A contact roster is a list of contact information for members of a group or organization. It typically includes names, phone numbers, email addresses, and sometimes mailing addresses. Contact rosters serve several important purposes:
Keeping Track of Members
A contact roster provides a centralized place to store and access member information. This makes it easy for group leaders to keep track of current members and their up-to-date contact details. With a roster, leaders don’t have to rely on scraps of paper or their own memory to know how to reach members.
Communication
One of the main uses of a contact roster is facilitating communication within a group. Leaders can use the roster to send out emails, newsletters, meeting reminders, and other messages to the full group or to specific subgroups. Rosters enable efficient and effective mass communication.
Event Planning
When planning events, leaders can use the roster to gauge how many members to expect, reserve the right venue size, and send invitations. Having contact information readily available makes event planning much easier.
Member Engagement
Contact rosters support better member engagement. Leaders can identify members who have become inactive and reach out to reengage them. The roster also makes it easy to loop new members into communication channels to help them feel welcome and involved.
Emergency Contact
In case of emergency, leaders can use the contact roster to get in touch with members’ emergency contacts or send out mass notification. This is especially important for groups that meet regularly and need to communicate urgent information.
Directory
Group directories provide a way for members to contact each other directly. Rosters that include phone and email information enable networking and relationship building within the group.
Historical Record
As a snapshot of membership at a point in time, contact rosters provide historical records. Comparing rosters year over year can provide insight into membership trends and turnover.
Data Management
Keeping member information in a roster format allows for better data hygiene. Contact details can be updated easily in a centralized place. This reduces outdated contact information and unnecessary communication bounces.
Types of Contact Rosters
Contact rosters can take different forms depending on the group’s needs:
Printed Documents
Traditionally, rosters were printed documents that group leaders would distribute. Today printed rosters are less common as digital options have become prevalent.
Spreadsheets
Microsoft Excel and Google Sheets are commonly used to build digital rosters. Spreadsheet software provides flexibility to add, remove, and edit member information easily.
Contact Management Systems
Specialized contact management platforms like Act! and Salesforce provide robust tools for managing detailed contact information and communication with roster members.
Email List Services
Web-based email list services like MailChimp allow you to easily create email lists based on roster data for sending newsletters and other group emails.
Membership Databases
Membership management systems provide an all-in-one solution for tracking memberships and maintaining up-to-date contact details in a centralized database.
CRM Software
Customer relationship management (CRM) systems like Salesforce and Zoho CRM can be configured with custom fields to manage member roster data.
Volunteer Management Software
For nonprofits that manage volunteers, specialized volunteer management platforms provide roster capabilities along with other volunteer coordination features.
Key Components of a Contact Roster
While contact rosters can be tailored to each group’s needs, they typically include some core components:
Names
At minimum, a roster will list the first and last names of each member. Including middle names/initials is optional.
Phone Numbers
Having at least one phone number on file for each member enables contacting them by phone when needed.
Email Addresses
Email is the most common method groups use to communicate with members. Rosters should include a primary email address for each member.
Addresses
Mailing addresses allow groups to send written communication. They are necessary for groups that have membership dues requiring invoices and renewal notices.
Emergency Contacts
For some groups, having emergency contact information on file is recommended. This may include a name, relationship, and phone number.
Member ID
Including a unique member ID makes it easy to sort and manage roster records in databases and spreadsheet software.
Membership Details
Groups like professional associations may track details like member join date, membership level/type, expiration date, and membership status.
Photos
Photos help put faces to names but may not be essential for some rosters. Organizations with member directories on their website usually include photos.
Skills and Interests
Some groups, like hobby clubs, capture member skills and interests to enable connecting like-minded members.
Positions
For clubs with elected leadership roles, the roster may indicate members’ board/officer positions and term dates.
Attendance
Tracking meeting or event attendance helps gauge member engagement and activity levels.
Best Practices for Contact Rosters
Following best practices in creating and maintaining a roster helps ensure it is useful, effective, and up-to-date:
Make Submitting Information Easy
The easier it is for members to submit their contact details, the more accurate the roster will be. Use online sign-up forms, paper update sheets at meetings, and reminders to update details.
Confirm Details Annually
Make it a yearly routine to have all members verify their contact information. Details can change frequently over 12 months.
Define Access Permissions
Determine who can view, edit, and export the roster data. Restrict access only to essential personnel to maintain member privacy.
Back Up the Data
Keep backups of the roster to prevent losing data due to technology issues. Store backups externally and test recovery.
Use Member ID Numbers
Assign each member a unique ID number to simplify tracking and cross-referencing records in the roster.
Track Last Updated Date
Capture the date whenever member records get updated. This indicates which members likely have outdated details.
Customize Fields
Tailor roster fields and layout to fit the group. Avoid gaps that make the roster less useful or overly elaborate features that go unused.
Review Regularly
Don’t just set up the roster and forget it. Schedule time regularly to review entries for missing details, outdated information, and other issues.
Enable Self-Service
Let members log in to view and update their own contact information instead of relying on group leaders for every change.
Automate Routines
Leverage automation features in roster platforms to simplify tasks like sending renewal reminders and integrating with billing systems.
Secure Member Data
Follow cybersecurity best practices, encrypt stored data, only collect essential information, and be transparent about how data will be used.
Distribute Responsibility
Don’t burden one person with full roster management duties. Have clearly defined roles for data entry, member communication, record maintenance, etc.
Facilitate Networking
Make the roster accessible to members (while respecting privacy preferences) to enable direct peer-to-peer relationship building.
When to Use Alternatives to a Roster
While contact rosters serve many important purposes for groups and organizations, they are not always the best solution. Here are some cases where alternatives may be preferable:
Very Small Groups
For tiny groups of less than 10 people who interact frequently, maintaining a formal roster may be overkill. These groups can rely on in-person conversations to exchange contact information.
One-Time or Occasional Events
If a group meets sporadically and communication needs are minimal, a roster with continual upkeep is not warranted. Simple email lists work for one-off events.
Anonymous Groups
Some groups, like 12-step programs, prioritize member anonymity. Rosters containing personal identifying details are avoided.
Public Events
Large public events like concerts and conferences do not compile rosters of all attendees. Guest lists or RSVPs capture only essential data.
Online Communities
For online groups like social media communities, profile information on members is managed on the platform itself rather than via separate rosters.
Key Decisions in Creating a Roster
When starting from scratch in compiling a contact roster, group leaders should make key decisions upfront to guide the process:
Format
Will the roster be a printed document, spreadsheet, app, or online database? Choose a format that meets the group’s complexity and tech capabilities.
Fields to Include
Decide what specific data fields the roster requires like name, phone, address, etc. Only include fields needed to support the roster’s purpose.
Storage Location
Determine where the roster will be stored and backed up. Options like cloud-based apps or external hard drives provide secure offsite storage.
Access Permissions
Figure out who can view, edit, add, delete, and export data in the roster. Limit access to need-to-know basis for privacy.
Administration
Assign responsibility for roster tasks like data entry, record maintenance, member communication, and troubleshooting issues.
Member Consent
Confirm how members will provide consent for their information to be added and set expectations on how data will be used.
Technology Needs
Determine hardware, software, cloud storage, backup needs, etc. required to create, manage, and store the roster effectively.
Conclusion
Contact rosters provide valuable consolidation of member information that facilitates communication, engagement, emergency response, event planning, and overall group coordination. Rosters require continual maintenance as member details change over time. Investing in roster best practices helps ensure high data quality, security, and usefulness. Tailoring roster formats, fields, and policies to match the group’s needs and culture is key to success. With thoughtful advance planning, contact rosters can provide vital support for a group’s operations and mission.