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Jot This Down. Recruiting Notes are Important

The subject of taking recruiting notes came up during our recent Virtual Training Event - Take Control: Time Management Strategies and Productivity Hacks for Membership Professionals.

We talked about how the mere act of taking notes shows prospective members that you plan to take all of their needs into account as you move forward.

Here are our top six reasons why we think recruiting notes should become a fundamental component of your recruiting process.


Prospective members expect you to remember what they tell you. Many of us think it’s pretty basic to remember the gist of our conversations. Sorry gang, but you can’t remember everything from every conversation. The human mind cannot store all the information from every recruiting conversation. Without notes, you won’t retain all the critical information –– causing future issues and challenges.


Prospective members want to be heard and understood. Jotting down notes shows that you are paying attention and that you care about what they have to say. It makes them more comfortable about the recruiting process in general. Simply ask if it’s okay, “Hope you don’t mind if I jot down a few notes, I don’t want to miss anything that’s important to you.”  


Don’t know about you but isn’t it unsettling when your waitress or waiter doesn’t write your order down?  Fretting over whether special requests will be fulfilled tends to ruin the experience.  Imagine what it must be like for people with allergies or special diets.  Here’s the point, when a prospective member says something or makes a point, writing it down inspires confidence.


We’ve all suffered through an excruciating sales pitch where we couldn’t get a word in edgewise. Yep, it’s a sad fact that many salespeople talk too much. However, if you’re writing, you’re not talking. Listening and writing down what’s said shows prospective members that you believe what they have to say is important. It makes prospects feel heard.


Taking notes is very helpful to keep your recruiting process organized and in sequence. The act of writing down key information reminds you to ask enough questions to uncover each prospective member’s specific challenges, needs and wants –– well before presenting any information on your chamber. How else will you know what aspects of your chamber make sense for each prospect?


Notes aren’t worth much unless you put them to work. Your after-call recruiting notes help with important points of interest and other facts, well after your conversation has ended. It makes follow-up easier and more meaningful. Reviewing your notes also helps you make new observations and triggers questions that didn’t come up in a previous conversation. This helps with planning and preparation for your follow-up calls.

Your motivation for everything you do during the recruiting process should always be centered on helping each prospective member with their individual needs. Taking good notes is the most surefire way to ensure nothing is missed.

By the way, if you’re on a call and prefer to type your notes, make sure to tell your prospects that the typing in the background is you taking notes. The last thing you want is for a key prospect to think you are checking email or not focusing on what they have to say. Once again, they will appreciate that you care about what they have to say.

In next week’s Insights post we will outline Holman Brothers' best practices for note-taking.

If you have questions about taking recruiting notes or other membership recruitment and retention issues, get in touch. We’re easy to talk to, and we want to help.

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