Achieving Success As Vice President Membership John Kinsman, DTM District 36 Lt. Governor Marketing, 2013-14 [email protected]
Mar 27, 2015
Achieving SuccessAs Vice President Membership
John Kinsman, DTMDistrict 36 Lt. Governor Marketing, 2013-14
The Vice President Membership is the third-
ranking club officer.
Key are both gaining new members and
retaining existing members.
You also are a member of the Officer team and
the Area Council.
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IntroductionIntroduction
Conduct ongoing membership-building and efforts. Promote the goal of one new member per month. Promote achieving 20 members by year-end or sooner. Promote club and Toastmasters International
membership-building programs. Conduct club membership programs.
CL manual link Keep track of guests, new members, and members
not attending meetings. Work with prospective members. Work with Treasurer to process membership
applications.3
Outside the Club MeetingOutside the Club Meeting
Ensure the club’s meeting location and time are listed correctly on the club’s website, promotional material, and with World Headquarters.
Attend club executive committee meetings. Attend at area council meetings. Attend TLI. Arrange for a replacement if unable to attend a club
meeting. Prepare your successor for office.
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Outside the Club MeetingOutside the Club Meeting
Inform club of role and activities of VPM. Greet guest and have each complete the Guest
Information Card (Item 231) / guest book. Periodically report on current membership, promote
membership campaigns, and welcome new members. Induct new members. Help guests wanting to join complete the Application
for Membership. Speak with fellow members to determine if their needs
are being met.
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At the Club MeetingAt the Club Meeting
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.
Periodically review goals and timetables During the area governor’s two visits, review the
club’s plan, discuss the club’s progress, and ask for advice or assistance if necessary.
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The Club Success PlanThe 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
timeMembership requirements at year-end (June 30): At least 20 members
or a net growth of at least five members.7
Distinguished Club GoalsDistinguished Club Goals
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Distinguished Club GoalsDistinguished Club Goals
RecognitionRecognition
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 Balances natural attrition
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Why Build Membership?Why Build Membership?
A goal of one new member each month will help keep an influx of
new members for a strong, healthy club.
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Setting Membership GoalsSetting Membership Goals
Toastmasters Contestso Smedley Awardo Talk Up Toastmasterso Beat the Clock!
Club Contestso Set up a goal/competition for club members
For bringing visitors, visitors who join, etc.
o Track member progress at the meetings, e.g., through a bar chart
o Reward for members sponsoring new memberso CL manual credit (see Projects 8 and 10)
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Membership-building ContestsMembership-building Contests
Smedley Award (August 1 to September 30) Talk Up Toastmasters! (February 1 to March
31) Beat the Clock! (May 1 to June 30) It’s simple—add five new, dual or reinstated
members to your roster. Qualifying clubs earn a special discount code for
10-percent off their next club order (and a ribbon for your banner).
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Membership-building ContestsMembership-building Contests
Work with VPPR to publicize meetings/demos.
You already know some prospects – invite them.
Word-of-mouth is the best advertising.
Flyers, advertisements
Your website, MeetUp, Facebook, etc.
On average, 1 in 3 prospects will join.
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Membership-building StepsMembership-building Steps
Step 1: Find Prospective Members.Step 1: Find Prospective Members.
Work with VPE to hold a periodic open house or demonstration meeting geared to building membership! :
•Planned and advertised in advance•Food as a lure•Guest packet / guest book•Hold mini-meeting
•TMOD explains all roles and why•TMOD sells the program•Work brief testimonials in•Speeches are not by expert / evaluate to motivate
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Step 2: Make Every Meeting Great.Step 2: Make Every Meeting Great.
Several club members should say hello and spend a few minutes getting to know the guest.
Provide promotional literature (guest packet).
Collect their contact information (guest book).
Member sits with guest during meeting.
TMOD/GE explains roles and purposes during meeting.
Table Topics Master offers to let Guest participate.
At end of meeting, seek their comment.
Answer questions.
Invite to join / invite back
Close the Sale (next slide)
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Step 3: Handling a Guest VisitStep 3: Handling a Guest Visit
Explain why the Guest should join?•Build confidence•Learn from doing and feedback - unique to Toastmasters•Structured program - explain CC and CL•It's not just speeches
• impromptu speaking• learning to listen / giving feedback• leading meetings / the club
•Great on resume
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Step 4: Closing the SaleStep 4: Closing the Sale
Why the Guest should join? (concluded)•Cost is minimal
• tremendous bargain vs. other options•We will not throw you in deep end
• will have a mentor and start you with easier roles•Give personal testimonial
Invite guest to join •explain terms of membership and application•all officers must be well-versed in application
Follow up if necessary•In person >> telephone >> e-mail (last resort)
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Step 4: Closing the SaleStep 4: Closing the Sale
CLUBS WITHIN DISTRICTS
MEMBERSHIP APPLICATION
For faster service, add and pay for your new members online at www.toastmasters.org/members
Club Number: _____________________________ District Number: ___________
Club Name: ________________________________________________________
City: __________________________________________
Membership Type: New Reinstated (break in membership) Renewing (no break in membership) Dual Transfer from club number /name _______ /___________________
Member Number (if known) ___________
_____________________________________________________________________________
Last Name / Surname / Family Name First Name / Given Name Middle Initial / Name
etc. 20
Deliver what has been promised. The how:
Coach them to excellence (mentor). Induct them regally. Get them involved. Give positive reinforcement.
Use the resources.
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Step 5: Start New Members Off RightStep 5: Start New Members Off Right
Orient new members
Active mentor-mentee relationship for new (and other if
needed) members
Follow up with members who miss two meetings in a row
Understand member motivations (member surveys)
Recognize accomplishments
Quality and fun meetings
Attend to all members during meetings 18
Member RetentionMember Retention
Member Interest Survey (Item 403)
New Member Profile Sheet (Item 405)
Club Climate Questionnaire (Item 251C)
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Maintain Member SatisfactionMaintain Member Satisfaction
We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.
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Mission of the ClubMission of the Club
WelcomeJohn Kinsman, DTMCurrent Member00321389
CLUB CENTRAL
Club Officer Resources Distinguished Club Program Reports Page
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Toastmasters International WebsiteToastmasters International Website
Submit membership application(s) - new/dual/reinstate
Pay dues
Update my club meeting information
Search Club Receipts
View/Update/Print my club officer information
Update my club mailing address
Submit education award(s) for club members
View/Update/Print my club membership roster
Update my club bylaws
View my club's awards
View DCP reports
Wire Transfer Instructions (PDF) 17
Toastmasters International WebsiteToastmasters International Website
Conduct Club Business Conduct Club Business
Home Meet District 36 Guests District Calendar Clubs – you can see your club’s DCP status going back year by year TLI – schedule and details Document Library – check it out Member Resources – check it out Form Submission Contests Conference (November 15-16 in Silver Sprint) Photos Speakers Bureau – invite a Speaker to your club
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District 36 Website (www.district36.org)District 36 Website (www.district36.org)
A responsibility
and
a privilege
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Leading, Motivating
and Coaching
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Set realistic and attainable goals.
Plan how to accomplish the goals.
Delegate tasks as needed.
Monitor progress toward goals.
Coach team members when necessary.
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TEAM Leadership OpportunityTEAM Leadership Opportunity
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Motivating TeamsMotivating Teams
1. Understand what motivates each person.
2. Focus on the benefit to the individual.
3. Make expectations clear.
4. Recognize their work.
5. Be a leader.
1. Decide what to delegate.
2. Decide who will do the task.
3. Assign responsibility.
4. Grant authority.
5. Establish accountability.
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DelegationDelegation
1. Lack of confidence in others
2. Fear of losing control
3. Selfishness
4. Insecurity
5. Reluctance
6. No one can do it as well as you
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Barriers to DelegationBarriers to Delegation
1. Agree that a problem exists.
2. Discuss solutions.
3. Agree on an action.
4. Follow up.
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Coaching OthersCoaching Others