Enhancing Member Retention Strategies in a Volunteer Organization
Explore effective member retention strategies in a volunteer organization, emphasizing the importance of communication, engagement, and recognition. Discover ways to keep members engaged, appreciated, and connected through mentor relationships, consistent follow-ups, and meaningful interactions.
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MEMBER RETENTION BILLING, FOLLOWING UP, RETAINING DUE DILIGENCE BEFORE SUSPENSION
WHO ARE WE? WORLD S LARGEST CATHOLIC FRATERNAL SERVICE ORGANIZATION A NOT FOR PROFIT ORGANIZATION A SOCIETY OF VOLUNTEERS COMMITTED TO CERTAIN PRINCIPLES DUES PAYING MEMBERS IN GOOD STANDING VOLUNTEERS!!
DISTRICT DEPUTIES 66 SERVANT LEADERS AMONG A FIELD OF 41,000 KNIGHTS IN MN EXPERIENCED AND GENEROUS CATHOLIC FAMILY MEN ROLE MODELS AND DEVOTED HUSBANDS AND FATHERS I SALUTE AND APPRECIATE YOU AND YOUR SERVICE TO THE ORDER AND OUR BROTHER KNIGHTS
WHO ARE OUR COUNCILS? OFFICERS - MEN WHO HAVE GIVEN THEIR WORD TO KEEP THE WHEELS FROM FALLING OFF? MEN WHO DO THE BARE MINIMUM TO KEEP THEIR COUNCILS FROM REVOLTING? MEN WHO ARE NOT IN IT FOR THE AWARDS? SEMPER FI 16 GUYS AND RESENTFUL OF THOSE WHO DON T SHOW UP? FRUGAL AND DETERMINED TO SPEND ONLY ON CHARITY NOTHING SOCIAL? MONEY IS WHERE IT IS AT : CHARITY = MONEY TERRITORIAL AND CONTROLLING? OUR WAY OR THE HIGHWAY?
I HOPE THAT WAS NOT TRUE WHO ARE THEY? SERVANT LEADERS AMONG A FIELD OF 41,000 KNIGHTS IN MN EXPERIENCED AND GENEROUS CATHOLIC FAMILY MEN ROLE MODELS AND DEVOTED HUSBANDS AND FATHERS SALUTE AND APPRECIATE THEM AND THEIR SERVICE TO THE ORDER, OUR CHURCH AND OUR BROTHER KNIGHTS!!!
IF THATS WHO WE ARE, WHO CAN WE BE? VOLUNTEER ORGANIZATION 101: IF WE WANT TO RETAIN MEMBERS, GIVE THEM SOMETHING MEANINGFUL TO DO SHOW APPRECIATION AND RECOGNITION, CONSISTENTLY AND CONSTANTLY SMILE! HAVE FUN! REFRESHMENTS FOOD AND SNACKS AT ALL MEETINGS FOLLOW THE BILLING AND RETENTION PROCESS CREATE MENTOR RELATIONSHIPS AND STAY IN TOUCH WITH MEMBERS!!!
WHAT DO YOU MEAN, STAY IN TOUCH? REACH THEM AND LET THEM KNOW THEY ARE IMPORTANT!!! PHONE CHAINS USE THEM! FIND OUT WHAT IS GOING ON WITH MEMBERS THE POST OFFICE IS NOT DEAD YET SEND CARDS OF SUPPORT KILLING A MAILED NEWSLETTER MAY SAVE A FEW BUCKS BUT COST US IN THE LONG RUN EMAIL IS NOT 100% REMINDERS ASK THEM TO LET US KNOW WHEN CHANGES HAPPEN BECAUSE WE CARE MEMBERS ARE NEVER DEAD WEIGHT
NOTE TIMELY AND CORRECTLY MANAGED WITHDRAWALS AND SUSPENSIONS MUST BE PROCESSED TO PREVENT COUNCILS FROM ENDURING WAVES OF SUSPENSIONS BECAUSE THEY HAVE NO HOPE OF CONTACTING THE MEMBERS THEY LOST TOUCH WITH! WE ARE NOT TELLING YOU NOT TO SUSPEND!
WITHDRAWALS LETTERS SIGNED BY THE MEMBER REQUESTING TO WITHDRAW FROM THE KNIGHTS OF COLUMBUS SENT TO COUNCIL RETENTION COMMITTEE CONTACTS TO DISCOVER REASON, THEN PROCESS IF NOT ABLE TO RETAIN (SEND TO SUPREME) (RETAIN=TRANSFER, OR ENGAGE IN MISSION) SENT DIRECTLY TO SUPREME IMMEDIATELY PROCESSED SUPREME WILL ACCEPT SIGNED FORM LETTERS BUT THE REASON SHOULD BE STATED. MN HAS HAD 50 WITHDRAWALS STATE WIDE THUS FAR.
NOW FOR THE BILLING PROCESS FRATERNAL YEAR BILLING CYCLE OR A CALENDAR YEAR BILLING CYCLE JUNE BILLING FOR JULY START OR DECEMBER BILLING FOR JANUARY START FS IS IN CHARGE OF EXECUTING THE BILLING STEPS AND COORDINATING WITH THE RETENTION COMMITTEE BILLING, RECORDING PAYMENT AND ISSUING MEMBERSHIP CARDS- MEMBER MANAGEMENT CARDS EMBOSSED UPON PAYMENT OF DUES COUNCILS MUST APPOINT A RETENTION CHAIRMAN TO PROCESS ANY SUSPENSIONS ON FORM 365
RETENTION COMMITTEE DEPUTY GRAND KNIGHT IS OFTEN THE APPROPRIATE RETENTION CHAIRMAN WITH THE THREE TRUSTEES FORMING THE TYPICAL COMMITTEE INVOLVE AS MANY MEMBERS AS PRACTICAL CONTACT THOSE WHO ARE IN ARREARS AND DETERMINE THE FOLLOWING: IS THE MEMBER IN ARREARS DUE TO HARDSHIP? ASSURE THEM OF OUR SUPPORT WAS IT AN OVERSIGHT AND WILL THE MEMBER REMAIN? IS THE MEMBER NO LONGER CATHOLIC OR OTHERWISE NOT ELIGIBLE FOR MEMBERSHIP IF MEMBER INSISTS ON LEAVING FOR CAUSE, DETERMINE CAUSE AND ASK MEMBER TO WRITE OR SIGN A LETTER REQUESTING WITHDRAWAL FROM THE ORDER WITH THE CAUSE LISTED FS IS NOT EVEN ON THE RETENTION COMMITTEE! GK MUST BE INVOLVED AND INFORMED
COMMITTEE DUTIES CONTACT MEMBERS WHO ARE IN ARREARS. DOCUMENT WHAT YOU DID. MAKE SURE MEMBERS ARE NOT HONORARY OR HONORARY LIFE MEMBERS! EXPLAIN MEMBER BENEFITS AND THE IMPORTANCE OF MEMBERSHIP FOR THE COUNCIL S AND THE ORDER S MANY GOOD WORKS TO CONTINUE BE POSITIVE - SPEAK TO THE WIFE IF POSSIBLE LISTEN TO CONCERNS AND ISSUES IF PRESENTED HELP MEMBERS WHO HAVE MOVED TO TRANSFER THEIR MEMBERSHIPS TO LOCAL COUNCILS UNREACHABLE MEMBERS RESEARCH ON FAMILYTREENOW.COM, FACEBOOK. LEVERAGE THEIR PROPOSER OF RECORD AND ANY FRIENDS OR FAMILY IN THE COUNCIL OR PARISH DOOR KNOCKING IS A REASONABLE EXPECTATION AND REQUEST; WORK IN TEAMS
BILLING STEPS EVERY FS HAS RECEIVED CLEAR AND CONCISE INSTRUCTIONS ON THIS PROCEDURE. IT IS THE DUTY OF THE DISTRICT DEPUTY TO MAKE CERTAIN THEY ARE BEING CARRIED OUT BY THE FS AND THE RETENTION COMMITTEE OF EACH COUNCIL IN HIS DISTRICT! 1. FIRST NOTICE IS MAILED 15 DAYS BEFORE BILLING PERIOD (EMAIL AND I SUGGEST SNAIL MAILING TO FIND OUT IF ANY ADDRESSES ARE BAD). DECEMBER 15 OR JUNE 15 2. IF PAYMENT NOT RECEIVED IN 30 DAYS, SECOND NOTICE IS MAILED. JANUARY 15 OR JULY 15 RESPECTIVELY 3. IF PAYMENT NOT RECEIVED 30 DAYS FROM THE DATE THE SECOND NOTICE IS MAILED, FS WILL PROVIDE NAMES AND CONTACT INFORMATION AS WELL AS AMOUNTS DUE TO THE RETENTION COMMITTEE FOR PERSONAL ACTION. (FEBRUARY 15 OR AUGUST 15)
AFTER THE SECOND NOTICE 3A. FS COMPLETES REQUEST FOR MEMBERSHIP SUSPENSION TRACKING FORM FOR EACH MEMBER IN ARREARS AND GIVES TO RETENTION CHAIRMAN 3B. CHAIRMAN ASSIGNS COMMITTEE MEMBER TO MAKE CONTACT AND DISCUSS AS NOTED* 3C. RETENTION CONTACT IS ATTEMPTED. RETENTION CHAIR INFORMS GK OF RESULTS AND IF DIRECTED BY GK, FS SENDS KNIGHT ALERT LETTER SIGNED BY GK AFTER CONTACT (NOT BEFORE FEBRUARY 15 OR AUGUST 15) *COMMITTEE MUST MAKE ATTEMPTS TO LOCATE THE MEMBER IF NUMBER OR ADDRESS FAIL.
AFTER THE KNIGHT ALERT USE OF THE REQUEST FOR MEMBERSHIP SUSPENSION RETENTION EFFORTS CONTINUE - MULTIPLE ATTEMPTS MUST BE MADE LEAVING A VOICEMAIL 3 TIMES DOES NOT COUNT AS 3 CONTACT ATTEMPTS CALL, EMAIL, VISIT RECORD NOTES ABOUT THE CONTACT ON THE FORM TAKE APPROPRIATE ACTION ON CONTACT BASED ON RESPONSE (WITHDRAW, PAY, HARDSHIP) GK, DGK AND TRUSTEES MUST SIGN OFF THAT ALL RETENTION EFFORTS HAVE BEEN EXHAUSTED SEND COMPLETED AND SIGNED REQUEST FORM TO DISTRICT DEPUTY FORM 1845 IS NOT SUBMITTED UNTIL STATE DEPUTY IS ALIGNED FOLLOW PROCESS
DISTRICT DEPUTY 1. DISTRICT DEPUTY RECEIVES REQUEST FOR MEMBERSHIP SUSPENSION FORM(S) AND PROCEDURES FROM COUNCIL 2. DD CONDUCTS FURTHER RETENTION EFFORTS. CONFIRMS CONTACTS WERE MADE OR ATTEMPTED AND MAKES RECOMMENDATION TO STATE RETENTION CHAIRMAN. 3. COMPLETED FORM(S) WITH RECOMMENDATIONS SENT TO STATE RETENTION CHAIR (EMAIL) 4. SUSPENSION REQUESTS MUST BE ACCOMPANIED BY A VIABLE RECRUITING PLAN FOR THE COUNCIL (CHURCH DRIVES, OPEN HOUSES, ETC)
STATE STATE RETENTION CHAIR CONDUCTS EXTRA RETENTION EFFORT ON BEHALF OF STATE DEPUTY RETENTION CHAIR, MEMBERSHIP DIRECTOR AND STATE DEPUTY DISCUSS AND MAKE RECOMMENDATION ON SUSPENSION. RECOMMENDATION IS RETURNED TO DISTRICT DEPUTY WITH RECOMMENDATION OF: CONCUR SUBMIT 1845 INTENT TO SUSPEND OR DO NOT CONCUR CONTACT STATE RETENTION CHAIRMAN IF NOT CONCURRING, THE REASON COULD BE: NO COUNCIL RETENTION CHAIR DEFINED, MEMBER WAS NOT CONTACTED, MEMBER IS A HARDSHIP, MILITARY, HONORARY OR HONORARY LIFE DISPOSITION TO DD BY MARCH 15 OR SEPTEMBER 15
1845 INTENT TO RETAIN INTENT TO RETAIN IS PREPARED AND SIGNED BY FS, COUNTERSIGNED BY GK ORIGINAL IS SENT TO DELINQUENT MEMBER SUPREME OFFICE COPY IS SENT TO DEPARTMENT OF MEMBERSHIP RECORDS SUPREME KNIGHT MAILS A LETTER TO THE DELINQUENT MEMBER STATE AND DD MONITOR THE CONSERVATION LISTING DATE 1845 RECEIVED COUNCIL SUBMITS SIGNED (FS AND GK) FORM 100 FOR EACH SUSPENSION NO LESS THAN 60 DAYS AFTER DATE 1845 RECEIVED FINAL FORM 100 MUST BE SUBMITTED LESS THAN 90 DAYS AFTER DATE 1845 RECEIVED NO FORM 100, NO SUSPENSION. NO SIGNATURES, NO SUSPENSION.
RETENTION 365 REFRESHMENTS GET THEM BUSY APPRECIATE THEM, RECOGNIZE THEM, ENCOURAGE THEM CELEBRATE ACCOMPLISHMENTS CREATE AND MODEL SUPPORTIVE RELATIONSHIPS MANY HANDS MAKE LIGHT WORK PHONE TREES FOR PROGRAMS AND ONGOING
VOLUNTEERS THANK YOU IN ADVANCE FOR COMMUNICATING THIS PROCESS TO EACH AND EVERY COUNCIL AND EACH AND EVERY FS IN MINNESOTA YOUR GENEROSITY AND COMMITMENT IS AN INSPIRATION TO ME THANK YOU FOR LETTING ME SERVE YOU AND OUR MANY COUNCILS
