Participation/Renewal Interview
Continually setting expectations of your existing Members is key to keeping the integrity and strength of your Chapter high! The LT Seven-Month Check-In is a forum for the Members and the reviewers to exchange ideas and make suggestions so that the Member and the Chapter meet or exceed their goals
Use the LT Seven-Month Check-In 5 months before renewal with each Member regardless of whether or not they have indicated that they intend to or not to renew their membership. This interview helps the Members to evaluate their participation, realize their return on investment, create plans for improving their overall experience in terms of participation and productivity and begin the renewal process early for minimal disruption in their membership. It also helps the Membership Committee to set some goals with the Members regarding participation, provides an opportunity for coaching before renewal if necessary, and allows for minimal surprises when the Member is accepted or denied for renewal. Mark the task completed in the Reporting2You app.
Participation
All Members should aim to participate by bringing referrals and/or visitors! Members who do so will see the benefit through increased referrals and business! The BNI® Participation Policy states:
BNI® General Policy #6: “Members are expected to be engaged in the BNI® Chapter by bringing qualified referrals and/or visitors.”
Evaluating Member Participation
Membership Committees are responsible for reviewing the participation and productivity of each Member. Using the LT Seven-Month Check-In, a brief review of all Members must occur regularly and no less than 90 days before a Member’s renewal date. Membership renewal is not to be considered automatic.
Evaluation Criteria for Reviewing a Member’s Contribution:
Not bringing a sufficient number of qualified referrals or visitors or general Traffic Lights performance.
Not attending the meeting or consistently showing up late/leaving early.
Not displaying appropriate professional behavior and/or consistently being ill-prepared.
Consistently refusing to participate in the Chapter Leadership Team roles.
Additional factors the Membership Committee may consider when evaluating Member participation:
Positive Attitude
Consistent Attendance
Appropriate Use of Substitutes
Engagement in Open Networking
Staying Late to Network
Adherence to the BNI® System
Participation in BNI® Events
Conducting One-to-Ones
Follow-Up on Referrals
Expressing Thank You for Closed Business
Professional Behavior
Winning teams are made of self-disciplined Members who comply with the success system. Member participation should be evaluated on an ongoing basis (a Participation Interview can be conducted at any time), not just at renewal time. When a Member begins to show signs of waning participation or is losing enthusiasm for the Chapter, the Committee’s first step must always be, “How can we help you get more out of BNI®?” Follow-up may be necessitated using the GROW Coaching Program. All Members should aim to participate by bringing either a qualified referral or a qualified visitor to every meeting.
If the Membership Committee is planning not to renew a Member, then the Membership Committee should make certain that the appropriate GROW Coaching steps have been followed and documented before issuing the non-renewal status. When a Membership Renewal is to be declined, the BNI® Region Office must be involved to help ensure that full due process is afforded the Member. Regardless of whether the Membership Committee is accepting or denying a renewal, all renewal announcements/re-inductions should be made in the month of the renewal date.
Membership Committee Responsibilities
Evaluate Member participation based on the Monthly PALMS Report, Summary PALMS Report in BNI Connect®, and the Member Traffic Lights Report, as well as the actions and behaviors displayed during the BNI® Chapter Meeting.
Use this information to discuss necessary courses of action during the Membership Committee Meeting.
Identify and discuss ways to recognize Members for their achievements.
Identify and discuss strategies for Members who need GROW Coaching to get them back on track to be successful by using the Monthly Take Care Report from Reporting2You.
If a Member is to be placed on GROW Coaching, then two Members of the Membership Committee should conduct the interviews.
The GROW Coaching Model
Please revisit the BNI Business Builder® course “LTT Series - Perform Coaching Moments.” The model used by BNI® in all coaching situations is called the GROW coaching model:
Goal
Reality
Options
Way Forward
The GROW Coaching Model should be used well in advance of renewal time and should be ideally discussed at the Seven-Month Check-In, although it is never too late for Coaching.
Goal-
In the goal phase of the coaching model, you will be identifying the goals set forth by the Membership Committee and why.
Define what the Chapter needs from the Member. Use the Traffic Lights Report to show gaps and set specific goals and timeframes, typically 90 days.
Ask if a change is necessary for the Member to meet the goals that have been set.
Ask the Member if they want to change or if they don’t want to change and why
Ask what the Member can do each month to help achieve the goals set.
Consider what will accomplish these goals and get the Member to define what success looks like.
Reality-
Consider the reality of the situation you are coaching and how the Member is performing at this moment in time.
Identify how things are going right now
Capture what needs improvement with performance/goal attainment today.
Ask the member, “How do you feel?”
Also, ask, “What barriers do you face in meeting goals?”
Ask, "How can we help?"
Determine fit if the Member is resistant to change.
Options-
Determine the options. What plan can be put in place going forward for the Member to succeed and meet the goals of the Chapter?
Determine possible options. Mentoring? Training?
What are some ways the Member can approach the issue and improve?
What are some of the advantages and disadvantages of each option?
What will happen if change doesn’t happen?
Way Forward-
Determine the way forward. How will the Member proceed on their path to improvement?
Of all the options identified in the previous step, what option is the best choice for the Member?
When will they get started? What is the first step of action?
What else do they need to do?
On a scale of 1-10 (10 being high). How committed are they to this plan too?
What would need to happen to take them to a ten?
What accountability structures would help them?
How will we celebrate their success?
Assign a Mentor for 90 days with monthly goals and check-ins and reporting to the Membership Committee.
Perform Coaching Moments
Possible outcomes from these moments could include accountability to make needed changes by specific timelines set forth at the moment, probation for a challenged Member, or in extreme cases opening their Classification. Approval of the Region Office is required to ensure the process has been followed appropriately in the case of probation. Executive Director approval is required to open their Classification without probation. Use of the appropriate BNI® Accountability Letters must be followed in every situation and carried out with all Members equally without exception. Please consult with the BNI® Region Office for assistance with Coaching Moments.
Note: Upon approval of the Executive Director, when necessary, the Membership Committee may open a Member’s classification for a violation of a BNI® Code of Ethics or BNI® Policy without probation.