From First Contact to Bid Day: Using Tech to Engage PNMs at Every Stage
Transform random encounters into meaningful relationships that lead to bid acceptance. This comprehensive guide shows you exactly which technology tools to use at each stage of the PNM journey, with proven strategies that increased our bid acceptance rate to 94%.
The PNM Journey: A Strategic Framework
Most chapters approach recruitment as a series of random events and hope for the best. But successful recruitment follows a predictable journey with specific touchpoints where technology can make or break the relationship.
After mapping the journey of over 500 successful recruits, we identified 7 critical stages where the right tech tools can dramatically improve engagement and conversion rates.
The Complete PNM Journey Map
Discovery
First Contact
Interest
Follow-up
Exploration
Events
Connection
Relationships
Evaluation
Consideration
Decision
Pre-Bid
Commitment
Bid Day
Each stage requires different technology tools and engagement strategies for maximum effectiveness.
Stage 1: Discovery - Making a Memorable First Impression
First Contact Technology Stack
The critical first 5 minutes that determine everything
Immediate Actions (On-Site)
- Open Rush+ mobile app during conversation
- Take a photo (with permission) for recognition
- Capture contact info and basic details
- Note 2-3 key conversation highlights
- Set 24-hour follow-up reminder
Tech Tools for Discovery
- Rush+ Mobile: Quick profile creation
- Business Card Scanner: Instant contact capture
- Voice Notes: Capture conversation details
- QR Code Generator: Easy info sharing
- Calendar Integration: Schedule immediate follow-up
Pro Tip - The "3-Touch Rule":
Capture 3 pieces of information: 1) Something personal (hometown, major, hobby), 2) A connection point (mutual friend, shared interest), and 3) Next step preference (text, Instagram, email). This creates the foundation for personalized follow-up.
Stage 2: Interest - The Critical 24-48 Hour Window
Strategic Follow-Up Systems
Converting initial interest into ongoing engagement
Automated Follow-Up Sequence (Rush+ Premium)
Message Templates (Personalize These!)
24-Hour Text:
"Hey [Name]! It was so great meeting you at [Event] yesterday. I loved hearing about your [specific detail]. Hope your [upcoming thing they mentioned] goes well! 😊"
48-Hour Share:
"Thought you might like this! [photo/link related to their interests] This is why I love our chapter - we do so much with [their interest area]!"
Tech Stack for Interest Stage
- Rush+ Automation: Scheduled personal messages
- Instagram/TikTok: Social engagement
- GroupMe/Discord: Informal group inclusion
- Calendly: Easy event registration
- Canva: Custom event invitations
Stage 3: Exploration - Event Engagement Technology
Event-Driven Relationship Building
Technology that makes events memorable and trackable
Pre-Event Tech
- • RSVP tracking in Rush+
- • Automated event reminders
- • Digital invitations with chapter branding
- • Pre-event icebreaker questions
- • Parking/logistics info automation
During-Event Tech
- • Check-in QR codes
- • Live photo sharing platforms
- • Interactive activities with apps
- • Real-time feedback collection
- • Member assignment tracking
Post-Event Tech
- • Automatic thank you messages
- • Photo gallery sharing
- • Engagement scoring updates
- • Next event invitations
- • Member feedback compilation
Case Study - Tech-Enhanced Philanthropy Event:
Kappa Delta Miami used Rush+ to track PNM engagement during their "Cookies for a Cause" baking event. Real-time notes captured which PNMs connected with which members, leading to 89% of attendees accepting bids (vs. 67% average for non-tracked events).
Stage 4: Connection - Deepening Individual Relationships
Personal Relationship Technology
Moving beyond group interactions to meaningful one-on-one connections
The "Connection Assignment" System
Use Rush+ to assign each promising PNM to 2-3 members based on shared interests, personality fit, and availability. Track all interactions to ensure consistent, positive experiences.
Assignment Criteria:
- • Major/career alignment
- • Hobby and interest overlap
- • Personality compatibility
- • Geographic connections
- • Mutual friend networks
Tracking Requirements:
- • Frequency of contact
- • Quality of interactions
- • PNM response enthusiasm
- • Conversation topics
- • Next planned interaction
One-on-One Activity Ideas
- • Coffee dates with conversation tracking
- • Study sessions with academic members
- • Workout classes with fitness-focused members
- • Alumni networking introductions
- • Class shadowing opportunities
Tech Tools for Connection
- Rush+ Notes: Shared member insights
- Calendly: Easy meetup scheduling
- Venmo/Zelle: Small gesture payments (coffee)
- LinkedIn: Professional connections
- Spotify: Shared playlists
Stage 5: Evaluation - Data-Driven Decision Support
Analytics-Powered Bid Decisions
Using data to make confident, strategic bid choices
Rush+ Analytics Dashboard
Engagement Score
- • Event attendance rate
- • Response time to messages
- • Initiated conversations
- • Social media interactions
Fit Assessment
- • Values alignment survey
- • Member compatibility ratings
- • Leadership potential indicators
- • Academic/social balance
Bid Likelihood
- • Interest level indicators
- • Competing chapter activity
- • Financial readiness assessment
- • Timeline availability
Decision Matrix Example:
"Emma scored 92/100 on engagement (attended 4/5 events, responds within 2 hours), 88/100 on fit (strong values alignment, connects well with academic-focused members), and 85/100 on bid likelihood (expressed strong interest, no competing activities). Recommended: Priority bid."
Stage 6: Decision - Strategic Bid Management
Pre-Bid Day Intelligence
Technology that maximizes bid acceptance rates
Pre-Bid Communications
- Personalized excitement messages
- Subtle preference confirmation
- Logistics preparation and Q&A
- Connection to assigned "big sister"
Risk Mitigation Tech
- Competitor Monitoring: Social media tracking
- Sentiment Analysis: Communication tone tracking
- Engagement Alerts: Sudden communication drops
- Preference Surveys: Anonymous feedback collection
Acceptance Rate Optimization:
Chapters using structured pre-bid communication through Rush+ see 23% higher acceptance rates compared to chapters with ad-hoc outreach. The key is personalized, data-informed messaging that addresses specific PNM concerns.
Stage 7: Commitment - Bid Day Technology
Memorable Bid Day Experiences
Technology that creates unforgettable moments and smooth transitions
Bid Delivery Tech
- • Personalized digital bid cards
- • QR codes for instant acceptance
- • Live tracking of acceptances
- • Automated celebration messages
- • Integration with member databases
Celebration Documentation
- • Professional photo/video capture
- • Live streaming for families
- • Social media content creation
- • Digital scrapbook compilation
- • Welcome video messages
Onboarding Automation
- • Welcome packet delivery
- • New member group creation
- • Calendar integration setup
- • Mentor assignment automation
- • First week schedule sharing
Seamless Transition Strategy:
The journey doesn't end at bid acceptance. Use technology to immediately transition new members into your regular communication systems, introduce them to their mentors, and begin the next phase of their Greek life experience.
Measuring Journey Success
Key Performance Indicators for Each Stage
Engagement Metrics:
- • Stage 1-2 follow-up response rate (target: 80%+)
- • Stage 3 event attendance conversion (target: 60%+)
- • Stage 4 one-on-one participation (target: 70%+)
- • Stage 5-6 communication engagement (target: 90%+)
Conversion Metrics:
- • Overall bid acceptance rate (target: 85%+)
- • New member retention (first semester: 95%+)
- • Member satisfaction with new class (target: 90%+)
- • Time from first contact to bid (track trends)
Master the Complete Journey with Rush+
Stop leaving relationships to chance. Rush+ provides the complete technology stack to manage every stage of the PNM journey, from first contact to bid day and beyond. Track engagement, automate follow-ups, and make data-driven decisions that lead to stronger bid classes.
Complete PNM journey management • Free trial • Used by 1000+ successful chapters
About the Author
Maria Gonzalez served as Vice President of Membership for Kappa Delta at the University of Miami and developed the "7-Stage Journey Framework" that increased bid acceptance rates from 73% to 94% over two recruitment cycles. She specializes in systematic relationship building and has consulted with over 60 chapters on recruitment journey optimization. Maria holds a degree in Marketing and Psychology and has been recognized as Recruitment Innovation Leader of the Year 2024.