5 Steps to Coach From a Distance – Part 1

You’ll freak out, Expansion Directors, Chapter Services Staff, and Alumni.

We love the work that we do. We’re often invested in the success  of our chapters’ growth, yet due to geography, only see our chapter members face-to-face once per year.

Sometimes our conversations go something like Q: “How’s recruitment going?” A: “Good. We met a lot of people this week. Really excited!” The answers we hear from our distant brothers or sisters are the best answers available, yet if they follow up with sub-par results, we’re not sure how to fix the problem.

With ChapterBuilder, you can track recruitment analytics in real time, drive more pointed conversations, and measure the effectiveness of your annual face-to-face visit! Building relationships is an art and a science. This guide focuses the science, using ChapterBuilder to coach effectively from a distance.

1) Coaching Points: Overviewcoachguide1

How many PNMs are on our list? 512
How many did we add in the last week? 107     In the last 30 days, 90 days?
How often do we contact a PNM on average? Every 6 days
How many PNMs have we communicated with this week? 55% of total list

We organize our process with PNM statuses. When you meet a pnm their status is “needs to be contacted.” There are 4 status levels before joining. How long does it take for a PNM to join? 8 days * 4 status levels = 32 days.

2) Coaching points: Activity Graphcoachguide2

Our goal is to meet as many PNMs in person as possible. If we want to maximize the number of interviews/1-1 meetings we schedule throughout the week, when should we reach out to schedule the meetings?

Activity peaks at the beginning of the week. Allowing us to schedule meetings of the rest of the week.

We want to continuously improve. How did our effort compare to last week? Blue line= this week. Grey line= last week. We showed improvement!

3) Coaching points: Referralscoachguide3

We want to spend effort where we are most effective. We want to repeat good practices on future projects. What activities generated the most names? Spring no bid list!

4) Coaching points: Names List

Screen Shot 2015-03-27 at 11.10.39 AM

We want to know our members well before we invite them to join. We want to track our relationships in order to have the best chances of reaching our goal. How many times did we talk to our PNMs before they joined?

Blue arrow We only spoke one time.

Strong relationships involve frequent communication. Have we been out of touch with anybody?

Red arrow We can sort our list by date recently contacted.We can see we haven’t talked to Josh and Marissa since February

5) Coaching points: Phone Calls

Screen Shot 2015-03-27 at 11.11.03 AM

Calling potential new members can be an effective want to setup a meeting. 

How many calls has our team made? 1

Who on our team is calling more people and what can we learn from them? 

Average call time 4 minutes

Great interactions build great relationships. After a long day of meeting people, we’re tired when it is time to roll calls at the end of the day. 50% of our calls go to voicemail. Are we able to keep our message on-point and well delivered when rolling calls?

50% of our calls go to Voicemail. Who is responding to answering machines most effectively? Are they taking advantage of the pre-written text messages and pre-recorded voicemails? 

When we finish a full day of recruitment and it’s time to roll calls, we can be tired. These advanced call features can help us save energy for the calls who pick-up, while increasing our message consistency for those calls that go to voicemail.

Next Steps:

Use one of the five coaching areas in this blog to drive a conversation with one of your chapters!

Stay tuned for Coaching from a Distance – Part 2.

Create a 5-Star Experience for Your Potential New Members

Would you like your potential new members to have a 5-star experience every time they meet one of your chapter members? One way to make that possible is to use a relationship management tool. We think you’ll relate to this story below. Read on!

Do you remember your first college campus visit?

Your parents were probably there with you, you took a tour together, and the entire experience was likely personalized and well planned for you by the university. This was no accident.

New Student Prientation

Enter Cole Grieves and Kiley Moody. They personalize the New Student Experience for prospective students at Kansas State University. They couldn’t do it without a CRM (customer relationship management) tool specifically designed for their new student process.

When it comes to prospective students, Cole and Kiley learn about the prospective student, help them experience what the university has to offer, and work with the student to find where they best fit (does this sound familiar to fraternity/sorority recruitment?).

“We work with 20,000+ prospective students. That’s a lot to build a relationship with. But with CRM, we can say to each one “remember when you came to our event in October?” Students are blown away that we remember,” says Kiley.

“Everything used to be on spreadsheets and paper. We used to move documents from one inbox to another,” Cole chimes in.

I asked more about their transition to CRM. Here are a few points they shared:

- CRM simplifies everything – K

- We have 45 people in the office. CRM lets us keep everybody on the same page. – K

- Prior to a meeting or activity with a prospective student, we’re usually getting things ready. CRM can send the attendees automatic reminders, so we can focus on other details needed to make an event great. – C

- When we have an event, if we have to cancel at the last minute, we can quickly mass-communicate with everyone. We used to have to rush and send 30 individual emails or texts. Communication is now easier and faster. – C

- If we work with 1000 students, and we make 2 errors, you might think that is pretty good odds. But for those 2 students, their experience is ruined. CRM lets us reduce errors and ensure everyone gets the great experience they deserve. – C

Kiley and Cole are just one example where a CRM can help build relationships. Nearly every industry in the world has a CRM specific to their needs. Now fraternities and sororities do to. Curious how you can build 5-Star relationships with more potential new members then ever before? Visit ChapterBuilder.com to request a complimentary demonstration.

The Power of Notes and Tags

Today we have a special message to share with you. We’re talking about the most important habit for tracking relationships: tracking notes.

First, notes allow you to make each PNM interaction personalized. Before reaching out to a potential, review the notes your team has entered in ChapterBuilder. See what they last talked about or what their interests/concerns are.

Second, notes help make bid voting objective and help get more members involved in recruitment. If you think a PNM is a good fit for your group, enter a note with an example (how does the PNM demonstrate your <a href=’http://youtu.be/m3beKarRuBc’>values</a>?). When you vote on new members, bring up the notes as discussion points.

Third, notes give you a leading indicator of recruitment success. One chapter told us they noticed 0 PNM notes were entered. This was a red flag. They found out the VP of recruitment needed extra support. Thanks to checking the PNM notes as a leading indicator, the chapter got recrutiment back on track with plenty of time left in the semester to recruit new members.

Each time your team enters a note, they must select a tag. Tags track each type of note (made contact with PNM, PNM attended a chapter activity, etc). This allows your chapter to track results-driving behaviors and make sure your chapter stays on track.

Track Recruitment Progress

Here’s how your team can enter a note each time you interact with a potential new member:
- Sign into ChapterBuilder on your phone or computer
- Click on the PNM to open the PNM profile page
- Write a note and select a tag
- View previous notes by scrolling down on the page prior to meeting a new PNM, so you you remember

4 Seasons IFCs Grow with Technology

The following content was created with attendees of the 2015 IFC Academy hosted by http://www.nicindy.org/

Imagine walking to a large sporting event in a big city. Crowds approach the stadium on both sides of the street. One man stands at the corner holding a sign and shouting as people walk by. Nobody pays attention…


Almost every IFC (Interfraternity Council) in North America delivers a message to attract students to their Campus Greek Community. How do we measure the effectiveness of your IFC marketing?

The most popular answer is “to get our name out on campus.”

That’s the opposite of what produces results. If all we’re doing is shouting at our audience like the man on the street corner – then we’re not building a relationship with anyone.

The goal is to get potential new members’ names in your IFC database. Once you have their name, then you can build a relationship with them.

Nearly every IFC dabbles in technology with a database, twitter account, or website. Here are a few smart ways IFCs shared they’re using technology to put more names into their database year-round:


Cookout/ Flag Football/ Tailgate

Before your event, your IFC can run an electronic sign-up form - ChapterBuilder can automatically push those leads to all chapters. No longer does each chapter have to collect names individually. Each PNM can be sure he only has to enter his name once in order for every chapter to obtain his contact information.

Sorority Recommendations

Your campus Panhellenic Community may host a bid day or pre-recruitment welcome. Collaborate with your Panhellenic Community to ask Sorority New Members if they’d like to refer any men to go through the fraternity recruitment process. Use an electronic sign up form and distribute to Sorority New Members. Every women on their mobile device can enter “Who are the guys you’d recommend to go through the fraternity recruitment process?”

List of Incoming Freshmen

Many Registrars or Admissions offices are happy to provide you a list of incoming freshmen. Work through your Greek Life office to request the list from the appropriate professional on your campus. Your IFC can upload spreadsheets into ChapterBuilder – we’ll push the names to every chapter in your council.


Hot Chocolate Day

When it’s cold on campus, everyone appreciates a little warmth in their life. Your IFC can setup a table outside to distribute hot chocolate. Your newly made friends will smile – and you can ask them if they’d like to know about future hot chocolate opportunities. Put a URL on the cup where they can register to get notifications. They’ll leave happy, and you’ll have a list of warm leads (pun intended).



Your IFC may organize Philanthropy events throughout the year. One IFC grew their names list while serving a local church. Through service, this IFC showed the church some of the top students at their school. Afterwards, the IFC asked the church representative if they knew any new/incoming students who might appreciate connecting with involved students on campus. Provide the Philanthropy host an electronic form where they can enter their referred names.

Email Blast

The Ohio State University works with a credible university contact to send an email blast to incoming students. Find a credible person on your campus (like your University President) who endorses Greek Life to author a message – and include a URL where incoming students can learn more about your community.

Formal recruitment

For campuses who conduct formal IFC recruitment – you’ll appreciate that a little planning makes a better experience for your chapters AND new members. Use technology to plan your event schedule, collect registration fees, and communicate with everyone during recruitment. A tool like CampusDirector may improve your formal process.


Freshmen move-in

Purdue’s Greek Community created an app that shows newcomers the location of all fraternity and sorority houses. It shows the best route to buildings on campus, and includes a clickable map for more information.


Know your campus’ orientation dates. Know what technologies incoming freshmen use – use those technologies to create a positive, informative experience. Learn how a group at Colgate University took over Yik Yak with a positive, informative message for a day.

Scholarship applications

Many IFCs are curious. They ask, “How do we meet with or build relationships with people who don’t live near the school?” Some IFCs reserve a portion of their budget to host a scholarship for incoming freshmen. During the selection process, use video chat to interview candidates. Then when the new students arrive on campus, you’ll both know a familiar face!

Want to demo the latest technology for IFCs on a mission to grow? Request a ChapterBuilder or CampusDirector demo here.

Get Consistent Recruitment Results by Involving More of Your Members

Have you ever heard of the saying “divide and conquer?” It really works!

We know that tracking relationships is important for achieving recruitment goals. Now we have data showing how to track more relationships by getting more chapter members involved in recruitment.

A recent study of 30 chapters showed a direct correlation between number of team members with access to a tracking tool, and the frequency of contact with PNMs. More users = more tracking. Check it out:

Study of 30 Chapters

Notice when the number of users turns orange (more users), the relationship tracking turns blue (fewer days between PNM contact), and vice versa. This suggests if you want to track and build more relationships, one thing you might try is adding more team members to your relationship tracking tool.

Here’s how to add team members in ChapterBuilder.

For more recruitment tips, visit our tutorials.

How to track more relationships, using a Google doc Names List or ChapterBuilder, to recruit the best people for your group.

Your organization does great things, and in order to do great things, you need great people. What if you had better relationships with more high quality people?

At TechniPhi, Inc, we believe more high quality members in fraternities and sororities makes the world a better place. We studied best practices from top performing teams, and created ChapterBuilder specifically to help fraternities and sororities recruit. This post will show you the familiar standard of tracking potential new members — the google doc names list — and show how basic knowledge of that tool can help you get started in ChapterBuilder.

Have you ever seen one of these?

Google Doc Names List - the tried and true standard for fraternity and sorority recruitment... an outdated practice.

Google Doc Names List – the tried and true standard for fraternity and sorority recruitment… quickly becoming an outdated practice.

Up until now, top performing fraternity and sorority chapters have used this tool (the google doc names list) to track relationships with potential new members (PNMs). If you’re not tracking relationships with PNMs — that’s ok — let me share a story to capture why you might consider tracking.

For the past 9 months, I have been working towards a long-term goal: completing an Ironman. For those who don’t know, an Ironman is a 140 mile race involving swimming, biking, and running. To prepare for this goal, I know I’ve needed to continuously improve my running ability, so each time I run I use my phone to track my mile times. Here is a graph of my mile times:

When we track progress, we make progress. When we stop tracking, one of two things usually happens: 1) we make no progress or 2) our progress begins to reverse.

In the example you can see when there is consistent tracking, mile times generally improved. On the contrary, you can see when tracking stopped, mile times showed no progress or worsened. In the same way that tracking helps improve running, if you want to have a top recruiting chapter, tracking is essential to ensure performance.

Here are 4 steps to begin tracking relationships with PNMs:

1) Keep a list of potential new members where all of your existing members can contribute people they know.

2) Everyone should track interactions as they get to know each PNM — on your names list, each member should have the ability to write and view notes.

3) Look for specific characteristics in a PNM that matches your organization’s values. Take note in your names list.

4) Establish a repeatable process to see which PNMs are most promising — use a Status ranking system to track each PNM through the process.

By now you might be asking, “If we can track relationships in Google Docs, why do we need ChapterBuilder?” While we’ve seen many advantages to tracking in ChapterBulder, groups have confirmed that if we make tracking easier, we will track more often. ChapterBuilder makes tracking easier. Let’s face it — sometimes the person who’s great at forming relationships is not the person who enjoys using google doc spreadsheets.

We’re constantly working to make ChapterBuilder the easiest way to track relationships, so you can focus on meeting more people — helping you be more selective than ever before — when you’re focused on recruiting the best people for your group.

What goals have you set in your chapter and how do you track them?