As Vice President Membership Achieving Success As Vice President Membership John Kinsman District 36 Lt. Governor Marketing, 2013-14 jkinsman@eei.org

Introduction The Vice President Membership is the third- ranking club officer. Key are both gaining new members and retaining existing members. You also are a member of the Officer team and the Area Council. 2

Outside the Club Meeting Conduct ongoing membership-building and efforts. Promote the goal of one new member per month. Promote achieving 20 members by year-end or sooner. Promote club and Toastmasters International membership-building programs. Conduct club membership programs. CL manual link Keep track of guests, new members, and members not attending meetings. Work with prospective members. Work with Treasurer to process membership applications. 3

Outside the Club Meeting Ensure the club’s meeting location and time are listed correctly on the club’s website, promotional material, and with World Headquarters. Attend club executive committee meetings. Attend at area council meetings. Attend TLI. Arrange for a replacement if unable to attend a club meeting. Prepare your successor for office. 4

At the Club Meeting Inform club of role and activities of VPM. Greet guest and have each complete the Guest Information Card (Item 231) / guest book. Periodically report on current membership, promote membership campaigns, and welcome new members. Induct new members. Help guests wanting to join complete the Application for Membership. Speak with fellow members to determine if their needs are being met. 5

The Club Success Plan Officers should meet after being elected to study and use the Club Success Plan to: Set goals for their term of office. Assign responsibilities to specific individuals. Form committees to help accomplish goals. Periodically review goals and timetables During the area governor’s two visits, review the club’s plan, discuss the club’s progress, and ask for advice or assistance if necessary. 6

Distinguished Club Goals 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 club membership renewal and club officer list submitted on time Membership requirements at year-end (June 30): At least 20 members or a net growth of at least five members. 7

Distinguished Club Goals Recognition 8

Why Build Membership? 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 Balances natural attrition 9

Setting Membership Goals A goal of one new member each month will help keep an influx of new members for a strong, healthy club. 10

Membership-building Contests Toastmasters Contests Talk Up Toastmasters Smedley Award Beat the Clock! Club Contests Set up a goal/competition for club members For bringing visitors, visitors who join, etc. Track member progress at the meetings, e.g., through a bar chart Reward for members sponsoring new members 11

Membership-building Contests Smedley Award (August 1 to September 30) Talk Up Toastmasters! (February 1 to March 31) Beat the Clock! (May 1 to June 30) It’s simple—add five new, dual or reinstated members to your roster. Qualifying clubs earn a special discount code for 10-percent off their next club order (and a ribbon for your banner). 11

Membership-building Steps Step 1: Find Prospective Members. Work with VPPR to publicize meetings/demos. You already know some prospects – invite them. Word-of-mouth is the best advertising. Members should talk with friends, family and co-workers. On average, 1 in 3 prospects will join. There are resources to help. 12

Step 2: Make Every Meeting Great. Work with VPE to hold a periodic open house or demonstration meeting geared to building membership! : Planned and advertised in advance Food as a lure Guest packet / guest book Hold mini-meeting TMOD explains all roles and why TMOD sells the program Work brief testimonials in Speeches are not by expert / evaluate to motivate 13

Step 3: Handling a Guest Visit Several club members should say hello and spend a few minutes getting to know the guest. Provide promotional literature (guest packet). Collect their contact information (guest book). Member sits with guest during meeting. TMOD/GE explains roles and purposes during meeting. Table Topics Master offers to let Guest participate. At end of meeting, seek their comment. Answer questions. Invite to join / invite back Close the Sale (next slide) 14

Step 4: Closing the Sale Explain why the Guest should join? Build confidence Learn from doing and feedback - unique to Toastmasters Structured program - explain CC and CL It's not just speeches impromptu speaking learning to listen / giving feedback leading meetings / the club Great on resume 15

Step 4: Closing the Sale Why the Guest should join? (concluded) Cost is minimal tremendous bargain vs. other options We will not throw you in deep end will have a mentor and start you with easier roles Give personal testimonial Invite guest to join explain terms of membership and application all officers must be well-versed in application Follow up if necessary In person >> telephone >> e-mail (last resort) 16

CLUBS WITHIN DISTRICTS MEMBERSHIP APPLICATION For faster service, add and pay for your new members online at www.toastmasters.org/members Club Number: _____________________________ District Number: ___________ Club Name: ________________________________________________________ City: __________________________________________ Membership Type:  New  Reinstated (break in membership)  Renewing (no break in membership)  Dual  Transfer from club number /name _______ /___________________ Member Number (if known) ___________ _____________________________________________________________________________ Last Name / Surname / Family Name First Name / Given Name Middle Initial / Name etc. 20

Step 5: Start New Members Off Right Deliver what has been promised. The how: Coach them to excellence (mentor). Induct them regally. Get them involved. Give positive reinforcement. Use the resources. 17

Member Retention Orient new members Active mentor-mentee relationship for new (and other if needed) members Follow up with members who miss two meetings in a row Understand member motivations (member surveys) Recognize accomplishments Quality and fun meetings Attend to all members during meetings 18

Maintain Member Satisfaction Member Interest Survey (Item 403) New Member Profile Sheet (Item 405) Club Climate Questionnaire (Item 251C) 19

A responsibility and a privilege 20

Your Leadership Opportunity Set realistic and attainable goals. Plan how to accomplish the goals. Delegate tasks as needed. Monitor progress toward goals. Coach team members when necessary. 21

Your Leadership Opportunity Five Steps of Motivation Understand what motivates each person. Focus on the benefit to the individual. Make expectations clear. Recognize their work. Be a leader. 22

Your Leadership Opportunity Five Steps of Delegation Decide what to delegate. Decide who will do the task. Assign responsibility. Grant authority. Establish accountability. 23

Your Leadership Opportunity Barriers to Delegation Lack of confidence in others Fear of losing control Selfishness Insecurity Reluctance No one can do it as well as you 24

Your Leadership Opportunity Four Steps to Coaching Agree that a problem exists. Discuss solutions. Agree on an action. Follow up. 25