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District 16 Club Officer Group Training
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  1. District 16 Club Officer Group Training

  2. Club Officers – Your Opportunity for Leadership • The success of a club is DIRECTLY related to the training of club officers. How can you lead if you do not have knowledge?

  3. Club Officers – Your Opportunity for Leadership • The mission of a Toastmasters Club is to provide a mutually supportive and positive learning environment in which every member has the opportunity to develop communication and leadership skills, which in turn foster self confidence and personal growth.

  4. Club Officers – Your Opportunity for Leadership • Leadership can be defined as the ability to inspire and motivate others to accomplish a targeted goal. • You are a club leader!

  5. Congratulations, you are Club President!

  6. Gather your team! Hold regular executive committee meetings with club officers. Give your club officers shared ownership and responsibility for the club mission! Monthly executive committee meetings are a good idea!

  7. Create a vision: • Ask yourself and your executive committee … • What is your idea for a club vision? • What would you like to see at all club meetings? • What specific things would you like to improve? Including your executive committee will give them shared ownership and responsibility for the vision!

  8. Set your goals! Goals should be… • Specific • Measurable • Realistic • Time-bound • Action-oriented Use the Club Success Plan and the Distinguished Club Program to motivate performance and track progress!

  9. Encourage and guide! • Give each club member and leader the attention and respect they deserve • Demonstrate excellence as you carry out club goals and proceed through the Toastmasters educational tracks Lead by example – others will follow!

  10. Represent the Club • Act as liaison between club / area / district • Participate in and vote at area / district functions • Vote at the Regional and International Convention or send proxy to district governor

  11. As Club President, you will… • Preside over club meetings • Hold and chair executive committee meetings • Know the Distinguished Club Program. • Attend district and area council meetings • Attend district and area council meetings

  12. As Club President, you will… • Ensure timely submission of semi-annual dues renewals and membership reports • Vote at regional and international business meetings • Oversee administrative operation of the club • Assist with transition of new officers at the end of your term

  13. Congratulations! You are club Vice President Education!

  14. Envision / Plan / Direct Club Meetings • Create varied programs • Assign meeting roles

  15. The Toastmasters Educational Program… • Promote participation in the communications and leadership tracks! Tracks are not mutually exclusive – members can work in both at the same time!

  16. Tips for integrating the Competent Leadership Manual • Display manual in club meetings • Discuss evaluations • Educate mentors • Track progress

  17. Educate members about other leadership opportunities! Become familiar with: • Success/Leadership • Success/Communication • Youth Leadership • High Performance Leadership Program

  18. Orient New Members • Introduce and explain materials & procedures • Match with mentor • Get members participating

  19. You are the 2nd Highest ranking club officer! • Lead by example • Monitor the club’s progress • Preside when president is absent

  20. Boost Participationin ToastmastersActivities! • Explain training benefits • Organize speech contests • Promote area / district meeting attendance

  21. Represent the Club • Act as liaison between club / area / district • Participate in and vote at area / district functions • Vote at the International Convention

  22. As Vice President Education, you will… • Preside over club and executive committee meetings in the absence of the president • Attend club executive committee meetings • Plan dynamic club meetings 3-6 weeks in advance

  23. As Vice President Education, you will… • Encourage effective evaluations • Orient new members and assign mentors • Establish club educational goals based on the DCP • Attend district and area council meetings • Organize speech contests

  24. Congratulations, you are Club Vice President Membership!

  25. Reaching for 20 – Charter membership strength! Why 20? • Keeps meetings exciting and varied • Keeps the talents and energies of club members from being stretched too thin

  26. How to get there… • Make it a club goal to add one member each month Challenge club members and leaders to bring a guest to club meetings twice each month – and then be the first to do just that!

  27. Strategies for Membership Growth • Promote benefits to current members • Promote Toastmasters benefits to others • Hold at least two membership contests • Offer recognition

  28. Toastmasters Membership Contests: Individual Recognition – The Annual Membership Program! Recognizes individuals who sponsor 5, 10, 15 or more new members during the year.

  29. Toastmasters Membership Contests: Club recognition for 5 or more new, dual, or reinstated members! • The Smedley Award August thru September • Talk Up Toastmasters February thru March • Beat the Clock May thru June

  30. Transform Guests into Members • Personally welcome guests and introduce them to others • Explain benefits • Complete application andsubmit online immediately • Welcome new members into the club

  31. Guarantee current member Satisfaction • Contact absent members • Conduct surveys • Distribute evaluation forms

  32. As Vice President Membership, you will… • Conduct an ongoing membership program • Promote Toastmasters membership building contests • Follow up with guests • Attend club executive committee meetings

  33. As Vice President Membership, you will… • Attend and vote at area council meetings • Ensure each guest completes a guest card • Report on membership goals and achievements • Ensure current members’ needs are being met

  34. Congratulations, you are Club Vice President Public Relations!

  35. The Goal of Public Relations: To increase awareness and appreciation for the Toastmasters program.

  36. Creating a Public Relations Program • Target your audience • Develop a media list • Send promotional material to media members

  37. Writing a news release: • Tell a good story • Use quotes • Format for readability • Get to the point first

  38. Create a Club Newsletter/Web Site Why? • Documents and promotescurrent events • Informs with educational material • Provides visitors with “take-home” value

  39. FreeToastHost.org A free Web-hosting service for clubs! Use it tocreate and maintain a professional-looking Web site. No Web-site design experience necessary.

  40. As Vice President Public Relations,you will… • Promote your club’s regular meetings and special events to local media • Communicate upcoming events to your club members • Maintain club’s publicity materials • Publish and maintain your club’s newsletter and/or website

  41. Congratulations, you areClub Secretary!

  42. Maintaining Membership Roster • Ensures all members receive the Toastmaster magazine and club newsletter • Keeps track of those eligible for educational awards and speech contests

  43. Tracking Attendance Helps the vice president membership follow up on absent members

  44. Submitting records to World Headquarters • When someone joins, a form 400 and dues should be mailed or submitted online immediately. Delays could make someone ineligible for educational awards and speech contests!

  45. The Dues renewal invoice • Submitted twice each year • Lists all paid members on file at World Headquarters • Due at World Headquarters on October 1 and April 1 Work with the president, vice president membership, and treasurer to turn it in on time and earn your club’s success in the DCP!

  46. As club Secretary, you will… • Maintain an accurate membership roster • Maintain record of attendance • Submit membership roster to treasurer for dues payment

  47. As club Secretary, you will… • Record and read meeting minutes • Assist with the semiannual membership report • Report new officers to TI within 10 days • Keep club constitution and standard bylaws with the club records

  48. Congratulations, you areClub Treasurer!

  49. Creating your budget: Work with the president and the executive committee! • Incomes • Member dues • Fundraising activities • Expenses • Trophies and ribbons • Administrative supplies • Educational materials

  50. Fundraising – Questions to ask first! • Did individual members donate the products or volunteer the service? • Is it the club and not an individual who is receiving monetary compensation? • Is at least 1/3 of the club’s revenue from member dues? • Will profits be used to further Toastmasters’ tax-exempt purpose? A “no” answer to any of these questions means the activity is prohibited!