1. club officer training

Club Leadership Training

Introduction Session

1311B

Presentation at Athens Toastmasters Leadership Training

By Frances Kazan (mba)Talent Manager & Business Coach

Toastmaster since 1996 Highest role in District74, Division Governor

Current Role: New Club Coordinator

frances@hitw.co.za www.linkedin.com/pub/dir/Frances/Kazan

skype: frances.kazan www.slideshare.com/Frances Kazan

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frances.kazanwhatsapp: Frances Kazan

twitter: @fkazan

Executive Committee / SMT / C-Suite

Club Pres

CEO

VPMCHRO

VPPRCMO

SAACFO

Club Tres

CLO

Club Sec CIO

VPECOO

Frances Kazan (MBA) Talent Manager & Business Coach - frances@hitw.co.za

Club Officer Roles

PresidentAs president, you are responsible for providing the supportive club environment members need to fulfill their self-development goals, making sure that members benefit from the Toastmasters educational program, and helping the club recruit new members and retain current ones.

Vice President EducationAs vice president education, you are responsible for providing and maintaining the positive environment and the programs through which members can learn and grow. If you do your job well, your club will have satisfied members and will continue to grow.

Vice President MembershipAs vice president membership, you are responsible for building membership and ensuring a strong membership base by satisfying the needs of all members. Your efforts contribute to the success of the club.

Vice President Public RelationsAs vice president public relations, you are responsible for coordinating an active public relations and publicity program. Your job is vital to the growth and success of the club; your efforts help to attract new members.

TreasurerAs treasurer, you are responsible for keeping clear and accurate financial records of club business and for seeing that the club remains financially stable.

SecretaryAs secretary, you are responsible for keeping clear and accurate records of club business, including membership records and correspondence with Toastmasters International’s World Headquarters and others.Sergeant at ArmsAs the sergeant at arms, you are responsible for maintaining club properties, arranging the meeting room and welcoming members and guests at each meeting.

Clubs should be at 20+ members – “charter strength” – to operate optimally. Allows more people to be available to fill meeting

and club officer roles No one member is overburdened with

responsibilities Meetings are more fun, because more people

are involved It’s easier for a club to help members meet their

educational needs Natural attrition

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Why Build Membership?

Prospecting is the process of finding people in need. Do so, by asking:Who are they?Where would I find them?

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Membership-building Steps

Step 1: Find Prospective Members.

Develop a prospect list as part of a membership campaign.Contact everyone on the list and invite them to join the meeting.On average, 1 in 3 prospects will join.Word-of-mouth is the best advertising.Members should talk with friends, familyand co-workers.There are resources to help.

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Membership-building Steps

Step 1: Find Prospective Members.

Determine club quality. Other benefits of great meetings. Understand the objectives.

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Membership-building Steps

Step 2: Make Every Meeting Great.

Ask direct questions. Listen effectively. Provide success stories. Close the sale.

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Membership-building Steps

Step 3: Help Them Decide to Join.

Deliver what has been promised. The how:

Tell them about Toastmasters. Coach them to excellence. Induct them regally. Get them involved. Give positive reinforcement.

Use the resources.

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Membership-building Steps

Step 4: Start Them Off Right.

Requires work, creativity, planning, motivation and teamwork.

Set membership targets. Organize a committee or taskforce.

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Incentives for Members

Organize Membership Building Contest

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Incentives for Members

Membership Contests

Reach out to prospective members.

Publicize success.

Reward performers.

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Incentives for Members

Publicity and Recognition

Four steps for membership building

1.Find prospects.

2.Make every meeting great.

3.Help them decide to join.

4.Start them off right.

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The mission of a Toastmasters club is to

provide a mutually supportive and positive

learning environment in which every individual

member has the opportunity to develop oral

communication and leadership skills, which in

turn foster self-confidence and personal

growth.

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The Club Mission

Involve members in creating the vision The vision affects the entire club. It develops a sense of ownership and

responsibility.

What is your vision for your club?

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The Club Mission

1: Have a Vision.

Specific Measurable Action-oriented Realistic Time-bound

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The Club Mission

2: Set Goals.

Involve your team in setting each goal. Pinpoint the goals your club needs to achieve. Write each goal so it’s easy to remember and

to track your progress toward it. Consider what you must do to achieve the goal. Identify and resolve any foreseeable obstacles,

problems, or conflicts.

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The Club Mission

3: Create Goals.

Review you team’s progress toward the goal regularly.

Focus on empowering others to accomplish goals.

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The Club Mission

4: Monitor Progress.

For example:

If a club goal is to have members earn CC

awards, challenge members to set

personal goals to achieve the award by a

specific date.

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The Club Mission

5: Set Personal Goals.

Helps the club determine how it is going to meet 10 critical goals.

Allows club to establish additional goals. Outlines strategies. Identifies resources. Has space to write in assignments, develop

a timetable, and track accomplishments.

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The Club Success Plan

Officers should meet after being elected to study and use the Club Success Plan to: Set goals for their term of office. Assign responsibilities to specific individuals. Form committees to help accomplish goals. Review the goals and timetables. Note the club’s accomplishments at year-end for

future incoming officers. During the area governor’s two visits they will

review the club’s plan, discuss the club’s progress in it, and offer advice or assistance if necessary.

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The Club Success Plan

1. Two CCs2. Two more CCs3. One ACB, ACS, or ACG4. One more ACB, ACS, or ACG5. One CL, ALB, ALS, or DTM6. One more CL, ALB, ALS, or DTM7. Four new members8. Four more new members9. Minimum of four club officers trained during each of two

training periods10. One club membership renewal and club officer list

submitted on time10

Distinguished Club Goals

Club progress and reports: Club presidents receive quarterly reminders to check

the club’s progress report online.

Progress updates are posted weekly on the Toastmasters International website (www.toastmasters.org/DCP).

World Headquarters recognizes clubs as Distinguished, Select Distinguished, or President’s Distinguished based on membership size and goals achieved on June 30.

Membership requirements at year-end (June 30): At least 20 members or a net growth of at least five members.

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Distinguished Club Goals

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Distinguished Club Goals

Recognition

Create a vision.

Establish club goals.

Implement the right resources.

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3

Moments of Truth

First Impressions Membership Orientation Fellowship, Variety, and Communication Program Planning and Meeting Organization Membership Strength Achievement Recognition

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The Communication and Leadership Tracks

Increases self-confidence and poise

Improves speaking and leadership skills

Creates more opportunities to speak inside and outside of Toastmasters

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Awards and Recognition

Why Earn Awards?

Offer assistance to any member who wavers when committing to a specific date for completing a manual project.

Often, you can provide solutions to concerns that have gone unvoiced.

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Awards and Recognition

Getting Members Involved

Publish achievements in newsletter and on club website.

Publicize achievements at area and district levels.

Hold recognition ceremonies. Present special tokens of recognition.

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Awards and Recognition

Additional Incentives to Recognize Membersat Club Level

Becoming familiar with other projects

Reading The Leadership Excellence Series

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Awards and Recognition

Keep Members Aware of Opportunities by

For example:

A club could decide to add at least one new member a month.

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Membership Building

Step 1: Set realistic goals

Speechcraft Starter Kit (Item 205) An Opportunity to Succeed (Item 207) Speechcraft Promotional Kit (Item 203)

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Membership Building

Step 2: Conduct a Speechcraft

Annual Membership Program Smedley Award Talk Up Toastmasters Beat the Clock!

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Membership Goals

Step 3: Plan a membership-building contest

Club Sponsors

Club Mentors

Club Coaches

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Club-building Assistance

Sometimes an unexpected brief but sincere compliment, a smile, or a handshake is all someone needs to feel appreciated.

Set aside some time to make announcements of individual achievements.

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Motivating Individual Achievement

Acknowledge personal milestones.

Recognize in print.

Recognize online.

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Motivating Individual Achievement

As an officer, take pride in motivating

your members!

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Closing