Activity Reports / Statistics

Activity Reports / Statistics

It is essential that members be kept informed as to the effectiveness of their membership, and that of the group as a whole. Cloud-based applications like Refur allow for easy reporting by and for the membership.
However, even though the group members have access to this information, it is important that it be announced on a regular basis at the group. This is even more important when there are visitors meeting who might be considering joining. It allows them to see that the group is active and worthy of their time and that they should consider applying to join.
Typical statistics that are tracked and reported on are :

  • Number of visitors per week, monthly.
  • Number of referrals given.
  • Number of member absences.
  • Rate of change of membership (how many new members have replaced old).
  • The number of Recons / Dances / 121 Meetings held outside the confines of the formal group meeting that have been conducted.
  • Vacant Professions.

One statistic that is reported that remains open to debate as to its relevance are that of the total value of business passed in the group. It is argued by some, that members such as Real Estate Agents and Builders have such high-value referrals that the inclusion of referrals of this nature exaggerate the figures. Some feel the more understandable statistic with regards to a visitor, is the average number of referrals passed. Visitors can do the math in their head about what an average sale might be worth to them, and if they got one per week, it would be easy to see the potential of the group to them individually.

The details you wish to report to your group need to be discussed and decided on by your group. All these statistics can prove a good indicator of the health of a group. But, if you exist in isolation (i.e. are only members of your group), what represents healthy statistics?
From our research, we would broach the following as starting points on which to base your stats. The numbers in these ideas are based on a membership group of 25 members, and we have explained the logic behind our suggestions.

Visitors: If you have an average of one visitor per member per three months, that is 25 visitors in 12 weeks, or just over two a week. Visitors give meetings a completely different feel, the members perform better and produce more interesting presentations, and the visitors, in turn, are enthused by this energetic meeting.

Referrals: If you have an average of one referral per member per meeting, you are doing well. This shows an active membership who are looking for referrals. Every member stumbles on a referral every few weeks, but if your membership is actively looking and asking for referrals from their contacts, your average will be closer to one. If it is higher that is fantastic, but your committee will need to examine the nature and quality of these referrals as they could be an indicator of low-quality referrals (often described as toilet paper referrals – for obvious reasons).

Absences: If you have an average of less than one member missing from sickness, work or holidays every three months this is a good figure. If you have members away, but allow substitutes, this is also a good thing, providing the substitutes are benefiting from attending the meeting.

Recon Meetings: The minimum you should hope for (and potentially enshrine in your rules) is one per member per week. This means that each member has dedicated two hours outside of the meeting to develop a better understanding of their fellow members. Newer members tend to do more as they are keen and eager, older members (those with lengthier memberships) tend to do fewer Recon Meetings as they think they know it all, or are stuck in a rut of repetitive complacency. Referrals do not always lie in the control of your members, but every member controls their diary, and there should be no reason why on average, they cannot conduct one Recon Meeting a week. Statistics prove that the more your members meet outside the meeting, the more they can find referrals for each other. Recon Meetings are a building block of good networking.

Whatever you decide your group statistics are, they need to be kept and reported on openly and honestly to the group at each meeting or once a month.

What reporting provisions do you have in place to report to the membership, not about the individual referrals (that is up to members to disclose), but reports with regards to the overall activity of the group and how this tracks with regards to the expectations or plans for the group? This sort of reporting also highlights if there is a need for training in a specific aspect of the group's activity.