Welcome! Toastmasters 101

Executive Leadership Committee Club Officer Responsibilities The Distinguished Club Program Ten Minute Break Delegation Conflict Resolution Attracting New Members Toastmasters Education Program

The Executive Leadership Committee

Qualities of a Super Team Committed to quality performance Committed to quality performance Creative methods of removing obstacles Creative methods of removing obstacles Visible / accessible Visible / accessible Driven to achieve Driven to achieve Work together Work together

Executive Committee Meeting Once each month/ Fast Paced / Agenda Once each month/ Fast Paced / Agenda Distinguished Club Plan Progress Distinguished Club Plan Progress Reports from Officers Reports from Officers Audit Committee Reports Audit Committee Reports Nominating Committee Nominating Committee Appointments of replacement officers Appointments of replacement officers

Create and Communicate Your Club Vision Poll members for their educational goals Poll members for their educational goals Executive committee creates a written DCP and shares it with the club Executive committee creates a written DCP and shares it with the club Identify members by name as they commit to achieving educational goals Identify members by name as they commit to achieving educational goals Publicly track individual and club progress at each meeting Publicly track individual and club progress at each meeting Celebrate your victories with ceremony! Celebrate your victories with ceremony!

Formal vs Fun Informal Formal Fun Serious

Conduct Effective Meetings Start on time Start on time Stick to the printed agenda Stick to the printed agenda Make guests feel welcome by explaining roles and ceremonies Make guests feel welcome by explaining roles and ceremonies Vary the programming Vary the programming Make every meeting a special occasion Make every meeting a special occasion

Identify Your Successor Don ’ t wait until the end of the year Don ’ t wait until the end of the year Involve your replacement in this year ’ s activities Involve your replacement in this year ’ s activities Revolving-door leadership indicates that leaders are not fulfilling their promise Revolving-door leadership indicates that leaders are not fulfilling their promise Use as your replacement, when needed Use as your replacement, when needed Boost participation in TM activities Boost participation in TM activities

RTFM READ THE (FRIENDLY) MANUAL Based on eight decades of trial and error Based on eight decades of trial and error The most successful clubs stick to the book The most successful clubs stick to the book Use the calendar as a guideline to meet DCP goals Use the calendar as a guideline to meet DCP goals When in doubt, fall back on the TMI guidelines. Call TMI if confused: they are very helpful! When in doubt, fall back on the TMI guidelines. Call TMI if confused: they are very helpful!

The Club Officers Responsibilities In the Meeting In the Meeting Outside the meeting Outside the meeting

President

President In the Meeting Open with brief comments Open with brief comments Encourage participation Encourage participation Maintain a harassment-free environment Maintain a harassment-free environment Help keep the meeting on track Help keep the meeting on track End with club business End with club business

President Outside the Meeting Act as liaison between club / area / district Act as liaison between club / area / district Vote in Regional elections Vote in Regional elections Chair the executive committee Chair the executive committee Verify that officers attend training Verify that officers attend training Search for club leaders Search for club leaders

VP Education

Vice President Education In the Meeting Preside when the president is absent Preside when the president is absent Initial manuals and track member progress Initial manuals and track member progress Perform induction ceremonies Perform induction ceremonies Assist new members Assist new members –Table Topics –Meeting Roles –Ice Breaker Conduct Successful Club and Better Speaker series presentations Conduct Successful Club and Better Speaker series presentations

Vice President Education Outside the Meeting Chair the Education Committee Chair the Education Committee Prepare agendas Prepare agendas Assign meeting roles Assign meeting roles Orient new members Orient new members Maintain the Mentoring program Maintain the Mentoring program Represent the club, vote Represent the club, vote

VP Membership & VP Public Relations

Vice President Membership In the Meeting Personally welcome and introduce guests Personally welcome and introduce guests Explain benefits of Toastmasters Explain benefits of Toastmasters Complete application, Form 400, right away Complete application, Form 400, right away Vote members into the club Vote members into the club Welcome new members into the club Welcome new members into the club

Vice President Membership Outside the Meeting Chair the Membership Committee Chair the Membership Committee Promote benefits to current members Promote benefits to current members Promote Toastmasters benefits to others Promote Toastmasters benefits to others Hold at least two membership events Hold at least two membership events Offer recognition for recruiting efforts Offer recognition for recruiting efforts Add at least one member per month, maintain 20 members at year ’ s end Add at least one member per month, maintain 20 members at year ’ s end Follow up with inactive members Follow up with inactive members Poll members for feedback Poll members for feedback

Vice President Public Relations In the Meeting Greet members / guests Greet members / guests Announce upcoming events / programs Announce upcoming events / programs Ask for Web site or newsletter contributions Ask for Web site or newsletter contributions

Vice President Public Relations Outside the Meeting Chair the PR Committee Chair the PR Committee Promote the club to local media Promote the club to local media –Maintain a press kit –Send press releases Utilize social media channels Utilize social media channels Maintain a club newsletter and/or website ( Maintain a club newsletter and/or website ( Keep tabs on area and district events, attend whenever possible Keep tabs on area and district events, attend whenever possible

Secretary, Treasurer & Sergeant at Arms

Secretary In the Meeting Greet members / guests Greet members / guests Record / read minutes Record / read minutes

Secretary Outside the Meeting Maintain membership roster Maintain membership roster Executive Committee minutes Executive Committee minutes –Decisions –Tasks, due dates, doers Submit officer list to WHQ online Submit officer list to WHQ online Handle correspondence Handle correspondence Keep club files Keep club files

Treasurer In the Meeting Greet members / guests Greet members / guests Receive applications / dues Receive applications / dues Announce dues are due Announce dues are due

Treasurer Outside the Meeting Chair the Finance Committee Chair the Finance Committee Prepare the club budget Prepare the club budget Keep records Keep records Present verbal / written reports Present verbal / written reports Collect and submit dues to WHQ online Collect and submit dues to WHQ online Pay bills as due Pay bills as due Submit accounts for audit Submit accounts for audit

Sergeant At Arms In the Meeting Arrange room and equipment Arrange room and equipment Greet members / guests Greet members / guests Greet visiting officers Greet visiting officers Arrange for food service Arrange for food service Ensure meetings start on time Ensure meetings start on time Collect ballots / tally votes Collect ballots / tally votes

Sergeant At Arms Outside the Meeting Chair the Hospitality Committee Chair the Hospitality Committee Schedule meeting location Schedule meeting location Arrange for assistance, as needed Arrange for assistance, as needed Maintain equipment / supplies Maintain equipment / supplies

The Distinguished Club Program

club club CLUB! CLUB!

Follow The Script … The Toastmasters International Distinguished Club Program

Members CLUB! 20* Members including Eight(!) new members

Paid dues and has some officers CLUB! Submits Officer Lists & Dues ON TIME Submits Officer Lists & Dues ON TIME

Some officers have been trained at some time CLUB! 4 officers trained in the Summer AND 4 officers trained in the winter 4 officers trained in the Summer AND 4 officers trained in the winter

Some learning about leadership CLUB! Achieves 2 Leadership Awards: CL, ALB, ALS, or DTM Achieves 2 Leadership Awards: CL, ALB, ALS, or DTM

Speeches CLUB! 4 Competent Communicator Awards & 2 Advanced Communicator Awards 4 Competent Communicator Awards & 2 Advanced Communicator Awards

The Challenge Continuous Growth

Not Distinguished Be Distinguished: Membership Qualification PLUS Five Goals.

Distinguished Be Select Distinguished: Membership Qualification PLUS Seven Goals.

Select Distinguished Be President’s Distinguished: Membership Qualification PLUS Nine Goals.

President’s Distinguished Be President’s Distinguished Again—PLUS do Something “Special.” Be President’s Distinguished Again—PLUS do Something “Special.”

Lead Share Communicate Know if you have a club or a CLUB by measuring how well you … Summary

Conclusion

BREAK! TEN MINUTE

Delegate to Empower The Leadership Excellence Series

 The process of transferring the responsibility for a specific activity or task from one person to another and empowering that individual to accomplish a specific goal. Delegation

 Lack of confidence  Control  Selfishness  Insecurity  Reluctance Barriers to Delegation

 Prioritize  Match needs to availability and ability  Knowledgeable  Motivated  Able Five Steps of Delegation

 Assign responsibility  Describe task and expectations  Identify training needs  Identify resources  Empower/grant authority  Establish accountability Five Steps of Delegation

 A more involved and empowered workforce  Increased productivity and quality  Reduced costs  More innovation  Greater commitment from team Benefits of Delegation

“Put one foot in front of the other.” – Kris Kringle ‘Santa Claus Is Coming to Town’ Empower Your Team

ResolvingConflict The Leadership Excellence Series

Conflict is what you get when two or more people have differences, real or perceived, that are not resolved. Definitions

Conflict resolution is what we do to identify and address conflict in a mature and respectful way. Definitions

1. Contentious Personalities 2. Misunderstanding 3. Issues 4. Styles of Leadership Types of Conflict

1. Ignore it 2. Smooth it over 3. Force 4. Compromise 5. Collaboration Methods for Resolving Conflict

1. Find the root cause. 2. Allow all parties to speak. Facilitate Collaboration

 Do not allow emotion to consume the parties involved.  Keep a respectful, empathetic, and caring attitude toward everyone.  Stay away from blame and accusations. Facilitate Collaboration A Word of Caution

3. Encourage all parties to listen. 4. Identify areas of disagreement. 5. Identify areas of agreement. 6. Search for solutions. 7. Reach a consensus. Facilitate Collaboration

 Write down all ideas as they are generated.  Evaluate the positive and negative aspects of each idea.  Narrow the list to the idea that best resolves the problem. The Brainstorming Method

Conclusion A leader must resolve conflict!

Attracting New Members To Your Club Toastmasters Club Leadership Training

 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  Natural attrition Why Build Membership?

Prospecting is the process of finding people in need. Do so, by asking: Who are they? Who are they? Where would I find them? Where would I find them? Membership-building Steps Step 1: Find Prospective Members.

Develop a prospect list as part of a membership campaign. Contact everyone on the list and invite them to join the meeting. Contact everyone on the list and invite them to join the meeting. On average, 1 in 3 prospects will join. On average, 1 in 3 prospects will join. Word-of-mouth is the best advertising. Word-of-mouth is the best advertising. Members should talk with friends, family and co-workers. Members should talk with friends, family and co-workers. There are resources to help. There are resources to help. Membership-building Steps Step 1: Find Prospective Members.

Determine club quality. Determine club quality. Other benefits of great meetings. Other benefits of great meetings. Understand the objectives. Understand the objectives. Membership-building Steps Step 2: Make Every Meeting Great.

Ask direct questions. Ask direct questions. Listen effectively. Listen effectively. Provide success stories. Provide success stories. Close the sale. Close the sale. Membership-building Steps Step 3: Help Them Decide to Join.

Deliver what has been promised. Deliver what has been promised. The how: The how:  Tell them about Toastmasters.  Coach them to excellence.  Induct them regally.  Get them involved.  Give positive reinforcement. Use the resources. Use the resources. Membership-building Steps Step 4: Start Them Off Right.

Requires work, creativity, planning, motivation and teamwork. Requires work, creativity, planning, motivation and teamwork. Set membership targets. Set membership targets. Organize a committee or taskforce. Organize a committee or taskforce. Incentives for Members Organize Membership Building Contest

Reach out to prospective members. Reach out to prospective members. Publicize success. Publicize success. Reward performers. Reward performers. Incentives for Members Publicity and Recognition

Four steps for membership building Find prospects. Find prospects. Make every meeting great. Make every meeting great. Help them decide to join. Help them decide to join. Start them off right. Start them off right. Closing

Spheres of Influence The Toastmasters Educational Program Dennis Dawson, DTM, PDG

How Big Is Your Sphere?

Finding Your Voice

How Big Is Your Sphere? Competent Communicators and Leaders are influential club members Competent Communicators and Leaders are influential club members

Leading Your Club

How Big Is Your Sphere? Advanced Leaders Bronze are influential club leaders Advanced Leaders Bronze are influential club leaders

Improving Your Skills

How Big Is Your Sphere? Advanced Communicators Bronze are influential speakers Advanced Communicators Bronze are influential speakers

Improving Your Skills

How Big Is Your Sphere? Advanced Communicators Silver are influential teachers Advanced Communicators Silver are influential teachers

Improving Your Skills

How Big Is Your Sphere? Advanced Communicators Gold are influential in their community Advanced Communicators Gold are influential in their community

High Stakes Leadership

How Big Is Your Sphere? Advanced Leaders Silver achieve tangible results in their community Advanced Leaders Silver achieve tangible results in their community

How Big Is Your Sphere? ALS + ACG = DTM ALS + ACG = DTM

How Big Is Your Sphere?