4 Ways To Welcome New Members To Your Club

As a kid, my family moved around a lot, and I mean a lot. I went to three different pre-schools, three different primary schools, and three different high schools; by the time I was 18, I had lived in 15 different houses across two countries.     

This isn't a complaint either; I think perpetually being "the new kid" made me really adaptable and gave me a really positive attitude towards liking and wanting regular change in my life. 

Now, all that said, being new, whether at a job, school, or club, comes with many challenges. There are new social environments to acclimate to, new inside jokes and references to learn, new social clicks to navigate, new routines and a whole lot more. As a club manager, it's your responsibility to help new members adjust to their new normal.

For example, at one of the schools I went to, it took me almost an entire school year to work out that one of the boys in my year was, in fact, two boys who were twins. They weren't identical twins; they didn't even look that similar. I had separate classes with both, and it just never clicked that they were two different people. I only worked it out when both of them were called on stage during an assembly to accept awards. I remember audibly gasping, "Ahh there's two of them,". 

I have two points with all this: one, I'm a little bit of a smooth brain and two, you cannot assume your new members will notice everything you think they would. You have to cater to the lowest common denominator.    

 

It's me, I am the lowest common denominator. 

 

The more welcome new members feel, and the sooner they can find their feet in your club, the sooner they'll start attending events and spending money in your club and the more likely they are to stick around, renew their memberships, and recommend your club to their friends and family. So, with that established, let's talk about the best ways to welcome new members to your club or association.

1. Welcome Emails & Packs For Your New Club Members

One great idea for welcoming new members is to send out a welcome email and potentially a welcome pack to your new members. A thoughtful welcome email and a well-crafted welcome pack are excellent tools to introduce new members to your club and set a positive tone from the very beginning. This initial communication provides essential information and conveys a sense of warmth and excitement, making newcomers feel valued and eager to get involved.

A Welcome Email For New Members 

A welcome email should be sent to members just after they sign up to become members. This email should include everything your new member needs to know about your club and how to get the most out of their membership. Some things you should consider including in the welcome email include:

• When events are
• How to sign up/buy tickets to events
• When the AGM is and how to attend
• The types of activities/events you run
• How to download your club app
• How to get access to their digital membership card
• How membership renewals work
• How they can purchase club merchandise
• Contact information for committee members and other key support roles
• Links to important resources like your social media  

It doesn’t matter how basic the information is or how common sense you might think it is; you need to include it in your welcome email. My top tip would be to pretend your new member is an alien and has no cultural context for how clubs or social interactions work. It might be overkill, but it’s better than giving your new members too little information. 

 

 

Of course, your welcome email could be a physical welcome letter if that's what you prefer. 

When I started working at Member Jungle, no one told me that two of my coworkers were sisters. It took me about four or five months to realise they were related. They have different last names and look similar, but not so much so that the only option is they must be related, so it just didn't click for me. There were some inside jokes and references in the first few months that I didn't understand, but looking back, everything makes sense now. It didn't affect my ability to do my job or fit in, but it's a good example of how we can assume that a new person knows everything we do.

A Welcome Pack For New Members

The next step up from sending a welcome email is sending a welcome pack to your new members. A welcome pack is more expensive than a simple email. Still, depending on the type of club or association you run and how much your membership dues are, it may well be a justified expense.

So, let’s have a look at some of the things you could put in your club’s new member welcome pack: 

• Personalised welcome letter
• Membership card if you are using old-fashioned plastic cards
• Club information booklet (history, mission, values, rules, contact details)
• Calendar of upcoming events (if you have a print version)
• Contact list of key club personnel (this is in the welcome email, too, but giving a print version isn't a bad idea)
• Branded merchandise (t-shirt, cap, etc.)
• A small welcome gift (pen, sticker, keychain)

While welcome packs and all the things listed aren't necessary, they can be a lovely and really effective way to welcome new members and help them feel like they truly belong in your club. 

What you include in your welcome pack depends on what sort of club or association you run. For example, for a club whose membership costs $100 per year, something small, like some club stickers or a keychain, would make a lot of sense. While a key chain might feel a little tacky for a professional association whose membership costs $1000 plus a year. In that case, a bottle of wine or something a little more substantial would probably be more appropriate. What you do or don't include in a welcome pack is entirely up to you and how much money and effort you want to put into it. Still, they are an effective way to grow your club's brand loyalty and help with member retention. 

Again, depending on your club's budget, a physical welcome pack may or may not be something you can do, but it is definitely something worth considering. 

2. Your New Members First Event

When your new member attends their first club event, it can be a pretty overwhelming and daunting experience, whether they admit it or not. The first time I went to my book club, I was incredibly nervous, though I did my best to hide it from the other members. That’s right,  I’m in my twenties (barely), and I go to a book club; I’m just that cool. 

 

 

The point is that doing anything new for the first time, especially something that involves a group of people who you don’t know, can be a little intimidating. Whoever you are as the person running the club event has the opportunity to make it a lot less intimidating for them. 

Greet New Members

One great way to make your new members feel more welcome is by greeting them personally when they arrive at your event. You can go greet them when they first arrive, introduce yourself, and introduce them to a few other key staff and a few members. 

You can also give them any important information they need about the event, the start times of particular activities, where the coffee is etc. It doesn’t need to be anything extreme; just a little introduction can do wonders. 

Using The Mentor/Buddy System 

Another great thing you can do is set up a buddy or mentor system for your new members. A mentor would be best used as someone who gets assigned to a new member when they first sign up. This would be someone who volunteers to introduce the new member to all parts of your club and association and ensure they have everything they need. This is a great way to make a new member feel comfortable and ensure they don't get lost in the shuffle. 

On the other hand, the buddy system would be best used when a member attends an event for the first time. You could pair them up with a pre-agreed buddy to hang out with them and ensure they know what's happening during the event. Is this a little corny? Yeah, maybe, but it does work, and that corniness will give your member and their buddy something to bond over. 

3. Check-In with Your New Members 

After a new member's first visit to your club, you should absolutely follow up with them to see how they're doing. A simple check-in call or email expressing your appreciation for their participation, asking how it went, and offering additional support can make them feel valued and appreciated.

After they have been a member for a few months, you should also consider sending them a survey to ask how they have found their first few months as a member of your club. This is a great way to ensure that your members feel heard and appreciated and will also help you iron out any kinks in your onboarding process.

If you want to find out more about how to survey your members and all the benefits of them, you can read Why You Should Conduct Regular Surveys of Your Members. 

By gathering and analysing feedback from your members, you can continuously refine your approach to onboarding and welcoming new members. This process ensures that your club remains a welcoming and engaging space for everyone, fostering a sense of belonging and encouraging continued growth. Each new member's experience provides valuable information, allowing you to identify areas for improvement, build on successful strategies, and ultimately create a club environment where everyone feels valued and connected. This commitment to ongoing improvement benefits new members and strengthens the club as a whole, fostering a thriving and vibrant community.

4. Clear Communication: The Key to a Smooth Onboarding Experience

It's not enough to simply tell new members where to find information; you need to ensure that information is readily available and easily accessible. Think of it as creating a clear roadmap for their journey within the club.

Key Communication Channels

Your club's website should be the go-to source for all essential information. Think of it as your digital headquarters, where new members can easily find everything they need to know about your club, from upcoming events and contact details to club policies and news updates. Make sure it's user-friendly and easy to navigate so newcomers can quickly find their way around.

If your club has a mobile app, like the one offered by Member Jungle, keep it updated with the latest information and ensure it provides easy access to key features. This could include event registration, communication channels, and member directories, empowering members to stay connected and engaged on the go.

Social media is another powerful tool for connecting with your members. Use platforms like Facebook, Instagram, or Twitter to share updates, promote events, and foster a sense of community. Be sure to actively engage with your audience, respond to queries promptly, and create a welcoming space for interaction.

Finally, a regular email newsletter or communication system should be established to keep members informed about important announcements, upcoming events, and club news. This ensures that everyone stays in the loop and feels connected to the heartbeat of your club. 

Proactive Communication

Keeping members informed about events is crucial, so establish a clear communication strategy for announcing new additions to your calendar. Will you use your app, website, social media, or a combination of these channels? Consistency is key, so members know where to look for updates no matter the occasion. 

Equally important is having a reliable system for communicating any event cancellations or changes. This is especially vital for events that might be affected by external factors, like weather conditions, where timely updates can prevent wasted journeys and frustration.

Make it simple for members to express their concerns or give feedback. You can set up a dedicated email address, a contact form on your website, or even a suggestion box at your club's location. These options will make it easier for members to share their thoughts and will show them that their opinions matter. This will help you address issues quickly and demonstrate that you value their input.

Guiding New Members

When welcoming new members, it's essential to provide clear directions on how to access your club's various communication channels. Make sure they know how to find your website, social media pages, and any other platforms you use to share information and updates. Offer ongoing support by letting them know who to contact if they have questions or need assistance. This could be a designated staff member, a mentor, or even a welcoming committee dedicated to helping new members find their feet.

Don't hesitate to actively seek feedback from new members about their onboarding experience and communication preferences. This valuable input can help you identify areas for improvement and ensure that future newcomers feel welcomed and informed.

By prioritising clear and consistent communication, you'll create a welcoming and supportive environment where new members can easily navigate the club, feel connected to the community, and actively participate in its activities.

How Else You Can Build A Warm & Welcoming Environment At Your Club

The key to this is regular, open and clear communication between you and your members. Make it clear to them how things work and what they need to do, and leave plenty of space for them to give feedback to you. If you do that and continually improve on this process, everything will be fine. 

If you want to find out more about how you can build a welcoming environment where everyone feels like they belong, check out 5 Ways To Build A Sense Of Belonging In Your Club Or Association.