2018 SOUTHWEST/SOUTHEAST REGION LEADERSHIP CONFERENCE JUNE 28 & 29, 2018 ARMA Board & Chapter Officer Roles & Responsibilities Training – Membership “Building for a Better Board of Directors & Chapter Year!” Presenters: ARMA SW Region Officers & Chapter Leaders

Membership Training Officer Roles: VP Membership Co-Presented by:

Vice President’s Common Duties Serve as voting members of the Board. Act as liaisons to the board for their respective committees. Prepare a report to the President a week before board meetings. Attend meetings of your respective committees. Secure suggestions from your committees to present to the board on their behalf. Perform other duties as requested by the President, Ex VP or the Board. Identify and mentor future chapter leaders.

VP Membership Responsibilities The VP of Membership is responsible for overseeing the following committees: Membership New Members Job Clearinghouse The VP of Membership must appoint a chairperson and at least one member for these committees.

Membership Committee Functions Keep the membership database current. Contact new and previous members. Send letters to non-renewing members. Maintain member badges for meetings. Receive & process: Applications for new members. Change of status forms.

Other Membership Committee Functions New Member Committee: Actively welcome new members and encourage member involvement. Contact new members by phone. Conduct periodic member orientations. Develop new member handbook. Greet new and potential members at meetings. Help to get new members involved on a committee. Job Clearinghouse: Assists persons seeking employment in RIM and for employers seeking individuals qualified in RIM. May work in tandem with Website Manager to post these opportunities on chapter website.

3 R’s of Membership: Reasons for Joining ARMA Recruitment & Retention Presented by:

What’s the VALUE of Joining ARMA? Save your organization money Keep current on info & industry trends to make better decisions Maximize impact of RIM in your organization Move on a faster track! Advance your career Gain certification Develop leadership skills Develop a network of associates with whom you can collaborate! Make an impact through information and education!

Key issues for RIM Professionals: Technology issues are driving the RIM industry today: conversion to electronic records data retention storage and recovery Information protection & security Industry standards and legislation also draw strong, widespread interest. Despite the demands of technological innovation, many employers don’t provide enough support to records management. Most members like to receive education at local seminars. Online courses and seminars are also gaining widespread acceptance.

Know ARMA’s programs! Bi-monthly journal Books, videos Webinars Chapter seminars Annual conference Web-based resources Standards Legislative/Regulatory info

Physical vs. virtual participation: Both have value! Chapter meetings Chapter seminars Annual Conference Leadership Conference CRM Study Groups Virtual: Information Management Journal Chapter newsletters Online resources Leg/reg updates Books

Membership Recruitment & Retention Planning Presented by:

A Structured Plan of Action What is the function of your Membership team: To recruit/retain as many members as possible. What are your membership goals? What strategies do you use to accomplish them? Think of all points of entry & ways to reach prospects. Reach outside the box to gain members.

Plan Development & Execution Goals / Objectives / Assumptions How do you measure success? Implementation strategies Budget (what will it cost?) Evaluate to improve Recognition Celebrate accomplishments!

Planning helps you to: Keep your membership efforts focused. Use limited resources in the most productive way. Get the board and members committed to accomplishing the objectives Define what it means to be successful as a team.

Membership Recruitment Where do we look?

Where do you draw from? Prospects Referrals New Members Existing ARMA members on 099 List Reinstatements Retention Other Ideas for Sources of New Members?

How do we get people to stay? Listen to and meet expectations. Introduce new members to others. Engage members in meaningful activity. Based on their needs Based on their skills Achievable, non-threatening Give recognition for contributions. Other ideas that have worked for your chapter?

Recruitment Tips: Add a personal touch Welcome members and guests upon arrival Introduce members to members / guests Ensure no one feels excluded Develop a camaraderie of fellowship Entice members and guests to come back Follow-up / Follow-up / Follow-up !

Member get a member campaign Presented by:

Member-get-a-member The American Society of Association Executives found in a study that member-to-member recruiting was found to be the most effective way of getting people to join organizations...

Train volunteers how to recruit: The goal is give them confidence. Educate them in a professional way on reasons to join. Group training works best. Talk about challenges they are going to face and how they can overcome the challenges...

Membership campaigns Identify a volunteer leader as a head of the campaign because it gives added credibility asking for support from others Adequately plan all activities surrounding the campaign and set a time frame for the campaign Have clearly defined goals and objectives - challenging yet achievable

Membership campaigns 2 Members will make many contacts with people who do not join Make sure to have a follow-up system so some- one can call on these prospects again. If the member joins after the follow up, they should be counted as part of the campaign.

Membership Retention: 4 Step Plan Presented by:

Lets start with “What do we know?” It costs more to get a new member than to keep one. 1st & 2nd year members are less likely to renew – if they do not see the value of ARMA & your chapter!

Four step program for member retention Focus on new chapter members. Get everyone involved in an activity. Give Recognition to those who do Get Involved. Develop an Effective Process for Renewals.

Step 1 – Focus on new members Try to identify why they are joining & reinforce those benefits Establish a system of new member orientation Allow new members to attend their first meeting free… Other ideas that have worked?

Step 2: Try to get everyone involved in an activity Individuals (and organizations) are less likely to drop out and they get more of a return on their investment. It doesn’t have to be a leadership position! It can be participation in activities. Get members to join chapter committees. Track their involvement.

Step 3: Give Recognition to those Who Do Get Involved Every time someone gets involved on any level, including programs and meetings, someone needs to recognize them and say “Thank You!” Awards Banquet at year’s end.

Step 4: Develop an Effective Renewal Process ARMA makes six contacts with the member before marking their record inactive. One of the six contacts is a telephone call and another is a hard copy invoice in the mail. Are you reaching out to members up for renewal?

Communications and Outreach Presented by:

Outreach methods Letters & Emails Phone Calls Media (including social media) LinkedIn, Facebook Newspapers or business journals Radio Faxing Other?

Letters & Emails Personalize letters or emails to the extent possible. If communicating with an individual, include earned designations such as CRM, CDIA+, MD, etc. Consider rules of formality, professionalism. Determine if it is appropriate to use first or last names (depends on the culture of the organization or locale).

Phone Calls Volunteers placing membership calls is better than ARMA or a telemarketer. It can be more effective than direct mail because of the direct interaction. Must start with a list of good, qualified prospects. Have a purpose for the call and an effective script. Leave a good, positive message.

Phone Call Purposes Follow up tool (with a mailing). Invitations to meetings Gain valuable information if the prospect does not join. Should not be perceived as a hard-sell technique

Wrap Up Why do we join ARMA? Features vs. benefits: What does it mean to me? Keys for recruiting Have a plan Where to look for members Overcoming objections Communications and Outreach Membership campaigns

Membership Resources ARMA Leadership Website: http://www.arma.org/Leadership/Membership.aspx Chapter Connections: http://www.arma.org/Leadership/ChapterGovernance/Ch apterConnections.aspx 099 List: http://www.arma.org/Leadership/Membership/099Members .aspx

Questions & Comments Thank You! Co-Presented by: