Club Status Meeting Toastmasters Club XXX

A special meeting Status of the club, reports from each officer, from VPE, VPM, VPPR… Discussion in six groups to collect best practices and problems for each category Presentation of results of discussion in the six areas and their standards, ideas for improvements, results of survey for each area

Results achieved so far: VPE 2 CC, 1 CL, 1 ALB, 1 ALS 200 speeches given Almost all roles filled before meeting

Results achieved so far: VPM 27 members 7 new members Lost 5 members at last renewal cycle

Results achieved so far: VPPR 500 likes on Facebook page 350 users on Facebook group 100 followers on Instagram Website not updated in the last six months

Results achieved so far: Treasurer All members paid 1000 EUR in the bank We had to raise the fee

Results achieved so far: Secretary All minutes stored Using easy-speak to track info of members We have no inventory list

Results achieved so far: SAA Nice meeting room Beverages always available Banner always displayed Meeting room a bit hot

Results achieved so far: President Club already President Distinguished Strong club, best in our area Lost some very good members

Moments of Truth When anyone comes in contact with any aspect of Toastmasters, the person forms an impression based on her experience at that particular time. These decisive times when initial impressions are formed are known as moments of truth.

Moments of Truth Each moment of truth represents an opportunity for the club to create a positive impression Moments of Truth is a tool that enables sustained club quality through guided evaluation and targeted recommendations

A High-Quality Club Encourages and celebrates member achievement Provides a supportive and fun environment Offers a professionally-organized meeting with variety Club officers are trained in all aspects of club quality Members have access to a formal mentoring program Members are provided evaluations that help them grow Members are motivated to achieve their goals

Areas of Evaluation First impressions Membership orientation Fellowship, variety, and communication Program planning and meeting organization Membership strength Achievement recognition

Break-out in six separate groups to discuss one of the areas Process: Each group will have 20 minutes to discuss the performance of club in the selected area – for each area there will be a facilitator. Each group must elect a rapporteur. After the group discussion we will come back all together and the rapporteur will present in maximum 2 minutes the three main challenges and the three main best practices for the area analyzed. The rapportuer should also suggest what the District can do to support the clubs that have those specific challenges (ask the group facilitator for tips). Areas of discussion: First impressions - Siegfried Membership orientation - Nacho Fellowship, variety, and communication – Ana/Sara Program planning and meeting organization - Nelson Membership strength - Francesco Achievement recognition - Ulrike

Results from break-out session

Best practices and challenges in Our Club for each evaluation area First impressions Membership orientation Fellowship, variety, and communication Program planning and meeting organization Membership strength Achievement recognition 11

Results of Evaluation of Club Experience 0. Not applicable or nor able to evaluate Never Seldom Sometime Often Always 4

1. First Impressions Guests greeted warmly and introduced to officers and members 1,5 Guest book and name tags provided 2,5 Professionally arranged meeting room Convenient meeting location 3,5 Guests invited to address the club 4,5 Guests invited to join 5,0

2. Membership Orientation Formal induction, including presentation of pin and manuals 1,5 Assignment of mentor 2,5 Education programs and recognition system discussed Learning needs assessed 3,5 Speaking role(s) assigned 4,5 Member involved in club activities 5,0

3. Fellowship, Variety, and Communication Guests greeted warmly 1,5 Enjoyable, educational meetings 2,5 Regularly-scheduled social events Participation in area, district, and International events 3,5 Inter-club events 4,5 Club newsletter and/or website– updated regularly 5,0

4. Program Planning and Meeting Organization Program and agenda publicized in advance 1,5 Members are prepared to carry out all program assignments 2,5 All projects are manual projects Meetings begin and end on time 3,5 Creative Table Topics™ and activities 4,5 Positive and helpful evaluations 5,0 5

5. Membership Strength 1,5 2,5 3,5 4,5 5,0 Club has 20 or more members Members are retained 2,5 Promotion in club’s organization or community Club programs are varied and exciting 3,5 Toastmasters sponsoring new members are recognized 4,5 Regular membership-building programs 5,0 5

6. Achievement Recognition Award applications immediately submitted to World Headquarters 1,5 Progress chart displayed and maintained 2,5 Member achievements recognized with ceremony Club, district, and International leaders recognized 3,5 Club and member achievements publicized 4,5 DCP used for planning and recognition 5,0 5

Moments of Truth A tool that enables sustained club quality through guided evaluation and targeted recommendations: LET’S USE IT!