COMMUNITY ORGANISING TRAINING

6. Growing Membership and Momentum

Building Participation and Long-Term Strength


An Association’s strength depends on people. Growth is not only about numbers but also about participation, shared responsibility, and the ability to continue the work into the future.


This topic focuses on how to recruit new members, keep existing members engaged, and maintain momentum through leadership development and clear planning.


Growth is achieved when members see progress, understand their role, and feel part of something that matters.

1. Recruiting and Welcoming New Members


Recruitment begins with connection. People join when they feel that their values are shared and their contribution will make a difference. The Community Organising Handbook provides templates for membership forms, welcome communications, and registers that make the process easy to manage and transparent.


Practice:

  • Use the Membership Form Template to record every new member’s details accurately.
  • Follow up within a week using the Welcome Letter Template, thanking them for joining and outlining how they can get involved.
  • Assign a committee member or volunteer to contact new members personally and invite them to the next meeting or event.
  • Keep your Register of Members up to date and reviewed regularly at committee meetings.


Trainer’s Reflection:
When we began personally welcoming each new member, engagement improved immediately. People were more likely to attend their first meeting because they already knew someone there. Taking a few minutes to make that call or send a short message created a sense of belonging from the start.

2. Developing Leadership Capacity


As your Association grows, so does the need for capable leaders who can share responsibility. Developing leadership means identifying potential, offering support, and providing opportunities for members to take ownership of tasks and projects.


Try this approach:

  • Observe who follows through on commitments and shows initiative.
  • Encourage those members to take on small leadership roles such as chairing a meeting, coordinating an event, or mentoring others.
  • Use the Leadership Development Checklist from the Handbook to track who has taken on key roles and where new opportunities can be offered.
  • Rotate committee or subcommittee responsibilities periodically to avoid burnout and build experience across the team.


Trainer’s Reflection:
Leadership development transformed our group from a few organisers into a functioning Association. When members see that their contribution is recognised and their skills are trusted, they take pride in the success of the organisation. Sharing leadership builds confidence, continuity, and resilience.

3. Making Decisions Clearly


Decisions give structure and direction to the Association. Every meeting should end with clear, recorded outcomes that show who is responsible, what will be done, and when it will be completed.


The Community Organising Handbook provides templates for recording motions, resolutions, and follow-up actions. Using these consistently ensures that members understand how decisions are made and that nothing is lost between meetings.


Practice:

  • When agreement is reached, restate the decision aloud and confirm that all members understand the outcome.
  • Record the motion using the Minutes Template, including who proposed and seconded it, the result of the vote, and the specific action required.
  • Transfer each completed motion or action to the Action Register in the Handbook to track progress over time.
  • Review open actions at the start of each meeting to maintain accountability.
  • If a matter requires formal resolution, follow the voting procedures outlined in the Meeting Procedure Guide, ensuring fairness and accuracy.


Trainer’s Reflection:
Once we began recording motions properly and reviewing them at each meeting, our committee became far more reliable. Everyone knew what had been agreed and who was responsible. Members could see progress from one meeting to the next, and that consistency built trust.
Clear decisions and accurate minutes turn discussion into direction.


4. Managing Conflict and Encouraging Respect


Conflict is natural in any organisation that values participation and strong ideas. What matters is how it is managed. Respectful communication and adherence to procedure prevent most problems before they begin.


When differences do arise, the Community Organising Handbook provides a clear process for resolving them through open discussion, fair documentation, and committee oversight.


Practice:

  • Begin by using the ground rules outlined in the Meeting Procedure Guide to manage discussion respectfully. Encourage listening, patience, and focus on issues rather than individuals.
  • If disagreement continues, pause the discussion and summarise what each person has said to ensure mutual understanding.
  • Refer to the steps in the Conflict and Resolution module of the Handbook: informal discussion, written clarification of the concern, and review by the committee if needed.
  • Use the Conflict Log Template to document any ongoing dispute and note agreed actions or outcomes.
  • Ensure that every stage of the process focuses on fairness, communication, and maintaining relationships within the Association.


Trainer’s Reflection:
I have found that most conflict fades once people feel their perspective has been heard. Early on, I used to let debates continue too long without structure, hoping they would resolve themselves. Now I follow the process in the Handbook and keep a written record of what was discussed. Having a clear procedure protects everyone involved and helps turn tension into understanding.


5. Maintaining Transparency


Transparency ensures that members understand how decisions are made and how responsibilities are carried out. It builds trust, protects the integrity of the Association, and keeps leadership accountable to its members.


The Community Organising Handbook provides templates that make transparency routine, not optional. These include standard formats for minutes, meeting reports, registers of members, and task tracking. When used consistently, they make the Association’s work open and verifiable to every participant.


Practice:

  • Use the official minutes template to record each decision, action, and responsible person.
  • Keep the Action Register updated after every meeting so members can see what has been completed and what remains in progress.
  • Maintain the Register of Members accurately, noting current roles and responsibilities.
  • Provide short written reports at each meeting using the meeting report template. These summarise progress on previous actions and confirm accountability.


Trainer’s Reflection:

Once we began using the templates consistently, the difference was immediate. Members could see decisions recorded clearly and follow-up items tracked from one meeting to the next. Transparency became a shared habit rather than a task, and it strengthened confidence in the committee’s work.

Summary


Meetings are where ideas turn into decisions and decisions turn into action.


When preparation is structured, the Chair follows clear procedure, and records are maintained with accuracy, meetings become productive and purposeful rather than routine.


The Community Organising Handbook provides every template and checklist needed to run meetings that are fair, transparent, and compliant. By using these resources consistently, your Association can make decisions confidently and demonstrate professionalism in every aspect of its work.


Respectful communication, clear decision-making, and accurate records strengthen trust within the Association and give members confidence in its leadership.


This topic prepares you for the next stage: Growing Membership and Momentum, where you will learn how to expand participation, develop leadership capacity, and build long-term strength for your Association.


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Next Steps


Once your group is active and organised, use the Heritage Australians Constitution Toolkit to formalise your Association, elect a committee, and connect into the wider movement.


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