Area Coordinator: Making First Contact
The first contact does not need to be perfect.
A simple, friendly message that helps a member feel welcomed and connected is often enough.
What Success Looks Like
- New members receive a timely local welcome
- Members know there is a local contact available
- Members understand how to learn more or get involved
- Communication feels personal and welcoming
Best Practices
- Reach out soon after receiving member information
- Keep messages brief and conversational
- Personalize one or two details when possible
- Offer a clear next step without pressure
Common Pitfalls
- Waiting too long to make contact
- Sending messages that feel generic or automated
- Overwhelming members with too much information
- Assuming members will reach out first
Purpose
Provide guidance and examples for an Area Coordinator's first contact with a member.
Why First Contact Matters
For many members, an Area Coordinator may be the first local volunteer they hear from.
A brief, friendly introduction helps members know:
- There is someone local they can contact
- Activities and opportunities exist nearby
- Participation is available if and when they are interested
The goal is connection, not recruitment.
What to Include
A first contact message typically includes:
- A brief introduction
- A welcome to the Local Group
- Information about the member's local area
- An offer to answer questions
- An optional invitation to an upcoming activity
Keep the message simple and friendly.
Example Email
Welcome to Mensa!
My name is [Name], and I am the Area Coordinator for [Area].
I wanted to introduce myself and let you know that there are Mensa members and activities in your area. If you have questions about the Local Group or would like suggestions for a good first event, I would be happy to help.
There is no pressure to participate right away. I simply wanted to say hello and let you know that there is a local contact available if you need anything.
I hope to meet you sometime.
[Name]Making It Personal
Small personal touches can make a welcome feel more genuine.
Examples include:
- Mentioning the member's city or area
- Referring to a nearby activity
- Introducing another local member
- Offering information relevant to the member's location
See: Making It Personal