Rutherford Chamber of Commerce

Better business, stronger community.

Outreach Committee

Committee Details

Mission, members, & meeting schedule

MISSION STATEMENT
The purpose of the Outreach Committee is to identify prospective new members of the Chamber (both new businesses arriving in town and existing businesses not yet members) and contact them to discuss the benefits of Chamber membership.

MEETING SCHEDULE
Every other Thursday 6pm via Zoom. Zoom link.

MEMBERS

  • Chairperson: Anne-Marie Bencourt
  • Co-Chairperson: Maria Schlemm
  • Member: Tom La Tourette
  • Member: **pending**
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Committee Tasks

What our committee is expected to do.

The Outreach Committee will:

  • (1) keep track of new businesses entering town, contact them, and meet with them to encourage RCC membership. Also, will locate and contact existing businesses and organizations for membership.  
  • (2) Know the membership links and provide them to prospective new members.
  • (3) In January the Outreach Committee will meet on its own separately from the Board to create a committee plan & proposal & pick its members to be approved by the Chamber Officers.
  • (4) Each month the Outreach Committee will report by the 1st of the month in preparation for the directors’ meeting on or about the 2nd Wednesday of the month.
  • Assist prospect in signing up to join as necessary.
  • Hand off converted Prospect / New Member to Welcoming Committee via email notification and in monthly scorecard.

Key Performance Indicators

How we measure success.

  • No new business in Rutherford opens without having spoken with the Chamber.
  • Achieve a conversion rate for Prospect-to-Member of at least 20%.
  • Capture 'reason for not joining' from at least 10% of prospects that don't convert.

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Toolbox Overview

Features to help your Committee.

Log in to use Committee Toolz:

  • The Roster is your customized data source.
  • Templates include emails, meeting agendas, dynamic schedules, and inline data tables.
  • Use the Task Management Console to manage your tasks. 
  • Committee files can be shared and managed in the Shared Files section.
  • Comms is your Communications hub; request a Zoom link or use our Chatroom       
  • TOOLZ TRAINING VIDEO

Best Practices

Lessons Learned. Add yours!

  • Encourage referrals from Town Council.
  • Cultivate Permit contacts at Borough Hall.
  • Refer prospects to our website features, including info on Business Grants.
  • At least 1 contact with Prospect must be in-person (barring exigent circumstances).
  • Log in to submit your own Best Practice tip!

OUTREACH COMMITTEE TOOLZ

The Roster: Prospects

Prospects or prospective members include both new businesses arriving in town and existing businesses that have not yet joined the Chamber. Since there is no data source for this demographic, we've built a table to ID and manage prospects and encounters here.

Prospects for RCoC

PROSPECT NAME BUSINESS NAME PHONE EMAIL 1st CONTACT? 2nd CONTACT? 3rd CONTACT? COMMENTS

Templates

Outreach Committee Templates:

  • 'Committee Details Revision Meeting' Agenda
  • First Contact Email to New Arrival
  • Email to Long-Term Business
  • Monthly Scorecard

    • Submit Your Best-Practice Tip
    Please ensure your Tip applies to this Committee. Tips verified prior to publishing.

    Task Management Console

         INSTRUCTIONS

    1. Click the Duplicate button to duplicate the first task list. 
    2. Customize the cloned Tasks for each New Prospect. Copy and paste each Prospect name into a clone to create a new Prospect-specific Outreach project.  

    COMMS

    Shared Files

    Upload and download documents, photos, and files for your Committee here.

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    REPORTING

    1) Monthly: Review a Task Report.

    Committee Chairpersons run an 'All Tasks' report after the end of the month and review it with their team. That report should be a major contributing factor in what R.A.G. Status you report.

    2) Monthly: Report R.A.G. status.

    Based on your review of the All Tasks report and team discussion, answer two questions: What is your Commitee's Red / Amber / Green status today? What is the main deciding factor in setting that Status? Your Monthly Status Report should be submitted by the 5th of the month.

    3) Quarterly: ID Lessons Learned.

    Once every three months or so, meet with your Committee to discuss your Committee's performance over the past three months. How can we do better next time? What project processes or steps need to be started, stopped, or continued? Use the Lessons Learned template for a smoother process.

    4) Quarterly: ID New Best Practices.

    Finally, once every three monts or so, distill Lessons Learned into Best Practices as possible and log them. Add this task to a Committee meeting agenda at least once per quarter or use the Lessons Learned Template as directed.

                  Our goal: Continuous Process Improvement

    Submit Status Report

    Tips on Status Reporting

    • Submit your report by the 5th of the month.
    • Practice Radical Transparency, no blame.
    • Welcome all input.
    • A consensus decision is required.

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