Mining for Prospects

Mining for ProspectsUsing Recruiting Techniques & Public Relations for Results

1Prospecting What am I looking for? Where should I look? What tools and supplies do I need? When do I go after it? How do I get it out? What do I do once I have it?

.Prospecting:What am I looking for?Where should I look?What tools and supplies do I need?What help do I need?When do I go after it?How do I get it out?What do I do once I have it?

2What am I Looking For? Whats a Prospect??

Are there any of them out there?

What is a prospect? Someone eligible for a federal annuity who has shown an interest in NARFE, but has not yet joined.

How many do we get? (53 on M-112 reports in the federation last quarter get the chapter breakout - Seattle Chapter 43 got 10)

CHECK THIS OUT

Are any of them out there? Yep. Roughly 90,00 Federal Employees in Washington About 60,000 Retirees and annuitants in Washington. For a total of 150,000. About 1,068 AFEs in Washington (1.2 percent) About 6,995 Retired NARFE members in Washington (11.85 percent)

According to NARFE Membership, about 80 percent of all new members come from NARFE headquarters programs, and about 20 percent are brought in by chapter recruiters.3What do You Do to Recruit? One in a Hundred Members recruit anyone. How about 100 in a Hundred? You can help, but:What would I say? How would I sign them up? Where would I get an application form and materials? Can I call someone in the chapter? Other questions.Make it easy for all members to locate and bring in prospects!

As we try to improve those numbers, What are you personally doing to help recruit?How could we best find and recruit retirees, as well as AFEs? Every chapter has X hundred sets of eyes, members who meet other retirees in the community.Only 1 in 100 members actually recruit someone. The other 99 could help, but there are obstacles in their way once they find someone, such as: - What would I say? - How would I sign them up? - Where would I get an application form? - Can I call someone in the chapter? To make further contact, to send them materials? Whose job would it be? What might be sent, How would it be funded?

(In the words of Dick Howland, Make it easy for all members to locate and bring in prospects!) Give them a pen.

4ProspectingWhere should I look?

.Prospecting:What am I looking for?Where should I look?What tools and supplies do I need?What help do I need?When do I go after it?How do I get it out?What do I do once I have it?

5Prospecting by Walking Around ?

You can find some gold, diamonds, oil, prospects just by walking around and looking downbut you will have to do a lot of walking, and you wont get many. To be effective, you need to dig or pan, in the right spots.6Recruiting Cycle Targeting (Audience, Message) Awareness (Whats NARFE) Information (Expand their knowledge, meet their needs) Contact (get contact info from prospect , give Prospect means of contact, follow-up by recruiter. Answer Questions Rinse and Repeat Application Welcome (letter, card, brochure, call, mentor) Involve

Look at the recruiting cycle for AFEs, and for retirees.

Targeting (Audience, Message) Awareness (Whats NARFE) Information (Expand their knowledge, meet their needs) Contact (get contact info from prospect , give prospect means of contact, follow-up by recruiter. Answer Questions Rinse and Repeat as Needed Application Welcome (card, brochure, call, mentor) Involve 7Knowing where to dig Demographics (who, how many, where?) Different approaches for active employees and retirees AFEs at agencies Retirees at retirement communities, senior centers, community events, etc. Friends and neighbors

Knowing where to Dig: Know and focus on the demographics where might the prospects (active and retired) beWhen fishing, go where the fish are.

Active Federal Employees: Know where the agencies are in your communities. Know their contacts. Get in touch with them and schedule activities. Do the agencies have locations or events where you could put a table or put on a presentation

Retirees: Check retirement communities and senior centers Look at those community events that might be likely to draw retirees. (or Public Employee Recognition Week) See about getting table or booth there. Post meeting notices on community and media (radio station) web sites, access TV stations, local papers,

Both: Ask members to work their friends and neighborhoods. Find out who is active and retired or survivor. Talk to them about NARFE.8Knowing where to dig (2)Sources for demographic data

Finding the Agencies

Agency contacts

Knowing where to Dig (2)Sources for Demographics: - Call or query the agencies Public Affairs or HR How many AFEs do you have? How many are over 50? - Do you have a formal or informal program/event for your retirees? - Federal data OPM and others. Finding the agencies - Many small agencies around in addition to the more visible ones. Use the phonebook. (My story) - Using the web. Go to the major agency websites and look for local offices. Agency Contacts - PR sends out a list of Agency contacts provided by Sheri Davis-Sapila, the current health fair coordinator, for use during fall Health Care programs. You need to develop a relationship with those contacts and use them for other events during the year as well. - Query your members from local agencies. Have them help obtain information and contacts. - Use your chapter newsletter to ask members to help with making contact, providing leads, and working their agency.

Dont forget the contacts you can make by working affiliated organizations unions, associations, NARFE coalition members

9Knowing what you are looking at AFEsRetireesGrouped at agencies Dispersed in communityMostly FERS (since 83)Mostly CSRSFamily & Career IssuesSenior Issues Keeping JobsKeeping Benefits No Legislative Contact Legislative contact Growing incomeFixed income Not available for chapter Available? meetings

Knowing where to Dig: Know and focus on the demographics where might the prospects (active and retired) be But also be aware of the differences.See the slide

10Recruiting Inducements Pressure on job Political process coverage and uncertainty EmpowermentPressure on benefitsApproaching retirement Im always going to be a retired federal employee(Your suggestions)

What are the recruiting inducements? Pressure on job Political process coverage and uncertainty EmpowermentPressure on benefitsApproaching retirement Im always going to be a retired federal employee(Your suggestions)

11How Does PR fit into this? AwarenessAccessing key media Developing presentation materials Guidance Supporting materials and presentation informationCoordination Matching Funds Displays and Tips Promotional Items

How does PR fit into this? Awareness- Accessing key media - Developing presentation materials Guidance- Quarterly recommendations in Federal Reporter- Training Chapter PR and other folks- Respond to Queries on ProcessSupporting materials and presentation information (most available on www.narfe.org and www.narfewa.net)Coordination Between Chapters and Agencies or other organization Moving displaysMatching Funds Managing the WSFC funds Reviewing and providing recommendations on NARFE national matching fund applications Providing guidance on matching fund applicationsDisplays and Tips National Displays (ZAP Tabletop) (Bring ZAP) Print posters from F-18 (Bring) Downloadable Print Posters (Bring)Promotional Items Considerations (Price, Presence, Good continuing contact information) Applications (Informational and recruiting eventsgive to those individuals who are interested in looking further into NARFE) Available (Thru WSFC PR NARFE pens)12

Working with Government AgenciesHow to find the proper contacts.

What and how to ask for.

What can we provide in return?

Working with the Government agencies. How to find the proper contacts.Ask. It will come clear fairly quickly.Typical choices: Supervisor, Admin Coordinator, Public Relations, Human Relations.Build a database of these individuals. Update it at least annually.

What and how to ask for.-Can we make a presentation? How long? Can I just give a talk or what would I need to bring to project something? What is the time frameand time limit? - How many do you expect? What is the rough description of the group.- Can we set up a table or share a table? - Who else will be there? From what agencies or organizations? Can I get an agenda?- Will there be room for a display unit?- When do we need to get there and set up?- Can I/we hand out materials?- Can we getor solicitnames and contact information? - What will be provided? Will there be power available?- Are there any restrictions on where we can go or what we might do?- How frequently can we do this?- Are there other events or venues where we can talk with your employees?What can we provide in return? - Materials Magazine, posters, releases, links. - Researched answers - People they can talk to about life as a retiree. Whats available to me?, How does this work?, What do I need to do to prepare for retirement?, etc. - Remember, no one in the audience or on the staff really knows what it is like to be retired. Could we provide a panel of retirees?

13ProspectingTools and Supplies

.Prospecting:What am I looking for?Where should I look?What tools and supplies do I need?What help do I need?When do I go after it?How do I get it out?What do I do once I have it?

14Tools: Managing Forms and Recruiting Materials Make sure your publications are current Ordering online quickest and easiestWho in your chapter orders materials? Who culls materials?Ordering for special eventsInclude shipping and preparation time Building and displaying your packets/materials

TOOLS: Form and recruiting materials managementArmy Recruiting windows and forms in the back room. Offers and materials change.Tracking on what is online.Make sure your publications are current Regularly check the F-18 listing on the NARFE web site(if possible, click to the site and show them). Watch the dates. Use what is current, dont use the rest, except (Green application forms) Dont just use the stuff that is marked for recruiting. Some good items are available under legislative (L-1 GPO/WEP,) and retention (F-122 - What has NARFE done for you lately). Also, for most audiences, use both 10 Worst Things.since active members need to be aware of some things in the retiree version.- Ordering online quickest and easiest. Fill out the F-18 and click it. - Who in your chapter orders materials? Who culls them?- Ordering for special events We will cover these shortly. (Dont order too many more than you need for an eventunless you have a plan for using them quickly.)- Include shipping and preparation time. Figure 3-4 weeks before major events.Building and displaying your packets/materials Depends on your eventdo you want to hand out a full packet, or individual brochures. Think about the order in which you want the person to read them. Arrange and refill. Presentation items pens, etc. (Costly items, good handout at PRS, but at health fair, etc, provide only to those who show an interest in NARFE) What is their purpose? To repeatedly reinforce the NARFE message and easy contact point. Really push the NARFE web site shown on the pen) Business cards or letter with local contact information Tablecloth? To dress a table. To highlight NARFE, etc. If you have other displays, the cover can be plain. I like a fabric that you can fold or wad up that doesnt show wrinkles(Old polyester double knits were great)15Ordering materials Event Kits or Elements Call 1-800-627-3394 Explain event Ask for Event Kits, which contain: Envelope, Current Magazine, Letter from NARFE President H-140A New membership Application F-117 NARFEs Legislative Accomplishments NARFE HQ Recruitment and Retention has a new policyThey will send prepacked Event Kits for presentations at Pre-Retirement Seminars or other locations where you get to speak to groups of AFEs or retirees. For Health Fairs or other tabling events, you can order all of the elements, but they will not be assembled. NARFE feels that you can do a better job by having the individual items laid out on the table and can talk more effectively about the appropriate ones. _____________________________________________________________Subject:Recruitment Materials for Special EventsTo:Federation Presidents/Chapter PresidentsCC:NEBIn the past we have distributed large numbers of Event Kits to our recruiters that were used in a multitude of special events other than what they were designed for informational retirement seminars. We have changed our policy. If our recruiters are attending a retirement seminar we will continue to provide Event Kits in two versions which are listed in the attachment.For other events, i.e., health fairs, state conventions, community meetings, etc., we will no longer provide a kit. Our recruiters will customize their order and request specific forms needed. Materials will not be bundled and placed in envelopes. The most frequently requested recruiting publications are also listed in the attachment.The Recruitment Materials for Special Events attachment will be posted on our NARFE website under NARFE Leadership/Membership Recruitment.My project officer is John Clements, Director of Membership Development, jclements@narfe.org.

Nathaniel L. BrownNational Secretary

16Ordering additional materials Event Kits Can use the online F-18 form to order these:F-123 Pop Quiz (01/09)F-122 Look at What Has NARFE Done for You Lately? (03/10) F-126 10 Worst Mistakes Fed Employees can make (11/09) F-127 10 Worst Mistakes Fed Retirees can make (1/08) L-1 Understanding the Social Security Offsets: GPO-WEP (11/08) F-106 Premium Conversion Brochure (04/09) M-2 Prospect Info Card Maybe Dues Withholding Brochures (Retirees)

Assemble the kit materials I ordered. 17Event KitsLocalize and Personalize LocalizePerhaps a letter from chapter President(s) with contact telephone number and e-mail addressPut label This magazine compliments of. on each magazine. Personalize Put recruiter number and/or chapter number in recruiter block of F-140A Application Form If you have NARFE business card, can use that.Wording from the magazine labels: For Tacoma and Olympia: This Magazine Compliments of NARFE Chapters 163 and 236, Tacoma and Olympia, 253-531-xxx / 360-456-xxxx.

For Olympia Only: This Magazine Compliments of NARFE Chapter 236, Olympia, 360-456-xxxx

Important Questions for Open Season (in file pocket) From the Magazine, Narfe Disclaimer, then, If you want to speak with someone in the local area about NARFE, Call Tacoma (531-8526), Olympia (360)456-xxxx.

18Tools: Matching Funds Chapter WSFC NARFE Purposes and RestrictionsTo reach outside of NARFE membershipExamples:Advertising, booth space, food for prospects Same policies at Federation and NARFE PR Program. Talk to PR in advance. Processing requests and payment.National matching funds and national policies (All are aimed at prospective members outside of NARFE)

Chapter provides half, WSFC PR may provide half, NARFE may provide half. Or Chapter and WSFC provide half, NARFE provides half. Very specific purposes (enumerate) (I have the guidance NARFE and Federation in folder) Ad, table fee, food for prospects,

Federation policies mirror those of NARFE.

Talk to PR in advance.

Approved request gets passed through WSFC president (both for WSFC funding and for NARFE funding.)

The Federation and NARFE both need after action reports What was the challenge? What did you do? What was the result? What did it cost? (provide receipts)

NARFE sends the funds to the Federation Treasurer, who will, in turn reimburse the chapter involved.19Tools: Speaking Honorarium1 speaker at a function addressing AFEs/Retirees $40 plus mileage Give presentation & hand out materials Evaluation Form Expense Voucher Send through WSFC President to NARFE Recruiting NARFE will send check directly to the speaker.Speaking Honorarium

1 speaker at a function addressing AFEs/Retirees

$40 honorarium plus mileage

Give presentation & hand out materials

Evaluation Form (FH-24, 03/08)

Expense Voucher (F-75) (rules for this are on next sheet)

Send through WSFC President to NARFE Recruiting (well need to decide if there is an interim routing thru Membership or PR)

NARFE will send check directly to the speaker.

20Marketing and Communications Marketing

Communications

Strategic Communications Plan

Marketing refers to everything you do to place your services in the hands of potential clients and to interest potential donors in your mission.Communications is a broader term that refers to "getting the word out" about your organizationto clients, potential donors, the media, and the community.Examples of marketing and communications include:- Branding, building a visual and mental image for your agency- "Friend-raising," developing membership- Community relations, political activities- Education on an issue relevant to your mission Elements of a Strategic Communications PlanDetermine GoalIdentify and Profile AudienceDevelop MessagesSelect Communication ChannelsChoose Activities and MaterialsEstablish PartnershipsImplement the PlanEvaluate and Make Mid-Course Corrections

21ProspectingWhen do I go after it?

.Prospecting:What am I looking for?Where should I look?What tools and supplies do I need?What help do I need?When do I go after it?How do I get it out?What do I do once I have it?

22Set your GoalsA San Francisco example: Familiarize workers with NARFE

Sit with those interested and help with applications

Get new recruits to recruit others

Chapter 65 in San Francisco has formalized three goals that set the process very nicely:

Familiarize workers with what NARFE is, and how NARFE works for them.

Sit with those who express interest in joining, and help them fill out their applications

Get newly recruited members to recruit other new members.23Finding a Rich Vein Pre-Retirement Seminars (ours or others) Health FairsTabling at agencies locations and events Agency conventions or related organization meetings Working through State chapters of affiliated organizations

There are opportunities for reaching large numbers of eligible members at a single location. These are usually aimed primarily at Active Federal Employees.The different events, aim at different points in the recruiting cycle. We will take a detailed look at each of these in a minute.

Health Fairs Short Exposure window. Objectives Awareness and Information.

Pre-Retirement Seminars what to say. Objectives: Awareness, Information, Contact, Collection of leads, Application, Follow-up.

Tabling at agencies. Making use of their Common areas. Objectives: Awareness, Information, Contact, Application. Getting permission.

Prospecting at Agency conventions or related organization meetings. Objectives: Awareness, Information, Contact, Application.

Working through State chapters of affiliated/coalition organizations, professional government interest groups (FEW, FEB, etc), unions, etc. 24Pre-Retirement Seminar Sponsored by NARFE or other organizations Excellent time to tell NARFE story and generate some prospectsand memberships Preparation Structured Presentation Packets Capturing contact information Presentation Items Follow-up Speakers Program Honorarium

Pre-Retirement Seminars

Sponsored by NARFE or other organizations Objective: Excellent time to tell NARFE story and generate some prospectsand memberships Preparation Structured Presentation Packets Capturing contact information Presentation Items Follow-up Speakers Program Honorarium

25Health Fairs Work with Agency Contact Plan, order and assemble materials Arrange or build displays Presentation items Primary objective Build familiarity & understanding Brief window to speak to individuals Be ready Lots going through mixed bag Packets assemble or build Collecting names Thank agency contact.

Health Fairs Short Exposure window. Objectives: Awareness, Contact. How to maximize the impact.

The health fairs primarily exist to let employees and retirees talk with service providers about the plans. NARFE access is a courtesy.

Agency contact name and information is provided by WSFC PR to the chapters. Get in touch with that person. Let them know that NARFE would like to attend (we have typically done so for the past few years). Find out the physical arrangements. Get an estimate of number of attendees.

Plan, order and build your packets beforehand. NARFE will provide the material (including current magazine), but wont assemble for health fairs. Be sure to localize and personalize. (Plan on 3-4 weeks for delivery). Know the date you need to get the materials in time to assemble them.

Arrange with PR for Displays, or build them yourself. (show samples) (May include laptop with slide presentation running)

Presentation Items Reinforce message and contact. Because of price, pass to those who seem to be interested and get other information.

There is a brief window to speak to individuals Typically 1 to 5 minutes, tops.

What is your primary objective? To inform. Get material about NARFE into the hands of employees and retirees, encourage them to read it.

Have some Whats in it for me materials, like the Some important questions to ask about FEHBP or the charts of different plan costs. Remember, we are impartial.

Have a basic elevator pitch worked out beforehand, with some alternatives. Remember that some of the attendees will be CSRS and most of the rest are FERS. Be able to talk to each with pertinent information.

Your material will be competing with other material that they obtain at the health fair. Try to get the point across that they need to read it.

The audience is a mixed bag

Might have packets ready, or assemble packets to suit the individuals situation. (CSRS or FERS, etc).

Collecting names several approaches. Give me name (address, phone and e-mail), we will draw for something , Are you already a NARFE member? Give me name, address, phone # and e-mail, We will update your records. Would you be willing to serve as a conduit of NARFE information to your fellow employees?

- Thank the Agency contact.

(SEE NEXT PAGE)

26Tabling at Agencies Permission. Physical arrangements Objective: Informative, hand out info Less time constraints Displays Packet preparation. Talking Points Thanks

Tabling at agencies. - Make use of their common areas.

- Getting permission (use those contacts). Making physical arrangements. - Objective: Be visible in workplace. Pass out information about NARFE. - Good place for NARFE team of one or two folks. - A little more time to chat and answer questions. Not quite as pressed as health fairs - Possibly the only organization presenting - less competition for attention. - More important to have displays. - Packet preparation. Can tailor packet build to meet their audience. Be sure to localize. - Have talking points rehearse beforehand have a cheat sheet. Good place for laptop with slide presentation. - Capture names and contact information of prospectsand current/past NARFE members. - May try multiple appearances. - Thank agency contact. Clean up. 27Prospecting at conventions or related organization meetings Objective: Reach a different audience and venue. Preliminary arrangements. Can you speak as well as table? Talking Points and presentation Attendee information Packets Display

Prospecting at Agency conventions or related organization meetings.

- Objective: Meet the audience in a different setting, inform, provide information, get contact info.

Preliminary arrangements: Getting permission. Physical setup. Can we speak as well as table? Helps to have the recruiters come from same or similar organization Speaka tha lingo. Have talking points for tableand a presentation if asked to speak. Speakers Honorarium might apply Try to get attendee contact info from event organizerif not, obtain from individualsshare with other affected chapters. Have packets at least partially assembled. Have individual flyers on table. Should have displays. 28Working other locations/events Professional government interest groups, unions, etc. Lunchtime at agencies Community events. Handout materials Give a presentation (Speakers Honorarium) Provide Meals and Snacks (Matching Funds)

Working other Locations and Events

Working through State chapters of affiliated/coalition organizations, professional government interest groups (FEW, FEB, etc), unions, etc. (Speak at meetings, items for newsletters, invite to our meetings, add to e-mail lists, etc.)

Lunchtime at agencies. Community events where employees or retirees are likely to gather.

Materials to hand out.

Give a presentation. (Speakers Honorarium)

Provide meal/snacks to participants. (Matching funds)

29ProspectingHow do I get it out?

.Prospecting:What am I looking for?Where should I look?What tools and supplies do I need?What help do I need?When do I go after it?How do I get it out?What do I do once I have it?

30Sharing the LoadBuilding a recruiting teamHow many actually recruit? Invite members to team Train Designate recruiters to work specific agencies Build schedule of recruiting activities Start simple, work up Handling of materials

How many in your chapter actually do any recruiting? Invite members to your recruiting team. Have a regular program to invite new recruiters. Train Designate recruiters to work specific agencies Let recruiters go to those agencies they were part of. Security access to installations, facilities. Build a schedule of recruiting activities Start with simple tasks and limited time, work up Coordinate handling of materials Spokane has built a team, build on their ideas.31ProspectingWhat do I do once I have it?

.Prospecting:What am I looking for?Where should I look?What tools and supplies do I need?What help do I need?When do I go after it?How do I get it out?What do I do once I have it?

32Eureka! You found a Prospect!

Are you done?

Eureka - You Found a prospect. Are you done?33Prospects Whats a Prospect?

How many do we get?

What do we do with them?

Who should be doing what?

What is a prospect? (Let them tell me: Someone eligible for a federal annuity who has shown an interest in NARFE, but has not yet joined.)

How many do we get? (52 in the federation last quarter get the chapter breakout). How many are out there? How many are members?

What do we do with them? Ignore them? Many chapters do. Make quick contact

Who should be doing anything?- Chapter President should be aware of names and numbers Contact should be a Chapter Membership or Recruiter responsibility. Designate. If you have multiples, (Ch 43 recently had 10) Chapter might want to consider doing something special. Federation Membership Chair/Committee should monitor and poke. District VP should also promote.34What is a Prospect?The end result of all those informational activities but they are not yet members. Locally generated. What do you do once you have the names? Nationally generated. What does it take to get on the list (M-112)?What, if anything, does NARFE do (send materials, etc) for those individuals when they are put on the list? What should you do once you get the new prospect name on the list?

What is a Prospect? The end result of all those informational activities but they are not yet members. Locally generated. What do you do once you have the names? Nationally generated. What does it take to get on the list (M-112)?What, if anything, does NARFE do (send materials, etc) for those individuals when they are put on the list? What should you do once you get the new prospect name on the list?

35Working with prospect cards and listsHow does NARFE get prospect names onto the M-112?What does NARFE do for the prospects? Do they mail them other materials?What does NARFE expect the chapter or federation do with the prospect names?Does NARFE or the Federation provide any follow-up tools for working with prospects? Are there any incentives to the chapter for working with prospects?Is there any training material available on how to effectively work the prospect list?Working with prospect cards and lists. Contact, contact, contact. Be timely.

Per John Clements:How does NARFE get prospect names onto the M-112? Usually from call-ins, other lists from organizations or events, etc.

What does NARFE do for the prospects? Enter name and contact information immediately into the database. As soon as it is entered, NARFE assigns a membership number, then they do a special mailing of a recruiting kit. This included the Chapter address and the Chapter president name and phone # (from the latest F-7 report) and says that the chapter will be getting in touch with them shortly. Then, NARFE posts the info on the M-112.

What does NARFE expect the chapter or federation do with the prospect names? When the chapter gets it, they should be all over it. Maybe 10 - 20 percent of chapters actually do. Make contacteyeball to eyeball is best, a phone call next best. If e-mail address.

On the NARFE Website Leadership/Recruiting, a plan from the Golden Eagle Chapter calls for:The President shall contact by telephone new and prospective members, as identified in the M-112 reports. This shall be done monthly upon receipt of the report. (Might have some talking points) and - The Membership Chair shall send any new member a welcoming letter and any prospective member a recruitment letter (from the letterbook). This shall be done in addition to the contact as noted above. This shall be done monthly upon receipt of the M-112 report.

Does NARFE or the Federation provide any follow-up tools for working with prospects? Recruiting and Retention Journal. Particularly the February and May Recruiting and Retention Journal. Items on the NARFE Web Site, NARFE Magazine, GEMS and Hotline information, NARFEWA website, etc.

Are there any incentives to the chapter for working with prospects? $10 for recruiting AFEs, $2 for Retirees. In addition, recruiter gets an $8 recruiting fee.

Is there any training material available on how to effectively work the prospect list? Recruiting and Retention Journal (can find on the web. Can get archived copies on the web. Membership manual).

36Makingand keeping ContactHow do they find you, or NARFE? Have contact information on your materialsRecruiter member number on all application formsStickers with the chapter or your contact information on NARFE magazines or other handoutsUse the NARFE PensPush the www.narfe.org web site.

Working with prospect cards and lists. Contact, contact, contact. Be timely.

How do they find you, or NARFE?Be sure you have contact information on your materialsRecruiter member number on all application formsStickers with the chapter or your contact information on NARFE magazines or other handoutsUse the NARFE PensPush the www.narfe.org web site.If they are out of your chapters area, be sure to pass their contact information on to NARFE recruiting or the appropriate chapter or federation.It typically takes multiple (7-10) contacts before consumers take action.encourage prospects to provide you with an e-mail addresswork, home or both. If you get it, be sure to follow up with an occasional message.- CONTINUOUSLY REINFORCE YOUR MESSAGE - 37Makingand keeping Contact (2)Multiple contacts neededGet e-mail address. Follow up. Mailings.NARFE Chapter Designate who makes the contact

Makingand keepingcontact.

It typically takes multiple (7-10) contacts before consumers take action. Johnny Appleseed Chapter 612, in Mansfield, OH, notes that they have sent applications as many as three or four times to the same prospect before they joined.

Please, Please, Please, encourage prospects to provide you with an e-mail addresswork, home or both. It makes it so much cheaper and easier to follow upand once in, to keep them posted on chapter and NARFE programs and needs. If you get it in the recruiting stage, be sure to follow up with an occasional message.

Let NARFE do the heavy lifting with mailings.

Use Letterbox lettersThere are two draft recruiting letters that can be modified. Be advised, there is no such letter aimed at FERS employees or retirees.

The Federation is working on a post card that chapters might be able to send out.

Some chapters designate who calls prospects. In ONE, the Chapter President is specifically tasked with calling the new prospects received each month. Others assign the task to Membership Chairor someone on the Membership Committee.

38When are you done? Never? Best advertisingget out there. Got em all? Not quite.

When are you done? Probably never.

Go back over the chapter records from the past year. Make contact with all of those prospects who have been missed. Get a feel for how many prospects should you have converted into members. Redouble your efforts.

We are our best advertising for NARFE. Build a program to get out there regularlysee as many retirees and active employees as you can. Inform them about NARFE.

Remember: There are nearly 90,000 federal employees in Washington state. There are 1068 AFE members in Washington. (1.2%)

There are nearly 60,000 retirees and annuitants in Washington state. There are 6995 retiree/annuitant members in Washington. (11.6%)

So, 150,000 possibles, 8016 actual members. We have a long way to go!

39Handover to Membership ChairHow does Recruiting fit into Membership? Key step in process but job is just beginning.

Work prospecting and recruiting as part of an overall plan.

Handover to membership chair (is an important step)

All this is an early, but an integral part of the membership process

Make sure membership chair has the recruiting information (names, contact information, etc) in a timely fashion to fit it into the rest of the membership and chapter functionswelcoming, involvement, retention, reinstatements or transfersin a planned fashion.

Membership chair, recruiters, leadership should work together to build a plan of actions that fit with the chapter needs.40Sharing Prospect Information Egads! You have names from other chapters! Build NARFE overall Pass names on to other chapters & Federations, plus NARFE. Recruiting credit? You still get it. Multiple chapters, multiple mentions.

Sharing prospect information with other chapters, federations, NARFE.

So you work an event that draws people from other chapters, other federations (Membership Chairs). What do you do with those names and their contact information?Dont dump them! You are working to build the strength of NARFE, not just your part of it.

Share.

Put those names on an Excel spreadsheet, or a plain piece of paper. Pass them to the chapters or Federations involved. ALSO, pass them to NARFE Recruiting and Retention, who will start the process all over again.

If you put your member ID and/or Chapter number on the application forms, you will get recruiter credit if they eventually join.

If you are working an event with another chapter or federation, be sure that both have an equal opportunity to pass out literatureit will all even out in the end. If you localize the packet or magazine with a label or a cover letter, be sure both organizations are recognized, so the prospect can get back with their local contact.

We are all in this together.

41Using recruits to bring in others. Ask new members for leads Ask current active members to help recruit among their co-workers

Using prospects and recruits to bring in others.

Do you ask new members where if they know others ?- Ask new members for leads (include them in incentives Ask current active members to help recruit among their co-workers

42Ready to ProspectYou now know:What you are looking for Where you might find it What tools you need and have How you dig for it What you do when you have found it Who you take it to.

Happy Prospecting!

So now you know: What you are looking for Where you might find it What tools you need and have How you dig for it What you do when you have found it Who you take it to.

So, armed with that Happy Prospecting!

43