Member Feedback Workshops

What could this idea change?

It gives the club a clearer view of people's experiences before decisions are made, including feedback that informal conversations can miss.

It may suit: The people whose experience the club needs to understand, especially voices that are not often heard.

A simple way to start

1. Write the decision question, evidence already known, matters genuinely open to change, matters fixed and the response the board will provide after the workshops. Who could lead it: Board sponsor and member experience lead
2. Map who experiences the issue differently, invite a varied participant mix, offer more than one time or channel and ask privately about access or support requirements. Who could lead it: Participation coordinator
3. Prepare a 75-minute run sheet with a clear welcome, scope, ground rules, individual reflection, small-group discussion, priority testing and a separate route for private matters. Who could lead it: Independent facilitator
4. Run at least two listening opportunities, capture themes without unnecessary names, record exceptions and unanswered questions, and check that confident speakers have not displaced quieter contributions. Who could lead it: Facilitator and note custodian
5. Send participants a de-identified theme summary, invite corrections to meaning, separate consensus from divergence and transfer any private matter to the responsible process with consent. Who could lead it: Member experience lead

What should we look for?

• After 90 days, review Member Feedback Workshops. Look for representative participation, published themes, named actions and a report back on what changed, what did not and why.
• The participant mix covers the experiences identified in the brief, with gaps recorded rather than hidden behind a total attendance number.
• Every workshop produces a validated theme summary that retains divergent and minority views without exposing participants.
• The board publishes its response within the promised time, with reasons, owners and due dates for every accepted action.
• Unresolved access requests, lost private referrals, misleading confidentiality claims and unauthorised disclosure remain at zero.

Before we say yes

• Does it fit a real local need?
• Can people take part safely and fairly?
• Are the facts, permissions and Rotary branding right?
• Who will lead it, and when will we review it?