Leadership Training 2019
Meeting Strategies to
Increase Your Chapter’s
Communication is key to proper engagement
The way you communicate with your different audiences
can impact your chapter in many areas, including
attendance, renewals, new memberships, and your
ability to sustain growth. A one-size-fits-all chapter
communication approach won’t deliver relevant, meaningful
benefits to any of your groups. By better directing your
communications, you’ll improve engagement with all groups
and all touch points.
Let’s say you want to increase attendance at your monthly
meetings. All too often, chapters host meetings at the same
venue and at the same time, and Board members comment
that they see the same members attending each month.
Here are a few communication and meeting strategies to
improve attendance and overall engagement:
The right survey can show whether the meeting location
and time work for your audiences. Perhaps it’s time to change
one or the other, and you won’t know unless you ask. You can
also survey those who have attended a meeting for their
feedback. Did they appreciate the speaker? The networking?
Survey or call those who have not attended. Then, use the data
to adjust what you offer and how you deliver it.
There’s no reason for members and guests to receive all
your chapter information multiple times, is there? Think about
how many e-mails you get per day and the number you delete
E-mail fatigue is real. Sending six e-mails in a week about
a meeting won’t increase a recipient’s interest in attending,
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especially if they can’t go and you’re sending them parking
instructions. They’ll disengage and could delete a future
e-mail they would find value in reading.
Segmenting and targeting e-mails improves the chances
you’ll get the response you want. Using the meeting example,
consider e-mailing just nonregistered members and guests
meeting invitations or only sending parking instructions to
those who are registered.
Organize Your Event Management
Planning events is time-consuming. And that time is
only valuable if attendees show up. If your members and
guests show up but don’t enjoy the experience, they may
stay away next time or get their needs met by another
organization—impeding the success of the chapter and the
organization as a whole. Events are run by volunteers, so
unless one of your chapter members has a day job as an
event planner, they could probably use guidance on
executing a successful event.
Prepare an event-planning checklist to itemize everything
you need to do before, during, and after the event. Make sure
the level of delegation is appropriate. You don’t want to have
too much responsibility resting on one volunteer; burnt-out
volunteers will not make for chapter advocates.
With a more structured communication and meeting plan,
you can decrease the time you spend on certain tasks. When
that happens, your Board can dedicate more time to the
chapter’s long-term strategy and value, not just getting people
to your next meeting.
Selected for reader interest by the editors.