Onboarding New Members in 5 Simple Steps
First impressions matter. Members look for an organization that makes them feel at home–one that equips them with the resources to help them succeed and empowers them to take part in activities. When those needs are met, it’s only natural that participation follows!
When it comes to member-based organizations, a strong onboarding process sets the foundation for long-term engagement and retention. However, many organizations face challenges in their orientation processes, including suboptimal structures, inconsistent communication, and impersonal procedures.
Thankfully, there’s an easy (and effective!) way to provide engaging introductory journeys for new members: the creation of your own onboarding plan. Without further ado, let’s explore the five simple steps to designing an orientation experience that’s right for your organization!
Step 1: Outline a 30-60-90-Day Onboarding Plan
A 30-60-90-day plan offers a phased approach that helps pique members’ interest and keep them coming back for more. This sets proper expectations for new members and consistently provides them with something to look forward to. By gradually introducing your organization’s benefits and opportunities over time, you create a natural progression that builds excitement and commitment.
Here’s how best to structure your organization’s onboarding process:
Day 1-30: Welcome and Orientation
- Send a personalized welcome email that includes a message from leadership and a clear roadmap of the onboarding process.
- Provide a welcome packet that includes essential resources (including helpful items like benefit overviews, event calendars, and contact information).
- Invite new members to an orientation webinar where they can learn about your association and ask questions.
- To avoid continuously running orientation webinars, schedule them at set times throughout the year (e.g. every three months); make sure to include these dates in your welcome package!
Days 31-60: Promoting Participation
- Send out invitations to join special interest groups, committees, or mentorship programs. This advertises additional benefits (like networking!) and offers value.
- Provide educational resources (such as exclusive articles, case studies, or videos) to deepen engagement; remember, content creation doesn’t have to be difficult!
- Host opportunities for collaboration through discussion forums or social media groups.
Days 61-90: Fostering Long-Term Commitment
- Highlight member success stories to build inspiration–and showcase industry role models!
- Send out surveys to evaluate the onboarding experience and gather insights for future improvements.
- Provide periodic updates to mark a clear path for further involvement–leadership opportunities, volunteering roles, and advanced learning programs are all great ways to keep members interested in what you offer.
Step 2: Leverage Multiple Communication Channels
Different members connect in different ways, so meeting them where they’re most comfortable makes all the difference! A multi-channel approach ensures no one falls through the cracks while also creating multiple touchpoints, reinforcing your organization’s continued (and future) success.
Social Media & Community Groups
- Create exclusive LinkedIn or Facebook groups for new members to foster connections; be sure to post regularly to keep up the engagement!
- Assign community ambassadors or veteran members to engage with newcomers and answer questions–sometimes it’s easier to ask a fellow peer than it is to approach the organization itself.
- Encourage members to introduce themselves and share their goals within the group. The more members can network amongst themselves, the more bonds are formed, the more value your organization offers.
Webinars & Live Sessions
- Host live Q&A sessions to address common concerns and provide real-time support. Be sure to schedule these regularly and in advance so that they can be included in your event calendar. The purpose is to have members attend, after all, so you want to ensure everyone is well aware before the registration cutoff!
- Feature guest speakers or senior members to discuss the value of active participation. These talks can be combined with “Speaker of the Month” or industry veteran “Ask Me Anything” sessions–which can then be repurposed into future educational content.
- Record sessions and provide on-demand access for those who are unable to attend the original live session; these on-demand offerings could be included as a member benefit or used to generate non-dues revenue through sales. You could even combine these options–allow anyone to buy access to your recordings, but provide members a hefty discount. Everybody wins!
Step 3: Foster a Sense of Belonging
True engagement happens when members feel that they’ve found a place within your community. Creating meaningful connections from day one transforms newcomers from passive observers to active participants who genuinely want to contribute!
Interactive Welcome Events
- Organize virtual meet-and-greet sessions where new members can introduce themselves and connect with one another. Keep things light and welcoming–think of it as a “coffee chat” rather than a formal meeting.
- Conduct speed networking activities to facilitate quick connections. Even just 5 minutes can spark lasting conversations!
- Use icebreaker activities that align with your organization’s mission and values; this helps your members feel connected to each other and to the community.
Create a Check-In Strategy
- Send periodic emails to members with information on upcoming programs and explain how to register. Be sure to add friendly tips (like “Don’t miss our quarterly get-togethers–they’re great for making new connections!”) to make it feel more personal.
- Review new member activity (such as engagement scores) within your organization every couple of months to identify re-engagement opportunities. If someone hasn’t joined any events yet, reach out with a tailored invitation: this shows you’re paying attention–and, more importantly, that you care.
Add a Personal Touch
- Send handwritten or digital welcome notes from organization leaders. Individualized interactions go a long way in making people feel valued from the very beginning.
- Feature new members in newsletters or social media shoutouts to help them feel recognized in the community while also celebrating their arrival.
Step 4: Encourage Two-Way Engagement
The most successful onboarding experiences recognize that new members bring valuable perspectives alongside their fresh enthusiasm. Rather than simply delivering information, create opportunities that benefit both sides.
Gathering Early Feedback
- Use quick surveys or polls to assess member expectations and preferences. Keep them short and engaging, as members are more likely to respond when it takes less than a minute to do so.
- Ask open-ended questions in welcome emails to encourage direct responses.
- For example, you could ask questions like, “What are you most excited to explore?” to push for a more genuine conversation.
- Be sure to offer them an outlet to share their answers, too; a designated staff email or social media account can provide just the solution.
- For example, you could ask questions like, “What are you most excited to explore?” to push for a more genuine conversation.
- Monitor engagement levels through analytics like email open rates, event attendance, and engagement scores. Data is the most accurate fortune-teller of all!
Make it Interactive
- Encourage new members to participate in forum and social media discussions by posing questions or sharing their experiences. For instance, you could ask, “What’s the best career tip you’ve received so far?”
- Offer incentives for engagement, such as small prizes (like coupon codes, raffle entries, or even physical merchandise) for completing onboarding milestones. Gamifying the process keeps things fun and motivating!
- Implement a buddy system where existing members are paired with newcomers. Designated peer-to-peer connections can help your members feel more at ease.
Step 5: Monitor & Adapt the Process
Even the best-designed processes need regular fine-tuning to remain effective; what works for one generation of members may require adjustments for the next. Thankfully, being responsive to change can ensure that your onboarding process continues to deliver results, regardless of how your audience evolves.
Track Key Metrics
- Engagement rates: Pay attention to the number of members attending events, opening/clicking emails, and participating in discussions; this will show you how popular your offerings are over time.
- Robust Association Management Systems can also provide you with engagement scores–actual point values assigned to members based on their engagement with your platform.
- Retention rates: One of the easiest ways to judge the efficacy of your onboarding process is by tracking the percentage of members who renew their membership after the first year. The higher the retention, the better your organization is at catching the attention of new members.
- Survey feedback: Surveys, polls, and other direct forms of feedback collection will provide clear insight into what worked well and what needs improvement. You’ll be hearing it straight from the source!
- Drop-off points: On the other side of the retention coin, it’s crucial to identify when members have disengaged so that you can swiftly address any potential pain points.
Iterate, Iterate, Iterate!
Improvement is a constant state, and even a small step forward is still a step.
- Regularly review onboarding reports to identify trends and areas for further improvement. Make this part of your quarterly routine to stay ahead of the curve!
- Experiment with different approaches by promoting more interaction through gamification tools. Try points, badges, or challenges that reward progress.
- Keep onboarding content fresh through a steady stream of member success stories and other resources. This demonstrates that your community is continually evolving and offering new, exciting things.
Conclusion
Creating an exceptional onboarding experience isn’t just about checking boxes–it’s about transforming how new members connect with your organization from the very first interaction. When newcomers feel welcomed and supported right away, they’re more likely to become active participants instead of passive observers.
While tailoring messages to individual member activity may require more effort (though less than you would think if your organization takes advantage of automation!), it demonstrates that you value them, while also making your services feel directly relevant. You’re building a personalized roadmap: the more you guide them toward opportunities that match their interests, the more they’ll invest in your community.
Take a moment to evaluate your current onboarding strategy and ask yourself: What steps can your organization take today to enhance the experience for new members?
Start small, gather feedback, and refine your approach for lasting success!
References
Fischer, K. (2025). Tetherform. Tetherform. https://tetherform.com/blog/designing-an-effective-new-member-onboarding-process-90-day-guide?
Julianne Fitzpatrick. (2024). Top 10 Tips for Effective Member Onboarding from Association Experts. ASAE. https://www.asaecenter.org/resources/articles/an_plus/2024/02-february/top-10-tips-for-effective-member-onboarding-from-association-experts
Kerri L. McGovern, MPP, CAE and Meagan Roloff, CAE. (2025). Start Strong: Five Onboarding Strategies to Set Your New Members Up for Success. ASAE. https://www.asaecenter.org/resources/articles/an_plus/2025/06-june/start-strong-five-onboarding-strategies-to-set-your-new-members-up-for-success?
