How to welcome new girls to your unit
Tips on how to provide a warm welcome to girls joining your unit, regardless of how you're meeting right now
One of the most rewarding things about volunteering with Girlguiding is seeing your girls develop and grow.
It can be really hard when you have to say goodbye to your girls. But the silver lining to this is that you can welcome new girls to support, have fun with and inspire! We’ve jotted down some of our top tips on how to make a girls’ transition to your unit as smooth as possible.
1) Get to know her beforehand
It’s a great idea to meet your new girl and her parents/carers before her first unit meeting. If you’re currently meeting virtually, you could invite the girl and her parents/carers to meet with you ten minutes before your meeting. Introduce yourself and the leadership team, and chat through what you’ll be doing that evening and later in the term. This is also your chance to ask the girl about what she likes doing and see if you can build that into your evening or term plan. It’s also a great chance to find out if there’s anything she’s worried about.
If a girl’s been part of another unit before, you could talk to her previous leaders. It might be someone you know or a leader from the other side of the world! Ask the girl for the name of her previous unit and see if you can contact them. You could ask the other leader if there’s anything they think would help your new girl settle in.
2) Give her a taster of your unit meeting
If you’re meeting socially distanced, you can do the same as meeting virtually by inviting her to the meeting slightly earlier than everyone else. This would also be a good time to let her know about any rules for the unit meeting space, like safety and boundaries. You could also invite her to watch part of a unit meeting first, so she feels more confident coming to her first one.
3) Help her get to know your unit
One of the hardest parts about being the new person joining a group is getting to know everyone else. This can be even harder if you’re the only new person. To help this transition feel more comfortable, why not play games at the start of the meeting that involve girls calling out their own or each other’s names? For example, if you’re meeting virtually, you could play Pass the Pen - a virtual game for Rainbows, Brownies, Guides and Rangers. For units meeting socially distanced, it could be as simple as passing a ball around the circle without dropping it, calling out each girl’s name as they throw. Remind the new girl that it’s OK for her to not know or remember anyone’s name - that’ll come in time.
4) Buddy her up
You might want to buddy up your new girl with another girl that’s a similar age, slightly older, or someone who’s been at your unit for a long time. They can help them settle in and introduce them to everyone. If you don’t want to use a buddy system, remind your girls that they have a new girl joining them next session and to remember it’s harder to get to know each other virtually and socially distanced.
If you’re a Rainbow leader, we have a great game in UMA Pack 6 called ‘A warm welcome’. This activity, from the topic Better together, helps girls plan how they’ll greet a new member of their Rainbow unit. There are lots of other activities in the programme that could be adapted to help new girls too.
Templates to help you
These template emails can be copied and adapted so you can quickly and easily respond to new enquiries to join your unit. We've created 3 for common situations, but you can change these to suit your unit.
Subject: Thank you for your enquiry – We’re not meeting at the moment
Dear parents and carers [Use a first name if you are sending this individually]
I’m [Name], the [Role type, for example unit leader] at [Unit name]. Thank you for registering [XXX – young member name] ‘s interest in joining our unit.
Although lockdown has lifted and the latest guidance allows our meetings, as a team we’ve decided not to return to face-to-face meetings yet.
These past [X] months have been incredibly difficult for everyone. Our unit is entirely run by volunteers and I’m sure you understand that people’s personal circumstances take priority over their volunteering roles.
[Optional: Add information about why you can’t return. For example, some volunteers are at higher risk, some volunteers are key workers, you don’t have a suitable outdoor space.]
[Optional if you’re meeting virtually: So that no one misses out on a great guiding experience, we’ve been meeting virtually over Zoom and will continue these meetings. If XXX would like to join us for these unit meetings, reply to this email and I can send you everything you need.]
[Optional: We’re planning to start meeting face-to-face in [month] and will be in touch with details of our venue and start date.]
We hope to be back meeting in person soon and would love to have XXX join us. Do let us know if you’d like to stay on our waiting list so we can get in touch when we begin meeting.
Alternatively, you can see if a different unit nearby can welcome XXX sooner.
Do this by:
- Use the unique activation code emailed to you to log in to our GO membership system.
- If you do not have a code, use the ‘Don’t have a log in’ button to have it re-sent. If you’ve lost your password, you can reset that too or get a reminder of your username.
- Go to the ‘My Profile’ section and select ‘My Daughters’. Here you’ll see your daughter’s enquiry
- Click on the ‘Action’ button and choose the option to ‘Refer to the next section’
- Use the map to find other units in your area. Select an alternative unit and click submit
- The new unit will be in touch with you soon
If you’re having trouble logging in, then please contact the membership systems team on [email protected]
Thank you for understanding and your cooperation. If you have any concerns or would like to talk about our plans, please don’t hesitate to contact me.
Kind regards,
[Your name]
Subject: Thank you for your enquiry – We have spaces available
Dear parents and carers [Insert a first name if you are sending this individually]
I’m [Name], [Role type, for example unit leader] at [Unit name]. Thank you for letting us know that [XXX – young member name] is interested in joining us. We're excited to offer them a space in our unit.
We meet on [Day] at [Address] from [Time]. If a meeting is cancelled for any reason, we’ll contact you by [email/text/phone call].
The next meeting is on [Date]. Please could you come to the meeting at [Time]. I’d love to meet you and XXX before the meeting and introduce you to our leadership team. I’ll tell you about our plans for the meeting and the rest of this term. This will also give us a chance to talk to XXX about what they like doing and if there’s anything that they’re worried about.
[Optional - Does XXX know anyone in the unit? I’m sure they’ll be welcomed by everyone in our unit but it’s nice to know which young members they already know!]
Attached is a Starting [Rainbows/Brownies/Guides/ Rangers] form that you need to complete so we have the information we need about XXX, including any access and dietary requirements, and their emergency contact details. Read the guidance notes and complete pages 3-6 with XXX’s details. You can also fill out the Gift Aid form on page 7.
Email these to [email address] before the meeting on [date]. Or bring a printed copy along with you. We need this information before XXX can join the unit. So don’t forget to fill it out.
We take a flexible approach to uniform. There’s not one set outfit, and girls can mix-and-match from a range of different options. You don’t need to get any uniform straightaway. For XXX’s first meeting they should wear: [Add your preference according to unit best practice, for example comfortable clothing].
Please reply to this email to confirm that that XXX will be starting [section] with us. I can hold this space for XXX for [Number] days, before opening the space for other girls on our waiting list.
If you have any concerns or would like to talk about our plans, please don’t hesitate to contact me.
Kind regards,
[Your name]
Subject: Thank you for your enquiry – We have no spaces available
Dear parents and carers [Use first name if you are sending this individually]
I’m [Name], [Role type, for example unit leader] at [Unit name]. Thank you for letting us know that [XXX – young member name] is interested in joining us.
Unfortunately, we have reached maximum capacity for this term and do not have any spaces to offer XXX. We can place XXX on our waiting list so that they receive a place should one become available.
[Optional: Explain how waiting list is managed. Is it first come, first served basis, or based on age?].
The estimated wait time for a space in our unit is [Enter duration]. Do let us know if you’d like to be added to this waiting list.
Alternatively, you can see if a different unit nearby can welcome XXX sooner.
Do this by:
- Use the unique activation code emailed to you to log in to our GO membership system -
- If you do not have a code, use the ‘Don’t have a log in’ button to have it re-sent. You can also reset your password if you’ve forgotten it or your username if you don't know it.
- Go to the ‘My Profile’ section and select ‘My Daughters’. Here you’ll see your daughter’s enquiry
- Click on the 'Action’ button and choose the option to ‘Refer to the next section’
- Use the map to find other units in your area. Select an alternative unit and click submit
- The new unit will be in touch with you soon
If you’re having trouble logging in, then please contact the membership systems team on [email protected]
Kind regards,
[Your name]
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