measuring success: evaluate the health of your clubs and impact of your projects part 1 of 6
DESCRIPTION
Gain a better understanding of basic concepts and best practices for measurement and evaluation of your clubs, districts, fundraising, and service projects. Learn about using Rotary Club Central and other Rotary tools to access and understand information, and hear about some tips for realistic goal setting. Moderator: Julia Phelps, RI Director-elect Rotary Club of Malden, Massachusetts, USATRANSCRIPT
Measuring Success: Evaluate the Health of Your Club and Impact of Your Projects
4 June 2014
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Today’s Agenda
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Agenda
Moderator• Director-elect Julia Phelps
Panelists• Past District Governor Jennifer Coburn• District Governor Sanguan Kunaporn• Incoming RRFC Wyn Spiller• Past District Governor and current Cadre member John Kevan• Director-nominee Brad Howard
4 June, 2014
HEALTH CHECK FOR ROTARY
CLUBS
WHAT?
1 Tool to assist you in your club development
2 Way to engage all members in future of your club
3 Tool to provide clarity around what is working and what isn’t
WHY?
1 Assess variety of aspects of club health
2 Provide benchmarks
3 Focus onto areas in need
4 Recognise what is working well
5 It is the start, not the end
The Areas of Review1 Membership
2 Public Image and Marketing
3 Meetings and Program
4 Venue
5 Fundraising & Project Financing
The Areas of Review6 The Social Side of the Club
7 The Rotary Foundation
8 Service Projects
9 Board Meetings
10 Governance
The Areas of Review11 Planning
12 Leadership & Participation
13 Finances
14 Utilisation of Information & Communications Technology
HOW?
•Excel document – complete online
•Statistical data
•Score out of 100 – Total
•Summary Metrics show outcomes
•Board vs Club to complete
BENEFITS?
• Annual review – develop trends
• Utilised with Rotary Leadership – homework project
• RLI Club Assessment Module
• Clubs identify areas to work on – see the improvement
WHERE?
Available to download from
www.rotaryaustralia.org.au
* Select Downloads, then
* Select HEALTH CHECK
“Measuring Success: Evaluate the Health of Your
Club and Impact of Your Projects”
iDistrict and Rotary Club Central
4th June 2014Rotary Convention, Sydney,
Australia
DG.Dr.Sanguan KunapornD 3330 RI, Thailand
Sanguan and Thim
Introduction I am a District 3330 Governor from Phuket,
Thailand. My career is a Plastic surgeon.
During the past whole year, I have almost not done any operation, just focus on how to make my District more contemporary and cove with one of Rotary International strategy.
That is an effort to incorporate several digital tools into Club and District Administration.
It is expected that with this change, the communication between Club , District and RI will be more effective and the organization looks modern and more attractive to new generation.
RI’s Move RI has forced all Governors to report the
Formal club visits and rating the clubs via Rotary club central.
So do all Assistant Governors, they need not to send paper reports of the clubs to Governors any longer. Instead, they have to rate the clubs and make comment via Rotary club central.
All Club Presidents are encouraged to put the data, set the goal of membership development, Service project and Fund giving through Rotary club central also.
Limitation My District 3330 is one of the 4 Districts in
Thailand.
There are only 3 English speaking Clubs from 97 Clubs.
Most of the Assistant Governor, Club presidents and secretaries are able to communicate in English very little.
Just some of them have adequate computer skill, only half of them seldom use email.
If there is no input from these leaders, I have no data for planning and follow up.
iDistrict vision&strategy
So I and future DGs have launched the 3 years District vision and strategy to tackle this problem.
Inspired by the modern gadgets like iPhone, iPad that everyone seem to be familiar with, we name our vision and strategy as iDistrict.
District
3330Thailan
di`
D 3330 Strategic Plan
iCT
Inter
IDEaLS
#1 Strategy iCTWebsite… RI/3330
Social Media… FB/Line
My Rotary
Rotary Club Central
Rotary Showcase
ID Smart card
iCTEvery District leaders: District committee, Assistant Governor, Club presidents, Club Secretary
Must have Emails for contact
Able to register to My Rotary.
Able to input data in Rotary Club Central and Rotary Showcase.
Brochures explain How to register on “My Rotary”
Brochures explain How to register on
“My Rotary” in THAI language
Video You Tube explaining How to use Club Administration tools via
“My Rotary” in THAI language
The Turning point
During every 90+ District Governor’s formal club visits, several web-based tools like Rotary club central, Showcase, etc. were demonstrated.
DG walked through these tools with the Club Presidents, Secretaries, and other Club leaders to learn how to use it.
DG can access to every Clubs account in Rotary club Central and input data by approval of the Club Presidents.
Membership Trend, Goal and achievement is available for analysis and planning if most Rotary Clubs participate by input data to
Rotary Club Central
Foundation Giving Goal and Achievement graphic of D 3330 viewed by Rotary Club
Central
Clubs with Goal via Rotary Club Central comparing between Global
and D 3330
Global view
District 3330 view
2012-13 7% 5%
2013-14 34% 94%
2014-15 14% 2%
District 3330 RI Thailand
24 Clubs achieved 2013-14 Rotary Club Central Awards.
iCT
The District provides Smart RFID Card for every 2,600 Rotarians to use during Club or District meetings to identify themselves, registration and linked to District database by RFID card reader devices.
RFID Smart Card for every 2,600 Rotarians
To identify themselves during registration on District events and linked to District database by RFID card reader devices.
iCTBuilding of Club and District Databases for data and statistic collection, planning, several District meeting registration, etc. and keeping in District Web server permanently.
iCTMulti-Language District Website
I District Governor monthly letter on smart device
I District 3330 Directory on smart device
Simultaneous Interpretation Thai/English or English/Thai during certain District meetings.
#2 Strategy: InterIncreasing InterDistrict / InterCountry / International Communication
Establish more InterCountry Committee / Thai-Malaysia, Thai-Taiwan, Thai-Japan, Thai-Phillipines, Thai-Korea
Searching for more InterDistrict partners; Global Grant of TRF, Youth Exchange Program
Inter
Thai-Japan VTT, GG
Thai-Malaysia…AGTS
Thai-Korea Friendship District
Thai-Taiwan,
More to Thai-Australia, Thai-Austria, Thai-Switzerland, Thai-Philippines, and Thai-Indonesia
#3 Strategy IDEaLSRotary Core Value / Rotary DNA
Rotary IDEaLS
•Integrity จรรยาบรรณ
•Diversity ความหลากหลาย
•Easy, Friendly, Fellowship สั�มพั�นธภาพั/เคร�อข่�าย
•Leadership ความเป็�นผู้��น�า
•Service บร�การ/บ�าเพั ญป็ระโยชน%
Innovative, Initiative, Informative, Identity,
Intensified, Influential, Impressive, Ideal,
Intellectual, Immortal, Irresistible, Inspired .....
Quote
Old soldiers never die, they just fade away.
Quote
Old soldiers never die, they just fade away.
Old Rotarians never die, they just enjoy Service always.
Thank you
Planning For and Measuring SuccessWyn SpillerJune 4, 2014
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CLUB FUNDRAISING ANALYSIS
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EVERY ROTARIAN EVERY YEAR REPORT
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RESOURCES
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DOING GOOD IN THE WORLD
Measuring Success -Evaluation of Projects
Measuring Success -Evaluation of Projects
Basic project concepts• Project supported by Club members?• What project outcome is required?• Is there a realistic scope of work?• Accurate data for a budget?• Who will do the work?• When will it be finished?• Will it be sustainable?
Measuring Success -Evaluation of Projects
Essential forms of evaluation• Evaluate the project scope• Review the budget• Make a judgement• Analyse• Assess• Consider alternatives• Measure progress
Measuring Success -Evaluation of Projects
Evaluation stages• Initial Stage
Understand the project. Member’s involvement. Initial evaluation before application.
• Interim Stage
Understand approval conditions. Visit the site. Review & measure progress to approve payments
• Final Stage
Check that all work is actually complete. Prepare final report. Review sustainability equation. Well done.
Measuring Success -Evaluation of Projects
Evaluation Support• Rotary Foundation Cadre
Rotarians with specific skills review all humanitarian
projects. They carry out site
visits, interim visits and final audits.
• Rotary Australia World Community Service (RAWCS)
Australia wide organisation assisting Clubs to carry
out all types of projects that can be supported by funding
all around the world.
Measuring Success -Evaluation of Projects
Best Practice• Use experience of members in your Club• Keep the concept simple• Ensure continuity of Club support for long
term projects• Maintain regular reporting systems• Visit the project site - photos• Evaluate the sustainability equation
Measuring Success -Evaluation of Projects
NEW MEMBERSPromote Club initiatives
for introducing new members
PUBLIC AWARENESS
Publicity, advertising showcase projects to
the Community
INVOLVEMENTTraining & information
on ALL Rotary Programs & Club projects
NEW PROJECTSget members involved, provide leadership to
RETAIN members
Measuring Success -Evaluation of Projects
Summary• Maintain constant evaluation of your
project. Record keeping is vital• Was all the effort justified?• Ensure members get “hands on” and
become engaged on the project• Publicise successful Club projects
in your Regional Magazine
Measuring Success
How Do You Know Your
Members Are Happy?
My Perspective
• Background in consumer packaged good marketing
• Highly competitive environment• Need new customers• Must keep and build loyal customers• Identify and fulfill the needs of the
customers
What Do Companies Do To Gain and Keep Customers?
• Market research• Research of potential and prospective
customers• Research of current customers• Means of gathering information
• Surveys
Who Are the Customers of a
Rotary Club?
Satisfied Customers -
Less prone to leaveAttract potential customers
Role of the Club Leaders
Why should a club conduct a member
satisfaction survey?
How Should The Club Use Data?
Share results with the Board Use the conclusions to create a plan next year Share the results and plan with your members Validate that the plan really addresses their needs Emphasize that your club’s highest priority is
listening to, and caring for the members Repeat the survey next year to see if the club
improved
Activity
The Results
• Look at your areas where you have given a 1 or a 2 score• These are your club’s areas of
strength• Look at your areas where you have
given a 5 or a 6 score• These may be your club’s
greatest areas of opportunity
Compare Your Club to the Rest of the World
• Calculate your average score• Total of your scores divided by 15
Rotary’s worldwide average
2.41
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Closing
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Measurement and Evaluation at Rotary
Be included in future Rotary surveys:
• Register for a myRotary account on the Rotary.org website (www.rotary.org)
• If already registered, is your email address correct?
• In your email system’s settings, make sure that emails from “@rotary.org” are not blocked or considered spam
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QUESTIONS?