Member Contact Methods
Use a mix of contact methods and adapt based on what works—personalization matters more than the method.
Members have different communication preferences, and flexibility improves effectiveness.
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
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
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.
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.