Member Contact Methods: Difference between revisions
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* Some prefer quick, informal contact (text or email) | * Some prefer quick, informal contact (text or email) | ||
* Some respond best after multiple touchpoints | * Some respond best after multiple touchpoints | ||
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* Consider sending a text first to introduce yourself | * Consider sending a text first to introduce yourself | ||
* Keep calls brief and optional | |||
* Keep calls brief and optional | |||
=== Email === | === Email === | ||
Revision as of 04:53, 28 March 2026
For guidance on welcoming new members, see Welcoming New Members.
Purpose
Outline practical options for contacting members, recognizing that preferences vary.
No single method works for everyone—using a mix of approaches increases the likelihood of connection.
Guiding Principle
Use multiple contact methods and adapt based on response.
Members have different communication preferences, and flexibility improves effectiveness.
What This Means in Practice
- Start with one method, and follow up with another if needed
- Personalization matters more than the specific method
- Respect boundaries and responsiveness
- Use the methods you can sustain consistently
Key Actions
Use a Mix of Contact Methods
No single approach will reach everyone:
- Some members appreciate postal mail
- Some prefer quick, informal contact (text or email)
- Some respond best after multiple touchpoints
Using more than one method—when appropriate—can improve response rates.
Prioritize Personalization
Regardless of method:
- Use the member’s name
- Reference their membership or interests when possible
- Keep messages short and genuine
A simple, personal message is more effective than a longer, generic one.
Contact Methods
Postal Mail
Often appreciated and can stand out.
- Handwritten notes are encouraged
- 3–5 sentence personalized welcome
- Include contact information or a business card
- Optional: include a printed welcome message with a personal note
If needed, assistance may be used for handwriting.
Phone
Can be effective, but response rates vary.
Often used to:
- Acknowledge membership
- Confirm contact details
- Follow up after written or electronic contact
Best practices:
- Consider sending a text first to introduce yourself
- Keep calls brief and optional
Widely used and easy to scale.
- Personalize each message
- Include:
- A brief introduction
- Links to local group resources
- Upcoming opportunities to engage
Email is most effective when it does not feel like a mass mailing. Several short emails a week apart can be more effective than one long email which may not be read in full.
Text Messaging
Often effective for quick, informal contact.
- Useful for:
- Initial outreach (with identification)
- Follow-up after another contact method
- Quick check-ins or reminders
- Keep messages:
- Brief
- Clearly identified (Hi, this is <me> from <Local Mensa Group>."
- Low-pressure
Other Methods
- Social media platforms
- App-based messaging
These may be useful for follow-up or ongoing engagement, depending on group norms.
Best Practices
- Use more than one method when appropriate
- Keep outreach simple and personal
- Adjust based on what gets responses
- Respect member preferences and boundaries
- Focus on connection, not just completion
Common Pitfalls
- Relying on a single contact method
- Sending long generic or mass-style messages
- Over-contacting without response
- Avoiding follow-up after initial outreach
- Assuming preferences based on age or assumptions
What Success Looks Like
- Members are reached through at least one method
- Outreach feels personal and welcoming
- Members respond in a way that works for them
- The approach is manageable and repeatable
Key Takeaway
Use a mix of contact methods and adapt based on what works—personalization matters more than the method.