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PCC Membership Tool Kit Version 3.0, April 2018 Presented by the MEMBERSHIP PCCAC COMMITTEE

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Table of Contents PCC Membership Tool Kit ...................................................................................................... 1

Introduction ............................................................................................................................... 4

Membership Definition .......................................................................................................... 5 PCC Advisory Committee, Membership Subcommittee ........................................................ 5 Mission Statement .............................................................................................................................. 5 Benefits of PCC Membership ........................................................................................................... 6 PCC Liaison ............................................................................................................................................ 6 Publication 286 and Bylaws ........................................................................................................... 7 Value of PCC Membership ................................................................................................................ 7 Board Commitment ............................................................................................................................ 7

Membership Growth Best Practices – QUICK TIPS........................................................ 8

Membership Best Practices ................................................................................................ 10 Membership Committee and Chair ........................................................................................... 10 Managing your Membership Database .................................................................................... 10 National PCC Database ................................................................................................................... 11 Membership Levels ......................................................................................................................... 12 Email/Event Planning .................................................................................................................... 13 Education Events ............................................................................................................................. 14 Goal Setting Guide ........................................................................................................................... 14 Partnering / Event Sharing .......................................................................................................... 14 Recognition Program ..................................................................................................................... 15

APPENDIX ................................................................................................................................. 16 MEMBERSHIP APP, EXAMPLE 1 .................................................................................................. 17 MEMBERSHIP APP, EXAMPLE 2 .................................................................................................. 18 BOARD COMMITMENT LETTER .................................................................................................. 19 PCC Goal setting Guide ................................................................................................................... 20

Resources ................................................................................................................................. 21

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Introduction Membership is a vital aspect of ANY organization. It is and should always be the goal of the Postal Customer Council’s to continuously look for ways to grow the organization. We continue to explore ways to grow and add value to their membership. This Postal Customer Council® (PCC) Membership Toolkit is intended to help you with that effort. The Toolkit contains best practices, templates and more. These tools should assist you with your membership growth initiatives in ways that save time, money and resources. Do you have the need to write a letter to acquire new members; what about a new membership application; have you given thought to reaching out to your local Chamber of Commerce, but do not know how to get started; and what about the need to provide the value of PCC membership to prospective new members? Look no further! You should review the content of this Toolkit for help. We hope all of you take advantage of this valuable resource to help grow your PCC membership. Good luck! Postal Customer Council Advisory Committee, Membership

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Membership Definition The Postal Customer Council Advisory Committee (PCCAC) defines membership as:

PCC membership consists of both Postal Service employees and representatives of the mailing industry. Membership is open to all business mailers who use the services of the Postal Service within the sponsoring Postal Service manager's geographic area. –Publication 286, Program Policies and Rules

It should be noted that it is optional to charge an individual or business a membership fee. Because of surveys conducted by the PCCAC in March of 2017, it is recommended that all PCC’s consider structuring their PCC in a way that offer paid levels of membership.

PCC Advisory Committee, Membership Subcommittee The PCCAC is to function as an oversight body, providing guidance on PCC practices and bringing PCCs together for mutual gain in accomplishing the PCC Mission. The PCCAC Membership Subcommittee is responsible for this document and as such, we are open to suggestions and advice. It is a living document that will continue to grow and expand. So, please engage with us. You may contact the members of the PCCAC Membership Subcommittee by emailing pcc@usps.gov. You may also contact your PCC Liaison. Information on how to contact your liaison is later in this document.

Mission Statement

It is important to always abide by the PCC Mission Statement. Make sure you regularly review the mission statement with your board of directors and that it is posted on your PCC website.

• Promote local cooperation and support and to foster a close working relationship between the U.S. Postal Service and all businesses that use the mail to communicate and interact with their customers;

• Share information and facilitate the exchange of ideas about new and existing Postal Service products, programs, services, and procedures that affect all businesses that use the mail; and

• Help PCC industry members and their organizations grow and develop professionally through focused educational programs.

The mission statement of every local PCC should mirror this mission statement.

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Benefits of PCC Membership There are benefits to connecting with a PCC. This nationwide network is a great way to get training, stay on top of mail innovations, and work hand-in-hand with a local Post Office to develop more effective, efficient, and profitable mailings. Your local PCC offers these benefits...

• Knowledge – Gain knowledge about postal products, services, and tools to improve mail quality, as well as help grow your business • Innovative Ideas – Learn about promotions and incentives that raise awareness of innovative mail uses • Expert Advice – Hear about how to integrate and expand your marketing through the mail • New Sources – Find new sources for acquiring mailing lists • Networking – Network with other mailers, business mail service providers, and USPS® executives and hear first-hand from others about how they use mail to be more efficient and profitable, as well as face the same challenges you face • Best Practices – Leverage best practices to improve mailing effectiveness, efficiency, and profitability

Use the above information for your own PCC’s marketing material, in emails or PCC websites.

PCC Liaison Each USPS Area has a liaison that you can use as a resource. Here are the names and contact information for each area.

2018 Postal Service Headquarters PCC Liaison Contact List

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Publication 286 and Bylaws Every PCC board of directors must know and understand Pub 286 and the addendum policies that support it. Download it from https://postalpro.usps.com/pcc If you have any questions about the document reach out to the PCCAC Policy Committee by emailing pcc@usps.gov. Equally as important to the success of your PCC is your own bylaws. Make sure each board member is aware and familiar with your bylaws. It is recommended that you review Pub 286 complete with its addendums, plus your bylaws once per year with your board.

Value of PCC Membership There is a very good PowerPoint presentation on PostalPro that speaks about the value of a PCC: https://postalpro.usps.com/pcc/valueofmembership. We recommend incorporating this presentation into your meetings once a year. Another great audience for this presentation is your local USPS management who may not normally attend meetings or who may not know about the PCC. Make sure your local USPS Sales Team gets to see this presentation as well.

Board Commitment It goes without saying that a business or an organization like a PCC cannot thrive, grow or be successful without great leadership. It is important to select individuals to be on your board that understand the commitment and privilege of being on a Board of Directors. You need people that are forward thinking and willing to donate their time. See the appendix in this document for a copy of a “Board Commitment Letter”. This can be modified to fit your PCC. Have each board member sign it each year. The Industry Co-Chair should keep all copies. This is a great way for board members to show their commitment to the PCC.

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Membership Growth Best Practices – QUICK TIPS • Reach out to your local United Way: Offer to provide an annual session (no

more than 1 hour) on Non-Profit Mailing 101. This session should focus on the definition of non-profit, the value of mailing to a clean list (increased your ROI, decreases waste, keeps donor and member information current), the incentives available (what they mean to them), EDDM, and even basics on size and shape options for maximum postage savings. It should be hosted by the United Way and include both an industry and postal speaker.

• Use your local Chamber of Commerce: Joining a Chamber of Commerce gives

you access to a wide number of businesses – many of whom are not even aware of the power of the mail. Ask to speak at one of their events and use your time (about 15 – 20 minutes) to give them specific examples of how mail can work for businesses. Ideas could include package services, EDDM, list rentals, self-mailers, using a QR code, size and shape options, etc. (Workshop is not currently available through the PCC Advisory Committee (PCCAC).) Be sure to have handouts, including a sign-up sheet to join your PCC!

• Add value for your Sponsors and Mailers: Survey your sponsors and mailers

to determine what kind of programs their customers and prospects need. Arrange an event specifically for mailers to invite their customers and prospects to. The focus can be Mailing Ideas for the Non-Mailer and explain incentives, new mail piece design ideas, mail visibility and/or other applicable products and services. Invite your Sponsors and PCC members to contribute (not sell) through a panel discussion. (Workshop presentation to be developed.)

• Enhance your mailings with a rented list: When you have a specific topic for

your program, you need to target specific mailers/businesses to attend. Do not be afraid to rent a list (hopefully using your PCC members to provide professional guidance on list selection.)

• Enhance your mailing lists by sending valuable information on programs

to local newspapers, association newsletters, and business group websites. This means you have planned in advance, as information usually needs to be submitted several weeks before an event.

• Ask your sponsors to link to your PCC website. Do not be afraid to ask your

members to link their websites to your PCC website to enhance their website and provide opportunities for new mailers and businesses to find you.

• Develop a flier, describing the benefits of your PCC, for your Business Mail

Entry Units (BMEUs), Postmasters, Business Service Network (BSN) representatives and other PCC business members. (There is at least one sample template invitation in the PCC Toolkit.)

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• Invite school participation. Meet with local high schools, colleges and trade

schools. If they have a design or business program, invite them to a special session on the value of the mail; ask the teachers/administrators to join the PCC, so their students learn about the industry. Use students to help with PCC committees, like communications; arrange to speak at local schools for a 20 minute presentation on a related topic – like Business Mail – What is it; How to use it. (Workshop presentation to be developed.)

• Database Management.

o Participate in the National PCC Database! This is the best way to ensure that all of your database/members receive national information as soon as it’s available. (Details can be found at: https://postalpro.usps.com/pcc and click on the “Join the PCC Community” link.

o Without routine maintenance, address databases deteriorate, at rate of over 2% per month - that’s a 25% error rate in just one year! Always validate address accuracy at the original point of data entry. If you do not have software to accomplish this, you can use the Postal Service website, for free lookups: www.usps.com. Do not delay updating your database when you receive address corrections from your customers. Diligence will save your PCC both time and money!

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Membership Best Practices A list of PCC best practices can be found at the best practices portal: https://postalpro.usps.com/node/4459 along with PCC Award winner submissions for the annual PCC Leadership Awards. The submissions are a great place to get best-in-class ideas for your PCC. The following are Best Practices for a variety of membership initiatives.

Membership Committee and Chair Every PCC should have a Membership Committee lead by a Membership Chair. The Membership Chair will work closely with all other committees and the Industry Co-Chair to help develop strategies for membership growth. The Membership Chair OWNS the membership database and should present growth initiatives and present results at each monthly board meeting.

Managing your Membership Database Your mailing list IS your database. You will find an excellent example of an Excel file of a membership database on PostalPro in the Best Practices link. It contains basic address information, but also allows you to capture more advanced information like membership levels, how long a particular company has been a member, email information, general comment info that may be useful down the road, like if someone offers to help at an event, and many more fields. Go to PostalPro to download an example. You can use multiple worksheets in your database to automatically calculate membership levels, which can be used to report membership growth at board meetings. Add useful comments about the person/business, track membership levels from previous years. Using this type of database gives you the power to grow your database and learn from previous years. The following is an example of the record layout that all PCC’s, at a minimum, should use for their database.

a. PCC Name (this is a numeric code that will be provided to you by the PCCAC Membership Committee)

b. First Name c. Last Name d. Business Name e. Business Address 1 f. Business Address 2 g. City

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h. State i. Zip + 4 j. Business Email k. Business Phone l. Industry Representation (URL)* Please associate one of the selections

below to EACH company in your database i. Automotive

ii. Consumer Package Goods iii. Education iv. eCommerce v. Financial Services

vi. Healthcare/Pharmaceuticals vii. Government

viii. Mail Order/Catalogs ix. Mail Service Provider x. Manufacturing

xi. Printer xii. Retail

xiii. Telecom/Utilities xiv. Other, Explain with one or two words

m. Size of Business (URL)*

i. 1-50 ii. 51 or more

n. PCC Position – Please indicate in your database who holds Board Positions

i. Industry Co-Chair (industry chair) ii. Postal Co-Chair (postal chair)

iii. Postal Administrator (postal admin) iv. Treasurer (treasurer) v. Secretary (secretary)

vi. Board Director (director) If you have a current database, we are requesting that going forward you include the highlighted fields above. Prior to uploading your file to the National PCC Database, please add as much of the highlighted information to your file.

National PCC Database The National PCC Database was created for individuals in the postal community to “join” a PCC or get more information. This is a simple process, where an individual goes to a specific USPS URL and enters some information about themselves and their interests. Once someone is in the database, their information will be forwarded to the PCC Administrator for your PCC directly from USPS headquarters. The intent is to globally, help individuals learn more about the PCC organization.

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The URL for individual registration is very long. But can be easily found by clicking “Join the PCC Community” from this URL: http://postalpro.usps.com/pcc. It is highly recommended that you add this link to the registration page to your PCC website. As of May 2017, and going forward, the National PCC Database was enhanced. It is highly recommended that all PCC’s send their membership database to USPS headquarters via your Area PCC Liaison and schedule regular “refresher” uploads monthly. PCC Admins will receive instructions on: record layout and upload details. The reason for this new and improved National PCC Database is for several reasons.

1. It will be used as a communication tool for all messaging intended for PCC audiences, from HQ as a single originating source.

2. Assist PCC’s in global communication by standardizing communication channels. No more copy and paste of emails from HQ to your PCC members.

3. The National PCC Database will help the PCCAC develop better programs by utilizing the analytical data from PCC’s including size and types of businesses who join.

The communications that will be sent are: • PCC Insider • PCC Alert

– Major postal announcements and messages • Industry Alert • PCC Webinar announcements • ANY other digital messaging directly from HQ that benefit the PCC

organization These are communications that are regularly sent to PCC Industry and Postal Chairs and PCC Admins.

Membership Levels As you know, it is a requirement to offer membership free of charge. But, a PCC may also charge for a membership. Just like any business, every PCC needs money to survive. How do you raise funds for your PCC? Asking someone to pay to be a member is common and usually expected by many organizations. Below are some ideas and thoughts for Paid Membership Levels. Reach out to some of the larger PCC’s, but also check with the small market PCC’s as well. There is really no wrong way, but there may be better ways. If you are struggling with funds, consider using a different approach. When you are asking someone to pay a membership fee for an organization, you will most often have to answer, “What’s in it for me?”. That answer is very easy, refer to Benefits of Membership on page 5, but also consider “perks” like discounts for PCC events, reserved tables at your luncheons, first option on booth space at your PCC

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Day event. Really, the perks are up to you and your board. But again, connect with other PCC’s and ask what they do. Here are some ideas that you may consider for paid membership levels: 1. Single price member level

Charge a fixed price for everyone.

2. Tiered price member levels. In a tiered type membership level, consider a small dollar amount and work your way up to a highest level. You can do this as a 2-tier approach or you can get more complex and use 4 or 5 paying levels. The idea is that the more expensive the membership level, the more “perks” the member will get. Also, think about “corporate” membership levels, where anyone within the member company will receive all of the benefits of membership.

3. Sponsor levels. This is another look at how you can bring money into your PCC.

Email/Event Planning Vendors The PCCAC Committee suggests that you consider using a 3rd party email/event management software tool. Although we cannot suggest a particular company, there are several out there and it is up to you to determine which is most useful and cost effective. Understand that 3rd party products typically charge monthly fees for usage. Understand that “volume of emails” is generally how they are priced. Look at products that have the ability to send emails without volume limitations or just understand that you may exceed your limit. It is easy to do. Make sure the product you use is SPAM COMPLIANT. In fact, whether you use a 3rd party product (really all are SPAM compliant) or not, you must always offer an “opt-out” ability. Some email programs have “built-in” event planning functions, which greatly assist you in managing an event, like a luncheon. These programs will connect to 3rd party ecommerce services for accepting credit/debit card payments. Implementation to websites is also easy to accomplish. The biggest benefit to using an email/event program is that you will be better suited to plan things like, size of facility, number of meals, etc. because you will know ahead of your event. Reach out to the PCCAC Membership Committee if you have questions about different providers by sending an email to pcc@usps.gov.

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Education Events Education is KING. Great educational events attract attendees and those in attendance are the most likely to be converted to a “member” if they are not already. But, an education event is only as good as the speaker that is presenting the content. So, how do you decide on 1) the content and 2) who to present? First, know that there is a PCCAC for Education. They are a fantastic resource that is available to you that can help you with ideas for education events. Another great resource – other PCC’s. Make connections with other PCC’s and ask them about their topics and speakers. Look at their website. Also, look at the Workshops in a Box on the PostalPro website. There are many USPS speakers available to present the content. Work with your PCC Liaison or your local Postal Admin to request a speaker. To help with ideas for topics is to look at the USPS Promotional Calendar. You can have an entire education event on the calendar, but you can also pull out specific promotions. Consider a USPS person to present the content, but also have an industry person, with actual experience with the promotion, to talk about the pro’s and con’s.

Goal Setting Guide It goes without saying that being organized is a key to success. The PCCAC Policy Committee created a very useful guide to setting goals for a PCC. The document can be found in the appendix. Each Committee Chair should be given the responsibility of the Goal Setting Guide. Use it as a template to help organize your PCC.

Partnering / Event Sharing In some cases, it may be beneficial for membership growth for a PCC organization to work with another organization. However there are some parameters that must be addressed before a shared event can be organized. Below are some details. Planning: All aspects need to be discussed before launching the event. For questions or approval, reach out to the PCCAC Policy Committee. Marketing Position: It is recommended that a PCC host the event with guest organization or vice versa. Mail piece/marketing: It is recommended each organization designs, pays and mails its own marketing material. Each group uses its own list. The PCC list cannot be shared with other group. Only PCC mailpieces are eligible to use the G-10 label. Cannot say “sponsored by”. Can say “co presented”

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Logo Use: On the PCC mail piece, or any digital marketing material, you cannot use the guest organizations logo. It is recommended that each group uses their own separate mail piece. Include a statement of non-endorsement on PCC mail piece, such as:

“No endorsement by the Postal Service or the PCC is given or implied by this acknowledgement.”

Venue acquisition: One organization or the other can manage contracts. If PCC, USPS must sign contract and cannot be tax exempt. Define cost sharing or loss sharing before execution. Registration: It may be easiest if each group gathers and manages their own. If you do use a single registration point of contact, make sure you have a way to identify registrants from either organization.

Recognition Program People like to be recognized for their accomplishments. Your audience will appreciate the recognition presentation and it may make a lasting impression on first time attendees to encourage them to come back to another PCC event. There are many ways to recognize people. Here are some suggestions:

• Recognizing PCC members that contribute to PCC efforts. • Recognize board members publicly. Consider giving them a plaque or

membership certificate at the end of each year. • Recognize PCC “members” publicly. • Recognize USPS “VIP’s” to the audience. Remember, we are here to connect

the USPS with the Industry. Introduce the BMEU Manager or the District Manager, etc. (anyone that you feel is important for the industry to know).

• Recognize community heroes. One particular PCC recognized a postal carrier who was on route when he saw a house on fire. He rescued the family inside the house, called 911 and waited till all was good. AND he finished his route. He was recommended and later included on the National Hall of Fame Wall at postal HQ’s.

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APPENDIX Below are a variety of templates that you may find useful. All forms can also be downloaded from PostalPro from the “Member’s Portal” link or you may request any form from your PCC Liaison. These are recommended templates and can be modified to fit your PCC. Generic PCC brochures have been created by USPS HQ and are currently available. They give a very good description of what a PCC organization is. To request some for your PCC, contact your PCC Liaison. Or download a PDF from http://postalpro.usps.com/pcc. OTHER DOCUMENT TEMPLATES CAN BE FOUND ON POSTALPRO IN THE MEMBER PORTAL.

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MEMBERSHIP APP, EXAMPLE 1 Annual Membership Fee – [$$$] (Includes up to two members per company)

□ New Membership □ Renewal Membership

COMPANY INFORMATION: Company Name: Address: City: ST: ZIP+4: Website Address: Industry: PRIMARY MEMBER: Name: Title: Telephone: E-Mail: ADDITIONAL MEMBER (If applicable): Name: Title: Telephone: E-Mail:

Check enclosed payable to: ________________PCC Check #____________ Check Amt.__________

MAIL TO: _____________________

_____________________ _____________________

Join online at: _______________________________________

If you have any questions, please send an email to _______________ or call (XXX) XXX-XXXX.

Annual Membership Application October 1, ___ – September 30, ____

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MEMBERSHIP APP, EXAMPLE 2

Postal Customer Council Membership Application

Year ________

Description Amount PCC Membership – Benefits include: ♦ Postal Updates ♦ Direct Access to Senior USPS Personnel ♦ Educational Seminars

Contributing $_______ Non-Contributing

Company:

□ New Membership □ Renew Membership

Primary Company Representative: Phone:

Address: Fax:

City, ST ZIP: Email:

Additional Company Representatives: Phone/Fax/Email:

I would like to serve on a Committee: How did you hear about us? □ Membership Committee Select Option: □ Programs Committee □Mailing □Other_______________

Payment Instructions

□ Pay By Check ► Make checks payable to _________________________ Postal Customer Council ► Complete this form and attach check ► Mail to:

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BOARD COMMITMENT LETTER

<PCC NAME> BOARD COMMITMENT LETTER On this day ________ (Date), I, ___________________ (Name), with ______________________ (Company) the undersigned, fully understand and do hereby agree that as an elected Board of Director of the <YOUR PCC> Customer Council, I will conform to and abide by the following: 1. Attend all regular and special meetings of the Board when notified, unless prevented by

circumstances outside my control. • Regular meetings are held on the 3rd Wednesday of each month. • Membership on the board may be revoked if three consecutive board

meetings are missed. 2. Participate to the best of my ability in determination of policy and other matters coming

before the Board; give full attention to issues and concerns of the <YOUR PCC> and vote on all issues submitted or proposed for Board action.

• All recognized Board Members are eligible to vote including the Executive

Board and all Directors from both the Industry and USPS. • Ad-hoc members can voice opinions, attend regular board meetings and

events, however are not eligible to vote. 3. Consider the business of the <YOUR PCC> and its members to be confidential in nature. 4. Give all assistance possible to my fellow Board members and appointed officers of the

<YOUR PCC> in the discharge of the duties of their offices. 5. Should I ever find myself under obligation to any other group or organization, which is

in conflict with the <YOUR PCC>, I shall disclose the conflict to the Board and refrain from voting on issues related to the conflict.

6. Must actively serve on a PCC standing committee. 7. I have read the <YOUR PCC> Bylaws and reviewed Publication 286 and acknowledge the

purpose of each document. 8. Acknowledge and support the PCC mission of helping to grow, not only the <YOUR PCC>,

but ALL other PCC’s locally as well as nationally. Signed:_______________________________Date: _______________

USPS: ☐ Industry: ☐

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PCC Goal setting Guide Set Goals as an overall PCC and at a subcommittee level. Set Goals of only 5 to 7 at a time Make them specific: Make sure they are aligned with goals and objectives of overall Mission statement

Bad example: increase membership Good example: Add 50 new members Make them measurable: Quantify your results

Bad example: Grew membership Good Example: Added 20 new corporate members Make them Realistic: Set goals just beyond a comfort zone. Take many small steps. Don’t be over ambitious.

Bad Example: Have headquarters speakers every month Good Example: Have educational events that include headquarter speakers once a Year.

Establish a Deadline: Determine the date you will deliver on the goal. Write them Down: This is Critical Review Frequently: Also critical, review at monthly board meetings. Always establish next steps. Selectively Share: Share with team that’s part of goal attainment. Possibly share with overall membership, may lead to recruitment of new board members.

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Resources

• Postal Pro has replaced RIBBS. This is your source for all things PCC: http://postalpro.usps.com/

• Connect with other PCC’s: http://about.usps.com/postal-customer-

council/connect-with-a-pcc.htm

• National PCC Home Page: http://about.usps.com/what-we-are-doing/postal-customer-council/welcome.htm

• PCC Best Practices: Currently on Blue Share

• PCC Awards Criteria: Currently on Blue Share

• PCC Policies and Practices (Publication 286):

http://about.usps.com/publications/pub286.pdf

• Industry Outreach: https://ribbs.usps.gov/index.cfm?page=industryoutreach

• MTAC Meetings and Presentations: https://ribbs.usps.gov/index.cfm?page=mtac

• Postal Explorer: http://pe.usps.gov/

• US Postal Service Business Mailing Pricing: http://dbcalc.usps.com

• Business Customer Gateway:

https://ribbs.usps.gov/index.cfm?page=intellmailgateway

• USPS Service Alerts: https://about.usps.com/news/service-alerts/welcome.htm

• National Postal Forum: www.npf.org