Turning self-consciousness into self-confidence. Take a look at the collegiate - alumnae relationship with philanthropy events.
Dear Pi,
How do we increase involvement with our alumnae association for all aspects of our philanthropy events?
Loyally,
Itsa Greek
Dear Itsa,
You ask a very important question that presents a conundrum for both collegiate and alumnae sisters. Even though there is a strong desire by all that these events succeed, it's a challenge to facilitate participation. Undoubtedly, we all treasure the tradition of philanthropy that is part of our Alpha Delta Pi sisterhood. Because it's a voluntary sort of thing, it can be seen as less important than work or family demands. While you may understand that, there is also a desire that your chapter involves alumnae with your philanthropy events. I'm sure you feel frustrated if you get a weak response from alumnae. Ultimately, the goal is to have a successful event whether measured by the amount of money raised, the good works in which you engage, or the number of sisters who participate.
Alpha Delta Pi has two different types of alumnae associations available to work with chapters. Chi Chapter at Wittenberg has both types available to them. There is the Springfield Alumnae Association and the Alpha Xi Chapter Alumnae Association. The Springfield group is local to the Springfield, Ohio area and the members may have been initiated at any chapter of Alpha Delta Pi. The Alpha Xi Chapter Association consists only of sisters initiated when the Alpha Xi Chapter was active at The Ohio State University. Its members live all over the world. Yes, our members live coast to coast and one currently lives in Istanbul, Turkey! Strategies to engage the two groups will differ although some things apply to both.
What we all have in common is a belief in the value of philanthropy and how it ties into our motto, "We Live for Each Other." It is a common core of values in which we believe it is important to engage in our world and to make it a better place. It is never a question of whether philanthropy is important. It's more a question of prioritizing where energy and resources should be directed. You see, we didn't stop volunteering when we graduated. Alumnae understand the importance of getting you started on a path of lifelong service. You can do some things to help make your event more of a priority in busy lives.
Both types of alumnae associations rely on very clear communications from the active chapter. The more specific you can be, the better. Generalizations do not motivate alumnae to prioritize your event. Specific information is best. No matter what your means of communication, the alumnae need to be completely aware of the active chapter's activities to give them some ownership of the event. Be certain that your needs are thoroughly defined, i.e. what is needed, why, when, where (exact locations when applicable, how to get there, and where to park!) We need to understand exactly how much time is required. Try to be as honest as possible with the details. Avoid things like, "It's just a couple of hours." It is more helpful to hear you need us from noon to 5 p.m. on April 27 at the sorority house. That gives your alumnae volunteers the option to negotiate what they can realistically contribute within that time frame. If you have one alumna agree to help from noon to 2:00 p.m., you may ask the association president or VP of Philanthropy to help you fill the 2:00 to 5:00 period.
Most alumnae association calendars are set 6 months to a year in advance. To be honest, what you perceive as considerable advance notice differs from how alumnae perceive it. No matter how much alumnae might like to be accessible, it's not always possible to drop everything to help. It is a wonderful sign of respect if you can understand alumnae's desire for as much advance notice as possible. I don't mean that you should stick to a rigid standard of how much notice to give. This is a, "More is better," situation. Reminders along the way are always appreciated. Everything you've heard about declining short term memory as people age is absolutely true! At least that's what my friends tell me! Don't hesitate to ask if it is last minute. We will try but don't be discouraged if we're not available. It is better to ask too much than too little. Do check your email frequently and give prompt responses to questions. It reflects well on you, and gains greater participation if you answer inquiries within 24 hours.
The time consideration is especially important with a chapter specific alumnae association. With members living around the world, it's a matter of differing time zones and differing styles of managing email which adds challenges to communications. Make sure to add the email address of the alumnae association to your list of contacts so their communications don't end up in your spam folder. Many of the ADPi alumnae email addresses are interpreted by university email systems as gibberish. Seriously, if you were a computer trying to avoid spam, ADPiAlphaXi@gmail.com doesn't exactly look legit!
Involve your alumnae in the planning stages of your events. Ask alumnae what sorts of events they are interested in doing with you. If you want to do something specific, like host a 5K race for Ronald McDonald House Charities (RMHC), ask one or two alumnae to be on your planning committee. Yes, it is easier to do all the work yourself. I get it! The extra effort you put into getting others to help, expands the sphere of folks invested in the success of the events. Be creative in how you define alumnae involvement. Are there things alumnae can do from their homes? Think of how much you do from your computer. That can be done from anywhere, right? Are there non-digital things that can be done elsewhere and mailed to you? We can help plan, post on social media, make phone calls, assemble gift bags, collect pop tabs, and make RMHC welcome blankets. Hold meetings with alumnae using video chat. ADPi alumnae associations have access to ADPi's Zoom app, and use it frequently for all sorts of meetings. It's easy to use even for tech-impaired alumnae.
Remember that the alumnae/collegiate relationship is a partnership. This partnership must be developed over time in a manner that is satisfying to all participants. It needs to be nurtured with allowances for missteps. Always assume the best of intentions and work collaboratively to solve problems. The development of a relationship with your alumnae association requires effort and perseverance. Alumnae associations like to know what's going on with the chapter. Tell us about recruitment, send candid pictures that may be shared with the membership, follow your alumnae associations on social media, share with us your chapter's social media accounts, and do send a thank you note if we did something nice for you. If you feel less of a stranger who only reaches out when something is needed, alumnae are more likely to want to support your philanthropy efforts. Alumnae want to feel a connection with you and with each other. Use of a specific philanthropic activity is a lovely way to help sisters engage with each other.
I appreciate that you asked such a thoughtful question. Alumnae very much want to be part of your tribe that creates a collaborative sisterhood and helps others at the same time.
Loyally,
Pi
Pearls from Pi is a blog designed to help collegiate sisters traverse sticky ADPi and social-related situations. Any collegiate sister who is a member in good standing may submit questions regardless of the chapter of initiation. Submit your questions to Pi at https://goo.gl/forms/5CxYwsGHhJPzyjXr1
