Volunteer Coordinators Message Samples
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Instructions
We want these messages to be as non-threatening and friendly as possible. These check-ins are about revitalizing interest in the projects, not about removing members.
The aim is to have thriving projects with happy contributing members!
- Always use the member's name in the salutation unless they are Anonymous. Being friendly and upbeat is essential. If their given name isn't available, use a cheery "Hi there!" or something similar in greeting.
- If linking to another page, please use external linking (single brackets []) whenever possible as internal wiki links (double brackets[[]]} do not work in emails.
- Always sign with your preferred name.
First Message
Generic
Hello, Member Name,
On behalf of the Project Name Leaders, we are doing a six-month check-in with members. Please let me know, by commenting on my profile or sending a private message, if you are still active in the project, and if so, how you have contributed to the main project or a sub-project within the last two months.
All of us at WikiTree would like to thank you for your contributions and hope that you are enjoying exploring your roots.
I look forward to hearing from you soon.
Your name ~ Volunteer Coordinator
Use postscript for topical projects only
P.S.
If you joined the project only to show your connection to an ancestor, please consider using a [URLofsticker.com sticker] on your profile instead of the project badge
Project Specific
Follow-up Messages
Follow-up messages should be posted after the member responds to the first message, or at the end of two weeks from the first message if they have not responded. If they re[ly with the requested info, post follow-up response 2.
Response 1: Still Active without but no current contribution info
Use this response if they tell you they are active but do not provide details of recent contributions
Hello, Member Name,
Thank you for responding.
If you could please give us a general idea of how you have been contributing to the Project Name for the last couple of months, it would be helpful to the leaders. If you are not actively contributing to the project's tasks and goals on a regular basis, please allow us to remove you from the member list so that project leaders know who is actively working on the project.
Your name ~ Volunteer Coordinator
Response 1.1 Still Active with current contribution Info
If the member provides contribution info in their response, use this message as follow-up If there is no Google group or Activity Feed listed for the project you are working, please delete line 3 and or 4 from the message and adjust numbering as necessary. Do NOT use the Activity Feed if it is not listed, as not all projects want their watchlist monitored by members.
Hi, Member Name!
Thank you so much for responding to our check-in. We are delighted that you wish to continue contributing to the Project Name. Below is a quick checklist for active members. The project leaders would like you to make sure you have done the following:
1) Checked the [URLofprojectpage.com Project Page] for ways to contribute.
2) Added Project TAG to the tags you follow.
3) PMed the project leaders with your email address to be added to the [URLofgooglegroup.com Google Group].
4) Bookmarked the [URLofActivityFeed.com Activity Feed] to monitor the project watchlist.
Thank you!
Your name ~ Volunteer Coordinator
Response 2: No Longer Active
Hello, Member Name,
Thank you so much for responding to our check-in for the Project Name
We are sorry to hear that you are not currently active, but we understand that life happens and interests shift as we grow our shared tree and that some members may have moved on to projects more pertinent to the branches they are currently building. Please know that you will always be welcome to rejoin the project should your interests shift back in this direction.
Thank you so much for your participation; we genuinely appreciate it.
Your name ~ Volunteer Coordinator
Use postscript for topical projects only
P.S.
If you would like to use a sticker to display your relationship to a project related profile, you can find the template [URLofsticker.com here].
Response 3: Member Unresponsive to First Message
If a member responds to this message, please post either Response 1 or 2 to their profile as appropriate. If they do not respond, Eowyn or I will take it from there. Just make sure the ultimate result is noted on the spreadsheet.
Hello, Member Name,
It has been a couple of weeks since we contacted you about your participation in the Project Name and as we haven't heard from you, we are following up to make sure you wish to remain a member.
We understand that interests shift as we grow our shared tree and that some members may have moved on to projects more pertinent to the branches they are currently building. If this is the case for you, please let us know.
If we do not hear back from you within the week, we will assume you have moved on to other things for the moment and remove you from the project. Please know that you will always be welcome to rejoin should your interests shift back in this direction.
Thank you so much for your participation; we genuinely appreciate it.
Your name ~ Volunteer Coordinator
Response 4: Member Totally Unresponsive
Hello, Member Name,
We are sorry to lose you as a member of the Project Name, but we understand that life gets busy and interests shift. Please know that you will always be welcome to rejoin the project in the future if you wish.
Thank you so much for your participation; we genuinely appreciate it.
Your name ~ Volunteer Coordinator
Project Pages, Tags, Google Groups, Activity Feeds, & Stickers
Acadians
- Project Page URL: Project:Acadians
- Tag: Acadia
- Google Group URL: https://groups.google.com/forum/#!forum/wikitree-acadians
- Activity Feed URL: https://www.wikitree.com/index.php?title=Special:NetworkFeed&who=WikiTree-2&watchlist=1
- Sticker Template URL: Template:Acadian_Sticker
Adoption Angels
- Project Page: Project:Adoption_Angels
- Tag: Adoption_Angels, Adoption
- Google Group: https://groups.google.com/forum/?hl=en#!forum/wikitree-adoption-angels
- Activity Feed: https://www.wikitree.com/index.php?title=Special:NetworkFeed&who=WikiTree-29&watchlist=1
Ambassadors
- Project Page: Project:Ambassadors
- Tag: WikiTree_Love
- Google Group: https://groups.google.com/forum/?hl=en#!forum/wikiambassadors
- Activity Feed: None
Australia
- Project Page: Project:Australia
- Tag: Australia
- Google Group URL: https://groups.google.com/forum/#!forum/wikitree-australia-projects
- Activity Feed: https://www.wikitree.com/index.php?title=Special:NetworkFeed&who=WikiTree-37&watchlist=1
- Sticker Template URL: Checking
Bahamas
- Project Page: Project:Bahamas
- Tag: Bahamas
- Google Group: Checking
- Activity Feed: https://www.wikitree.com/index.php?title=Special:NetworkFeed&who=WikiTree-105&watchlist=1
Black Sheep
- Project Page: Project:Black_Sheep
- Tag: Black_Sheep
- Google Group: None
- Activity Feed: https://www.wikitree.com/index.php?title=Special:NetworkFeed&who=WikiTree-96&watchlist=1
Categories
- Project Page: https://www.wikitree.com/wiki/Project:Categorization
- Tag: Categorization
- Google Group: https://groups.google.com/forum/#!forum/wikicategories
- Activity Feed: None
Canada
- Project Page: Project:Canada
- Tag: Canada
- Google Group: https://groups.google.com/forum/#!forum/wikitree-canada-project
- Activity Feed: https://www.wikitree.com/index.php?title=Special:NetworkFeed&who=WikiTree-58&watchlist=1
Connectors
- Project Page: Project:Connectors
- Tag: Connectors
- Google Group: None
- Activity Feed: None
DNA
- Project Page: Project:DNA
- Tag: DNA
- Google Group: None
- Activity Feed: None
Integrators
- Project Page: Project:Integrators
- Tag: G2G
- Google Group: https://groups.google.com/forum/#!forum/wikitree-g2g-integrators
- Activity Feed: None
Latter Day Saints
- Project Page: Project:LDS
- Tag: LDS
- Google Group: https://groups.google.com/forum/#!forum/wikitrees-lds-project
- Activity Feed: None
Southern Colonies
- Project Page: Project:US_Southern_Colonies
- Tag: Southern_Colonies
- Google Group: https://groups.google.com/forum/#!forum/wikitree-us-southern-colonies
- Activity Feed: https://www.wikitree.com/index.php?title=Special:NetworkFeed&who=WikiTree-24&watchlist=1
Southern Pioneers
- Project Page: Space:Southern_Pioneers
- Tag: Southern_Pioneers
- Google Group: https://groups.google.com/forum/#!forum/wikisouthernpioneers
- Activity Feed: https://www.wikitree.com/index.php?title=Special:NetworkFeed&who=WikiTree-35&watchlist=1
- Login to request to the join the Trusted List so that you can edit and add images.
- Private Messages: Send a private message to the Profile Manager. (Best when privacy is an issue.)
- Public Comments: Login to post. (Best for messages specifically directed to those editing this profile. Limit 20 per day.)
- Public Q&A: These will appear above and in the Genealogist-to-Genealogist (G2G) Forum. (Best for anything directed to the wider genealogy community.)