Toastmasters Leadership Institute Club Officer Training Summer 2016

Welcome!

State of the District Stefano McGhee

Stay Connected Toastmasters District31.org District 31 Toastmasters district31tm District 31 Toastmasters

Creating and Maintaining a Quality Club Anna Kaufman

Club Mission  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.

What makes a QUALITY club?  Member Experience  Moments of Truth  Officer Collaboration

Member Experience  Example A  Example B

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

Officer Collaboration  Know your own and each others’ roles  Cover for each other  Develop Club Success Plan  Borrow from other clubs

Measuring Success  Education  Membership  Training  Administration 1. Two CCs 2. Two more CCs 3. One ACB, ACS or ACG 4. One more ACB, ACS or ACG 5. One CL, ALB, ALS or DTM 6. One more CL, ALB, ALS or DTM 7. Four new members 8. Four more new members 9. At least four officers trained in summer & winter 10. Payment of dues and submission of club officer list on time

Triple Crown Awards Rick Winer

Leading the Club to Success Stacey Shipman

 Club Success Plan Agenda  Leadership

Session Objectives  Identify five principles of motivation  Apply Toastmasters’ Hierarchy of Needs  List five steps of delegation  Name four steps of successful coaching

Session Objectives  Create SMART goals  Develop a Club Success Plan

Leadership

Leadership Benefits  Practical experience in a safe environment  Leadership skill development  Personal and professional opportunities  Building the club’s legacy

Tools of Successful Leaders  Motivating team members  Delegating tasks  Coaching team members  Setting realistic and attainable goals

The Five Principles of Motivation 1.Understand what motivates each person. 2.Focus on the benefit to the individual. 3.Make expectations clear. 4.Recognize members. 5.Be a leader.

The Toastmaster’s Hierarchy of Needs The need to realize your potential (e.g., the realization that you can/will or already have overcome your fear) Self- actualization The need to be acknowledged (e.g., recognized for a fantastic speech) Esteem The need relating to other people (e.g., friendly, welcoming fellow members) Social The need to be safe and secure (e.g., a safe, supportive club environment) Safety The most basic needs vital to survival (e.g., overcoming the fear of public speaking) Basic Adapted from “A Theory of Human Motivation” by Abraham Maslow

The Five Steps of Delegation 1.Decide what to delegate. 2.Decide who will do the task. 3.Assign responsibility. 4.Grant authority. 5.Establish accountability.

The Four Steps to Successful Coaching 1.Identify and define goals. 2.Define strategies to reach goals. 3.Establish a timeline and milestones to measure progress. 4.Follow up on goals.

Coaching Role-play  Louis has been a sergeant at arms for three weeks. He is learning the role on his own. His responsibilities are greater than he anticipated. Meetings are starting late because it’s taking longer to set up the room. Louis has come to you for help.  Roles  Louis  Your club officer role  Facilitator

Set SMART Goals  Specific  Measurable  Attainable  Realistic  Timely

Set SMART Goals  Specific  Who?  What?  When?  Where?  Why?  Which?

Set SMART Goals  Measurable  How many?  How much?  How will we know when it’s accomplished?

 Attainable  Right attitude  Necessary skills and abilities  Necessary financial resources  Necessary time Set SMART Goals

 Realistic  How willing are we?  How able are we?  What are our current conditions?  What similar things have been accomplished? Set SMART Goals

 Timely  What is the deadline?  When must each step be accomplished?

 Specific  Measurable  Attainable  Realistic  Timely Set SMART Goals

Club Success Plan

SWOT Analysis StrengthsOpportunities WeaknessesThreats

Sample SWOT Analysis Strengths Well-developed Club Success Plan and budget Club officers who have properly set expectations about duties Opportunities Speech contests Membership- building contests Speechcraft (Item 204) The Successful Club Series (Item 289) Weaknesses No presence on social networks Club website has not been updated recently CL manual not being used Threats Low attendance Members not properly prepared for speeches Dues not paid Members not engaged during meetings

Action Plan  What actions need to be taken?  What resources are available?  Who is responsible?  When must the action be completed?

Getting Involved Beyond your Club Anna Kaufman

How to get involved…  Advanced clubs  Prison clubs  Contests and conferences

Fall Conference: October Sheraton Framingham  Go to district31.org to register

Enhancing Evaluations Stefano McGhee

Agenda  Evaluation Criteria  Overcoming Potential Obstacles  Effective Coaching  Feedback vs Advice

Objectives  State the importance of quality feedback  Describe evaluation criteria based on manual objectives  Identify potential obstacles  Use the four steps of effective coaching

Evaluations

“No Toastmasters club is fulfilling its obligation to its members unless it brings them the maximum of training in the art of constructive criticism.” – Dr. Ralph C. Smedley, From the book Personally Speaking Importance of Evaluations

Feedback Advice

Feedback vs. Advice 1.I had difficulty hearing you 2.You should improve your eye contact 3.You used different tones throughout your speech

Evaluation Criteria

Overcoming Potential Obstacles

Effective Coaching I dentify and define goals or areas for improvement D efine strategies to reach goals E stablish a timeline to measure success A lways follow up

“Suzy, I noticed that you were averting your eyes from the audience. One technique I have tried is to think of the room as individuals instead of one group and look at each person for a few seconds before moving onto the next person. On your next speech, maybe you could try that technique.” NEXT MEETING: “Hi Suzy, I noticed during your speech today you really made an effort to look at me and the other members. Great job!” Example

Scenario: “I observed that your hands were in your pockets during the majority of the speech.” Practice

Break… Club Officer Role Breakout Sessions coming up at 7:50 pm

Contests & Closing Remarks Anna Kaufman / Stefano McGhee

Contests DO  Read rulebook!  Encourage members to participate / assist  CL credit for contest chair / chief judge  Secure test speaker  Ask questions  Assist at next levels DON’T  Announce judges / print their names on agenda  Keep evaluation contestants in room to listen to those prior  Wait until the last day  Use the wrong judging forms

Stay Connected Toastmasters District31.org District 31 Toastmasters district31tm District 31 Toastmasters

Thank you!