Area and Division Director Training July 9, 2016

Welcome to the team!

Icebreaker Activity

Responsibilities of Area & Division Directors ● Toastmasters Org Structure ● Share 2015 strategic plan ● Develop Successful Teams Stefano

Session Agenda Your team members Your team agreement Team motivation Conflict resolution in a team 1

Session Objectives ▪Recount roles of area and division directors ▪Identify members of area and division councils and ways councils offer support ▪Describe a team charter and its benefits ▪Build trust and set expectations using team charters ▪Apply the Five Principles of Motivation ▪Use conflict resolution techniques 2

3 Area Director

Area Team 4 area director club president VPM VPE club president VPM assistant area director marketing VPM assistant area director marketing VPE club president VPM VPE assistant area director education VPE assistant area director education area council

5 Division Director

Division Team 6 division director area director assistant division director education area director assistant division director education area director area director assistant division director marketing area director division council

Team Support 7 division director area director assistant division director education area director assistant division director education area director area director assistant division director marketing area director division council area director club president VPM VPE club president VPM assistant area director marketing VPM assistant area director marketing VPE club president VPM VPE assistant area director education VPE assistant area director education area council

Your Team Agreement Team Composition Values Team Operating Principles Potential Obstacles Meeting Protocol Team Interaction and Behavioral Norms 8

9 Team Motivation

Five Principles of Motivation Understanding motivation Focusing on value Clarifying expectations Recognizing your team Leading by example 10

Team Conflict Resolution Talk in private. Share responsibility and agree to resolve issues. Present viewpoint in unemotional way. Determine points of agreement and disagreement. Decide how to proceed on disagreements. Summarize discussion in writing and move forward. 11

Review Recount roles of area and division directors Identify members of area and division councils and ways councils offer support Describe a team charter and its benefits Build trust and set expectations using team charters Apply the Five Principles of Motivation Use conflict resolution techniques 12

Conclusion: Closing Remarks Area and division directors have many responsibilities. Area and division councils help area and division directors. Team charters help teams be effective and productive. Good team leaders employ the Five Principles of Motivation. Resolving conflict allows teams to be more productive. 13

Contests… and more ● Timing, organization, buddy-up, budget ● Conduct Quality Speech Contests ● Conferences and TLIs Anna

The overview Timing Getting organized Buddy-up Budget

Session Agenda Types and benefits of speech contests Speech contest preparation Speech contest rules 1

Session Objectives State types of speech contests Explain benefits of speech contests Prepare a speech contest with leadership teams Solve speech contest challenges and answer questions using the Speech Contest Rulebook (Item 1171) 2

Type of Speech Contests International Evaluation Humorous Table Topics™ Tall Tales Taped (for members of undistricted clubs and for provisional districts) 3

Speech Contest Resources for Clubs Area and division directors are resources for club officers’ speech contest questions Area and division directors should have a thorough understanding of speech contests 4

District Requirements Districts must hold the International Speech Contest every year. Districts are allowed to hold up to three additional contests per year. 5

What should the contest chair order for all contest speakers? What should the contest chair order for contest winners? From where should the contest chair order these items? 6 Checklist Game

May clubs, areas, divisions, or districts produce awards for contestants and winners? 7 Checklist Game When should the contest chair notify contestants of the time and place of the contest and pre-contest briefing?

Where should the chief judge tell the contest judges to sit? Why should the contest judges sit there? 9 Checklist Game What does the chief judge give to the contest chair during the contest? What two events must a contestant attend before the contest?

Speech Contest Judges Chief judge ▪Selects fair and impartial judges ▪Trains contest officials ▪Prepares contest officials for the role How to use Judge’s Guide and Ballot (Item 1172) How to choose a winner without evaluating speakers 12

Speech Contest Rules Speech Contest Rulebook (Item 1171) The ultimate resource for contest issues Questions can be directed to World Headquarters Phone

Review ●State types of speech contests ●Explain benefits of speech contests ●Prepare a speech contest with leadership teams ●Solve speech contest challenges and answer questions using the Speech Contest Rulebook (Item 1171) 14

Conclusion: Closing Remarks The benefits of speech contests extend to all involved. Area and division directors must have a thorough understanding of speech contests. The Speech Contest Rulebook (Item 1171) is an important guide. It is important to choose fair and impartial judges and train contest officials. 15

Beyond Contests Conferences TLIs And more…

Break

Club Visits & Reports / Dashboards ● When to visit, what to look for, reports ● Raising issues to division director & trio ● Enhance Club Quality ● Thrive in District Recognition Program ● Dashboards and other resources Anna

Session Agenda Quality clubs Prepare to know the club Club visits Resources 1

Session Objectives Define club quality and a positive member experience Examine what contributes to club quality and a positive member experience Prepare for club visits Practice building trust during club visits Conduct effective club visits Propose solutions for club challenges 2

3 Club Quality

Member Experience Quality club environments lead to membership retention Great meetings make clubs successful Quality club meetings are well planned, well attended, organized, and fun Members improve their communication and leadership skills Quality clubs give members an opportunity to learn and grow 4

Membership, Education, and Leadership Membership How do clubs attract and retain members? The Toastmasters education program How can the club help its members meet their personal and professional education goals? Club leadership How do club officers affect club quality and the member experience? 5

Gather Information How can area directors gather information about a club before calling, ing or visiting? 6

Club Visits Foster club quality by visiting clubs Answer questions and offer club support Area Director’s Club Visit Report (Item 1471) is a tool to help area directors during club visits 7

Trust Build trust with clubs before and during club visits ▪Building trust results in Clubs giving honest information Clubs being receptive to feedback Clubs see area directors as a resource 8

First Club Visit Observations ▪What to look for on your first club visit What first impression does the club make? How does the club orient new members? What’s the atmosphere of the meetings? How are meetings organized? How many members does the club have? How does the club recognize achievement? 9

First Club Visit Distinguished Club Goals ▪How to help clubs become distinguished Discuss club DCP progress Review Club Success Plan Remind club of deadlines Ask about club successes Ask about club goal challenges 10

First Club Visit Discussion ▪How to become the club’s trusted resource Ask questions about information gathered and observations Encourage club members to ask questions Ascertain unvoiced concerns Offer practical solutions to challenges Set up follow-up communications with club officers Use the Area Director’s Club Visit Report 11

After the First Visit After the first visit ▪Submit Area Director’s Club Visit Report ▪Review and discuss club with the division director ▪Contact club president to: Share observations Congratulate club on their successes Identify how the district can support the club 12

Second Club Visit Observations ▪What to look for on the second club visit What are the similarities or differences from first visit? Which issues are unresolved from the first visit? Which suggestions have been implemented? How is the club progressing in the DCP? Acknowledge accomplishments 13

After the Second Visit After the second visit ▪Submit Area Director’s Club Visit Report ▪Review report and discuss club with the division director ▪Contact club president to: Share observations Congratulate club on their success Identify how the district can support the club 14

Resources 15

Review Define club quality and a positive member experience Examine what contributes to club quality and a positive member experience Prepare for club visits Practice building trust during club visits Conduct effective club visits Propose solutions for club challenges 16

Conclusion: Closing Remarks Support clubs in creating a positive member experience. The education program, club leadership, and membership contribute to club quality. Prepare for club visits by building trust and gathering information. During club visits continue building trust. After club visits, area directors discuss how to help clubs with division directors. 17

Thrive in the District Recognition Program

Session Agenda Distinguished Club Program District Recognition Program 1

Session Objectives Describe how Moments of Truth leads to club quality Define roles of area and division directors Describe the Distinguished Club Program Identify goals of Distinguished Area and Division programs Describe importance of club, area, and division success plans Identify District Recognition Program and Distinguished Club Program resources 2

3 Moments of Truth ●First Impressions ●Membership Orientation ●Fellowship, Variety, and Communication ●Program Planning and Meeting Organization ●Membership Strength ●Achievement Recognition

Qualifying Requirements 4 ●Distinguished Club Program ○Membership of 20 or a net growth of at least five new members as of June 30

Membership Net Growth Definition 5 ●Membership net growth occurs when the total number of club members at year-end (June 30) exceeds the base amount.

6 Membership Base Definition ●The membership base amount refers to the number, on July 1, of club members (renewing, new, charter, dual, and reinstated) who paid April dues.

10 DCP Goals 7 ●Two CCs ●Two more CCs ●One ACB, ACS, or ACG ●One more ACB, ACS, or ACG ●One CL, ALB, ALS, or DTM ●One more CL, ALB, ALS, or DTM ●Four new members ●Four more new members ●Minimum of four club officers trained during each of two training periods ●One membership dues-renewal report and one club officer list submitted on time

Distinguished Club Program 8 ●Distinguished, Select Distinguished, President’s Distinguished

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12 Qualifying Requirements ●Distinguished Area Program ○No net club loss ○Submit the Area Director’s Club Visit Report for 75% of club base ■First round visits by November 30 th ■Second round visits by May 31 st

13 Net Club Loss Definition ●Net club loss occurs when the total number of clubs at year-end (June 30) falls below the base amount.

14 Area Director’s Club Visit Report

Area’s Club Base Definition 4The area’s club base is the number of paid clubs assigned to the area as of July 1. 4Clubs are considered to be paid when they have submitted a complete April dues- renewal report. ▪These and new clubs chartered between April 1 and June 30 are counted in the club base. 15

Distinguished Area Program 16 ●Distinguished, Select Distinguished, President’s Distinguished

17 Qualifying Requirements ●Distinguished Division Program ○No net club loss

18 Net Club Loss Definition ●Net club loss occurs when the total number of clubs at year-end (June 30) falls below the base amount.

Division’s Club Base Definition The division’s club base is the number of paid clubs assigned to the division as of July 1. Clubs are considered to be paid when they have submitted a complete April dues- renewal report. These and new clubs chartered between April 1 and June 30 are counted in the club base. 19

Distinguished Division Program 20 ●Distinguished, Select Distinguished, President’s Distinguished

Club Success Plan 21 Distinguished Club Program and Club Success Plan (Item 1111)

Area and Division Success Plans 22 Toastmasters International District Recognition Program (Item 1490)

Stretch and Additional Goals Many districts encourage area and division directors to stretch the goals outlined in the Distinguished Area and Division programs or accomplish additional goals. 23

Review Describe how Moments of Truth leads to club quality Define roles of area and division directors Describe the Distinguished Club Program Identify goals of Distinguished Area and Division programs Describe importance of club, area, and division success plans Identify District Recognition Program and Distinguished Club Program resources 24

Conclusion: Closing Remarks The DCP is the foundation of the District Recognition Program. The Distinguished Area, Division, and District programs align with the DCP. Area and division directors should be aware of club goals. Completing success plans helps clubs, areas, and divisions stay on track. There are resources available for tracking Distinguished goal progress. 25

Getting Involved Beyond your area / division ● Establish and Support New Clubs ● Sponsor, Mentor, Coach Stacey

Session Agenda Mission and goals Club builders Club-building cycle 1

Session Objectives Describe relationship between establishing new clubs and the Toastmasters and district missions. Identify which district leader responsibilities help establish new clubs. Recognize the support available to establish new clubs. Describe the club-building cycle. Identify opportunities for new clubs. 2

Toastmasters Mission We empower individuals to become more effective communicators and leaders. 3

District Mission We build new clubs and support all clubs in achieving excellence. 4

New Clubs New clubs offer Toastmasters benefits to more people. Establishing new clubs provides improved communication and leadership experiences. Area and division directors have support to build clubs. 5

Club Builders All Toastmasters expand the network of clubs, areas, and divisions. Area and division directors serve as liaisons between districts and clubs. Area and division directors work with sponsors and mentors. Area and division directors fulfill duties that support club-building. 6

Club-building Responsibilities 1.Serve as contact for demonstration meetings and pre-charter information meetings 2.Generate interest and recruit members in new clubs 3.Show new clubs how to hold meetings and elect officers 4.Submit charter paperwork, fees, and dues to World Headquarters 5.Plan charter presentation meetings DISTRICT DIRECTOR CLUB GROWTH DIRECTOR CLUB SPONSOR CLUB MENTOR DCBA 7a

Club-building Responsibilities 1.Serve as contact for demonstration meetings and pre-charter information meetings 2.Generate interest and recruit members in new clubs 3.Show new clubs how to hold meetings and elect officers 4.Submit charter paperwork, fees, and dues to World Headquarters 5.Plan charter presentation meetings DISTRICT DIRECTOR CLUB GROWTH DIRECTOR CLUB SPONSOR CLUB MENTOR DCBA 7b

Club-building Responsibilities 1.Recruit, train, and supervise club-building team members, club sponsors, and club mentors 2.Receive leads from district director and World Headquarters 3.Assist with prospect visits 4.Help plan demonstration meetings 5.Attend demonstration meetings and pre- charter information meetings DISTRICT DIRECTOR CLUB GROWTH DIRECTOR CLUB SPONSOR CLUB MENTOR DCBA 8a

Club-building Responsibilities 1.Recruit, train, and supervise club-building team members, club sponsors, and club mentors 2.Receive leads from district director and World Headquarters 3.Assist with prospect visits 4.Help plan demonstration meetings 5.Attend demonstration meetings and pre- charter information meetings DISTRICT DIRECTOR CLUB GROWTH DIRECTOR CLUB SPONSOR CLUB MENTOR DCBA 8b

Club-building Responsibilities 1.Receive leads from World Headquarters 2.Confirms alignment of new clubs DISTRICT DIRECTOR CLUB GROWTH DIRECTOR CLUB SPONSOR CLUB MENTOR DCBA 9a

Club-building Responsibilities 1.Receive leads from World Headquarters 2.Confirms alignment of new clubs DISTRICT DIRECTOR CLUB GROWTH DIRECTOR CLUB SPONSOR CLUB MENTOR DCBA 9b

Club-building Responsibilities 1.Guide clubs through first six to 12 months 2.Ensure club officers understand duties and how to perform them 3.Familiarize club officers with Toastmasters education program 4.Familiarize club officers with Distinguished Club Program DISTRICT DIRECTOR CLUB GROWTH DIRECTOR CLUB SPONSOR CLUB MENTOR DCBA 10a

Club-building Responsibilities 1.Guide clubs through first six to 12 months 2.Ensure club officers understand duties and how to perform them 3.Familiarize club officers with Toastmasters education program 4.Familiarize club officers with Distinguished Club Program DISTRICT DIRECTOR CLUB GROWTH DIRECTOR CLUB SPONSOR CLUB MENTOR DCBA 10b

District Director Club-building Responsibilities 11 ●Receive club leads from World Headquarters ●Confirms the alignment of new clubs with the district

Club Growth Director Club-building Responsibilities 12 ●Recruit, train, and supervise club-building team ●Receive leads ○May forward leads to area and division directors ●As chair of the district marketing committee ○Assist club-building team ○Assist demonstration meeting team

Club Sponsors Club-building Responsibilities 13 ●Follow-up on leads ●Serve as contact for demonstration meetings ●Recruit members in new clubs ●Show new clubs how to hold meetings and elect officers ●Submit charter paperwork, fees, and dues ●Plan charter presentation meetings

Club Mentors Club-building Responsibilities 14 ●Guide clubs through first six to 12 months ●Ensure club officers understand duties ●Familiarize club officers with Toastmasters education program ●Familiarize club officers with Distinguished Club Program ●Help recruit and retain members

Club-building Team Support Club-building efforts are supported by: ▪Committees and teams ▪Area and division directors ▪Serve as members of a district committee ✓ Club extension committee ✓ Marketing committee Generate leads Find club sponsors and club mentors Facilitate and attend demonstration meetings and pre-charter information meetings 15

Club-building Cycle 16 Club- building Cycle Identify leads and prospects Contact and qualify Present Address questions and concerns Charter Follow up

Identify Leads and Prospects Leads can come from World Headquarters Current members Neighbors Coworkers Many other places Assess existing clubs to identify opportunities for new clubs Target opportunities Communities over 10,000 people Corporations over 150 people 17

Contact and Qualify Follow up leads when requested Understand business and needs of each lead Contact lead promptly To qualify the lead Identify the decision maker Explain how Toastmasters can help their corporation Ask questions, listen to their needs, offer solutions 18

Present Conduct a demonstration meeting Demonstration meeting resources Demonstration meeting team How to Build a Toastmasters Club (Item 121) E-learning session Successful Demonstration Meetings Promotional material 19

Address Questions and Concerns Address questions and concerns Ask for opportunity to establish a new club 20

Charter How to Build a Toastmasters Club (Item 121) Club sponsor responsibilities Build membership to 20 Submit Application to Organize a Toastmasters Club and charter fee Assist club in electing officers, adopting a club constitution, and submitting charter forms Schedule charter presentation meeting Club mentors guide for six to 12 months 21

Follow Up Club mentor responsibilities Ensure officers understand duties Maintain membership strength Explain Toastmasters education program and DCP Cycle begins again 22

Review Describe relationship between establishing new clubs and the Toastmasters and district missions. Identify which district leader responsibilities help establish new clubs. Recognize the support available to establish new clubs. Describe the club-building cycle. Identify opportunities for new clubs. 23

Conclusion: Closing Remarks Club-building is basic to missions of Toastmasters and the district. District directors, club growth directors, club sponsors, and club mentors have club-building roles. The district may establish club-building committees and teams. The club-building cycle has six steps. Area and division directors have opportunities to assist club building efforts. Club leads can come from anywhere. 24

Break

Group Activity by Division

Wrap-up