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Onboarding - Our process of integrating them into our team. Starts when they come to their first meeting.
Beginning of Term (BOT) Process
The biggest recruiting push will be at the beginning of the term because this is when students are looking to join new clubs/student teams.
Before you start: Recruitment planning will usually be announced during Leads/Core meetings. Talk to your leads to see if there are any specific places where we will need new members, this will allow you to tailor your efforts. Also, make sure to check with each subteam lead if they have onboarding plans and if so, how that will work for the term.
Decide on a date/time for the “First General” with your leads. The First General will be more of an info session explaining what the team does, goals and what the different subteams do.
Leading up to the First General, advertise to appropriate audiences through group chats (have team leads blast out in their respective majors' group chats) and social media (marketing team will be responsible for the design of these posts).
Host First General. This is when people have the most interest so you should make sure people have something to do after this.
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4. Let the new recruits know what their next steps are to join the team.
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Micah’s Usually, the massive 101 sessions occur for each subteam whereby for two days in a row for 20-30 minutes, subteam leads will run a mid-level overview of their respective term goals and projects. These 101s usually happen around a week after First General.
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Micah and Lana’s Recommendation
This is what I have found works the best when going through this process.
Have the First General be on the first week after people get back to campus. This will give you time to advertise it and gives the leads time to prepare for it.
If it is the fall term, collect emails Collect emails either at the SDC Showcase (will run on Discord during COVID times, server link will be shared through email by whoever’s running the Showcase) or by including a google form sign up link for all interested members and email blast all of them using Mailchimp (see below, access to Mailchimp provided by Kristen S ) to announce first generalFirst General. Include basic info about the team and what first general First General will cover. Otherwise, find some other way to collect emails.
First General should cover what the team is, what our goals are and explanations of each subteam. Then it should break off into subteams so people can ask specific questions and even get first steps on things they can work on.
Send a follow-up meeting after First General on how to get onto team communication channels and the first real meetings for people.
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Class Visits - These take a lot of effort and coordination with profs. It might work best for non-engineering students to learn more about who we are. Otherwise for class visits to be effective you need an action item from them (e.g. collect emails, go to our website, etc…).
Social Media - Easy to do but not very effective. You should , effective depending on the current standing of, well, the world. During the pandemic, virtual world, this was our go-to way of communication, doesn’t work as well as in-person events during non-pandemic times. You should always promote recruitment on Social Media but only because it is easy.
Email Department Coordinators - An easy way to reach a lot of people is by asking department coordinators to forward an advertising email. In the past ECE has been receptive to this.
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These are just some ideas, recruiting during the term is hard but it doesn’t mean you shouldn’t do it if you need it. The ideal though is you figure out what you need before the term starts.