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tags: membership
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# Onboarding for new members

Goal of this brainstorm is to get a preliminary list of tasks, actions, or assets that we do for, organize, or give to new members. Various things will have to happen in different domains.

## On About we outline onboarding as follows:

### 2. Member onboarding
During member onboarding we help new members learn our processes, and support their public code projects.

In this phase, we aim to:

* support members with their public code projects and codebases
* introduce members to our network and codebase communities
* prepare members for their first general assembly

During member onboarding, we usually conduct a membership workshop to:

* identify public code projects and codebases to collaborate on
* set expectations for membership

We also do other activities that seem useful, for example:

* developing a membership strategy to identify the member’s support needs, and a timeline of milestones
* conducting trainings on various topics surrounding public code
* assessing codebases for codebase stewardship

---

Contracting:

* Determine membership dues & billing cycle (partial or full year)
* Send finalized contract email
* Once signed contract is received:
* Send payment request for membership dues (see Deborah's template)
* Add new member to member register (Odoo, Drive and Exact)
* Financial admin:
- Add member financial contact in Odoo and Exact
- Mail membership due payment note to member upon receiving signed contract.
- Upload to Exact to verkoopboek
- Add to budget actuals and Visionplanner

* Spin up member mailing list
* Before membership start date: co-create a campaign with member communications team (and even ask for new illustrations?)
* Who do we need to have relationships with?
* Finance teams, comms team, codebase teams, directors, civil servants
* Appoint focal point: get committment to numbers of hours
* Update publiccode.net and About
* Celebratory blog-post/press release: ideally asking them to write it instead of us.
* Must explain their goals for membership, why they have become members
* Aiming for a piece of content on their website/newsletter, etc.
* Include it in our newsletter
* Update the website with that content
* Media material. Pics and videos: long one for our website, several short ones for social media.

Comms:

Before membership start date:

* co-create a campaign with member communications team (and even ask for new illustrations?)

First week:

* Update publiccode.net and About
* Celebratory blog-post/press release: ideally asking them to write it instead of us.
* Must explain their goals for membership, why they have become members
* Aiming for a piece of content on their website/newsletter, etc.
* Co-produce media material. Pics and videos: long one for our website, several short ones for social media.
* Welcome swag: envelope full of confetti, stickers, poster of the Standard, governance game, pens, copy of the standard? (what's the budget/limit for civil servants to accept?)

First month:

* Include it in our next newsletter
* Update the website with any new content about them: photos, quotations, testimonials stewarded codebases

> @AlbaRoza and @elenafdr have come up with this list of standalone communications activities: https://hackmd.io/UBwTrO7LT46y-xk-wMa0Vw?edit#
>
* Social media
* Having them over in our podcast
* Once we have at least 2, organize an event with them
* Speakers in our meetup group (Alba is going to present this later)
* Reaching out to bigger communities and aim to be featured in their comms. (for instance in Amsterdam Data meetup group, BZK nieuwsbrief, etc.)
* Create a well designed use case page/leaflet to be shared with new stakeholders (PDF format ideally)

* Welcome email
* Connect member communications team with our communications team
* Before they join: membership dues negotiations
* Make sure member is invited to next General Assembly
* Meet with managers & policy makers to make membership plan (identify goals & expectations)
* Organize onboarding workshop
* Develop membership strategy
* plan/schedule negotiations for next year's membership dues

* Meet technical teams

## Infrastructure to do

* create member mailing lists on Mailman (forum style)
* how we handle member data: https://github.com/publiccodenet/about/issues/336 (depends on how data is gathered, which starts with first contacts and what happens with the data and if it's added to Odoo CRM in a consistent manner?)

[Claus note - this old issue might be useful as inspiration for a mini user mapping on the members' side](https://github.com/publiccodenet/about/pull/247/files)