN ADM
  • 71. RESOURCES AKA - HELP! www.rotary.orgRESOURCES Club Administration
  • 72. READY TO GO TO WORK!! N IO RAT CL I ST UB IN ADM
  • 73. OBJECTIVE TWOTo discover ways to provide this information to District Club Administration Directors
  • 74. Getting to There from Here
  • 75.  371,465 7/1/12 411,381 6/30/15 9.7% growth over 3 years Z34 34,437 9% 3340 238/district NET
  • 76.  Address retention Provide structure to districts for on-going support for newly chartered Rotary Clubs Propose club/district committee structure providing for subcommittees
  • 77.  Promote every club develop and USE a retention/engagement plan Easy access to membership satisfaction tools and resources: ◦ Membership Satisfaction Survey ◦ Member Exit Surveys ◦ More one on one surveys; smaller focus groups ◦ Club visioning
  • 78.  Training: GETS, GNATS, Institutes, RC Institute, PETS, Convention New club and district retention data Creation of measurement tools and benchmarks
  • 79.  Organize new clubs/new formats Review and edit all membership related materials to highlight benefits and value of membership to individual Rotarian Creation of measurement tools and benchmarks
  • 80.  Availability of local demographic information Evaluate effectiveness of tools/programs (2012-13)
  • 81.  Follow-up on all efforts in past 2 years for effectiveness and viability
  • 82. Jennifer Deters, ManagerMember Engagement Research & Programs
  • 83. REGIONAL MEMBERSHIP PLANSAligned with RI strategic plan, allowing for customizations based on trendsAnalyzing regional information is the key to developing successful long-term strategies
  • 84. Rotary Club Membership by Zone / Region (based on 30 June 2011 total of 1,223,413) Great Britain & IrelandAustralia, New Zealand 4% & Pacific Islands 3% USA, Canada & Caribbean 32% Asia 28% Latin America 8% Europe, Africa & Middle East 25%
  • 85. 30 June Membership Trends by Region USA, Canada, and the Caribbean430,000420,000410,000400,000390,000380,000370,000360,000350,000 2007 2008 2009 2010 2011
  • 86. Clubs Members37,500 79537,000 79036,500 78536,000 78035,500 77535,000 77034,50034,000 76533,500 76033,000 755 2007 2008 2009 2010 2011
  • 87.  Standard reporting periods ◦ 30 June to view historical trends back to 1905 ◦ 1 July to make adjustments to 30 June numbers resulting from July semi-annual report processing 30 June Year-end 1 July Start Figures # Clubs # Members # Clubs # Members 2006 32,751 1,222,619 32,471 1,193,137 2007 32,943 1,224,168 32,722 1,194,513 2008 33,270 1,231,483 33,116 1,206,089 2009 33,790 1,234,527 33,576 1,206,441 2010 34,103 1,227,563 33,884 1,202,063 2011 34,301 1,223,413 34,106 1,196,423 -0.62% Average club decrease from 30 June to 1 July -2.53% ◦ End of each month October - June Average member decrease from 30 June to 1 July
  • 88.  Rotary has implemented a new reporting application: SAP Business Objects Much more flexible! Announcements will be made through June as new reports are available ◦ Member viability and growth (retention) ◦ Member Termination Profiles (reasons for leaving)
  • 89.  CURRENT monthly distribution (manual / labor intensive): ALL governors, governors- elect, regional coordinators, international directors, trustees, and committee members FUTURE distribution: ON DEMAND! Reports will be formatted and update daily and display results based on role (DG and DGE for 6950, regional coordinator Ullom, Director Smarge) access the same data
  • 90.  RI data = quality and timeliness of club reporting Board deadline for SAR = 30 September, after membership start number is an estimate AND IT CANNOT BE CHANGED ◦ Check Daily Club Balance report in Member Access International awards = 31 March or later, check program guides (rotary.org > Members > Awards)
  • 91. Email to membershipreports@rotary.org ◦ Content dependent on system parameters ◦ Processing time dependent on complexity ◦ Think ahead for Zone Institutes (Aug – Dec) ◦ Think ahead for PETS (Feb – Apr) ◦ Think ahead for District Conference (Apr – Jun)
  • 92. The Two Fundamentals of Rotary Membership: Membership Attraction (formerly known as Recruitment) Membership Engagement (formerly known as Retention)
  • 93. Who is Ultimately Responsible for Effective Rotary Membership Attraction & Membership Engagement?
  • 94. How can a District support the Membership Development efforts of the Clubs? District Membership Committee District Membership Seminar District Assembly Breakouts District New Member Events – Orientations District Conference Membership Workshops Rotary International Membership Resources
  • 95. If it is the Rotary Club & Members who are responsible for their Membership Development, then…..What is the Role of the District Governor and the District Membership Committee??
  • 96. What is the solepurpose of a Rotary District?
  • 97. What is the sole purpose of a Rotary District? To Support the Clubs
  • 98. How can a District support the MembershipDevelopment efforts of the Clubs?
  • 99. How can a District support the Membership Development efforts of the Clubs? District Membership Committee District Membership Seminar District Assembly Breakouts District New Member Events – Orientations District Conference Membership Workshops Rotary International Membership Resources
  • 100. How can a District support the Membership Development efforts of the Clubs? Presidents-Elect Training Seminar Governor’s Club Presidents’ Meetings Assistant Governors Rotary Leadership Institute District’s Local Public Image Efforts District Mentoring of Challenged Clubs
  • 101. The District must have a well conceived plan how it will encourage and support the clubs’ Membership Development efforts
  • 102. In order for the District to effectively support the efforts of the Clubs, the District needs to fully understand the issues and challenges which contribute greatly to the steady membership decline in Rotary today
  • 103. 50%75%
  • 104.  Is Rotary a Product? Who is the Buyer? Is there Buyer’s Remorse? Why is there Buyer’s Remorse?
  • 105. What Rotary Product is offered to the Club Members on a regular basis?
  • 106. What Rotary Product is offered to the Club Members on a regular basis?The Weekly Club Meeting
  • 107. If the Weekly Club Meetings are poorly run and the Club’s affairs poorly managed, what effect will that have on the Members?
  • 108. Is a Rotary Club a Business?Conduct professional weekly club meetingsHold professional monthly board meetingsService the needs of the club’s customersPlace emphasis on growth & retention of members Run the Club like a Business!
  • 109. A Professionally Run Rotary Club Earn the respect of the members Offer value for their time Members will take the club seriously Increase weekly attendance Increase participation of members Attraction opportunities
  • 110. Keys to a Professional Club Meeting Club President Prep (professionalism) Venue (public image) Food Quality (value for money) Program Speakers (value for time) Rotary Content (imagine that!!) Recognition
  • 111.  Be practical, not philosophical Offer assistance to clubs in need Use successful clubs as examples Use RI and RC/ARC/RPIC Resources