Bringing a new Forum member into your Forum is an exciting process. It means that your group will soon be enhanced by a new dynamic and fresh perspective. There’s a process to integrating the new member into the group and to help the entire Forum achieve their highest takeaway value.
Here are some tips to welcome your member aboard and help them gain the same high value as your Forum’s existing members gain from each and every meeting, retreat, and social get-together.
Before the New Member’s First Forum Meeting
In the weeks leading up to the new member’s first monthly meeting, there are a few ways that you and your Forum can lay the groundwork for a warm and effective welcome.
Before you get too far into the onboarding process, make sure your incoming member has attended Forum training. Although this training will often be handled by your Forum organization (i.e., EO or YPO), there are companies that also provide online Forum training and orientation. Once they’ve received the proper training you can move on to getting your new Forum member and your existing members ready for your first meeting together.
Assign a Buddy
Although certainly not mandatory, many Forums find it helpful to assign a buddy to the incoming member: an existing Forum mate who acts as their go-to for any questions they might have. This also helps establish a connection between the two individuals that will hopefully pave the way for deep, meaningful relationships with the rest of the Forum.
If your group chooses to assign a buddy to help integrate the new Forum member, try to elect a long-term member who knows the ins and outs of not just your Forum organization but of the unique dynamics of your particular Forum. In most cases, the buddy should be someone other than the current Moderator, who already has enough on their plate.
Provide Important Documents and Dates
Prior to the first meeting, the new Forum member should be given copies of your Norms or Constitution along with any other documents your group deems important. Ask them to read through the documents before their first Forum meeting and encourage them to go to their buddy with any questions.
You’ll also need to provide the incoming member with important dates including monthly meetings, social gatherings, and the Annual Retreat if it’s already been scheduled.
Prepare Your Existing Forum Mates for the Incoming Member
In addition to preparing the new Forum member, it’s crucial to remind the existing group of a few things to make the welcome as warm as possible. Here are a few points to touch upon:
- Don’t speak negatively about prior members, even if someone exited the group on less-than-ideal terms. All information about former members is confidential.
- Reduce—or at least, explain—inside jokes that the new person might not understand. It’s very common for Forums to have fun phrases or quips that only they’re privy to (it’s one of the many beauties of being part of a close-knit community), but these references could make the new Forum member feel like an outsider if they’re not brought in on the joke.
- Minimize reminiscing unless you explain the situation so the new member can learn about and appreciate memories or experiences the rest of the group fondly looks back on.
Finally, and perhaps most importantly, remind all members that they’re now part of a new Forum. Each member, including brand-new ones, helps form the Forum’s dynamic. Although many members remain the same, they’re part of a brand-new overall group.
At the First Meeting
The new member’s first Forum meeting can be a fun and exhilarating experience. Hopefully, the entire group is excited to bring in a new person, and the first get-together can be a celebration.
However, there will be a few housekeeping items to tend to. Here are a few steps that many healthy Forums have followed to welcome a new member to their first meeting:
- Begin with a welcome statement. The Moderator might speak on behalf of the entire Forum about how happy they are to bring in the new member.
- Allot time for each member to introduce themselves. The healthiest Forums tend to give each member five to ten minutes to provide a personal and business bio, which helps the new person learn a bit about everyone.
- Review your norms or constitution. The first meeting of the brand-new group is a prime opportunity to discuss the Form’s visions and values and ensure alignment among veteran and new members.
- Engage in a Forum Alignment exercise. This is often done annually, but a new Forum member’s first meeting is a great opportunity for everyone to reflect on what they’re hoping to learn and achieve from their overall Forum experience.
- Review and explain your Parking Lot process. Discuss how your group builds and manages their Parking Lot: how presenters are chosen, the current schedule, what software you use, any templates, etc. This can also be a great refresher for existing members.
- Determine when the members will share their Lifelines. This is generally completed within the new member’s first six months. While some Forums build this into their Annual Retreat agenda, others ask all members to share them in their one-on-one linkups after the first meeting. More on this in the section below!
Throughout the new Forum member’s first meeting, keep in mind that they’re going through a pretty intense experience. Keep an eye on their body language and encourage them to share their thoughts—but don’t be too insistent. The first meeting isn’t the time to apply too much pressure or require them to present to the group; it’s a time for them to feel welcomed and safe.
After The First Meeting
The new Forum member’s welcome and integration don’t end with their first meeting. There are a handful of tasks to be completed afterward. First, add them to your group email list or group text—but be careful, as some apps retain earlier conversations. You’ll need to make sure the new member doesn’t have access to previous threads, which may include former Forum members and sensitive or confidential information.
Then, help the new Forum member get to know their new mates by creating a calendar or schedule for one-on-one meetups. In many cases, one get-together per month is ideal and manageable for the busy individuals who join Forums. These get-togethers are perfect opportunities for new and veteran members to build the foundation for a healthy and meaningful relationship, and they can be enhanced by helpful exercises like the Lifeline or 2 High Highs, 2 Low Lows. For a free copy of these resources, please contact ForumSherpa.
Many Forums also gain value and deepen their connections by scheduling their Annual Retreat or a mini-retreat within the new member’s first six months. Although the most successful Forum retreats tend to include travel, a local day-long mini-retreat can really help integrate the new member into the group.
Finally, the existing members might want to consider sending a welcome card or gift to the new person’s life partner. Forum is a large and important part of each member’s life, and since some social gatherings will include partners and families, helping the new member’s loved ones feel welcome shows that they’ve joined a supportive, good-hearted group that deserves the time and energy that all Forums require of their members.
We Can Set You and Your New Forum Member Up for Success!
A new Forum member brings new and unique thoughts, perspectives, and ideas to even the healthiest and long-term Forums—but they need to be properly welcomed and integrated into the group. Our team of talented experts can provide training, a mini-retreat program, or full Annual Retreat facilitation that will enhance the Forum experience, relationships, and takeaway value for your entire group.
Peruse our suite of services to learn how we can take your Forum to the next level!
Throughout this blog, we’ve happily provided multiple free resources to maximize your Forum experience. For access to the full searchable library of our exclusive and innovative Forum content, exercises, tools, forms, templates, and more, please subscribe to the ForumSherpa Resource Center.
Email britt@forumsherpa.com for a promo code that will give you 10% off your first annual Resource Center subscription!
Written by Britt Spread