District 411-B

- Uganda

CONCEPT PAPER FOR SETTING UP NEW CLUBS & INCREASING MEMBERSHIP IN UGANDA.

“True to our Mission”

By: Benon Kataate (411B GMT cordinator -Uganda 2016/17).

 

INTRODUCTION:

GMT means Global membership Team. The Global Membership Team (GMT) provides a global structure for membership development which is continuous, focused, and integrated.

The GMT has a two-pronged Invite for Impact approach:

1. Extension - Starting new clubs.
2. Recruitment- Inform club officers and membership chairpersons about the training and tools available to them to recruit and engage members, and get clubs in to action.

District Extension goals 2016/17.

1. Positive growth of at least 200 members & a member drop rate of no more than 12% of total membership.
2. To have a minimum of 21 members for those clubs still below 20 members by April 2017.
3. Charter at least 4 new clubs by April 2017.
4. Recruit at least 60 women and 60 family members by April 2017.

Why club Extension & member recruitment.

New clubs and recruiting members to existing clubs is important for the following reasons:

1. There are “higher Mountains to climb” which requires fresh dedication and energies. As we conclude a century of existence, it’s apparent there are even greater challenges than we ever imagined. We need to finish with positive membership growth!
2. The Future of Lions depends on extension.

With new Lions clubs we enable more Lions to continue making a difference.  We support LCIF’ work with funds,but members remain our most sustainable resource in service delivery. The challenges of some communities without a Lions club will be addressed by extension.

3. To rejuvenate and grow Membership.

Starting new clubs grows active volunteers with enthusiasm, new resources, innovation and better leadership skills.

 

4. Community is what we make it.

 Starting new clubs gives communities currently without a Lions club the opportunity to respond to their unique local needs. It gives opportunity to community and service-minded individuals to be involved in projects they care about. It avails more hands for service.

5. To Engage New Member types.

No two Lions clubs are alike, because no two people are alike. A new club allows members to establish a unique club culture using modern communication, gender &family involvement, age groups and shared interests.

 

More People need to become Volunteers than ever before, why?

Voluntarism is on general decline in our places. We need to motivate our fellow citizens to recognize it as beneficial to them. People should volunteer for these reasons among others:

 

Lions clubs offer the following specific additional benefits:

• Affiliation to a world’s largest service club organization.
• Opportunities to travel widely/globally.
• Leadership opportunities in clubs &through trainings at RLLI and other fora.
• Family builder through family membership.
• Immediate benefits to Communities by solving burning problems.
• Offers quick emergency support in event of disaster, and attracts foreign funding for humanitarian projects in our communities.

 

Credentials of a good Lions recruiter:

• Be truly passionate about Lionism. Talk to potential lions with passion.
• Be very knowledgeable on the subject of Lionism.
• Be willing to sacrifice time/resources to prepare for and do extensions work.
• Ability to read widely on Lions matters.
• Sell objectively talking on both benefits and responsibilities.
• Be consistent in doing follow up after disseminating information.

 

Some recruitment/marketing ideas.

1. Check all your phone (s) contacts and choose only 20 names to invite to Lionism.
2. Bring your own spouse in to the fold of Lionism today!
3. Contact newspapers to write about the Lions programs/advertise Lions work.
4. Hold volunteer recruitment parties/dinners,b/fast meetings, lunches.
5. Sponsor a stall at a special event such as Trade and Agricultural shows..
6. Ask other organizations how they recruit volunteers and follow their examples.
7. Provide information about your next project and invite people to participate.

Send out flyers. Put flyers where likely volunteers go to:

Shops, Supermarkets, Community centers, Churches, Baraza areas/boards in public places, Libraries, Public notice boards ..etc...

8. Plan a display when doing a service project, people can see first hand the work you do and at the same time, can inquire about membership, read about Lions and look into serving.
9. Use the contact information of those who express interest in Lionism in the club’s guest’s register. Inform those interested in ways to become involved.
10. Place an ad in school and community/business publications such as a school newsletter.
11. Invite a local radio station to broadcast live from your next activity/event.
12. Do Radio Talk shows on Communities issues and invite listeners to join you.
13. Be visible-Make sign posts, Post billboards/mobile advertising, use town criers.
14. Ask grocery stores to put info about the LIONs programs in buyers’ bags.
15. Place your club in and utilize Yellow Pages/directories.
16. Use THE LION Magazine. Donate the LION magazine to your public &University library, in doctors, dentists or other offices.
17. Develop a Web page, whats up.. . Promote your club on the Internet.
18. Write a news release to tell your community about upcoming club events.
19. Show audio-visual and power point presentations at installations, Local councils etc.
20. Recruit one-on-one. Meet with a prospective member individually to inform them about the club. Follow-up with any prospective member inquiries.
21. Have a guest’s register book and take it at all activities. Phone call people from list and call to let them know Lionism and what the club is doing for their community.
22. Invite senior citizens to take part in your activities/ projects.
23. Write letters and e-mails. Develop a mailing list of people who have participated in previous projects as well as a list of other people you would like to invite as members.
24. Produce club newsletters. Mail a special edition of your club’s newsletter to prospective members.
25. Run contests at club, Zone, Region District level. Creating a competition out of “Who can invite the most new members?”
26. Conduct a Community Needs Assessment to do community relevant activities.
27. Keep former members on your list and involve them in functions/activities.
28. Monitor your member activity; keep in touch if members have challenges.
29. Conduct old members, new member or prospective member needs appraisal/survey to keep them engaged and motivated to keep in the club.

 

Developing a Membership Marketing Campaign.

Step 1: Form effective club membership committee to plan and commit to recruitment.

Step 2: Identify Your Target Markets.

Step 3: Review and Analyze Previous Programs: Collect information on previous membership growth and retention programs. Scrutinize the effectiveness of each program and discuss ways in which they can be improved. Be sure to include the most effective programs in your new plan.

 

Step 4: Chart your Strategy: Choose a target market and then outline how your club will approach each group. Send announcements explaining a special activity to people who will benefit from the program. Invite them to take part in the activity.

 

Designing a recruitment campaign strategy. (see example)

 

 

This should be supported by a budget/member offers, and followed by evaluation and follow up.

 

Recruitment Campaigns

In practice recruitment should be a year round process. LCI has traditionally set up the months of April and October as recruitment campaign months, but many clubs do not seem to give these months the special recruitment status they deserve.

The recruitment campaign should:

• • Target appropriate audiences.
  • Outline responsibilities and time commitment.
  • Be appealing and enthusiastic.
• Be year round.
• Utilize a variety of recruitment techniques.
• Look at non-traditional sources for Lion volunteers. eg. Senior citizens/retired persons, priests, progressive farmers, teachers, our families, pastors etc.

 

Materials should:

• Describe the basics of the Lions movement -History, founder, Vision, Mission, objectives, code of ethics/Values, Key achievements over the last 100 years…
• Highlight the need for more Lion members
• Point out the benefits &obligations of being a Lion.
• Explain how one can become a Lion/ start a new club.
• Motivate volunteers to sign-up/make decision to join clubs.
• Encourage active Lions to refer other known potential Lions in the Communities.

 

The more meaningful, visible, and consistent the recruitment message is, the more lasting the impression will be for potential Lions/volunteers.

 

Direct Recruitment.

Direct recruitment is carried out through one-on-one contact or in group presentations and is the most preferred route. The Membership Director or any active Lions can drive direct recruitment. Because they are speaking on behalf of the club, recruiters should be chosen for their strong interpersonal communication skills as well as enthusiasm and sensitivity.

 

Presentations should clearly state the programs and needs of the Lions clubs; outline the volunteer’s role and responsibilities/obligations. Although flyers, slides, photographs, audio, or visual tools may be used, they should not take the place of the oral presentation. After each direct recruitment appeal, the MD or other recruiter should offer an opportunity for one-on-one interaction and immediate sign-up of volunteers.

 

Ask 1 (one) (Pick from your phone contacts and Ask!

All Lions are required to ask a spouse, friend, relative and other close persons to join Lionism.

Family Membership.

Get as many family members in to the den!

Indirect Recruitment.

Indirect recruitment takes the form of marketing tools, including fact sheets, flyers, press releases and news letters,TV, Radio, internet.  All marketing tools should be followed by personal contact as far as possible. An in-depth discussion of marketing tools can be found on the Lions website Ref www.lionsclubs.org.

 

Who should be Recruited and where?

All age groups above 18 years are eligible Lions clubs. Each age group should be motivated to serve for different reasons (see list above).

Prospective volunteers should have a positive outlook and a love for service in their Communities and able to pay their membership fees!. Candidates that fit this description can be found in a variety of places, including:

 

• University &Tertially Institutions staff.
• High Schools
• Hospitals
• Dioceses, Churches
• Social and civic groups
• Business Centres
• Local Councils and National Parliament
• National Teachers colleges, and Grade 3 TTC’s
• Progressive farmers
• SACCOs & Co-operative Unions.
• Business Communities, Industrial & Chambers of Commerce
• Cultural entities- kingdoms,
• Other Service clubs
• Tourist camps, Hotels and Community centers

Retention:

Retaining old and new members is critical for growth to be realized. The environment of the club is very important for volunteer retention. New Lions will respond positively to:

• • • Well-organized clubs- active engaging leadership, good planners.
    • Communication in language well known by new lions.
    • Experience shows some Lions are motivated by activities than meetings.
    • New areas of learning, and fun in the club.
    • Pleasant meeting surroundings.
    • Clear volunteer involvement/ responsibilities.
    • A positive attitude towards new Lions.
    • Recognition  ..etc…

 

Brief guide on starting new clubs/club branches:

• Identify area to start a new club/club branch.
• Utilise all contacts and networks of your club members to get initial candidates.
• Hold maiden presentation/meeting with initial candidates. Introduce subject.
• Schedule next meeting & Select interim coordinators to do more mobilization.
• Hold subsequent meetings, select club name, collect entry fee (@US$30).
• When you have >20 members (5 or more for club branch) download application forms and fill them out.
• Send filled out forms to the DG for endorsement and submission to LCI.
• When approved, plan charter night as you await receipt of Club Charter certificate from LCI.
• Select 3 guiding Lions to nurture new club for at least 2 years.

 

Conclusion:

The year started on 1st July and time is going. We need to create effective membership committees to plan and drive membership programs. Go and extend LIONISM to your neighboring towns and persons today. The tips above are tested to deliver outcomes. Let’s apply them as far as we can. You will be surprised by the positive outcomes by April 2017.

 

Tools and further reading.

• Lions website- www.lions clubs.org.
• See these documents on website- New club tool box, Charter application forms, How to organize charter night, GMT and GLT, Guiding lions, forming new clubs, ..etc.
• DG Vennie’s hand book for 2016/17.

 

 

 

 

 

 

 

SUMMARY OF 411 DISTRICT (Uganda) RECAP Jne-JULY 2016 &Projections for 2016/17.

 

Strategies:

• Each member be sensitized to recruit at least one member beginning with spouses! All members please own up/’Be true to our mission’ this key duty to grow your association as we cross 100 years of existence.
• Encourage clubs with less than 21 members to work harder on recruitment – use tips in concept paper.
• Encourage women membership. We expect at least new 60 family & 60 women members.
• Grow strong clubs with net gain of minimum of 8 members.
• Minimize member drops- strengthen retention, strengthen zone and club leadership through GLT, more activities, do CEP and strategic review at all clubs/branches.
• Charter at least 3-4 clubs in the year with minimum of 25 members each.
• Work directly with Region chairpersons who must actively drive zone and club leaders to achieve targets.
• Induct members at all DG visits and installation nights.
• Report all new members promptly.

Challenges to be dealt with:

• Petty conflicts in clubs need to be addressed.
• Untimely ,or Non reporting of new members.
• Uninspiring leadership in some clubs.
• Costs of travel and time constraints in travelling on club charter missions.

 

Benon Kataate.

GMT Cordinator (Uganda).