Welcoming new members into your organization is more than just a formality; it’s an opportunity to create a lasting impression that shapes their entire experience. Beyond the initial handshake lies the potential to forge connections, build camaraderie, and set the stage for a vibrant, inclusive community.
In this guide, we invite you to explore innovative and impactful ways to make new members feel not only welcomed but truly valued. Whether you’re leading a community group, a trade or professional association, or a nonprofit organization, these insights will take your efforts to new heights.
FAQs About Welcoming New Members to an Organization
Before you welcome new members to your organization, review these frequently asked questions to build upon your foundational knowledge.
Why is it important to welcome new members?
Approximately 47% of associations reported increases in membership in 2023. If your organization is seeing a surge in membership, now is the perfect time to develop a welcome strategy. A thoughtful approach to welcoming new members can drive improvements across the following areas:
- Inclusivity: A warm welcome fosters an inclusive, friendly environment where every member is valued. This promotes a sense of belonging, making new members feel appreciated and like a part of the community from day one.
- Integration Into Your Community: Joining an established organization can feel overwhelming. Your welcome strategy can ease this transition, helping new members integrate smoothly and confidently into your group.
- Instant Satisfaction: A positive first impression ensures members feel confident in their decision to join, leading to higher satisfaction with your organization. This also encourages them to build connections and take part in activities right away.
- Member Retention: When new members feel appreciated and connected, they are more likely to stay engaged and become active participants, leading to improved long-term retention.
The first impression sets the tone for your members’ entire journey with your organization. A positive, engaging welcome establishes trust and lays the foundation for lasting support.
When is the best time to welcome new members?
As soon as a new member joins your organization, send a welcome message to acknowledge their presence and thank them for signing up. This initial contact sets a positive tone and shows that you value their membership.
The orientation phase can extend over several weeks to a few months. During this time, new members should be given opportunities to learn more about the organization, get involved in activities, and establish connections with other members.
Note that engagement should not end when orientation wraps up. Continue to nurture your relationship with members by providing ongoing support and recognition throughout their membership journey.
How to Welcome New Members: 12 Creative Ideas
Review these ideas for welcoming new members to your organization and consider which would make the best addition to your onboarding efforts.
1. Send a welcome message.
A personalized welcome message is the first step in building a meaningful connection with new members. It sets the tone for their experience, reassures them they made the right choice in joining, and provides clear next steps for getting involved.
Whether you send it via text, direct mail, or custom eCard, your welcome message should reflect your organization’s values and provide a clear invitation to engage. Here are some ideas for your welcome messages:
- Simple and Warm Greeting: “Welcome to [Organization Name]! We’re so glad to have you as part of our community. We look forward to helping you connect, grow, and make an impact.”
- Encouraging Engagement: “Welcome to [Association Name]! We can’t wait to see you get involved. Be sure to explore our upcoming events and member resources to make the most of your membership.”
- Highlighting Value: “Welcome! As a member, you now have access to exclusive benefits, events, and tools that will help you grow both personally and professionally. Don’t hesitate to reach out if you have any questions!”
- Invitation to Connect: “We’re thrilled you’ve joined us! Introduce yourself in our member community, connect with other members, and explore ways to get involved. Your participation makes a difference!”
Customize your message to provide a next step for getting involved, whether that’s by joining your online community, registering for an event, or accessing member resources. By providing a call-to-action (CTA), you make it easy for them to participate in your community.
2. Create eye-catching eCards.
76% of associations say lapsed members are highly responsive to email. Not only can this platform bring back inactive members, but it’s a great tool for welcoming new members, as well!
Take a unique approach to the standard welcome email with an eCard. eCards are digital greeting cards sent electronically via email or social media. While most organizations send a letter, eCards offer a visually engaging and efficient means of extending a warm welcome.
Why eCards Are Effective For Member Engagement
- Personalization: Customize every aspect of your greeting card, including the message, font, and color scheme. This personal touch will make new members feel valued from the moment they join.
- Versatility: Greeting cards have so many uses! Beyond welcoming new members, you can wish members a happy birthday, celebrate milestone anniversaries, and congratulate them on their recent professional development (e.g., congratulate them on finishing one of your online courses). For example, check out these Valentine’s Day eCards by The Humane Society for Tacoma & Pierce Society. They feature some of the shelter’s furry residents, cute Valentine’s puns, and the organization’s logo.
- Instant delivery: Automate eCard delivery so members receive a welcome message as soon as they join your organization. An immediate welcome creates a positive first impression and demonstrates your organization’s professionalism.
- Interactive: Capture recipients’ attention by adding interactive elements to the eCard that make your welcome messages engaging. When members open their welcome email, they’ll click the eCard to play an animation that simulates opening a real letter. You can even add animated details to your designs to bring them to life.
- Performance tracking: eCards have tracking capabilities that allow you to see when the card was opened, how many times it was viewed, and whether any links were clicked. Use this data to gauge the effectiveness of your welcome messages.
How To Get Started
eCardWidget empowers organizations to create and send custom eCards. Using our intuitive design tools, craft eCards for every occasion, like welcoming new members, wishing current ones happy holidays, or congratulating member accomplishments.
Watch the following video to learn how you can welcome new members with eCardWidget, the leading software provider for digital greeting cards:
Creating an eCard is a quick and easy way to make a stellar first impression.
4. Host an orientation session.
Orientation sessions enable new members to learn about your organization’s history, mission, values, and involvement opportunities. As you prepare for the presentation, cover the following topics:
- Background information: Explain what your organization stands for and its primary objectives. Highlight any notable achievements, projects, or programs you’ve launched.
- Member benefits: Outline the benefits of becoming a member. Explain what new members can gain from joining the organization, such as access to resources, networking opportunities, professional development, or community involvement.
- Expectations: Specify new members’ expectations and responsibilities. This may include attendance at meetings, participation in events or projects, adherence to a code of conduct, or paying membership dues.
- Engagement opportunities: Showcase the various ways new members can get involved with your organization. For instance, you may highlight your online community, volunteer programs, events, or leadership roles.
Provide members with an overview of the resources and tools available to them. Introduce them to the organization’s website, member portal, or any software they will use, and explain how to use these resources effectively. Offer guidance on where to find important documents, event calendars, communication channels, and online discussion boards.
5. Add new members to your online community.
An online member community is a digital space where members connect, collaborate, and access exclusive resources. It serves as a central hub for networking, sharing insights, and engaging with your organization’s activities and mission.
Regardless of these great benefits, only 28% of surveyed associations say they welcome new members by inviting them to join an online community.
Fill this gap by following these steps when adding new members:
- Send instructions. Notify members about their new online community account. Include instructions on how to log in, set a password, and navigate the community.
- Highlight features. Provide an overview of the features and benefits of the online community, such as resource libraries, event alerts, and networking opportunities.
- Encourage engagement. Encourage members to participate actively by making posts, joining discussions, and exploring the community’s offerings.
Make the most of your organization’s online community platform. For instance, create polls to gather member feedback, use badges to reward member activity, and publish event details to encourage participation.
Choosing A Community Engagement Platform
Selecting the right community management platform can feel overwhelming if you’re not sure what features to prioritize. To help you find a solution that fits your needs, here are some essential features to look for:
- Branded member portal: A branded portal gives members access to everything they need—resources, events, and discussion forums—in one convenient, on-brand hub.
- Focused discussions: Create an online community solely for your members, keeping their focus on your organization and enabling them to reach like-minded individuals with ease.
- Polls and surveys: Built-in polls and surveys help collect feedback, gauge interests, and guide future initiatives.
- Messaging features: Ensure your community platform supports direct messaging, so members can foster connections with one another.
- Member directory: A searchable member directory makes it easy for members to connect, network, and build professional relationships within the community.
- Gamification features: Badges, points, and leaderboards motivate members to participate and stay active in your online community.
- Event management tools: Choose a platform that allows you to schedule, promote, and manage events. Some solutions even offer built-in livestreaming, so members can participate in virtual events without leaving the platform.
- Resource libraries: Provide organized access to essential documents, guides, videos, and educational materials, helping members quickly find what they need to stay informed.
As our recommended provider, Tradewing provides all these features and more. Tradewing is a powerful community engagement platform designed specifically for trade and professional associations.
With Tradewing’s intuitive tools and integrated messaging features, your organization can foster deep member connections, increase engagement, and enhance member satisfaction from day one.
Check out the member’s perspective for this hypothetical association’s online community:
For insight into Tradewing’s impact, check out their success stories!
6. Spotlight new members in your communications.
As an extra gesture of appreciation and to encourage other supporters to become members, spotlight new members in your communications to your community at large. Feature new members in your:
- Email announcements: Send out email announcements to your organization’s existing members to introduce and welcome new members. Include a brief profile or introduction of each new member, highlighting their background, interests, and any notable achievements. Attach a photo of the new member to put a face to the name and make the introduction more personal.
- Social media posts: Create posts introducing new members that share their bios, photos, and reasons for joining. Encourage new members to engage with these posts by tagging them and inviting them to share their thoughts or experiences.
- Membership spotlights on your website: Feature new members in a dedicated section of your organization’s website. Write brief member spotlights that highlight each new member’s background, interests, and how they contribute to the organization. Include quotes or testimonials from new members about why they joined and what they hope to achieve as members.
Keep in mind that some members may prefer to stay out of the limelight. On your membership sign-up form, add a field that asks for their permission to be featured in your communications.
7. Invite new members to an event.
Invite new members to a series of events to engage them in your mission. Some ideas for welcome events include:
- Welcome mixers: Welcome mixers provide a relaxed and friendly environment for new members to meet existing members. Activities may include icebreakers, games, and opportunities for one-on-one or small-group interactions.
- Community service projects: Hosting community service projects as part of a welcome event demonstrates the organization’s values and commitment to making a positive impact. New members can participate in hands-on activities that benefit the community while bonding with existing members.
- Leadership meet-and-greet: As a special welcome event for new members, host a gathering with some important or key leaders from your nonprofit. Allow attendees to ask questions to get insight into the inner workings of the organization.
- Member workshops: Offer workshops or training sessions specifically designed for new members. This can include skill-building sessions, leadership development, or industry-specific knowledge.
Add a virtual component to each of these events to accommodate members who have scheduling conflicts or live outside your area. Create personalized online invitations to ensure that these members still feel special and connected to your organization.
8. Assign new members a buddy or mentor.
Pair new members with an experienced member who can guide them through the initial stages of their membership and help them feel at ease in your organization.
Depending on your goals, you may choose to structure your program around:
- Interest-based pairing: Pair new and existing members based on shared interests, goals, or roles within the organization. For example, if a new member joins with a specific interest in fundraising, connect them with an existing member who has experience in that area. This ensures that the pairing is not only about social integration but also about professional or skill development within the organization.
- General mentorship: Establish a more relaxed mentorship program in which experienced members are randomly paired with newcomers. These mentors can provide general guidance, answer questions, and offer support as new members acclimate to the organization.
To develop a structured and productive program, define how often mentors and buddies should meet and what topics they should cover during their interactions.
9. Deliver new member welcome kits.
Welcome kits are a tangible expression of your appreciation and acknowledgment for new members. Depending on the proximity of your members, you may choose to hand deliver or mail a welcome kit that includes the following items:
- Welcome letter: Start with a personalized welcome letter or note from the organization’s leadership or president. Express appreciation for their membership and enthusiasm for their involvement.
- Membership card or certificate: Provide a membership card or certificate to formalize their membership status. This can add a sense of belonging and pride.
- Organization information: Create a brochure or booklet with detailed information about your organization, including its history, mission, vision, values, and objectives. Provide an organizational chart or hierarchy to help new members understand the leadership structure.
- Event calendar: Include a calendar or schedule of upcoming events, meetings, and activities. This helps new members plan their involvement and participation.
- Discounts or special offers: If applicable, include discount cards or special offers as a token of your appreciation. For example, a museum might offer new members discounted admission tickets for themselves and their guests, access to exclusive exhibitions, discounts on museum store purchases, and invitations to members-only programs.
- Merchandise: Throw in some branded merchandise like T-shirts, pens, stickers, or other promotional items that showcase the organization’s logo or slogan.
To cut down on the cost of your welcome kits, incorporate digital materials wherever possible. For example, you could transform the discount cards into QR codes and the welcome message into an eCard to reduce printing costs while maintaining a personal touch.
10. Send new member surveys.
Send surveys to understand new members’ goals, expectations, and interests. Use this information to tailor their experience and recommend relevant activities or committees.
Here are some example questions you can include in a survey for new members:
- Demographic Information:
- What is your age?
- What is your gender?
- Where are you located (city or region)?
- What is your educational background?
- Interests:
- How did you hear about our group/community/organization?
- What motivated you to join?
- What are your main interests or reasons for joining?
- Experience and Expectations:
- Have you been part of similar groups or communities before?
- What are your expectations from being a member of our organization?
- Is there anything specific you hope to achieve or experience by being part of this organization?
- Communication Preferences:
- How do you prefer to receive information and updates from the group (email, social media, newsletter)?
- Are there specific communication channels you would like to see more of (i.e. forums, webinars, chat groups)?
- Involvement and Participation:
- Are you interested in taking an active role within the group (e.g., volunteering, leadership roles)?
- What types of events or activities would you be most likely to participate in?
- Additional Comments:
- Is there anything else you’d like to share or any questions you have for us?
These questions can provide valuable insights into the new members’ backgrounds, expectations, and preferences, helping your organization better tailor its offerings and support to meet their needs.
11. Film a welcome video.
Seeing and hearing a real person deliver a welcome message can be more engaging than text or static images. And you don’t have to be an expert in video production to film compelling content. Simply follow these steps:
- Plan your content. Create a script or a detailed storyboard that includes a warm and friendly introduction, an overview of your organization’s mission and values, a brief history, and an explanation of what new members can expect.
- Choose the right location and lighting. Select a well-lit and visually appealing location for your video shoot. Natural light can work well if it’s consistent, but you may also consider using soft, diffused artificial lighting to ensure everyone is well-lit and easily visible. Pay attention to background elements to ensure they are tidy and relevant to your organization’s identity.
- Engage with your audience. Speak directly to the new members, use a warm and welcoming tone, and maintain eye contact with the camera. You can also include visuals or testimonials from existing members to showcase the sense of community within your organization.
To maintain the viewer’s attention, keep the video between two to three minutes. If you have more information to share, create multiple videos that align with different stages of the onboarding process.
12. Host a tour of your facility.
Take new members on a tour of your facility to help them feel more connected to your organization. Ensure that knowledgeable guides, such as staff members or experienced volunteers, are available to lead the tour.
Encourage engagement by allowing new members to participate in hands-on activities wherever possible. For example, you might create an interactive scavenger hunt in which new members work in teams to solve clues and explore their new environment.
A Final Note About Welcoming New Members
Remember that the process of welcoming new members is ongoing. It shouldn’t stop after the first day, week, or month. It’s a continuous effort that involves everyone in your organization, from leadership to peers.
By fostering a culture of inclusivity, support, and growth, you’ll not only retain new members but also strengthen your organization’s overall success.
If you’d like to learn more about engaging members, take a look at these resources:
- Member Engagement Platform: Getting More out of Memberships. A member engagement platform is essential for building your association’s community. Check out this buyer’s guide that answers common questions and key features to prioritize in your search.
- How to Thank Donors: 22 Sincere Ideas To Win Donors’ Hearts. Explore 22 ways to thank members for paying their dues and donating to your cause.
- Board Member Appreciation: A Complete Guide for Nonprofits. Are you welcoming board members to your organization? Learn how to show your appreciation in this guide.
