Step 1: preparation

put your facts together

The first essential for recruiting is factual information. You will need to collect:

• A list of members
• A list of staff in post
• A copy of your organisation's facilities agreement, if there is one.

Some employers will provide information as a matter of course. Others are not so helpful. In these cases recruiters will have to use other sources of information, such as staff lists, computerised directories etc.

This should tell you what information you are entitled to receive from management about staff changes and what facilities you can use to meet newcomers. If it does not tell you, ask the personnel/human resources department.

You can use the facilities agreement to show non-members that their employer recognises Prospect to negotiate on their behalf. Your branch secretary should have a copy of your facilities agreement. If not, contact your headquarters officer.

Every branch and section should have a complete list of members - showing their name, grade, section and official address. Details of members are also kept on our main databases. If your list is out of date, the Prospect membership department is your first port of call for a new one. It can provide a print-out or disk of members in your branch, section or workplace.

You may well find differences between the records maintained by your branch and those at headquarters. Please check all details and notify the membership department of any changes.

Ask your management for a list of all staff in post. This should include regular notification about new staff as soon as they join the organisation. You will need both the names of newcomers and their office/building.

If your employer is unco-operative you will need to consult internal directories and official staff lists; other reps and members; and maintain regular contact with personnel and line managers.

When you have the two lists, you will be ready to draw up a membership profile. This will give an accurate picture of actual and potential membership, the names of non-members, their grade and section/building/floor as appropriate. Contact the RO unit if you want help with this.

Remember that casual staff - those employed on contracts of up to 12 months, sandwich students and fixed term appointees - are eligible to join Prospect. They have limited statutory protection and all the more need of a trade union.

The information about who and where your non-members are should give a clear indication of your recruitment priorities.

Proceed to step 2: planning