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

2. Zone 34 Seminar
June 5 & 6, 2012

6. ORAL
WRITTEN OR VISUAL
BODY LANGUAGE

9. Many of the problems that occur in an
organization are either the direct
result of people failing to communicate
and/or processes, which leads to
confusion and can cause good plans to
fail
Mistry, Jaggers, Lodge, Alton,
Mericle, Frush, Meliones, 2008

10. 1. Failure to listen
2. Sporadic communications
3. Dishonest or misleading
communications
4. Actions don’t jibe with the words
5. Communications are confusing and
irrelevant
Ramon Greenwoode a previous
senior VP of American

11. 1. Failure to listen
2. Sporadic communications
3. Dishonest or misleading
communications
4. Actions don’t jibe with the words
5. Communications are confusing and
irrelevant
Ramon Greenwoode a previous senior VP
of American

15. THOUGHT ENCODING DECODING

16. ENCODING DECODING

22. APPLE WHAT DOES IT
MEAN?

23. HIGH SPEED
APPLE WHAT DOES IT PROCESSORS, STEVE
MEAN? JOBS AND INTERNET

25.  FACEBOOK – LAUNCHED IN
FEBRUARY 2004 - 901
MILLION SUBSCRIBERS
 TWITTER - LAUNCHED IN 15
JULY 2006 – 300 MILLION
SUBSCRIBERS

26. Written forms Audio
 Email VideoForm
 IM – Instant  Skype
Message
 BBM –
Blackberry
Message
 Text

27.  The need for speedy
communication today
 There are more but shorter
messages
 Instant response times so we
need these responses to be
correct

29.  We are more efficient, but much
less effective.
 Northcraft

30.  “Gained time but lost the quality
of relationships. ”
 Northcraft

31.  Relationships
were important in
the founding and the foundation
of Rotary
 Relationships that build trust are
critical for banding together on
projects

33.  One on one
reintroduce
the personal
touch
especially
with the
District
Chairs

34. RIGHT PERSON
TMI
CHAIR TO CHAIR

36.  Short replies to email
confirming receipt
 Ask questions that require
simple responses

38. No Magic Bullet

39. KEEP IT
SHORT &
SIMPLE

41. Enhancing Public Image & Awareness

43.  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.

44.  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

45.  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

46.  Training on PR topics
 Recognition for their PR efforts
If the district gives both, it conveys a positive
attitude about PR to the clubs

47.  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.)

48.  Best club PR (executed) plan
 Best club e-bulletin
 Best club website
 Best club Facebook page
 Best club publicized event

49.  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

51. ROTARY INTERNATIONAL’S
NEW GENERATION PROGRAMS
How 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

52. Generation X
Generation Z
Builders
Generation
Generation Y
Boomers

53. WHAT IS THIS USED FOR?
BUILDERS: Don’t waste the battery!
BOOMERS: Do Not Disturb!
GEN X: Love the SMS & BBM
GEN Y: Wha’s happenin’?
GEN Z: What? Turn it OFF in class?

54. SO WHAT UNITES US?
Enthusiasm for Service to Others
THE ROTARY FAMILY

56. How do we effectively nurture
The Rotary Family Circle?
A Family that
Plays Together,
Stays Together

57. SURVEY IN DISTRICT 7020
90% of Rotaractors
want to become Rotarians but many
feel they do not meet the requirements
58% of Rotaractors
work with a local Interact Club
Biggest Disappointment –
Lack of Rotarian involvement
in meetings and projects

59. Current Toolbox
Communication
Integration

60. Which Tools are Missing
What is the
Order of Importance
?

61. 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”

62. 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

63. FINALLY…..REMEMBER
Most Rotaractors, Interactors
and EarlyActors
Consider
Rotarians
To Be
Role Models

66.  The basics about E-clubs
 What can E-clubs offer Rotary?
 Best practices

67. 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

68. Our Panelists
PDG John Richardson
Rotary E-club of Puerto Rico & Las
Americas
District 7000
Club 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

69. Rotary e-clubs are real Rotary clubs
comprised of real living, breathing, working
Rotarians doing real Rotary projects.
• 69

70. E-clubs 101
Avenues of Meet online Service
Service Projects
• 70

71. 61 E-clubs •
•
••
• •
• •
in 54 districts
•
• •
• •
• •
•
in 25
countries
• 71

72. 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

73. 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

74. 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

75. 1. Google: Rotary
Organizing New
Clubs 808EN
2. Select a domain
name
3. Select a portal, e.g.
ClubRunner.

76. •
• ••
•
• •
• •
•
•
• •
• •
•
•
http://www.rotary-e.org
•
• 76

77. •
• ••
•
• •
• •
•
•
• •
• •
•
•
• 77

78. The club attracts members
through:
o A diversity of
speakers/topics
o Invited guests and Make-
ups
o E-Clubs attract young
professionals and
Rotaractor’s with the use
of new technology
o It offers the flexibility of
attending the meeting
from wherever you are
and at a competitive cost.
• 78

79. o Rotarians whose
circumstances have
changed
(health, moving, job
pressure)
o Format is less disruptive
- Preserves a family life
o Ease of meeting and
Flexibility allows them
stay
o Can make-up attendance
at any time
o Challenging projects
• 79

80. What makes an E-club successful?
Club vision
Excellence
Fellowship
Leadership
• 80

81. o Provides yet another
option to do the work of
rotary
o It is diverse, a
borderless venue
o A Great Platform for
sharing Rotary
knowledge
• 81

82. Working with E-clubs
o 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

83. Promoting E-clubs at the district level
o 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 projects
o E-Club members are in collaboration with
welcome and recognized o
Rotarians from all around
at physical clubs the world
o E-Club members work on o Technology reaching
Rotary projects communities in need

85. N
IO
AT
STR
CL I
UB IN
ADM

86. OBJECTIVES:
1. To identify responsibilities
associated with Club
Administration
2. To discover ways to provide this
information to District Club
Administration Directors

87. OBJECTIVE ONE
To identify responsibilities associated
with Club Administration

88. CLU CO CLU
B NS B
BY- TIT
EE LAW
S UT
I TT IO
N
M RES
O M PONSIBILITIES
C
ES
RC ! )
OU !
R ES H ELP
A-
( AK
N
IO
AT
STR
CL I NI
UB
ADM

89. RESPONSIBILITIES
•Club Programs & Weekly
Meetings
•Collecting Dues
RESPONSIBILITIES •Fellowship
•Maintaining Membership
Lists
•Club Newsletter/ Bulletin
and Web Site
•Club Attendance

90. CLU CO CLU
B NS B
E BY- TIT
LAW
T TE S UT
IO
I N
M
C OM
ES
RC ! )
OU !
R ES H ELP
-
KA
(A
I ON
AT
STR
CL I NI
UB
ADM

91. *C C
on O CL
sti N
Ar
tic
U
tio S T B
As le 1 tu
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un
4.
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ws ire th ex
5. : A m o f c to e f o of to
b e thi rs llo
CLUB
RI m th
6. :R em r o s c of w er
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be f t h ub. his c g m
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92. CLU
BY- B
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S
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M
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SO P
RE -H EL
KA
(A
N
IO
AT
STR
CL I
UB IN
ADM

93. 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 of
CLUB 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

94. E
T TE
I
M
M
CO
ES
RC ! )
OU !
R ES H ELP
-
KA
(A
I ON
AT
STR
CL I NI
UB
ADM

95. Club Leadership Plan
•Long Range Goals/ Strategic Plan
•Club Assemblies
•Communication
BEST •Involve Everyone
PRACTICES •Leadership Continuity
•Amend By-Laws
•Networking/ Socializing
•Regular Consistent Training
•Needs Committee

96. COMMITTEE
Club Programs
Chair
Club Bulletin Chair
COMMITTEE
Web Site Chair
Attendance Chair
Fellowship Chair
Secretary

97. ES
U RC ! )
SO P!
RE -H EL
KA
(A
N
IO
AT
STR
CL I
UB IN
ADM

98. RESOURCES
AKA - HELP!
www.rotary.org
RESOURCES
Club Administration

99. READY TO GO TO WORK!!
N
IO
RAT
CL I ST
UB IN
ADM

100. OBJECTIVE TWO
To discover ways to provide
this information to District
Club Administration Directors

102. Getting to There from Here

103.  371,465 7/1/12
 411,381 6/30/15
 9.7% growth over 3 years
 Z34 34,437
 9% 3340 238/district NET

104.  Address retention
 Provide structure to districts for on-going
support for newly chartered Rotary Clubs
 Propose club/district committee structure
providing for subcommittees

105.  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

106.  Training: GETS, GNATS, Institutes, RC
Institute, PETS, Convention
 New club and district retention data
 Creation of measurement tools and
benchmarks

107.  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

108.  Availability of local demographic information
 Evaluate effectiveness of tools/programs
(2012-13)

109.  Follow-up on all efforts in past 2 years for
effectiveness and viability

111. Jennifer Deters, Manager
Member Engagement Research & Programs

112. REGIONAL MEMBERSHIP PLANS
Aligned with RI strategic plan, allowing for
customizations based on trends
Analyzing regional information is the key to
developing successful long-term strategies

113. Rotary Club Membership by Zone / Region
(based on 30 June 2011 total of 1,223,413)
Great Britain & Ireland
Australia, New Zealand 4%
& Pacific Islands
3%
USA, Canada &
Caribbean
32%
Asia
28%
Latin America
8%
Europe, Africa & Middle
East
25%

114. 30 June Membership Trends by Region
USA, Canada, and the Caribbean
430,000
420,000
410,000
400,000
390,000
380,000
370,000
360,000
350,000
2007 2008 2009 2010 2011

115. Clubs Members
37,500 795
37,000 790
36,500 785
36,000
780
35,500
775
35,000
770
34,500
34,000 765
33,500 760
33,000 755
2007 2008 2009 2010 2011

118.  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

119.  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)

120.  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

121.  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)

122. 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)

125. The Two Fundamentals of Rotary Membership:
 Membership Attraction (formerly known as
Recruitment)
 Membership Engagement (formerly known
as Retention)

126. Who is Ultimately Responsible for Effective
Rotary Membership Attraction &
Membership Engagement?

127. 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

128. 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??

129. What is the sole
purpose of a Rotary
District?

130. What is the sole purpose
of a Rotary District?
To Support the Clubs

131. How can a District
support the
Membership
Development efforts of
the Clubs?

132. 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

133. 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

134. The District must have a well
conceived plan how it will
encourage and support the
clubs’ Membership
Development efforts

135. 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

136. 50%
75%

137.  Is Rotary a Product?
 Who is the Buyer?
 Is there Buyer’s Remorse?
 Why is there Buyer’s
Remorse?

138. What Rotary Product is
offered to the Club
Members on a regular
basis?

139. What Rotary Product is
offered to the Club
Members on a regular
basis?
The Weekly Club Meeting

140. If the Weekly Club Meetings
are poorly run and the
Club’s affairs poorly
managed, what effect will
that have on the Members?

141. Is a Rotary Club a Business?
Conduct professional weekly club meetings
Hold professional monthly board meetings
Service the needs of the club’s customers
Place emphasis on growth & retention of members
Run the Club like a Business!

142. 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

143. 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

144.  Be practical, not philosophical
 Offer assistance to clubs in need
 Use successful clubs as examples
 Use RI and RC/ARC/RPIC Resources