Increasing Participation and Membership

1. Increasing Participation and Membership Community Tool Box Curriculum Module 8 http://ctb.ku.edu

2. Reasons you may wish to include more participants • Those who could benefit the most or are affected are not participating • Little or no visibility in the community • Belief that expanding membership base will bring greater support • The organization lacks knowledgeable or experienced members • It may seem that involving many people is risky but the risk of NOT involving diverse voices is a greater one

3. Learning Objectives Why it is crucial to intentionally involve others in the work, and engage them in ways that keep them involved over time Key principles in outreach and recruitment that can contribute to the group’s effort How to build relationships and motivate participants to engage in the work How to create an atmosphere and conditions that promote diversity, participation and success Steps in assessing whether current involvement is sufficient and/or how to make changes in the participation plan

4. “Far and away the best prize that life offers is the chance to work hard at work worth doing.” --Theodore Roosevelt

5. Identifying and Connecting with those to be Reached Why engage new participants in the effort? To be successful, we need the participation of local people with knowledge of the community and its history.

6. Identifying and Connecting with those to be Reached Why involve those who are affected by the problem or goal? • They have a different outlook • They know what it feels like • They’ve lived the frustration • They know the history of past efforts • They know what does and does not work in the community

7. Who should be asked to participate? People directly affected by the problem or goal People indirectly affected by the problem or goal People with limited voice (minority groups, youth and seniors, economically disadvantaged…) Identifying and Connecting with those to be Reached

8. How do you support those affected in taking action? Ask them how they are affected and listen Help empower them Make it easier to participate Make it more rewarding to participate Identifying and Connecting with those to be Reached

9. Where can you find potential new members for your organization? Familiarize yourself with the community by asking questions about community members’ habits. Ask leaders of organizations for information about members who might have a special interest in the issue Contact local officials about other agencies in the community that may be able to provide you with a list of potential members and volunteers Public hearings and meetings Advertise creatively to reach the target population Identifying and Connecting with those to be Reached

10. Activity 8.1 Identifying those to be reached and involved This exercise will help participants take information produced when analyzing their problem or goal and assess whether or not the individuals that were identified as targets of change are represented in current membership.

11. Recruiting New Members to the Organization or Effort Those who could benefit most from your effort are not currently participating The group’s membership does not include representation from key sectors (e.g., business, health organizations) and those individuals who can provide crucial insight Determine why you need or want other people to get involved:

12. Determine why you need or want other people to get involved (cont.): The effort is not publicly visible or supported in the community The group lacks members with specific knowledge, relationships, or experience There are not enough participants to carry out the work needed The organization‘s new goals require additional kinds of support

13. How many members you need will depend upon your plans and goals: Set a goal or a target number of each community organization, business, ethnic or religious group, school or other group to be represented so that broad representation is ensured. Decide what other diversity or breadth of experience is necessary for your effort. For example, include youth, elders, those from different income, ethnic, religious or cultural groups, men, women, and locals. How many people are needed for some of your group’s short term or special projects?

14. Identify who needs to be involved to accomplish your objectives Review potential participants and partners Ask yourselves probing questions to generate ideas Plan to recruit from diverse backgrounds and viewpoints Plan to recruit from varied sectors of the community to broaden your base of support

15. Identify who needs to be involved to accomplish your objectives Consider other sources for finding members including people and written documents or directories Use particular sources and influential persons and organizations to reach the specific people you want to involve Plan for involving new generations of members and future needs

16. Methods for Contacting Potential Members Face-to-Face Pros: More personal contact leads to greater success Drawbacks: Takes time Not always possible Less necessary if asking someone to do something small or passive

17. Telephone Pros: Quick and easy Don’t have to travel Able to engage in two-way dialogue Business is done promptly Drawbacks: It may be difficult to reach the right person The person may not give their full attention and consideration Doesn’t build as strong a relationship as face-to-face Non-verbal information is lost

18. Letter, fax, or email Pros: Can often express what you want to say better than speech Can be used again and again Can be read at recipient’s leisure and kept on file for future reference Drawbacks: Not as personal as meeting in person or on the phone There is no two-way dialogue Less opportunity to respond to individual concerns and develop a relationship Some letters are never opened

19. The content of your recruitment message Do some homework about the people to be contacted, so that you can reach them on their terms. Leave a favorable first impression. Good manners and good grammar, graciousness, and a style appropriate to the recipient are all important considerations.

20. State your purpose. Be persuasive and convincing without being forceful. Represent yourself and your organization well—be organized and know what it is you have to offer and want to ask of the recruit. Give the recruit good reasons to become a member or participant. Present the reasons through the recipient’s eyes. The content of your recruitment message

21. Make a request. What is it you want her to do? You want action, so let the recruit know what action you want him to take. Provide a clear example of a specific role or task that is limited, immediate and doable. If a two-way dialogue, stop and listen to the recruit and respond to any concerns or questions. The content of your recruitment message

22. Talk about next steps and ask for a commitment. Express your appreciation. Follow through on anything you said you would do, if you want the recruit to do so as well. The content of your recruitment message

23. Activity 8.2a Discerning why you need additional members This exercise gives participants an opportunity to discuss with others why additional members are needed to ensure the success of their effort.

24. Activity 8.2b Determining who needs to be involved for success This exercise gives participants an opportunity to discuss with others what additional members need to be involved in the effort to ensure the group’s success.

25. Activity 8.2c Role playing recruitment of a potential member This exercise gives participants an opportunity to role play recruitment of a new member, practicing presentation of both self and message.

26. Engaging Community Members in the Effort Motivate greater involvement: Know the interests of your audience Recognize that groups are made up of individuals Recognize strengths Recognize needs of others Ask people individually for their participation Make participants feel welcome by listening to them and taking them seriously

27. Match individual talents, skills, knowledge, and experience with current needs Show appreciation for each person’s contributions Establish good communication within the group and among different groups Support other interests of the people you work with Know yourself (and your interests) Engaging Community Members in the Effort

28. Define and clarify the vision and mission of the group early on Remain organized Use meeting time wisely Communicate a positive attitude about chances for success Engaging Community Members in the Effort

29. Building Relationships Building relationships is important because: community building occurs one-on-one we need relationships in order to win allies our relationships give meaning and richness to our work and to our lives

30. Things to keep in mind about relationship building Understand that relationships take time and require risks Establish relationships before you need them Establish relationships in a crisis Build relationships with anyone you believe has an interest and can help

31. Build relationships with people of different cultural backgrounds than your own Build relationships with people who hold positions of power and influence Build relationships with opponents Things to keep in mind about relationship building

32. Making Involvement Easier and More Rewarding Communicate to potential members through “sticky” or memorable messages of the value of the effort Make involvement more rewarding and attractive by increasing available positive reinforcements Make participation easier and of lower cost Communicate that involvement improves participants’ abilities and broadens social networks

33. Activity 8.3a Assessing our openness to the engagement of new community members This activity involves participants in a reflection on their personal and organizational readiness or openness to become truly engaged with new participants, and bring to the surface any possible issues that require consideration before attracting new community members to the effort.

34. Activity 8.3b Initial action plan to improve engagement of community members This activity is a reflection on what conditions could be set to motivate involvement, build essential relationships, and make involvement easier and more rewarding.

35. Maintaining Involvement and Sustaining Commitment of Members Ask people or organizations why they are or would want to be involved Incorporate the crucial “6R” qualities into the group’s meetings and activities to promote continued engagement (Recognition, Respect, Role, Relationships, Rewards, Results) Make concrete plans of how you will encourage community ownership and cultivate the credibility of the organization or effort in the community Key steps to consider when supporting engagement on a regular basis:

36. Reduce Barriers to Participation Address personal or historical barriers, including: Preconceptions and attitudes within your organization Inadequate communication with the community Limited experience History of being ignored Resistant leaders Sense of powerlessness

37. Reduce possible logistical or physical barriers to participation, including: Lack of time and appropriateness of time Lack of transportation Lack of child care Overcommitted leaders or group members Too many involved Poor organization of existing action groups History of unproductive meetings Reduce Barriers to Participation

38. Assess whether participation plan is effective Specify what success would look like and assess whether that goal has been reached: for fullest participation from those who could most benefit to increase for involvement of those who could contribute

39. Indicate potential changes or adjustments to address key issues in participation and involvement, including: too few people participating Insufficient diversity of those involved necessary assets, resources and relationships are missing Revise the action plan for enhancing participation and involvement Assess whether participation plan is effective

40. Activity 8.4 Adjusting the plan for sustaining participation This activity will allow participants to create an action plan that addresses those conditions likely to affect involvement and long term participation

41. Putting It All Together: A Plan for Increased Participation What are the reasons your organization wants or needs additional members? What sectors are currently not represented or underrepresented that could substantially help your organization accomplish its goals? After reviewing sources, what additional persons or organizations did you identify as possible new members?

42. Putting It All Together: A Plan for Increased Participation What barriers are present that may limit who is participating, and how they will be addressed? What “sticky” message is your organization communicating to target audiences? If you do not have one, what message(s) would convey your goals or objectives? What channels will you use to reach those you wish to involve?

43. Putting It All Together: A Plan for Increased Participation How will you promote to others the many benefits of being involved in your organization? What changes can be made in the way your organization holds meetings and activities that will incorporate the “6Rs” and encourage continued involvement? What would success look like? How would we know it?

44. Putting It All Together: A Plan for Increased Participation Will the current participation plan result in your vision of success? If not, why not? What adjustments (if any) still need to be made to involve those you want or need in your organization?

45. Putting It All Together: A Plan for Increased Participation • Wrap-up/Conclusion • Take-Away Lessons • How This All Fits Together • Carrying it Forward • A Look Ahead to the Next Module