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, USA

1. 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. 4 June, 2014
HEALTH CHECK
FOR ROTARY
CLUBS

5. 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

6. 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

7. The Areas of Review
1 Membership
2 Public Image and Marketing
3 Meetings and Program
4 Venue
5 Fundraising & Project Financing

8. The Areas of Review
6 The Social Side of the Club
7 The Rotary Foundation
8 Service Projects
9 Board Meetings
10 Governance

9. The Areas of Review
11 Planning
12 Leadership & Participation
13 Finances
14 Utilisation of Information &
Communications Technology

10. HOW?
• Excel document – complete online
• Statistical data
• Score out of 100 – Total
• Summary Metrics show outcomes
• Board vs Club to complete

11. BENEFITS?
• Annual review – develop trends
• Utilised with Rotary Leadership –
homework project
• RLI Club Assessment Module
• Clubs identify areas to work on –
see the improvement

12. WHERE?
Available to download from
www.rotaryaustralia.org.au
* Select Downloads, then
* Select HEALTH CHECK

13. Contact:
PDG Jennifer Coburn
E: jdowsettcoburn@gmail.com
M: +61 407 689 777

14. “Measuring Success: Evaluate the
Health of Your Club and Impact of
Your Projects”
iDistrict and Rotary Club Central
4th June 2014
Rotary Convention, Sydney, Australia
DG.Dr.Sanguan Kunaporn
D 3330 RI, Thailand

15. Sanguan and Thim

16. 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

17. November 2013 – EN
My Rotary - www.rotary.org/myrotary
สร้างบ้ญช้และเข้าใช้งาน MY ROTARY

18. 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.

20. 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.

21. 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.

22. District
3330
Thailand
`

23. D 3330 Strategic Plan
iCT
Inter
IDEaLS

24. #1 Strategy
iCT
Website… RI/3330
Social Media… FB/Line
My Rotary
Rotary Club Central
Rotary Showcase
ID Smart card

25. iCT
Every 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.

26. Brochures explain How to register on “My
Rotary”
November 2013 – EN
My Rotary - www.rotary.org/myrotary
สร้างบ้ญช้และเข้าใช้งาน MY ROTARY

27. Brochures explain How to register on
“My Rotary” in THAI language
November 2013 – EN
สร้างบ้ญช้ MY ROTARY
1. ไปทีwww.rotary.org/myrotary และคลีก
2. ใสีชีอจรีงในชีอง first name นามสกีลในชีอง last name และ อีเมลลีทีทีานต ีองการใช ีในการลีอกอีนในชีอง sign-in email ทีาการยีนยีนวีาทีานอายี
เกีน 18 ปี แล ีวคลีกที
3. ชีอและนามสกีลของทีานจะต ีองตรงกีบทีมีอยีีในระบบของโรตารีสากล
4. ถ ีาระบบเจอชีอของทีาน ทีานจะได ีรีบข ีอความแนะนีาให ีเชีคอีเมลลีเพีอทีาการเปีดใช ีงานบีญชีของทีาน
5. หากระบบไมีพบชีอของทีาน ทีานจะต ีองใสีข ีอมีลเพีมเตีมเกียวกีบตีวทีาน เชีนหมายเลขสมาชีกโรตารีและชีอสโมสรของทีาน เราแนะนีาให ีทีานใสี
ข ีอมีลเฉพาะสองอยีางนีเทีานีน
6. หลีงจากคลีกที ทีานจะได ีรีบข ีอความแนะนีาให ีเชีคอีเมลลีเพีอทีาการเปีดใช ีงานบีญชีของทีาน

28. Video You Tube explaining How to use
Club Administration tools via
“My Rotary” in THAI language
November 2013 – EN
My Rotary - www.rotary.org/myrotary
สร้างบ้ญช้และเข้าใช้งาน MY ROTARY

29. 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.

30. Membership Trend, Goal and achievement is
available for analysis and planning if most Rotary
Clubs participate by input data to Rotary Club Central

31. Foundation Giving Goal and Achievement graphic
of D 3330 viewed by Rotary Club Central

32. 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%

33. District 3330 RI Thailand
24 Clubs achieved 2013-14
Rotary Club Central Awards.

34. 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.

36. To identify themselves during registration on
District events and linked to District database by
RFID card reader devices.

37. iCT
Building of Club and District
Databases for data and statistic
collection, planning, several District
meeting registration, etc. and keeping
in District Web server permanently.

38. iCT
Multi-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.

39. #2 Strategy: Inter
Increasing 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

40. 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

41. #3 Strategy IDEaLS
Rotary Core Value / Rotary DNA
Rotary IDEaLS
•Integrity จรรยาบรรณ
•Diversity ความหลากหลาย
•Easy, Friendly, Fellowship
สัมพันธภาพ/เครือข่าย
•Leadership ความเป็ นผู้นา
•Service บริการ/บาเพ็ญประโยชน์

44. Innovative, Initiative,
Informative, Identity,
Intensified, Influential,
Impressive, Ideal,
Intellectual, Immortal,
Irresistible, Inspired .....

46. Quote
Old soldiers never die,
they just fade away.

47. Quote
Old soldiers never die,
they just fade away.
Old Rotarians never
die, they just enjoy
Service always.

48. Thank you

49. Planning For and Measuring Success
Wyn Spiller
June 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

70. Measuring Success -
Evaluation of Projects

71. 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?

72. 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

73. 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.

74. 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.

75. 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

76. Measuring Success -
Evaluation of Projects
NEW MEMBERS
Promote Club initiatives
for introducing new
members
PUBLIC
AWARENESS
Publicity, advertising
showcase projects to
the Community
INVOLVEMENT
Training & information
on ALL Rotary Programs
& Club projects
NEW PROJECTS
get members involved,
provide leadership to
RETAIN members

77. 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

79. • 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

80. • Market research
• Research of potential and prospective
customers
• Research of current customers
• Means of gathering information
• Surveys

82. Less prone to leave
Attract potential customers

85.  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

87. • 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

88. • 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?