Club and Membership Building Club and Membership Retention D36 DEC Presentation September 21, 2013 Chevy Chase, MD Sal Asad, DTM, RA, IPD, PMP Region 7 Advisor

Session Agenda  Missions and Recognition Programs  Club-building Cycle  Membership-Building Activities  Club and Membership Retention Tips Techniques and Tricks Moments of Truth 1

Session Objectives  Identify the six stages of the club building cycle  Identify opportunities for new clubs  Learn the process for chartering new clubs  Learn how to rescue and retain challenged clubs  Present techniques for membership growth and retention 2

Mission Statements  Toastmasters International Mission  We empower individuals to become more effective communicators and leaders.  District Mission  We build new clubs and support all clubs in achieving excellence.  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. 3

District Recognition Programs Distinguished Area ProgramDistinguished Division ProgramDistinguished District Program Qualifying Requirements No net club loss Submission of Area Governor’s Club Visit Report (Item 1471) for 75% of club base for first-round visits by November 30 and for second-round visits by May 31 No net club loss Submission of District Success Plan by September 30 Submission of Division and Area Governor Training Report (Item 1475) by September 30 Distinguished50% of club base Distinguished40% of club base Distinguished 3% net membership payments growth 3% net club growth 40% of club base Distinguished Select Distinguished 50% of club base plus one Distinguished 45% of club base Distinguished 5% net membership payments growth 5% net club growth 45% of club base Distinguished President’s Distinguished 50% of club base plus one Distinguished and a net club growth of one 50% of club base Distinguished plus net club growth of one 8% net membership payments growth 8% net club growth 50% of club base Distinguished 17

Club-building Cycle 4 Identify leads and prospects Contact and qualify Present Address questions and concerns Charter Follow up

Club Building Cycle 5  1 - Identify leads and prospects Sources of Leads  World Headquarters (DG, LGET)  Public Relations (PRO)  Social Media (PRO, Website)  Events (LGET- District Conferences, Contests)  Cold Calling (LGM)  Market Research LGM)  Current members, Neighbors, Coworkers, Other places Note: All District and Club Leaders are responsible for generating Leads

Club Building Cycle 6  2 - Contact and qualify  Follow up leads when requested  Understand business and needs of each lead (needs assessment)  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 Note: Use Features | Benefits | Value Chart

Features | Benefits | Value Chart 7

Club Building Cycle Present  Conduct a demonstration meeting  Demonstration meeting resources:  Demonstration meeting team (Extension Chair)  Club Sponsors and Mentors  How to Build a Toastmasters Club (Item 121)  E-learning session Successful Demonstration Meetings  Promotional material

Club Building Cycle Address Questions and Concerns  How can clear communication meet the need of your sales force?  How can building relationship skills fulfill the needs of your management team?  How can interpersonal communication skills help cross- functional teams work together?

Club Building Cycle charter  How to Build a Toastmasters Club (Item 121)  Corporate Clubs / Community Clubs  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  Assign Club mentor for six to 12 months

Club Building Cycle 11 6 – Follow Up  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  Assign Club mentor for six to 12 months

Club Building Cycle 12 6 – Follow Up (continued)  Club Mentor responsibilities  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 governors 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 13

Conclusion: Closing Remarks  Club-building is basic to missions of Toastmasters and the district.  All Toastmasters expand the network of clubs.  The district may establish club-building committees and teams.  DGs, LGMs, club sponsors, and club mentors have club-building roles.  Area and division governors have opportunities to assist club building efforts. They serve as liaisons between districts and clubs.  Area and division governors work with sponsors and mentors  Club leads can come from anywhere.  The club-building cycle has six steps. 14

Club-building Cycle 15 Club- building Cycle Identify leads and prospects Contact and qualify Present Address questions and concerns Charter Follow up

Club and Membership Retention  The Key to a successful District is club and membership retention – Mission of the District  District Recognition Program Defines district goals  The DCP is the main area of focus  Maintaining Quality Club is the key to club and membership retention 16

Club and Membership Retention  Characteristics of Quality Clubs  The club’s purpose is understood by members  The club meets regularly  Club meeting roles are fulfilled  Club officer roles are fulfilled  Members and guests have opportunity to speak at meetings  Club focuses on emphasizing the value of Toastmasters membership  Club addresses the needs of its members 18

Club and Membership Retention  Three programs to foster club quality  Club Sponsor  Club Mentor  Club Coach 19

Club and Membership Retention  Three programs to foster club quality  Club Sponsor  Organize the new club  Setup regular club meetings  Plan the charter process  Complete paperwork 20

Club and Membership Retention  Three programs to foster club quality  Club Mentor  Build rapport with the Club  Ensure the club is strong and functional  Encourage club officers to attend training  Create quality club 21

Club and Membership Retention  Three programs to foster club quality  Club Coach  Build rapport with the Club leaders and members  Assist the club in increasing its membership  Help the club develop a plan with goals for improvement  Assist club to achieve distinguished status 22

Club and Membership Retention  Members Retention  TM Building Blocks (MAP)  Membership  Administration  Program 23

Club and Membership Retention  Members Retention  Find them (next door neighbor, workplace, church, community Meetings, other organization)  Enroll them (Quality meetings turn guests into new members)  Train them (Conduct membership Survey – what they want?)  Retain them (1- Quality Meetings; 2- Become membership driven) 24

Club and Membership Retention  Members Retention  Quality Meetings  Preparation  Performance  Focus on the Member  Get new members involved immediately  Have strong mentoring and coaching programs  Provide training regularly  Stay in touch 25

Club and Membership Retention  Members Retention Can we stop the revolving Door? No, we can’t But we can slow it down !! 26

Club and Membership Retention D36 Status (July 1)  208 Paid Clubs  41 clubs have <= 12 members  8 clubs with 6 members Sum= 8  5 clubs with 7 memberssum= 13  5 clubs with 8 membersSum= 18  5 clubs with 9 membersSum= 23  7 clubs with 10 membersSum= 30  6 clubs with 11 membersSum= 36  5 clubs with 12 membersSum= 41 26

Club and Membership Retention 27 T 3 =Tips, Techniques and Tricks Checklist for Club / Membership Rebuilding, Retention and Growth Compiled by Sal Asad – Retention Chair – D66 Number Tips / TechniquesComments / Notes 1 Request a club coach to be appointed ASAP - Request appointment from AG 2 Sponsor open house events: Consider possibility of open house supported by nearby Toastmasters club. Providing food such as pizza lunch at open house meeting always attracts guests. 3 Conduct frequent marketing and advertisement activities throughout the TM year. 4 Contact ex-members and invite them to rejoining the club 5 Conduct Executive Committee planning meetings on a regular basis 6 Encourage each current member to sponsor a new member or ex-member to rejoin the club 7 Consider offering incentives and awards for new members depending on club available funds 8 Take advantage of membership drives with club awards and incentives offered by the District and TMI 9 Make sure your club Executive Committee is adequately trained and that your club is conducting quality meetings 10 Work with and engage your Area Governor with all events.

Club and Membership Retention 28 T 3 =Tips, Techniques and Tricks Checklist for Club / Membership Rebuilding, Retention and Growth Compiled by Sal Asad – Retention Chair – D66 Number Tips / TechniquesComments / Notes 11 Make sure your club becomes an expert on how to close the sale and turn guests into members. 12 Have a club website, a webmaster and a club photographer to help grow membership 13 Utilize your club’s meeting facility to promote your TM club and recruit new members through open house events and an effective marketing and advertising program. Place Toastmasters magazines in employee lounges or other general public areas with club meeting information, contact names and numbers. 14 Have a club newsletter (or meeting recap) sent to all members and guests (recent and past) within 24 hours of the meeting. 15 Do not rely on contact only. Personal contact with members or guests via phone or face-to-face meeting is much more effective. 16 Always make guests feel special by introducing them during the beginning of the meeting, offering them the opportunity to participate in some small way at the meeting and asking them for any remarks at the end of the meeting. 17 Consider having a Club Guest Packet for first time guests so that they will have information about your club when they depart. 18 Have your Club President or VPM reach out to first time guests within hours with a personal Thank You for coming and an invitation to future meetings and events 19 Use social media where appropriate to promote and advertise your club 20 Encourage you club members to invite friends to hear them speaking and to bring guests to the contests

Club and Membership Retention Moments of Truth 26 First Impressions Clubs ensure that guests’ experiences and observations become first impressions that encourage them to return. Membership Orientation Clubs acquaint new members with the Toastmasters education and recognition programs, their responsibility to the club, and the club’s responsibility to the member. Fellowship, Variety, and Communication Clubs offer a warm, friendly, and supportive environment that encourages enjoyable learning. Program Planning and Club and Meeting Organization Club meetings are carefully planned, with well- prepared speakers and Meeting Organization useful evaluations. Membership Strength Clubs have sufficient numbers of members to provide leadership and fill meeting and committee assignments. Clubs participate in membership- building and retention practices. Achievement Recognition Clubs monitor members’ progress toward goals, submit completed award applications immediately, and consistently recognize member achievement