Strengthening Clubs

Zone 34 SeminarJune 5 & 6, 2012

Communication

WHERE ?

WHERE ?

ORAL

WRITTEN OR VISUAL

BODY LANGUAGE

COMMUNICATION

WHY WE FAIL

Nothing is so simple that it cannot be

misunderstood. — Freeman Teague, Jr.

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

1. Failure to listen2. Sporadic communications3. Dishonest or misleading communications4. Actions don’t jibe with the words5. Communications are confusing and irrelevant

Ramon Greenwoode a previous senior VP of American

1. Failure to listen2. Sporadic communications3. Dishonest or misleading communications4. Actions don’t jibe with the words5. Communications are confusing and irrelevant

Ramon Greenwoode a previous senior VP of American

LOGOS

THOUGHT ENCODING

DECODING

PROCESS

ENCODING

DECODING

FILTER PROCESS

PERCEPTION

Effective communication occurs only if the receiver

understands the exact information or idea that the sender intended to transmit

WHAT DO YOU SEE?

KNOW YOUR AUDIENCE

Your communication needs to consider your target audience What kind of information do we send

KNOW YOUR AUDIENCE

APPLE WHAT DOES IT MEAN?

KNOW YOUR AUDIENCE

APPLE WHAT DOES IT MEAN?

HIGH SPEED PROCESSORS, STEVE JOBS AND INTERNET

KNOW YOUR AUDIENCE

FACEBOOK – LAUNCHED IN FEBRUARY 2004 - 901 MILLION SUBSCRIBERS

TWITTER - LAUNCHED IN 15 JULY 2006 – 300 MILLION SUBSCRIBERS

Communication networks /tools.

Written formsEmail IM – Instant Message

BBM – Blackberry Message

Text

Audio VideoForm

Skype

The instant worlds

The need for speedy communication today

There are more but shorter messages

Instant response times so we need these responses to be correct

Communication Today

Science Daily (June 16, 2010) — Firing off e-mails and cueing up videoconferences get work done fast, but not

necessarily well, research by a University of Illinois business

leadership expert found

We are more efficient, but much less effective.

Northcraft

Research has shown

“Gained time but lost the quality of relationships. ”

Northcraft

Research has shown

Relationships were important in the founding and the foundation of Rotary

Relationships that build trust are critical for banding together on projects

DISTRICT TO CLUB

One on one reintroduce the personal touch especially with the District Chairs

IMPORTANCE OF MESSAGE

RIGHT PERSONTMICHAIR TO CHAIR

HOW DO WE ENSURE THE RIGHT PEOPLE GET THE MESSAGE?

NEEDS ASSESSMENT

Short replies to email confirming receipt

Ask questions that require simple responses

Give feedback and encourage feedback

– two way always

“The problem with communication …

is the illusion that it has been accomplished.”  

George Bernard Shaw

No Magic Bullet

KEEP IT SHORT & SIMPLE

K I S S

Support & Strengthen Clubs Through Public

RelationsEnhancing Public Image & Awareness

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.

Why do we need PR?

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

Successful PR on the Club Level

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

Successful PR on the District Level

Training on PR topics Recognition for their PR efforts

If the district gives both, it conveys a positive attitude about PR to the clubs

What clubs need from districts to conduct effective PR

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.)

Training Toolbox Undertaken by the District PR Committee

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

Recognition ToolboxCommunicated and executed by the District PR

Committee

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

Recognition ToolZone Club Public Image Citation

ROTARY INTERNATIONAL’S NEW GENERATION

PROGRAMSHow to communicate with other

generations

How to nurture the programs

How to fuel a bright future for RotaryA LONG TERM STRATEGYTo Support and Strengthen

Clubs

The XY and Z of New Generations

Builders Generation

Generation Z

Generation Y

Boomers

Generation X

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?

WHAT IS THIS USED FOR?

Enthusiasm for Service to Others

THE ROTARY FAMILY

SO WHAT UNITES US?

The Rotary Family Circle

How do we effectively nurtureThe Rotary Family Circle?

A Family that

Plays Together,

Stays Together

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

SURVEY IN DISTRICT 7020

Current Toolbox

Communication

Integration

Which Tools are Missing

What is the Order of Importance

?

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”

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

FINALLY…..REMEMBER

Most Rotaractors, Interactors and

EarlyActorsConsider Rotarians

To BeRole Models

Learn about E-Clubs and the Potential for Rotary

You will learn:

The basics about E-clubs

What can E-clubs offer Rotary?

Best practices

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

E-Club Background

Our PanelistsPDG 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

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E-clubs

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

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E-clubs 101

Service Projects

Meet onlineAvenues of Service

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It’s Global!

61 E-clubs

in 54 districts

in 25 countries

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E-club Format 1

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.

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E-club Format 2

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

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E-club Format 3

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.

How to start an e-club

1. Google: Rotary Organizing New Clubs 808EN

2. Select a domain name

3. Select a portal, e.g. ClubRunner.

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Rotary E-club of Puerto Rico & Las Americas

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•http://www.rotary-e.org

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Rotary E-club of Puerto Rico & Las Americas

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Attracting New Members

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.

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Engaging Members

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

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What makes an E-club successful?

Club vision

Excellence

Leadership

Fellowship

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Benefits of E-clubs

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

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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

Working with E-clubs

o Advantages of meeting on-line, face-to-face, and by phone

o Bridging generations (from 25 to 60+ yrs.)

o Cultural diversity

o Opportunities to contribute promote/work service projects

o in collaboration with Rotarians from all around the world

o Technology reaching communities in need

o E-Rotary Clubs empower individual talents (avenues of service) across the web to serve others

o E-Club has

unprecedented power to connect and influence global events

o E-Club members are welcome and recognized at physical clubs

o E-Club members work on Rotary projects

Promoting E-clubs at the district level

OBJECTIVES:

1. To identify responsibilities associated with Club Administration

2. To discover ways to provide this information to District Club Administration Directors

OBJECTIVE ONE

To identify responsibilities associated with Club Administration

RESPONSIBILITIES

•Club Programs & Weekly Meetings

•Collecting Dues

•Fellowship

•Maintaining Membership Lists

•Club Newsletter/ Bulletin and Web Site

•Club Attendance

RESPONSIBILITIES

*C onstitution o f the Rota ry C lub o f

Artic le 1 Definitions

Artic le 2 Name (se lec t one)

Artic le 3 Lo c a lity o f the C lub (se lec t one)

As used in this c o nstitutio n, unle ss the c o nte xt o the rwise c le a rly

re q uire s, the

wo rd s in this a rtic le sha ll ha ve the fo llowing m ea ning s:

1 . Bo a rd : The Bo a rd o f Dire c to rs o f th is c lub .

2 . Byla ws: The b yla ws o f this c lub .

3 . Dire c to r: A mem

b e r o f this c lub ’s Bo a rd o f Dire c to rs.

4 . M e mb e r: A m

e mb e r, o the r tha n a n ho no ra ry m

emb e r, o f this

c lub .5 . RI: Ro ta ry Inte rna tio na l.

6 . Ye a r: The twe lve -month p e rio d whic h b eg ins o n 1 J uly.

£ The na me o f this o rg a niza tio n sha ll b e Ro ta ry C lub o f

(M emb e r o f Ro ta ry Inte rna tio na l)

o r£ The na m

e o f this o rg a niza tio n sha ll b e Ro ta ry E-C lub o f

(M emb e r o f Ro ta ry Inte rna tio na l)

£ The lo c a lity o f this c lub is a s fo llows:

o r£ The lo c a lity o f this e -c lub is (wo rld wid e ) a nd c a n b e fo und o n the

Wo rld wid e Web a t: www.

CLUB

CONSTITUTION

Byla ws o f Ro ta ry Inte rna tio na l

Artic le 1 D e fin itio ns

Artic le 2 M e m b e rship in Ro ta ry Inte rna tio na l

As use d in the b yla ws, un le ss the c o nte xt o the rwise

c le a rly re q u ire s, the wo rd s in th is

a rtic le sha ll ha ve the fo llo w ing m e a n ing s:

1 . Bo a rd : The Bo a rd o f D ire c to rs o f Ro ta ry

In te rna tio na l.2 . C lub : A Ro ta ry c lub .

3 . C o nstitutio na l d o c um e nts: The Ro ta ry In te rna tio na l

c o nstitutio n a nd b yla ws a nd

the sta nd a rd Ro ta ry c lub c o nstitu tio n.

4 . E-c lub : A Ro ta ry c lub tha t m e e ts th ro ug h

e le c tro n ic c o m m unic a tio ns.

5 . G o ve rno r: The g o ve rno r o f a Ro ta ry d istric t.

6 . M e m b e r: A m e m b e r, o the r tha n a n ho no ra ry

m e m b e r, o f a Ro ta ry c lub .

7 . RI: Ro ta ry In te rna tio na l.

8 . RIBI: The a d m in istra tive te rrito ria l unit o f Ro ta ry

In te rna tio na l in G re a t Brita in

a nd Ire la nd .9 . Ye a r: The twe lve -m o nth p e rio d wh ic h b e g ins o n 1

J u ly.

CLUB BY-LAWS

Club Leadership Plan•Long Range Goals/ Strategic Plan

•Club Assemblies

•Communication

•Involve Everyone

•Leadership Continuity

•Amend By-Laws

•Networking/ Socializing

•Regular Consistent Training

•Needs Committee

BEST

PRACTICES

COMMITTEE

COMMITTEE

Club Programs Chair

Club Bulletin Chair

Web Site Chair

Attendance Chair

Fellowship Chair

Secretary

RESOURCES

RESOURCES

AKA - HELP!

www.rotary.org

Club Administration

ADMINISTRATION

CLUB

READY TO GO TO WORK!!

To discover ways to provide this information to District

Club Administration Directors

OBJECTIVE TWO

North America Regional Membership

PlanGetting to There from Here

371,465 7/1/12

411,381 6/30/15

9.7% growth over 3 years

Z34 34,437

9% 3340 238/district NET

NA Membership

Address retention

Provide structure to districts for on-going support for newly chartered Rotary Clubs

Propose club/district committee structure providing for subcommittees

Primary Strategy2012-13

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

Training: GETS, GNATS, Institutes, RC Institute, PETS, Convention

New club and district retention data

Creation of measurement tools and benchmarks

Primary Strategy2013-14

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

Availability of local demographic information

Evaluate effectiveness of tools/programs (2012-13)

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

Primary Strategy2014-15

GPS for Membership Reports

Jennifer Deters, ManagerMember Engagement Research & Programs

STRATEGIC ALIGNMENT

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

Worldwide Membership

USA, Canada & Caribbean

32%

Latin America8%

Europe, Africa & Middle East25%

Asia28%

Australia, New Zealand & Pacific Islands

3%

Great Britain & Ireland4%

Rotary Club Membership by Zone / Region(based on 30 June 2011 total of 1,223,413)

Regional Membership

350,000

360,000

370,000

380,000

390,000

400,000

410,000

420,000

430,000

2007 2008 2009 2010 2011

30 June Membership Trends by RegionUSA, Canada, and the Caribbean

Zone 34 Membership

755

760

765

770

775

780

785

790

795

33,000

33,500

34,000

34,500

35,000

35,500

36,000

36,500

37,000

37,500

2007 2008 2009 2010 2011

Clubs Members

Where is the information – rotary.org

Where is the information – Member Access

Standard report parameters

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

◦ End of each month October - June

# Clubs # Members # Clubs # Members2006 32,751 1,222,619 32,471 1,193,1372007 32,943 1,224,168 32,722 1,194,5132008 33,270 1,231,483 33,116 1,206,0892009 33,790 1,234,527 33,576 1,206,4412010 34,103 1,227,563 33,884 1,202,0632011 34,301 1,223,413 34,106 1,196,423

-0.62%Average club decrease from 30 June to 1 July

-2.53%Average member decrease from 30 June to 1 July

30 June Year-end 1 July Start Figures

New reports on the way!

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)

Custom Distribution by Role

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

Data Quality 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)

Custom reports available upon request

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)

Zone 34 Strengthening Clubs

Seminar Membership Dynamics

The Two Fundamentals of Rotary Membership:

Membership Attraction (formerly known as Recruitment)

Membership Engagement (formerly known as Retention)

Membership Dynamics

Who is Ultimately Responsible for Effective Rotary Membership Attraction &

Membership Engagement?

Membership Dynamics

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

Membership Dynamics

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??

Membership Dynamics

What is the sole purpose of a Rotary

District?

Membership Dynamics

What is the sole purpose of a Rotary District?

To Support the Clubs

Membership Dynamics

How can a District support the Membership

Development efforts of the Clubs?

Membership Dynamics

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

Membership Dynamics

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

Membership Dynamics

The District must have a well conceived plan how it

will encourage and support the clubs’

Membership Development efforts

Membership Dynamics

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

Membership Dynamics

50%

75%

Membership Dynamics

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

Remorse?

Membership Dynamics

What Rotary Product is offered to the Club

Members on a regular basis?

Membership Dynamics

What Rotary Product is offered to the Club

Members on a regular basis?

The Weekly Club Meeting

Membership Dynamics

If the Weekly Club Meetings are poorly run and the Club’s affairs poorly

managed, what effect will that have on the

Members?

Membership Dynamics

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!

Membership Dynamics

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

Membership Dynamics

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

Membership Dynamics

Be practical, not philosophical

Offer assistance to clubs in need

Use successful clubs as examples

Use RI and RC/ARC/RPIC Resources

Membership Dynamics