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ROTARY C.A.R.E.S. C ommunicate A ttract R etain E ngage S erve Strengthen your club BEFORE you grow!

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Presentation on theme: "ROTARY C.A.R.E.S. C ommunicate A ttract R etain E ngage S erve Strengthen your club BEFORE you grow!"— Presentation transcript:

1 ROTARY C.A.R.E.S. C ommunicate A ttract R etain E ngage S erve Strengthen your club BEFORE you grow!

2 THIS PROGRAM IS SIMPLE WORKABLE INVOLVES THE BULK OF YOUR ACTIVE CLUB MEMBERS INCLUDES RHINOS & NEW MEMBERS REQUIRES SMALL JOBS BY MANY MEMBERS

3 GETTING READY FOR YOUR FIRST SESSION… MANY MEMBERS WILL BE SOMEWHAT ANXIOUS ABOUT THE FIRST SESSION. THIS IS ONE OF THE REASONS IT IS VERY IMPORANT TO MAKE THE RIGHT CHOICES FOR TEAM LEADERS. IF YOUR TEAM LEADERS UNDERSTAND WHAT YOU ARE TRYING TO ACCOMPLISH, IF THEY UNDERSTAND THE PROCEDURES & PROTOCOLS, EVERYTHING WILL GO SMOOTHLY. YOUR TEAM LEADERS NEED TO BE SOMEWHAT FAMILIAR WITH THE INDIVIDUAL SEGMENTS, HOW THE AGENDA RUNS, SO THEY CAN EASILY GUIDE EACH PROGRAM LIAISON THROUGH THEIR FIVE MINUTE PRESENTATION. I PRIMARILY USED , AND SOME PHONE CALLS, TO EXPLAIN TO EACH OF MY MEMBERS WHO AGREED TO LEADERSHIP POSITIONS EXACTLY WHAT THEIR ROLES WOULD BE DURING THE SESSION. THEY WILL STUMBLE A BIT DURING THE FIRST FIVE TO TEN MINUTES; THEN THEY WILL TAKE OFF AND THE RISE IN THE NOISE LEVEL WILL TELL YOU HOW SUCCESSFUL YOU ARE! BECAUSE OF THE NOISE THE PROGRAM GENERATES, IT IS HELPFUL TO HAVE SOME SPACE BETWEEN TEAMS SO CONVERSATIONS DON’T OVERLAP TOO MUCH, CAUSING LOSSES OF CONCENTRATION WITH SOME MEMBERS. IF POSSIBLE, GET A MEMBER TO AGREE TO COLATE THE MATERIALS, A “CLERK” IF YOU WILL, FOR EACH SESSION. EACH MEMBER WHO IS IN ATTENDANCE SHOULD RECEIVE A CLUB CALENDAR, A CURRENT CLUB ROSTER, “WANT ADS”, AND AGENDA. I BUNDLE ALL OF THE INFORMATION EACH MEMBER NEEDS INTO A FOLDER. TEAM LEADERS, PROGRAM DIRECTORS, AND TEAM PROGRAM LIAISONS HAVE SPECIFIC FOLDERS WITH THEIR NAMES ON THEM. MEMBERS WHO DO NOT HAVE A SPECIFIC TASK GET A BLANK, GENERIC FOLDER WITH INFORMATION ENCLOSED PERTINENT TO THEIR TEAM. IF YOU HAVE A MEMBER TO DO THIS JOB, EACH PROGRAM DIRECTOR CAN THEIR REPORTS TO THIS MEMBER. THE REPORTS CAN BE PRINTED AND STUFFED INTO THE APPROPRIATE FOLDERS, ENSURING AN ORGANIZED SESSION.

4 FIRST… DIVIDE THE CLUB INTO THREE SEPARATE CATEGORIES “FRIENDS, AQUAINTANCES, & STRANGERS” “FRIENDS” ARE THERE WEEKLY, NEVER SAY NO “AQUAINTANCES” ARE HIT OR MISS ATTENDEES, WILL WORK WHEN ASKED “STRANGERS” ARE MEMBERS WHO ARE TOTALLY DISENGAGED, BUT CONTINUE TO PAY DUES FROM THE “FRIENDS”, YOU WILL NEED FIVE KEY MEMBERS, PREFERABLY PAST PRESIDENTS, TO BE YOUR PROGRAM CHAIRS. ADDITIONALLY, FROM THE “FRIENDS”, YOU WILL NEED FIVE KEY MEMBERS, PREFERABLY PAST PRESIDENTS, TO RUN EACH TEAM, THOSE BEING A TEAM LEADER, AND FOUR LIAISONS WHO WORK WITH YOUR PROGRAM CHAIRS. THESE TWO CATEGORIES, PROGRAM DIRECTORS & TEAM LEADERS, ARE THE MOST IMPORTANT ELEMENTS IN YOUR PROGRAM. CHOOSE MEMBERS WHO WILL NOT LET YOU DOWN, WILL FOLLOW THROUGH, AND ARE EITHER NATURAL OR TRAINED ORGANIZATIONAL LEADERS. IF A PROGRAM LIAISON IS A “NO SHOW”, ANYONE AT THE TABLE CAN EASILY TAKE THE JOB FOR THE DAY. THIS WILL ONLY REQUIRE A FIVE MINUTE PRESENTATION ON THE INFORMATION, WHICH HAS BEEN PREPARED BY THE PROGRAM CHAIR. THE NUMBER OF TEAMS YOU CAN SUSTAINABLY CREATE WILL DEPEND UPON THE NUMBER OF “FRIENDS” YOU HAVE AS CLUB MEMBERS. ONCE YOU ASSIGN FIVE MEMBERS TO BE PROGRAM DIRECTORS, YOU STILL NEED FIVE ACTIVE, WILLING MEMBERS TO RUN EACH TEAM. FOR EXAMPLE, A CLUB WITH THIRTY MEMBERS, BUT ONLY FIFTEEN “FRIENDS”, CAN SUSTAINABLY SUPPORT ONLY TWO TEAMS, WITH FIVE “FRIENDS” AS PROGRAM CHAIRS AND FIVE “FRIENDS” TO RUN EACH TEAM. YOU WILL FILL IN THE BALANCE OF THE TEAMS EQUALLY WITH THE REMAINING “FRIENDS, STRANGERS, & AQUAINTANCES “.

5 USE THE COLOR BLOCK FORM, FOLLOWING THIS SLIDE, TO ENTER YOUR CHOICES FOR PROGRAM DIRECTORS, TEAM LEADERS & LIAISONS OF THE PROGRAM CHAIRS. FILL IN THE “ACTIVE” COLUMN WITH THE REMAINING BALANCE OF “FRIENDS & AQUAINTANCES”; FINISH DIVIDING THE REMAINDER OF YOUR CLUB, THE “STRANGERS”, INTO THE COLUMN ON THE RIGHT, THE INACTIVE-DISENGAGED COLUMN. TRY TO GET A BALANCE OF OLD, YOUNG, NEW, ESTABLISHED, VERY ACTIVE, LESS ACTIVE & DISENGAGED MEMBERS ON EACH TEAM. BY USING , I ASKED MY PROGRAM DIRECTORS TO ACCEPT A POSITION IN THE PROGRAM. ONCE I HAD AGREEMENT FROM THEM, I MOVED ON TO GET AGREEMENT FROM MY CHOICES FOR TEAM CHAIRS. FOLLOWING THE ALL CLEAR THERE, I BEGAN TO MAKE CONTACT WITH MY CHOSEN PROGRAM CHAIR LIAISONS. YOU WILL NEED TO EXPECT SOME NEGATIVE RESPONSES. NOT EVERYONE MAY ACCEPT AN ASSIGNMENT. KEEP SOME “SPARE FRIENDS” ON HAND TO FILL IN FOR THESE SITUATIONS. AS YOU DEVELOP YOUR TEAMS, YOU MAY CONTINUALLY BE JUGGLING MEMBERS BETWEEN TEAMS, MOVING THEM AROUND TO KEEP A GOOD BALANCE, AS MEMBERS AGREE OR DISAGREE TO HELP WITH THE PROGRAM. I PLANNED MY FIRST SESSION ABOUT SIX WEEKS IN ADVANCE, YET STILL HAD MEMBERS WITH SCHEDULING CONFLICTS WHO WOULD NOT BE ABLE TO ATTEND OR HELP WITH THE FIRST SESSION. AS I MAINTAINED MY LEADERSHIP POSITIONS FOR A YEAR, ANYONE NOT AVAILABLE FOR THE FIRST SESSION WAS NOT OFFERED A LEADERSHIP POSITION DURING THE FIRST YEAR. THEY DID, HOWEVER, COVER JOBS FOR MEMBERS WHO WERE ABSENT. IN A PINCH, (I DO THIS), YOU CAN UTILITZE YOUR TEAM LEADER TRAINER WHO IS A PROGRAM CHAIR, TO ALSO BE A TEAM CHAIR. THE TEAM LEADER TRAINER PROGRAM DIRECTOR’S JOB IS COMPLETED WHEN THE LEADERS HAVE BEEN TRAINED. USING THIS MEMBER AS A TEAM LEADER IS A SIMPLE FIT. I ALSO UTILIZE AS MANY OF OUR NEWEST MEMBERS FOR COMMUNICATION PROGRAM LIAISONS AS THEY ARE USUALLY WILLING TO HELP, KNOW VERY LITTLE ABOUT ROTARY, AND ARE NORMALLY COMPLETELY OUT OF THE LOOP WITH REGARD TO CLUB INFORMATION & EVENTS. THE COLOR BLOCK TEAM ASSIGNMENT SHEET FOLLOWS THIS ONE. GETTING STARTED…ASSIGNING TEAMS

6 TEAMINACTIVE-DISENGAGED CHAIR TRAINERCOMMUNICATIONRETENTIONRECRUITMENTSERVICEACTIVESNEED CONTACT TEAM 1 # MEMBERS TEAM 2 # MEMBERS TEAM 3 # MEMBERS u TEAM 4 # MEMBERS TEAM 5 # MEMBERS FLOATERS MEMBERS ROUND TABLE SESSION MEMBER SCHEDULE ____________________, 2014

7 YOUR TEAM LEADER TRAINER GETS STARTED… YOU WILL NEED TO SPEND SOME TIME WITH YOUR TEAM LEADER TRAINER, EXPLAIN THE PROGRAM, WHAT YOU WANT TO ACCOMPLISH, WHAT EACH SEGMENT INVOLVES, HOW THE AGENDA WILL BE STRUCTURED. YOUR TEAM LEADER TRAINER WILL CONTACT EACH TEAM LEADER AND EXPLAIN HOW THE PROGRAM WILL WORK. THEY WILL MAKE SURE THE TEAM LEADERS KNOW THEY ARE TO KEEP EVERYONE ON TIME AND ON TASK, “RUN THE MEETING, DON’T BE THE MEETING”. THE PROGRAM RUNS THIRTY MINUTES MAX. USE THE ATTACHED AGENDA, OR GENERATE YOUR OWN, AS A TOOL FOR YOUR TEAM LEADERS TO USE AS THEY RUN THE SESSIONS FOR THEIR TEAMS. IF YOU CAN, “STAGGER” YOUR TEAM AGENDAS, SO EACH TEAM IS NOT DISCUSSING THE SAME SEGMENT AT THE SAME TIME (i.e. TEAM ONE DISCUSSES COMMUNICATION DURING THE FIRST SEGMENT, WHILE TEAM TWO DISCUSSES SERVICE). BY DOING THIS, YOU CAN HAVE YOUR PROGRAM CHAIRS CIRCLE THE ROOM AND BE AVAILABLE TO ANSWER ANY QUESTIONS THAT MAY ARISE, ONLY HAVING TO COVER ONE TEAM AT A TIME. EACH MEMBER OF THE CLUB ATTENDING ROTARY C.A.R.E.S. WILL RECEIVE AN AGENDA TO FOLLOW ALONG WITH THEIR TEAM. BY AVOIDING A DATE ON THE AGENDA, THE SAME AGENDA TEMPLATES CAN BE USED AGAIN AND AGAIN. ASSIGN SOMEONE TO MAKE SURE THERE IS A PROPER AGENDA AVAILABLE AT THE SESSION FOR EACH MEMBER OF EACH TEAM. AN AGENDA TEMPLATE FOLLOWS THIS SHEET.

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9 PROGRAM CHAIR OF COMMUNICATIONS PREPARES THE REPORTS… EACH OF YOUR PROGRAM CHAIRS WILL HAVE A SPECIFIC SEGMENT OF THE SESSION THEY ARE RESPONSIBLE FOR. THE PROGRAM IS DESIGNED TO HAVE MANY MEMBERS PARTICIPATING, WHILE NONE ARE DOING AN EXCESSIVE AMOUNT OF WORK. THE PROGRAM CHAIRS WILL NEED 2-3 HOURS MAX TO DEVELOP THEIR TEMPLATES, OR USE THE ONES PROVIDED HERE, AND FILL IN THEIR INFORMATION FOR THE FIRST SESSION. SUBSEQUENT SESSIONS SHOULD NOT REQUIRE CHAIRS MORE THAN THIRTY MINUTES PREP TIME. YOUR PROGRAM CHAIR OF COMMUNICATIONS WILL PREPARE A CLUB CALENDAR, INCLUDING ANY DISTRICT EVENTS THAT YOUR MEMBERS MAY WANT TO ATTEND OF BECOME INVOLVED IN. (WE USE THE CLUB & DISTRICT CALENDARS, MONDAY MATTERS & ROTARY TIMES TO GATHER INFO). I RECOMMEND THE CALENDAR RUN FORWARD AT LEAST A MONTH BEYOND THE DATE OF YOUR NEXT ROUND TABLE SESSION. MAJOR EVENTS, LIKE THE DISTRICT CONFERENCE OR ANNUAL FOUNDATION DINNER, ARE LISTED AS SOON AS THE DATES ARE ANNOUNCED TO GIVE MEMBERS PLENTY OF TIME TO PLAN TO ATTEND. THIS CHAIR WILL ALSO PREPARE A REPORT FOR “WANT ADS”, IF YOUR PROGRAM CHAIRS FEEL THAT WILL BE BENEFICIAL TO YOUR CLUB. THE “WANT ADS” ARE A LIST OF CLUB JOBS CURRENTLY OR SOON TO BE AVAILABLE. HE/SHE WILL LIST THE JOB, THE DUTIES REQUIRED, AND HOPEFULLY A MENTOR TO TRAIN FOR THE POSITION. IF YOU HAVE MEMBERS WHO WANT TO EASE OUT OF A JOB, OR MIGRATE TO A NEW ONE, THIS IS A GREAT TOOL TO HELP EVERYONE KNOW WHAT JOBS NEED TO BE FILLED. THE PROGRAM DIRECTOR OF COMMUNICATIONS WILL THEN OR DELIVER A HARD COPY OF THE REPORTS TO THE “PROGRAM LIAISONS” LISTED BELOW HIM ON THE COLOR BLOCK SHEET. THE PROGRAM CHAIR WILL BE RESPONSIBLE FOR GETTING ENOUGH HARD COPIES OF THESE REPORTS TO THE ROTARY C.A.R.E.S. ASSEMBLY TO ALLOW EACH MEMBER TO RECEIVE ONE. DURING THE SESSION, THE LIAISONS WILL GIVE AN ORAL, FIVE MINUTE PRESENTAION TO THEIR TEAM BASED UPON THE INFORMATION THEY’VE RECEIVED. THE PROGRAM CHAIR OF COMMUNICATIONS SHOULD BE ON HAND DURING THE SESSION TO ANSWER ANY QUESTIONS AND GATHER ANY NEW INFORMATION FOR THE NEXT ROTARY C.A.R.E.S. ASSEMBLY. A BLANK CALENDAR TEMPLATE A SAMPLE “WANT ADS” FOLLOWS THIS SHEET.

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11 ROTARY CLUB “WANT ADS” THE JOB OF TREASURER WILL BE OPEN JULY 1, AND IS A BOARD POSITION. THE TREASURER IS RESPONSIBLE FOR COLLECTING CLUB FUNDS IN AN ORGANIZED MANNER, PAYING CLUB BILLS, AND REPORTING THE FINANCIAL POSITION OF THE CLUB TO THE BOARD AT THE MONTHLY BOARD MEETING, MAINTAINING COMMUNICATION WITH THE BOARD, KEEPING THEM APPRISED OF THE FINANCIAL POSITION OF THE CLUB. THE NEW TREASURER WILL BE TRAINED AND MENTORED BY THE CURRENT TREASURER, JOHN DOE. THE JOB OF CLUB HISTORIAN IS NOW AVAILABLE. THE DUTIES OF THE HISTORIAN ARE TO TAKE OR COLLECT AND ARCHIVE ANY AND ALL PHOTOS OF THE CLUB AS AVAILABLE, ORGANIZE AND CATALOG ALL ITEMS OF HISTORICAL VALUE TO THE CLUB, HISTORICAL DOCUMENTS AND TRADING BANNERS. THIS IS NOT A BOARD POSITION AND DOES NOT REQUIRE ATTENDANCE AT MEETINGS OF THE BOARD. THIS IS A NEW POSITION, WITH NO SPECIFIC MENTOR AVAILABLE. THE NEW HISTORIAN WILL NEED TO BE CREATIVE AS TO HOW THE CLUB “TREASURES”, ARE DISPLAYED, STORED, AND PROTECTED, THUS ENABLING FUTURE ROTARIANS IN OUR CLUB TO UNDERSTAND AND ENJOY OUR LONG HISTORY AND PREPARE FOR FUTURE ANNIVERSARIES AND CELEBRATIONS OF SIGNIFICANCE.

12 YOUR PROGRAM CHAIR OF RECRUITMENT WILL PREPARE A RECRUITMENT WORKSHEET FOR EACH TEAM. ONLY THE PROGRAM RECRUITMENT LIAISONS WILL NEED THESE WORKSHEETS. EACH LIAISON WORKSHEET SHOULD LIST THE TEAM LEADER AND THE TEAM MEMBERS. THE LIAISONS OF RECRUITMENT WILL ENCOURAGE “BRAINSTORMING” BY THEIR TEAM MEMBERS WITH REGARD TO POTENTIAL ROTARIANS IN THEIR COMMUNITY. ANY SUGGESTIONS MADE BY TEAM MEMBERS NEED TO BE BACKED UP BY THE MEMBER WHO IS WILLING TO SHARE INFORMATION ABOUT ROTARY WITH THEM, AND ASK THE PROSPECTIVE MEMBER TO COME TO A ROTARY CLUB MEETING, COMP THEIR MEAL. EACH WORKSHEET SHOULD HAVE SOME BLANK LINES AT THE BOTTOM WHERE THE RECRUITMENT LIAISON WILL BE ABLE TO LIST THE POTENTIAL MEMBERS TO BE APPROACHED, AND THE MEMBER WILLING TO MAKE CONTACT. EACH TEAM SHOULD HAVE 1-3 (OR MORE) MEMBERS ON THEIR LIST OF POTENTIAL MEMBERS. THE LIAISON SHOULD MAINTAIN A SIMPLE RECORD OF AGREED UPON CONTACTS FOR FOLLOW UP AT SUBSEQUENT ROTARY C.A.R.E.S. ASSEMBLIES. WHEN THE SESSION HAS ENDED, THE LIAISON WILL NEED TO PASS THE COMPLETED WORKSHEET TO THE RECRUITMENT PROGRAM CHAIR. A SAMPLE TEMPLATE OF A RECRUITMENT WORKSHEET, AND A SIMPLE RECORD OF CONTACTS FOLLOWS. 30 DAYS FOLLOWING THE ROTARY C.A.R.E.S. ASSEMBLY, THE CLUB MEMBERSHIP CHAIR SHOULD ISSUE REMINDERS FOR THOSE WHO HAVE NOT YET MADE CONTACT WITH THE COMMUNITY LEADER THEY AGREED TO ASK TO A MEETING. PROGRAM CHAIR OF ATTRACTION & RECRUITMENT PREPARES TEAM WORKSHEETS

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15 THE PROGRAM CHAIR OF RETENTION PREPARES THE TEAM WORKSHEETS … THE PROGRAM CHAIR OF RETENTION WILL PREPARE INDIVIDUAL WORKSHEETS FOR EACH TEAM. EACH WORKSHEET SHOULD LIST THE TEAM CHAIR AND ALL ACTIVE TEAM MEMBERS. ON THE BOTTOM, LIST THE INACTIVE & DISENGAGED MEMBERS. THESE MEMBERS WILL GET A CONTACT, SO LEAVE SOME SPACE NEAR THE MEMBER’S NAMES TO LIST WHICH TEAM MEMBER WILL MAKE CONTACT, AND IN WHAT MANNER. ONLY THE PROGRAM LIAISON WILL NEED A COPY OF THIS WORKSHEET. EACH TEAM IS RESPONSIBLE FOR THE MEMBERS ON THEIR TEAM, ACTIVE OR DISENGAGED. EACH LIAISON WILL LEAD THEIR TEAM IN DISCUSSIONS REGARDING THE MANNER TO BE USED TO ATTEMPT TO RE-ENGAGE MEMBERS WHO DO NOT ATTEND MEETINGS OR FUNCTIONS, YET CONTINUE TO SUPPORT THE CLUB BY PAYING DUES. THESE MEMBERS ARE “STRANGERS” TO THE CLUB. CONTACTING THEM WILL LET MEMBERSHIP ASSESS THE RISK OF LOSING EACH INACTIVE MEMBER. IT IS RECOMMENDED THAT A TEAM MEMBER OFFER TO VOLUNTEER TO CONTACT A DISENGAGED MEMBER BY PHONE OR VISIT, AN BE SENT, OR A GREETING CARD MAY BE THE MOST APPROPRIATE FORM OF CONTACT. I HAVE FOUND THAT THERE IS USUALLY A MEMBER WHO IS BETTER AWARE OF A DISENGAGED MEMBERS SITUATION, AND I TAKE THAT MEMBER’S RECOMMENDATION SERIOUSLY. THE PROGRAM CHAIR FOR RETENTION IS RESPONSIBLE FOR OBTAINING PRE-PRINTED CARDS, OR PRINTING BLANK CARDS, AND HAVE THEM SIGNED BY CLUB MEMBERS PRIOR TO THE ASSEMBLY. I PRINT CARDS AND SCATTER THEM ON A TABLE WITH PENS A WEEK OR TWO PRIOR TO THE ASSEMBLY, ASKING ALL MEMBERS TO SIGN THE CARDS BEFORE OR DURING THE MEETING. THESE CARDS & ENVELOPES NEED TO BE READY TO SEND TO DISENGAGED MEMBERS, IF THAT IS THE CHOICE OF THE TEAM. AS EACH MEMBER RECEIVES A CLUB ROSTER AT EVERY SESSION, THE ADDRESS IS AVAILABLE AND THE LIAISON CAN ADDRESS THE ENVELOPE AND GET IT READY TO MAIL. THIS SHOULD BE DONE AT THE END OF THE SESSION. THERE IS NO RIGHT OR WRONG WAY TO APPROACH A DISENGAGED MEMBER; THE BEST WAY TO CONTACT A DISENGAGED MEMBER IS THE DECISION OF THE TEAM IN THEIR ATTEMPT TO RE-ENGAGE THE MEMBER. WHEN THE SESSION HAS ENDED, THE COMPLETED WORKSHEET WILL NEED TO BE RETURNED TO THE RETENTION PROGRAM CHAIR. A RETENTION WORKSHEET TEMPLATE INSERT FOLLOWS, AS WELL AS A SAMPLE GREETING CARD.

16 Team # ______________ Team Chair, ___________________________ Information Liaison__________________________________________ Member Retention Liaison__________________________________________ New Member Liaison__________________________________________ Club Project Liaison__________________________________________ Active Team Members__________________________________________ Team Members listed below are either unable or unlikely to attend meetings and/or events. Retaining disengaged members is the responsibility of the entire team. Each Team Member listed below need to be contacted by another member of the team. Type of contact will be the decision of the team. Card, visit, or call is suggested. Manner of Contact ChosenTeam Member offering to make contact Inactive Team Members _____________________________________________________________________________________________________________________________________________________ ________________________________________________________________________________________________

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19 SERVICE PROJECT PROGRAM CHAIR PREPARES THE SERVICE REPORT…. I’VE FOUND A COUPLE OF WAYS TO HANDLE SERVICE PROJECT UPDATES FOR THE CLUB ONE WAY IS TO GIVE THE SERVICE PROJECT CHAIR ABOUT 5 MINUTES BEFORE THE START OF THE SESSION, AND HAVE THEM GIVE AN ORAL SERVICE PROJECT REPORT. MENTION COMPLETED PROJECTS, PROJECTS IN PROGRESS, AND PROJECTS THAT THE BOARD IS CONSIDERING OR HAS APPROVED. DURING THE SEGMENT ALLOWED FOR SERVICE, HAVE THE SERVICE PROJECT CHAIR VISIT EACH TABLE WHILE THEY ARE DISCUSSING SERVICE. HAVE THE SERVICE PROJECT CHAIR GLEAN FROM EACH TEAM IDEAS FOR PROJECTS THAT THEY MAY HAVE. THIS IS AN EXCELLENT CONDUIT TO HAVE A STEADY FLOW OF PROJECT IDEAS GO FROM THE MEMBERS DIRECTLY TO THE BOARD. OPEN DISCUSSION. HAVE THE SERVICE PROJECT PROGRAM LIAISON TAKES NOTES TO PASS TO THE SERVICE PROJECT PROGRAM CHAIR. MAKE IT THE RESPONSIBILITY OF EACH SERVICE PROJECT PROGRAM LIAISON TO CONTINUALLY BE LOOKING FOR PROJECT IDEAS IN BETWEEN SESSIONS. ANOTHER WAY IS MORE TYPICAL OF THE SESSION. HAVE THE SERVICE PROJECT PROGRAM CHAIR PREPARE THE REPORT OF ONGOING, NEWLY APPROVED, AND COMPLETED PROJECTS. THAT REPORT NEEDS TO BE EITHER ED OR A HARD COPY DELIVERED TO EACH SERVICE PROJECT PROGRAM LIAISON BEFORE THE ASSEMBLY, WHICH IS WHERE THE LIAISON WILL VERBALLY SHARE THE REPORT WITH THEIR TEAM, AND FINISH BY GLEANING IDEAS FOR ANY NEW PROJECTS FROM THEIR TEAM. ANY PROJECT IDEAS NEED TO BE REPORTED TO THE PROGRAM CHAIR FOR CONSIDERATION. A GENERAL TEMPLATE OF A SERVICE PROJECT REPORT FOLLOWS.

20 Service Project Update Recently completed projects & avenues of Service include Thanks to for all of the help & donations. Service projects in progress are. We still need help with and donations for. The Board has the following service projects under discussion-. The Board has approved as a future service project. Contact if you can be of help. Any suggestions for projects are welcome. Please contact our club Service Chair to recommend a new project or avenue of service.

21 NOW YOU ARE READY FOR YOUR FIRST SESSION BEFORE THE SESSION STARTS: MAKE SURE ALL OF YOUR PROGRAM CHAIRS HAVE PASSED THEIR REPORTS TO THEIR LIAISONS. PREPARE A FOLDER, OR STAPLE SHEETS TOGETHER, THAT INCLUDES AN UPDATED CLUB ROSTER LISTING , SNAIL MAIL AND ALL PHONE NUMBERS OF EACH MEMBER. THE FOLDER SHOULD ALSO INCLUDE A CURRENT CALANDAR, AN AGENDA FOR THEIR TEAM, AND A “WANT ADS” IF YOU ARE UTILIZING THIS TOOL. PREPARE AN INDIVIDUAL PACKET FOR EACH PROGRAM CHAIR, TEAM LEADER AND PROGRAM LIAISON WITH THEIR SPECIFIC WORKSHEETS. EITHER PURCHASE PRE-PRINTED GREETING CARDS, OR USE CARDS WITH BLANK INTERIOR AND PRINT THE MESSAGE YOU WANT TO SEND TO YOUR DISENGAGED MEMBERS. WE HAVE CARDS THAT SAY EITHER “IT’S NOT THE SAME WITHOUT YOU…C’MON BACK! THANK YOU FOR YOUR CONTINUED SUPPORT OF THE ROTARY CLUB” OR “WISH YOU WERE HERE….IT’S NOT THE SAME WITHOUT YOU! THANK YOU FOR YOUR CONTINUED SUPPORT OF THE ROTARY CLUB”. ALL CARDS NEED TO BE SIGNED BY AS MANY CLUB MEMBERS AS POSSIBLE, USUALLY THE WEEK OR TWO BEFORE THE SESSION. I ORDER OUR BLANK ROTARY LOGO CARDS FROM RUSSELL HAMPTON AND PRINT THE INTERIOR MESSAGE ON THE PRINTER. NUMBER THE TABLES BY TEAM NUMBERS. MEMBERS SHOULD SIT WITH THEIR TEAMS DURING THE SESSION MEAL. BRING NUMBER SIGNAGE TO THE SESSION. I RUN CARDSTOCK THROUGH THE PRINTER AND FOLD IT TO A TENT. PREPARE A SIMPLE EXCEL SPREAD SHEET LISTING EACH MEMBER AND THE TEAM THEY ARE ON. THIS IS SOMETHING MY MEMBERS EASILY FORGET. I PRINT SEVERAL OF THESE SPREADSHEETS AND SCATTER THEM ON THE SIGN IN TABLE, THE NAME TAG TABLE, ETC. SO THEY ARE EASY FOR MEMBERS TO FIND AND READ.

22 THANK YOUR MEMBERS & START YOUR SESSION… INTRODUCE YOUR FOUR PROGRAM CHAIRS…LET THE MEMBERS KNOW THAT THEY WILL BE CIRCULATING DURING THE SESSION TO HELP WITH ANY PROBLEMS… ASK IF ANYONE HAS ANY QUESTIONS BEFORE YOU GET STARTED…. REMIND YOUR TEAM CHAIRS ONE LAST TIME OF THE IMPORTANCE OF KEEPING EVERYONE ON TIME AND ON TASK… REMIND YOUR MEMBERS TO TURN THEIR COMPLETED WORKSHEETS BACK INTO THE CORRECT PROGRAM CHAIR… REMIND THE RETENTION LIAISONS THAT THE CARDS ARE AVAILABLE… LET THEM KNOW THEY ARE ON THE CLOCK….30 MINUTES TOPS! AND……LET’S GET STARTED!

23 SOME ADDITIONAL IDEAS TO CONSIDER… WHENEVER YOU FEEL YOU HAVE A COMMUNICATION PROBLEM OF SOME KIND WITHIN THE CLUB, YOU CAN USUALLY FIND A WAY TO SOLVE IT WITHIN THE ROTARY C.A.R.E.S ASSEMBLY. WE HAVE A LOT OF NEWER MEMBERS WHO ARE VERY UNEDUCATED ABOUT ROTARY, ITS’ HISTORY AND THE HISTORY OF OUR CLUB. OUR PROGRAM CHAIR OF COMMUNICATIONS, A 40 YEAR MEMBER, GETS ABOUT 5-7 MINUTES BEFORE THE START OF THE SESSION TO SHARE SOME HISTORICAL INFORMATION, R.I. INFORMATION, OR CLUB HISTORY WITH THE MEMBERS. HE MAY COVER THE HISTORY OF THE 4-WAY TEST, DISCUSS WHERE OUR DUES GO, ETC. I FIND THIS IS VERY HELPFUL FOR OUR UNINFORMED MEMBERS. CHOOSE SOMEONE WITH A LONG HISTORY IN THE CLUB, WHO IS VERY WELL LIKED AND RESPECTED. IN MY CLUB WE WERE NOT INFORMED ABOUT OUR PRESIDENT’S R.I. FOUNDATION GOALS AND POLIO PLUS GIVING GOALS. WE DIDN’T KNOW THERE WERE ANY! OUR CLUB FOUNDATION CHAIR GIVES A BRIEF SYNOPSIS ANNUALLY, BUT NOW HE GIVES US HARD FACTS EVERY TWO MONTHS. IF YOU ARE UNINFORMED, YOU CANNOT HELP THE PRESIDENT ACHIEVE THEIR GOALS. OUR FOUNDATION CHAIR GIVES ABOUT A FIVE MINUTE REPORT JUST BEFORE THE START OF THE SESSION, LISTING OUR PRESIDENT’S FOUNDATION GIVING GOALS AND POLIO PLUS GOALS AND LETS US KNOW WHERE WE ARE IN RELATIONSHIP TO THEM. THIS HELPS US KNOW IF WE NEED TO TRY TO STEP UP OUR GIVING, AND IF WE ARE ON TRACK.. ANY LACK OF INFORMATION, KNOWLEDGE, OR PROBLEMS WITH COMMUNICATION CAN SOMEHOW BE FIT INTO THE ROTARY C.A.R.E.S. ASSEMBLY, GETTING AND KEEPING EVERYONE INFORMED. A MEMBER WHO IS OUT OF THE LOOP IS BOUND TO BE A DISENGAGED MEMBER. A DISENGAGED MEMBER WILL LEAVE THE CLUB, IF NOT NOW, EVENTUALLY. COMMUNICATION IS KEY. BE CREATIVE! A MINIMUM OF TWO TEAMS IS ESSENTIAL, AND EVEN A CLUB WITH LESS THAN TEN ACTIVE MEMBERS CAN CREATIVLY STRUCTURE AN ASSEMBLY TO INCLUDE TWO TEAMS. DIVIDING INTO A MINIMUM OF TWO TEAMS BREAKS USUAL PATERNS AND FORMS NEW BONDS. THERE IS ALWAYS A WAY TO MAKE IT WORK FOR ANY CLUB WHO WOULD LIKE TO GIVE IT A TRY. REMEMBER, PEOPLE BECOME ROTARIANS BECAUSE THEY WANT TO GIVE BACK AND SUPPORT THEIR COMMUNITIES. ROTARIANS STAY MEMBERS BECAUSE OF THE FELLOWSHIP, FRIENDSHIPS AND BONDS THEY HAVE FORMED IN THE CLUB. IF BONDS ARE NOT FORMED, FRIENDSHIPS DO NOT DEVELOP, MEMBERS WILL LEAVE.

24 ANY QUESTIONS? DON’T HESITATE TO ASK FOR HELP. WHAT SEEMS CONFUSING AT FIRST WILL MAKE SENSE QUICKLY. SHERRY COTTA ROTARY C.A.R.E.S.


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