Recruitment & Retention:

Lifeline of ZontaAREA 1 & 2 WORKSHOP

APRIL 11, 2015PATRICIA LATONA

AREA 1 DIRECTOR

palatona27@gmail.com

Zonta International A Membership

Organization▪ People join because they believe in Zonta’s mission: they want to

contribute their time and talents to fulfil these.

▪ A vibrant growing membership is critical to securing Zonta’s ideals.

▪ With your support and commitment, Zonta will continue as an organization that is relevant & attracts/retains members committed to realizing our mission

▪ What is Required? Clubs to think strategically to secure new members by: ▪ Approaching people who will be interested and are willing to support the goals

of Zonta▪ Informing them about Zonta▪ Inviting them to join.

▪ A club’s membership strategy should cover Retention and Recruitment and be clear on the benefits of membership of Zonta.

Define Short & Long-term

GoalsHandout

Sample Membership Plan

Develop A Plan 1. Recruit New

Members2. Retain Current

Members

Design Strategies To

Identify Prospects. Then

Sell Membership

Develop “Elevator” SpeechSell Benefits /WIIFMSolicit, Entice, InviteFollow-upEngage

Identify A Mentor For Each New

Member • Jointly develop a

program for new member’s involvement in club activities.

Evaluate committee’s

progress at least once a year.

Have the goals been achieved? What

worked? What needs to be changed?

An Overall Plan Authors: Membership

Committee Recruitment, Rejuvenation, Revitalization, Retention

RECRUITMENT/RETENTIONSteps to Success

EXPLAIN “What is Zonta?” - briefly, in simple language.

How to “SELL” the benefits of Zonta membership.

Where to FIND potential members & then interest them in membership.

Following up with qualified prospects & invite them to join their Zonta club.

How to ENGAGE new members – ensures retention - helps the club grow its membership.

First Step: Explaining Zonta Simply

Who we are! What is our purpose?!

Remember our Mission

“Zonta International is a leading global organization of professionals empowering women worldwide through service and advocacy”

Write down Key words

Remember our Vision

“Zonta International envisions a world in which women's rights are recognized as human rights and every woman is able to achieve her full potential.

In such a world, women have access to all resources…..are represented in decision making positions on an equal basis with men…..In such a world, no woman lives in fear of violence”

Write down Key words

From Your Key Words: What 3 Things Should People Know About Zonta? Elevator Speech!!

Second Step:PREPARE to Sell Benefits

Mission touches our heart. Empathy drives

us to give back & make a difference.

Proactive way of doing something to make the world

a better place

Chance to expand our horizons & celebrate other

cultures & people

Personal growth

Increase knowledge about

an issue

Develop or strengthen skills

Presented with unique & exciting

opportunities

Connect with others who share our passion which then expands “our circle of friends”.

Networking

Understand What Motivates, Inspires People to Join an Organization

Attract New Members

Make a difference

Quality service projects

Effective advocacy

Empowering women worldwidePassion for Zonta

Mission

Being asked/Feeling welcome

Diverse members

Working with others

Learning about women’s issues;

Leadership skills & development

Networking Connectedness

Personal Growth

Second Step:PREPARE to Sell Benefits

Align What Motivates, Inspires People to Join with Becoming a Member

Prevention/Elimination of Violence Against

Women

Improving Women’s Health & Maternal

Health

Second Step:Selling Benefits

How We Make a Difference Globally

Gender Equality

Human Rights

For full Description of International Projects go to http://www.zonta.org/WhatWeDo/InternationalPrograms.aspx

Source: GirlsNotBrides.org

Second Step:Selling Benefits

How We Make a Difference Globally

Economic Equity

Employment Options

Delay of Early Marriage

Education

Job Skills

Second Step:Selling Benefits

How We Make a Difference Locally

▪ Young Women In Public Affairs Award

▪ Jane Klausman Business Scholarship

▪ College Scholarships

▪ Domestic Violence Shelters

▪ Rallies

▪ Mentor Women In Prison

▪ Kits For Homeless Women & Children

▪ Education Programs e.g. Trafficking, Domestic Violence

▪ Birthing Kits

▪ RAVE Walk

▪ Habitat for Humanity

▪ Local Soup Kitchen

▪ Meet with Legislators

▪ Support of Anti-trafficking & Violence Against Women Legislation

▪ A Day at the State Capital

▪ Zonta Says No to Violence Against Women - 16 Days of Activism

Personal Contacts Names:

From Our Club Members

Other Club Members

Their Families, Friends, Colleagues And Their Friends And Families

Newspapers

Local press (e.g. promotion

announcements, press releases)

Networks ( e.g. RN knows health care workers, financial planner knows financial

associates, etc.)

Chamber of

Commerce

Community Leaders

Third Step:LOOK & YE SHALL FIND

Third Step:“LOOK & YE SHALL FIND”

Funders

Attendees from Club events

Business networks

Organizations

Professional Associations

Places of Worship

Retirement communities

Local Colleges

Country clubs

Others?

Zonta Club

of …

Third Step:LOOK & YE SHALL FIND

Third Step:“Continue to Tell your Story”

Elaborate on your “Elevator” speech

Tell people the heartwarming ways Zonta affects you & other Zontians

Brag about your club’s projects

Make it personal - share what you have gained through Zonta The ways it has influenced your life.

Remember to touch on what motivates/inspires: Mission, Making a difference, Personal growth, Expand circle of friends,

Exciting opportunities,

Skills required? Compassion, an Open Mind, a Willingness to do whatever is needed, a Positive Attitude.

LISTEN

Ask Them About Their Interests & Really Listen To Them

Gives you a better sense of who they are

Allows you to tell them about aspects of your club that most interest them.

PERSONALIZE

Important To Make A Real, Personal Connection.

If they feel you are interested in them & they get to know you the more comfortable they will feel being a part of your club.

Gear your conversation/story to the individual.

Convey why their participation is important; what they can contribute that might be special or unique; what they will gain.

Tell them that you need them & really need their skills. IT’S OK, PEOPLE LIKE TO BE NEEDED!

“NNOW – Let Them Tell Their Story

INVITE prospect to club meeting, club event, project, program. • Don't wait for them to take the initiative • Don't assume they are too busy or won't be interested

SUPPLY THEM WITH INFORMATION – Always have membership material at every event, meeting

• Include – Contact Information, Club Brochure, History of Zonta, Club Calendar, Newsletter

Fourth Step: “One Way to Close the Deal”

Invite to Meeting/Event

Meetings/Events: ARE YOU PREPARED? Ask Yourself… Are guests greeted warmly; introduced to officers & members? Does your club keep a guest book; provide visitors with name tags? Are guests invited to introduce themselves to the group? Are guests invited to join?

Choose a Theme

Honor Professional Day

Information Banquet for Groups/People

Club Supports

Information Reception for

Younger People

Homecoming/ Bring Them Back

Meeting

OTHER?

Planning is Key

Membership chair/committee

Develop a Plan with Goals Allocate Funds Announce &

Promote

“Roll Out The Red Carpet” with a Membership Drive

At Regular Meeting or Special Recruitment Event (see D3 Membership Handbook for details)

“Another Way to Close the Deal” Membership Drive

 

Fourth Step: “The Devil is in the Detail”

• At the membership drive; At the meeting/event

Every Prospect Should Receive A Membership Application:

• Fill out the application prior to event

Want to give the prospect a feeling of being wanted?

• Offer a Hearty Welcome!!

They Join

• Next Day: send welcome letter/email from secretary or president

First step in Retention

They Didn’t join? FOLLOW UP FOLLOW UP – Email, Phone call

Dear Ms. _______________:

We enjoyed having you as a guest at the Zonta club of ______ meeting on Wednesday,

November 5, and the opportunity to better acquaint you with our club and with Zonta.

Perhaps by this time you have reviewed the handout material and would like additional

information. If so, please feel free to contact any of the club members or call our Membership

chair, __________________ at (___) ___ ____.

Our next meeting will be held December 5 at __________________ from 6:30 pm 8:30 pm.

Please join us to learn more about Zonta’s mission and the new and exciting opportunities membership can offer you.

Again, it was a pleasure to have you at our Zonta meeting. We look forward to seeing you again.

Sincerely,

President

Follow Up Letter

The organization’s meetings are long and boring

Members do little other than to listen to leaders talk.

They feel useless or frustrated

A small clique has all power; they don’t encourage others to get involved

Members are not valued, never thanked or praised for the work they do

Club has few projects or are not relevant to Zonta’s mission

Members feel that they are getting nothing out of the club

RetentionOops! Why we Lose As fast as

we Recruit

Challenged & Growth Make A Difference Meet New & Exciting People

Avoid Burn-Out: offer members a series of slowly increasing responsibilities.

• Don’t ask to do too much too quickly

Avoid Cool Out: Opposite of asking to do too much to fast… NOT asking them to do anything at all.

• Don't hesitate to ask people to do things...They joined to make a difference & feel useful! • Team them up with experienced members

Don’t Shun: Important that newcomers feel included/part of the team

• Veterans gravitate towards one another. Mix it up – “old” & “new”• Begin meetings with discussions that include new & old members. • Incorporate a social component into your meetings. • !!!Leaders –get to know your members

RetentionMinimize our Loses

Does your club hold an installation ceremony soon after member joins?

Do you present membership pin and welcome packet?

Does your club assign a mentor for each new member?

Are new member’s skills/experiences assessed?

Do you have introductory workshop or orientation for all new members so that they understand the organization and its work

Is the new member given the opportunity to get involved in all aspects of the club’s activities?

Are enjoyable (FUN is good!) and educational meetings planned?

Do your members participate in area, district and international events?

Are inter-club events encouraged and planned?

Is your club’s newsletter issued on a regular basis and your website kept updated?

Maximize Our Gains “How are you doing”?

*Are all projects based on the mission of Zonta?*

Do meetings begin and end on time? Use Parliamentary Procedure?

Are club meetings varied & exciting? Speakers, Themes?

Do you use committees to do the work, not general membership meeting?

Are award applications submitted to Zonta International?

▪

Maximize Our Gains “How are you doing”?

RetentionMore Ideas

Provide Opportunities to Grow

Volunteer work should be interesting; offer variety; a chance for personal growth.Is there boring work? Sometimes: Try to distribute it evenly; mix in some fun

Show Appreciation

Members enjoy, need & deserve it. Otherwise lose faith in value of what they're doing.

Show respect for their opinions & work: return phone calls, answer emails, provide relevant information. Call if missed several meetings.

Give Recognition

Recognize members: for bringing in members, birthday, anniversaries, for any reason

Feature a member(s) in monthly club newsletter

Recognize your club's performance at the end of an event.

Final Thoughts

• Then work on ideas that might make the club more satisfying

Evaluate - Periodically have your members appraise their experiences; if their expectations being met

• Know what skills needed for leadership roles• Help members develop those skills over time.• New leaders = New ideas = Change

o Remember: tensions can arise as new people challenge the way the club functions

o But also Remember………

Encourage Leadership - Will keep your new and old members active & growing for a long time

Growth & Change Should be Synonymous to Keep Zonta Healthy & Alive

DISTRICT 3 “THE WININGEST TEAM”

▪ http://www.zonta.org/MemberResources/Manuals.aspx

▪ http://www.zontadistrictthree.org/resources.htm

▪ http://zontadistrict12.org/resources/club-tools

▪

American College of Emergency Physicianshttp://www.acep.org/content.aspx?id=22868