Carolinas District Club Coaching Day. Track 3: Club Strengthening

Transcription

1 Carolinas District Club Coaching Day Track 3: Club Strengthening

2 Strategic Planning for Clubs of All Sizes KC Ramsay Lt. Governor, Division 12

3 3

4 What is a Strategic Plan? An organization s road map To choose the roads you want to take The strategic plan ensures you reach your destination your goals!

5 If you want to go fast, go alone. If you want to go far, go together. ~ African proverb

6 Four priority areas Inspiration-Membership & Engagement Impact-Meaningful Service Image-Our Kiwanis Image Investment-Financial Viability

7 Inspiration: Goal and strategies Open clubs Develop leaders Focus on service to invite new members, strengthen clubs and open clubs Increase membership Goal: To build, retain and support a growing Kiwanis membership network Build a strong network of local and global partners

8 Impact: Goal and strategies Align relevant service with community needs Encourage the development of a signature project in each club Empower and support growth in our Service Leadership Programs GOAL: To perform meaningful service, with service to children as our priority Encourage hands-on service projects

9 Image: Goal and strategies Increase knowledge of our mission, both internally and externally Unify all Kiwanis brands Promote the Kiwanis vision and vivid description as supported by the Objects of Kiwanis Increase name recognition worldwide GOAL: To enhance the Kiwanis image worldwide Promote signature projects

10 Investment: Goal and strategies Build a non-dues revenue base Simplify the organizational dues structure and processes Develop financial education Exercise proper stewardship of resources GOAL: To ensure financial viability and responsible stewardship Build the Kiwanis Children s Fund

11 What s next?

12 12 And finally why do clubs need a strategic plan for the future? Because Kids Need Kiwanis!

13 Easy Steps Gather & Analyze Information What is happening within your club that makes it strong? What are the weaknesses within your club that are barriers? What opportunities does your community offer that can help achieve your clubs vision? What are the external factors that might hinder your club s efforts? 13

14 Develop Your Plan Determine strategies and tactics Determine where you want to go Determine what metrics to use List action steps and timelines

15 Communicate the Plan Design a plan overview of club goals Announce the plan to club members Prepare the hand-off checklist for club committees Share the plan. Get everyone on board

16 Implement the Plan Create action steps Assign responsibilities Establish timelines Identify resources Monitor progress

17 Measure Results Track outcomes NOT outputs Use tools to record metrics Assess progress at board and club meetings Review the plan - adjust if needed Share results and lessons learned

18 Techniques for Creative Fundraising Greg McDonald District Formula Chair

19 Planning Determine your mission, needs and goals Don t do what everyone else does Develop new opportunities Don t feel you have to hide your fundraising

20 Implementation Delegate responsibility Don t leave it up to one person Leverage current relationships Leverage your resources

21 Donor Management Get to know your donors Don t try to involve the whole world Try to counter the diffusion of responsibility Be conscious of a donor s sense of fairness Don t just ask for money Acknowledge all donations

22 Publicity Effectively tell your story Ramp up media relations Have an identifiable victim Keep it local

23 Evaluation Evaluate your current strategies Analyze impact on finances and volunteer resources

24 Carolinas District Foundation Funded by Club and individual gifts Annual fund campaign Nine member executive committee Endowment of approximately $800K Grants to Carolinas District Clubs Scholarships for Key Club and Circle K

25 Carolinas District Foundation Types of Awards and Grants SLP Charter Assistance Key Club/Circle K Matching Scholarships Children s Homes Annual Gifts Pam and Russ Wagner Memorial Scholarship Anti-bullying Campaign Music programs Dictionary Project Prevent Child Sexual Abuse Program Camp scholarships

26 Carolinas District Foundation Applying for a CDKF Grant All submissions are electronic No capital funding Key points Past giving history and prior requests Number of Kiwanians involved Club investment in project Number of children or individuals impacted Initial project assistance only; no ongoing grants

27 Carolinas District Foundation Designated Grants Some donors require a 501(c)(3) CDKF will allow use of tax ID in certain cases Funds must come to CDKF for deposit Club then completes a designated grant request for the amount received CDKF issues grant award to club At present, no cost to club for administering

28 Other Funding Sources Advantages Public Purpose set by legislation Most likely to award large contracts Most likely to pay all project costs Use prescribed formats for proposals Most likely to offer technical assistance Funds available to a wider array of organizations Private Focus on emerging issues Wide range in size of available grants Willing to support start-ups Complex proposals are not always required May provide alternative forms of assistance Often fewer applications due to specificity

29 Other Funding Sources Disadvantages Public More bureaucratic Complex proposal requirements and compliance procedures Sometimes difficult to sell new ideas/high risk approaches Changing political trends Private Grant are usually smaller Information on policy and procedures must be researched Limited staff, less opportunity for personal contact Less likely to cover all project costs

30 Other Funding Sources Where to Begin Identify funders Search for program interests Look for similar awards Make personal contact if possible Be prepared Follow through with commitments

31 Applying For The Grant Follow instructions to the letter Meet all dates Less can be more Abstracts Submit early Have your proposal reviewed No shotgun approach collaborate if feasible Be reasonable with budget, complete all sections

32 Resources NC Center for NonProfits SC Association of Nonprofit Organizations The Foundation Center (subscription) Fundsnet Services State Library Systems If it costs money to get money, STOP!

33 Marketing Your Club Amy M. Johnson District Kiwanis Kids Administrator April 8, 2017

34 34 Marketing Options: Social Media Word of Mouth Printed Materials Broadcasting Other Ideas

35 35 Social Media, What is that?

36 36 Example of Social Media Contacts Look familiar? Amy Mercado BahBah5 Amy M. Johnson Amy Mercado Johnson (amyjohnson)

37 37 Tweet? What? So, what is social media? Social media refers to the means of interactions among people in which they create, share, and/or exchange information and ideas in virtual communities and networks.

38 38 FB Easy to connect online Designed for college students Created in 2004 The world's largest social network 1.5 billion users worldwide.

39 39 Tweet, Tweet. Enables users to send and read short 140-character messages called "tweets". Registered users can read and post tweets, but those who are unregistered can only read them.

40 40 Instagram Photo-video sharing, service Users share them either publicly or privately on the app Connects through other social networking platforms

41 41 Linkedin Business-oriented social networking service. Founded in December 2002 and launched on May 5, 2003 Mainly used for professional networking.

42 More!?!?!? Kik Yik Yak

43 43 Why use it? Keeping in touch Research Entertainment Learning Sharing Shopping

44 44 Why should my Kiwanis Club use social media?

45 45 Your Kiwanis Club Using Social Media Member engagement s might get lost in the shuffle. Post events and alerts members about upcoming activities. Maintain connection with those who can t attend.

46 46 Your Kiwanis Club Using Social Media Sharing Kiwanis Publicize your club s event with folks in your community. Ask your members to check-in to your meeting location. Sharing your club s Facebook status takes about two seconds, but can make a strong impression on folks outside your club.

47 47 Your Kiwanis Club Using Social Media Club Recognition Recognition for a job well done. Promote members for making a difference in their community. Think of Facebook and Twitter as your club s bullhorn.

48 48 Your Kiwanis Club Using Social Media Sharing photos and videos A picture is STILL worth a 1,000 words. Show the world your club is making a difference! Share it!

49 49 Your Kiwanis Club Using Social Media New member engagement Share the news of a new member joining your club. Makes people feel special that they are valued and welcomed by their new Kiwanis club.

50 50 Some examples of social media in action

51 51 Using Facebook Member engagement

52 52 Using Twitter Member engagement

53 53 The dangers of Social Media

54 54 The Dangers of Social Media What are the dangers of social media? You are building your club s brand Don t post anything you don t want in the newspaper Go easy on the politics Share don t OVER share If something is too good to be true, it usually is.

55 55 Other Marketing Options

56 Word of Mouth After you have an epic service project, people will be hooked and will not be able to stop talking about it! Craft an elevator speech Actions that will make them question Wear those Kiwanis pins!!!! How often do you wear your Kiwanis gear outside of a Kiwanis event?

57 Printed Materials Newsletters Bookmarks Themed items Brochures Flyers Newspaper And more

58 Newspaper Unfortunately, the newspaper likes to cover events afterwards. It is up to you to create and maintain a relationship with the paper in order to get the newspaper staff to see the benefit of covering the event before and after. Put an SLP event in the paper and see how many more papers sell because of parents, grandparents, aunts, uncles, etc. want a copy of their baby in the paper!

59 Broadcasting via Radio Radio Donate tickets to the local radio station in exchange for advertisement Utilize the local radios community announcement section If you have a non-profit radio station in your area, such has HIS Radio, they will promote events for you free of charge.

60 Broadcasting via Television Television What major stations are in your town? Do they have morning or midday shows that feature interesting events or organization in your community? Do any of the news anchors specialize in philanthropy or service?

61 Build relationship with media With newspapers and broadcasting (radio & tv), it is important to build a relationship. Understand what their required lead time is Know what their cycle is

62 62 Other Marketing Ideas

63 FREE, low cost, and repurposed marketing materials Do you know what KI will provide to your club for FREE? Print bookmarks and leave at the local library Print address labels with your club s meeting information, put them over your address on the KI magazines, and leave them in doctor offices, library, pharmacy waiting areas, and more!

64 Leverage your community Think local! Sponsorships Then search for opportunities to get in front of community members to tell them about what your club is doing!

65 Collaborate Annual joint meeting with other Civic Organizations Joint fundraising for mutual cause Join forces with a local business

66 Network We already network in our businesses. Why not use the same outlets to promote Kiwanis? Making a link with a local business or individual could make all the difference for your club!

67 Give a speech A lot of people hate public speaking. However, there are many organizations looking for qualified, subject-matter experts who can present to their groups. Take a deep breath and volunteer. You don t have to be a pro as long as the information you share is helpful to the audience. And the upside the more you do it the easier it gets. Plus, it positions you as a credible authority in your field.

68 Help a Reporter Out A lot of things in marketing has changed significantly because of technology. Today, a club can accomplish a lot without hiring a professional firm. Subscribe to Help a Reporter Out. You can respond to reporters queries that are looking for story ideas and resources. Some are small media opportunities, but others are major media outlets that use this service too.

69 Ask your friends!!!! Why is Kiwanis the best kept secret?!?!?! Ask your friends to attend a meeting. Ask your friends if they have other friends who have a heart for children and/or service. Live it, Love it, Share it!!!!

70 Maintain and build new relationships It is a lot less effort to keep a member than it does to get a new one. That s why establishing strong relationships with your membership is crucial. One of the ways you can maintain that is by improving communication, taking an agenda to a member when they are out to let them know you missed them, and conduct member satisfaction surveys! Strong, engaged members will bring in new members!

71 Make an offer Create a free meal ticket to give to individuals you wish to invite to your club meeting. Give tickets to one of your fundraising events to potential members so they can check out your club s projects before committing. We will invest in things we are committed too!

72 72 What does your club do? Discussion

73 KI PR Toolkit Here is an amazing resource! It is included in your binders!

74 74 Contact Call, text, or me any time. Amy M. Johnson Carolinas District K-Kids Administrator Kiwanis of Coats (home club)

75 75 Thank You!

76 Best Practices In Club Management KC Ramsay Lt. Governor, Division 12

77 Management Best Practice Does Your Club Have: Clear Purpose Trained & Committed Club Leadership Member Satisfaction Documented Community Needs Effective Partnerships Methods for Analyzing Impact Methods for Annual Planning Established Ways To Celebrate Success

78 Achieving Club Excellence Kiwanis has developed a number of Achieving Club Excellence tools to help clubs in a number of management areas including: Surveying your members; Analyzing your club s fundraising; and Finding new ideas for strengthening your club. These tools will help your club create opportunities in fundraising, service and fellowship based on what your members love most.

79 SMART goals Example: Increase club membership 10% by 9/30/17 Specific Time Bound Measurable Realistic Action Oriented

80 Achieving Club Excellence Creating the Purpose Objective: To renew or establish members commitment and passion to pursue your club s purpose in the community Purpose: To guide your thoughts and reflections about what your club represents, and to use those feelings to inspire action for change Goals: To determine the niche for your club in the community, how success should be measured, and what members enjoy about their experience.

81 Achieving Club Excellence Measuring Member Satisfaction Objective: To gather information to help the club better serve its members. Purpose: To clarify what members expect from Kiwanis service by surveying and tracking benchmarks linked to club success. Goals: To improve the club experience based on members input. The single biggest problem in communication is the illusion that it has taken place. -George Bernard Shaw

82 Achieving Club Excellence Rediscovering Your Community Objective: To find out how the club can better serve the community. Purpose: To clarify what the community needs and how your Kiwanis club can help. Goals: To gain information that will help the club assess the potential for new partnerships, sponsorships and service projects.

83 Achieving Club Excellence Analyzing your Impact Objective: To analyze the level of success for club s activities, particularly service projects and fundraisers. Purpose: To improve the impact your club makes in the community. Goals: To reflect on the costs versus the benefits of service proejcts and fundraisers and determine improvements needed.

84 Achieving Club Excellence Planning for Club Excellence Objective: To fulfill your club s purpose in the community. Purpose: To create a detailed plan with action steps, responsibilities and timelines. Goals: To clarify club objectives based on member interest and resources and community needs, as well as to measure success.

85 Achieving Club Excellence Celebrating Success Objective: To foster pride and encourage future action between community organizations and members Purpose: To make sponsors, partners and Kiwanians feel valued and appreciated. Goals: To determine when and how to recognize members contributions and create a culture of appreciation.

86 86 You can find all of the Achieving Club Excellence Tools at the following link: strengthen-your-club/ achieving-club-excellence