How much time, effort and money does your Association spend on recruiting new members? Probably quite a bit! To ensure that all these efforts pay off, you want to make sure to take the right steps to make your members feel welcome!
Once a new member has been sourced and approved, it is important that they are given a good first impression of the Association. Experienced board members and long time members likely know their association inside out. But keep in mind – your new members don’t! It is important to provide new members with all relevant information about the association. To guide them through new territory but also to leave that sparkling first impression. It will give them reassurance about their decision to join.
But what information is helpful to a new member? The membership chair or committee should welcome new members; either personally by giving them a phone call or sending them a welcoming letter. New members should also be recognized by name at your Chapter events during the President’s welcoming comments.
It is highly recommended to have a membership package, that can be personalized and sent to each newly signed up member. Although many associations have adapted to sending most communication electronically, sending a paper copy of the welcoming package via mail is recommended. It looks professional and will likely be appreciated by your members!
Membership packages should include the following
1. Personalized Welcome Letter – written and signed by the Chapter’s President and Membership Chair
2. Log In Information for the association’s website (if applicable) – this should include information on how to set up, personalize and change their online profile, how to pay their member dues, how to register for events online, how to connect with other members through the member portal and how to generally take advantage of other sections your website might have (e.g. news sections, discussion forums, picture gallery, event archives, etc)
3. A clear outline of Membership Requirements – for example information on when to renew their membership, on how to earn continuing education credits or other association participation standards that are required in order to maintain their membership.
4. Legal Documents – such as the Society Act or any other codes of conduct, standards of practice or insurance requirements that may apply to your association and that new members should be informed of.
5. Member Benefits Package – It is important that new members are fully aware of all of the benefits associated with their membership. This may include member discounts to events, invitations to members-only events, access to special seminars, specific online or printed publications, mentorship programs, etc.
6. Information on the Association’s History – although the new member has probably done a bit of research before joining the association, it is recommended to provide something about the association’s background and history in writing. This could be a small pamphlet or flyer for example. It is always good to outline and emphasize the association’s vision and goals.
7. Information about WHERE TO GET HELP! It is important for your members to know who they can contact if they have any questions, concerns or problems (for example registering for an event, or cancelling an event registration, etc). Make sure your administrator and support staff’s contact information is clearly displayed!
It is also recommended to list your association’s Board of Directors. Outline their responsibilities and include their email-addresses and/or phone numbers, so members can contact them for more specific questions.