1 Membership Development Class COTS Presentation Slides - 2006 Quentin “Q” Gates 1 Sparrow Court Bellingham, WA 98229 (360) 527-3142 [email protected].

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Membership Development ClassCOTS Presentation Slides - 2006

Quentin “Q” Gates

1 Sparrow Court

Bellingham, WA 98229

(360) 527-3142

[email protected]

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Welcome!

• First hour - The “BIG PICTURE”• Second hour - Recruiting Ideas - I• Third hour - Recruiting Ideas - II• Fourth hour - Orientation• Fifth Hour - Retention Ideas• Sixth Hour - Joint Session - Mkt & PR• Seventh Hour - Planning A Guest Night• Eighth Hour – Goals & Planning

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Chapter Administration

• President

• Membership Development Vice President

• Music & Performance Vice President

• Secretary

• Treasurer

• Marketing & PR Vice President (25+ Members)

• Any Other Officers that Chapter Desires(Program VP, YMIH, etc.)

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Chapter Officer Roles and Relationships

• Know Your Job Responsibilities

• Know Other Chapter Officer Duties

• Importance of Sharing and Teamwork

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Four Tips for Teamworking

• Review other jobs… look for overlaps.

• Share your plan and schedule with others.

• Suggest a “Retreat” to coordinate plans.

• Communicate your plan and ask for help.

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Membership Development VP Job Description

Responsibilities - Membership Development• Recruitment Plans• Orientation• Maintain Prospective Member Lists• Non-renewed Member Follow-up• Chair, Chapter Membership Committee

– Appoint Committee Members

• Interact with District Membership Officer

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Membership Development VPJob Description (cont’d)

Provide Chapter Leadership for Membership Growth, Orientation & Retention

• Set the Example• Demonstrate Commitment• Be Knowledgeable• Delegate• Understand the Needs of Those You Lead• Support Our Shared Values

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Membership Development VP Society Resources

• Society Operations Manual • Chapter Management Guide • Chapter Secretary Manual• Music Leadership Team Manual• Society & District Web Sites• District Membership Development Officer• Chapter Counselor• Chapter Bylaws and Chapter Handbook • Each Other

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Remember this . . . .

• If you think you can... you’re right.

• If you think you can’t... you’re right.

– Henry Ford

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Let’s Get Ready To Recruit!

“Singing Is Life!”

~ Membership Development ~

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What are you asking someone to join?

• Does Your Chapter Have an Appealing Product?

• Good Singing? - Chorus & Quartets

• Active Chapter Programs?

• Good Administration?

• Fellowship and Activities?

• Are meetings Fun?

• Do your current members like what they have?

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Getting Started - Five Steps

• Develop a Recruitment Team

• Develop a Recruitment Plan with Them

• Coordinate Your Plan with Others

• Train Your Team to Recruit

• Then… JUST DO IT!

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Sources of New Members

• Member Referrals

• Friends / Relatives / Neighbors

• Business Associates, Customers, etc.

• Church Choir Members

• Music, Fraternal & Business Organizations

• Others?

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Develop comfortable questions to engage prospects.

– Who do you know that enjoys singing?

– Did you sing in school?

– Have you had voice training?

– You have a good voice…Where do you sing?

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Personal Contacts

• Create A Prospective New Member Data Base– Organized contacts will yield potential members, ticket and

ad sales, sponsors, and support for your chapters.

• How To Contact prospects...– In Person

– Letter

– Telephone

– E-mail

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Other Recruiting Options

• General Advertising– Radio and Television

– Local News Media

• Targeted Marketing– Musical Experience

– Expressed Interest

– High School/College Yearbooks

– Show patrons/Sponsors

– Other

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Correspondence

• Use Chapter Letterhead

• Professional Appearance for Letters & Cards

• Include Chapter Name, Meeting Address,

Contact’s Phone, Mail & E:mail Address

• Offer Transportation and Map

• Refer to the Society & Chapter Vision Statements– “We enrich lives through singing.”

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Recruitment Aids• “Singing Is Life” Video

• Chapter Management Guide– Chapter 3, Page 13– Chapter 9

• Other Paper Aids– Recruitment Messages You Can Share– Sample Newspaper Ads– PK’s Top Recruiting Tips– More New Ideas

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More Recruitment Aids

• Society & District Web sites

• Chapter Web Site

• Brochures

• Stationery

• Artwork

• Cards

• Manuals

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~ Membership Development ~

Taking Recruitment to Whole New Levels

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When a guest visits the chapter.• Welcome Guest:

– Sign the Register

– Provide Name Tag

– Assign a “Buddy”

– Provide Guest Song Book

– Introduce Guest before Break

– Get Guest Involved in Singing

– Members Interact with Guest

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Level 1 Recruitment Tips

• Chapter Mailing lists

• Yearbooks

• Speak at events

• Keep The Whole World Singing

• Former Member Letter

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More Level 1 Tips

• Open House– The good old-fashioned Open House still brings in the

prospects and makes 'em feel at home.

• Share Your Prospects– Just imagine ... Every man getting referred to the

chapter which fits his personal needs best. Wow!

• Who Do You Know?– Sometimes we need a little prompting to remember all

the people whose paths we cross in a given day.

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Even More Level 1 Tips!

• Storefront Display – Use a storefront display to attract attention to your chapter.

• Turn Your Radio On – Make use of the exposure local radio can give you.

• Wanna Sing? – The “Wanna Sing?” program is designed to get potential

members to attend a regular chapter meeting, and can be used in conjunction with the Auditions for Admissions, traditional guest nights, open houses, or any other recruitment program.

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Level 2 Recruitment Tips

• Fair & Convention Booths – Local fairs, conventions and community expos can

be a great place to spread the word about your chapter and chorus.

• Speak at a Community Event– How can you recruit if no one knows your chapter

exists? Get out there and speak to the dozens of community groups which are always looking for a special program!

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More Level 2 Tips

• Analyze Irregular Attendance

• Recruit at Performances

• Use Women to Find Men

• Appeal to Young Singers

• Get Guests/New Members Singing

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Even More Level 2 Tips!

• Holiday Chorus– Create a Community Men's Holiday Chorus and bring

in singers for a short-term project. A lot of fun, and a great way to "soft sell" your chapter to potential members. Download the full four-page Men's Holiday Chorus brochure (stock #4202).

• United We Sing– Built on the same concept as the Holiday Chorus with

the focus on patriotic songs and community singing opportunities

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Share the Dream

“There are risks and costs to a program of action, but they are far less than the long-range risks and costs of comfortable inaction.” John F. Kennedy

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Membership Development

The Successful Orientation Program

• Chapter Expectations of Members

• Prospective Member Expectations

• Ongoing Orientation

• Dues Programs

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Why is Orientation Important?

35% of our new members don’t rejoin after their first year of membership. Why?

Retention starts the moment your prospective new member first hears about your Chapter.

Image is everything and that first impression tells the whole story.

Quality Singing attracts Quality Members.

Orientation keeps them involved in the process.

Orientation = Retention… It’s that simple!

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Orientation… Key to Retention

• Tells the new member what he’s joined.

• Gets him on an equal footing with the rest of the chapter members.

• Offers him a chance to become fully engaged much more quickly.

• Encourages him to share his new-found hobby with his friends… to Recruit!

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Successful Orientation

Tells it like it is…• Don’t promise things that aren’t possible.• Don’t paint pictures that aren’t accurate.• Have a written process or procedure and follow it.• Provide handouts about the Society, District, Chapter

Chorus.

Bring new members up to speed as quickly as possible, without affecting the group.

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What does he need to know?

• His Voice Part

• Music Basics

• Qualification Procedures

• Schedule of events

• When he can sing in public

• Chapter, District & Society Organization & History

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Music Orientation Program

These classes can be done weekly prior to rehearsals.

Will vary depending on the size and experience.

When a new member meets the qualifications or

standards of the Music Team he is recognized.

Society Music Leadership Team Manual outlines a

Basic Music Orientation & Education Program

for new members.

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They Joined to Sing…Music Orientation/Education Program

– Vocal Placement / Audition– Warm-up Exercises– Basic Craft Classes

• Sight Reading, Vocal Technique, Woodshedding– Repertoire Learning (Make sure they have all the music.)

•Teaching Tapes/CDs•Individual Taping while Chorus Sings

– Individual Presentation Coaching– One-on-One Section Leader Training– Quarteting / VLQ Experience

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EASY DUES PROGRAMFOUR EASY WAYS TO PAY DUES

1. Easy-Dues Auto-draft: Convenient, low monthly payments.

2. Easy-Dues Installment : New members join for just $10, and

get 6 months free!

3. Easy-Dues Annual Payment: Simple & Straightforward.

4. Easy-Dues Escrow :

A "Pay-As-You-Sing" Chapter Option.

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Constructive Input

Don’t wait for him to leave to find out that you have a problem.

Use new members to track how you are doing.

– How can you improve their musical experience?

– What will help them enjoy their hobby more?

Don’t let... “This is the way we’ve always done it”… be the reason for not making needed changes..

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DOES ORIENTATION END?

• How can your veteran members benefit? • Do you keep your members updated?

• Schools & Clinics • Other Chapter Shows• Conventions and Contests• New web sites of barbershop interest• New Society and District Programs• Outside Chapter Coaching & Vocal training

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Orientation Resources

• Member card

• Initiation Ceremony

• Complimentary Convention Registration

• New Member kit

• Re:Members

• Other Chapter Programs

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What Else is Available?

• District schools

• District conventions

• Quartet opportunities

• Harmony College

• International & Mid- Winter conventions

• BHS Web services

• BHS Staff services

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Remember this . . .

No one ever came to a chapter meeting to make a deliberate mistake. When we take time to orient, we eliminate mistakes, establish the value of the organization and ensure that our members will never want to do anything else when they could be barbershopping. We fulfill our obligations to them.

Ev Nau

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~ Membership Development ~

Retention

“Luv ‘em… or Lose ‘em!”

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Retention

• Why Do Members Leave?

• What Can Be Done About It?

• What Resources Are Available?

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Anticipate Potential Losses

• Members Complain

• Miss Chapter Meetings

• Miss Performances

• Don’t Volunteer for Duties

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Reasons For Leaving

• Available Time to Learn New Music

• Work Commitments

• Not Having Enough Fun

• Expensive Hobby

• Other?

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Do we know why we lose members?

• Nearly 35% drop in the first year

of membership

• Seven-year itch

• 20-years – time to go

• 40% are inactive

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Lost Member Analysis

• Die - 3%

• Move Away - 5%

• Wooed To Another Interest - 12%

• Product or Service Failure - 15%– Of these, 65% are lost to Poor Service.

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What To Do About It

• Determine Member Wants/Needs– Mission Statement– Preference Survey

• Evaluate What Changes Would Help– VP-CD Chapter Evaluation

• Contact Missing Members• Increase Personal Recognition• Get Members Involved• Find Ways to Improve Chapter Meetings

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More Keys to Retention

• Thorough Orientations & Periodic Updates

• Singing! Less talk more harmony.

• “Lifeblood” Chapter Meetings - Variety

• Performance Opportunities

• A Chapter Job - Get Them Involved

• Coaching - Individual & Group

• Recognition - Reward Extra Effort

• Facilitate Learning - Learning Tapes

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Recognition resources

• Lapel pin• Man of Note• Big Ten Award• BOTY• Hall of Fame• Awards

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Retention Aids

• The Music Leadership Team Manual– Stock # 4042– Paragraph 1.2.5 Membership Retention

• Chapter Management Guide– Chapter 3, Recruiting & Retention

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Marketing for Growth• What is Marketing?

– Internal • Orientation• Recognition• Appreciation

– External• Referrals• Advertizing• Word of Mouth Publicity

• What is Public Relations?– Importance of good Public Relations Program

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Market Plan

• Objective - What is your Primary Goal?• Target Audience - Who are you talking to?• Motivation of your Audience - What Action

do you want them to take?• Message that Motivates Audience to your

product or service - What is your Slogan or Theme?

• Channels to deliver your Message - How do you get your word out?

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Your Challenge

• How Do We Work Together?

– Planning for an Event

– Identify Target Market

– What do the involved parties do to support each

other to achieve the goal?

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Marketing Resources

• Society Web Page

• News Release

• Pattern News Release

• Radio Tool Kit (CD)

• Singing is Life Video

• Interview Guide

• Speakers Guide

• Clip Art

• Barbergraphics

• Sound Clips

• Society Ops Manual

• Harmony Market Place

• Singing Valentine Manual

• Award of Harmony

• Membership Related Brochures

• Young Men in Harmony

• AIC CD

• Videos

• Chapter Management Guide

• Marketing Ideas for the Chapter

• Chapter Web-Pages

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Other Resources

• Chapter Officers

• District Officers

• Society Officers

• Outside Contacts

• Trade Professionals

• Students

• Individuals with specific talents and contacts.

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Planning for Growth

• Establish a time line.

• Monitor frequently.

• Rehearse for Perfection.

• Follow-up.

• After Action Review.

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Membership Development

The Successful Guest Night

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The Planning StageWho’s Included on the Planning Committee?

•VP Chapter Development•VP Marketing & PR•The Chapter President•VP Music & Performance•The Chorus Director•Program/Hospitality Chairman•Treasurer

Who else needs to be on the team?

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The Planning Meeting Agenda

1. Why Do We Want a Guest Night?

2. Identify Target Prospects

3. When is the Best Time and Where?

4. What Needs to be Done and When?

5. Who Will Assist? - Greeters, Buddies

6. How will the Event be Promoted?

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Planning a Guest Night

• What do I include?

1. Singing

2. A name badge for each guest

3. Singing

4. Music for each guest

5. Singing

6. Did I mention “singing?”

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I Get the Idea… Sing What?

• “The Old Songs”

• “Keep The Whole World Singing”

• Gang-sing old favorites - Use pre-printed lyrics.

• Rounds are Fun!

• Easy Tags

• Free ‘N Easy Selections

• Any Barberpole Cat selection

• Appropriate Seasonal Songs

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What Else Do I Need?

• Good Refreshments• Give-aways• Music is good!• Register• A good emcee• A quartet• A good location• Members’ attendance

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Remember… Invite Guests!• Who do your Members Know?• Former Members & Past Guest Registers• Chapter Mailing List• Old Year Books • Community Newspaper• High School / College Music Teachers• Local Talk Radio & Spot Ads• Speak at a Community Event• Public Performances• Sweet Adelines / Harmony Inc.• Christmas Card Lists

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Check List• Music Team ready?• Chapter Officers all on the same page?• Chapter Members briefed and ready?• Members will be wearing Name Badges?• Have Name badges for the Guest?• Guest sign-in sheet?• Chapter informational packets?• Guest Music Books?• Refreshments?• What else needs to be on the check list?

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The Guest Night

Treat Them Like Guests in your Home

• Follow the Plan - It’s NOT a Rehearsal

• Answer All Questions Honestly

• Treat Each Guest as an Individual

• Give Him the Opportunity to Sing in a Quartet

• Ask Each Guest to come back next week.

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FOLLOW- UP!!!!!

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~ Membership Development ~

Planning,Goalsetting &Scheduling

Objective: Provide an overview of the

planning process and emphasize the

importance of planning at the Chapter level.

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Planning “POLESTARS”

• Vision - “To enrich lives through singing”

• Values - Singing, Fellowship, Fun, Enrichment,

& Creativity

• Mission - “Build better lives through singing”

• Chapter’s Vision - (What guides YOU?)

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Overview of Planning Process

• Starts with a need or desire to improve something.

• The objectives of the PLAN must be shared with others.

• Everyone needs to understand why the PLAN is important.

• Requires continual communications about status and results.

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Planning Your Chapter’s Success

• Success doesn’t just happen or happen overnight...

– You’ve got to WANT to achieve success

– You must be thorough in your planning

– You must be patient in your approach

– You must be committed to the outcome

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Planning For Success (Cont.)

• Research Society and District Programs– Many successful programs already exist.– Adapt them to your chapter’s needs.

• Dream “BIG” - But Dream “REAL”

• Requires hard work, commitment, and follow-up

• Plan needs to be documented

• Modify as necessary, but never give up

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How to Plan EffectivelyWHAT? - WHEN? - HOW? - WHO?

• Identify “what” you want to accomplish– Consider several options and alternatives.– Determine what level of quality is acceptable.

• Determine “when” you want to finish the action

• Examine your resources (people, money, materials, etc.)

• Identify responsibilities/accountability

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Planning S-M-A-R-T-E-R• Goals & Objectives Should Be:

– S pecific - State precisely what you want.

– M easurable - Numbers avoid confusion.

– A ttainable - Give yourself a chance to win.

– R ealistic - Do you have the resources?

– T ime Bound - Deadlines inspire action.

– E valuate – How well did it work?

– R evise – Make adjustments to make it better.

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Nine Steps To A Plan

• Assemble a Team • Set Membership Goals - “SMARTER”• Evaluate Previous Drives - Apply Lessons• Brainstorm Ideas for Your Chapter’s Needs• Create A Written Plan• Communicate the Plan to the Chapter• Implement the Plan - Go Recruit!• Orient Guests & New Members• Follow up to Assure Retention

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Don’t Do It Alone!

• Share your dreams and/or concerns with others.

• Identify important players and get them involved.

• Discuss options and look for workable solutions.

• Develop a “group plan.”

• Review, Revise, Implement & Evaluate

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A Final Thought . . .

It is not the critic who counts; not the man who points out how the strong man stumbled or where the doer of deeds could have done them better. The credit belongs to the man who is actually in the arena, whose face is marred with dust and sweat and blood; who strives valiantly; who errs and comes up short again and again; who knows the great enthusiasms, the great devotion; who spends himself in a worthy cause; who, at best, knows the triumph of high achievement, and at the worst, at least fails while daring greatly.

Theodore Roosevelt