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LIONS CLUBS INTERNATIONAL MULTIPLE DISTRICT 201 Leo Club MANUAL
LIONS CLUBS INTERNATIONALM U LT I P L E D I S T R I C T 2 0 1
Leo ClubMANUAL
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L I O N S C L U B S I N T E R N AT I O N A L
M U LT I P L E D I S T R I C T 2 0 1
MANUALLeo Club
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Purpose of Leo Clubs.......
To promote service activities among the youth of the
community and develop theindividual qualities
of Leadership, Experienceand Opportunity.
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Objects of Leo Clubs.....To provide the youth of the world an opportunity for development and contribution individually and collectively, as responsible members of the local, national and international community.
To stimulate among its members acceptance of high ethical standards.
To develop leadership.
To provide experience through service to the community.
To provide an opportunity to promote international understanding.
How do we reach our objects?
� As active members, we need to understand the scope of our organisation. Do you understand our Constitution? If not, read up on it. It's contained in your Leo Club Handbook - that's the place to start.
� Accept responsibility - take an active part in the operation of your club, look at your involvement - can you be more effective?
� Talk to your fellow members about what you are doing - strive to find ways to improve - be motivated and motivate them!
� Make sure you are aware of the club's current program - keep your diary up-to-date plan to keep yourcommitments.
� Keep yourself aware of the needs of your fellow members - be considerate and sensitive.
A brief history of LEO
The first Leo Club was started in 1957 by Glenside Lions Club in Pennsylvania, U.S.A. In the years soon after, the program spread through other States and in 1986 the Board of Directors ofLions Clubs International approved the sponsorship of Leo Clubs worldwide.
Today, we have nearly 4,300 clubs operating in 103 countries across the world. The growth has beensteady and is still continuing at a healthy rate. In Australia there are currently about 68 Leo Clubs ofwhich about 42 are in New South Wales and Queensland with the remainder spread through the otherStates.
Our club was formed by Lions in (insert your club's foundation year)_______. Some details for our clubhistory is available for perusal in club magazine and history book. Ask to borrow them and catch up with our past.
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OPPORTUNITIES......
By its very nature, our organisation is a learningexperience, but what you gain is totally dependenton what you are prepared to put into it - considerthe following ideas....
�Whatever your position is at the present time, ifany, what could you take on next year? Think about it; talk to the person who is doing that jobnow. Ask them what it involves.
� As a member of a Leo Club, you are a memberof the International family of Lionism. Do you know any other Leos outside your club? Visit anearby club's meeting. They are only friends you have not met as yet. Visit a meeting of your sponsoring Lions club as well.
� You're a person, you have ideas - if you see anarea of need where the club could be of service, speak up. It is your right to put forwardpossible projects and contribute to the program of the club.
SOME HINTS.....
� Attend meetings on time, make sure you meet and welcome any guests present.
� If you don't have one, buy a suitable pocket diary and keep it up to date - plan your involvement.
�Wear your name badge at all Leo and Lions meetings, functions etc.
� Remember that when you attend any function outside the club you are an ambassador for your club. Tell people what you do -PROMOTE LEOS !
� Be aware that Leos who hold Board or other positions in the club can have a fair workload attimes - co-operate with them, look for ways thatyou can be of assistance to them.
� Be positive and constructive, encourage the same attitude in your fellow Leos.
RESPONSIBILITIES & OPPORTUNITIES OF MEMBERSHIP
RESPONSIBILITIES.....
All Leo members have the same basic duties and those who hold Board,Chairman or District positionshave greater, more responsible functions.
The following are expected of a Leo -
� To attend all general meetings of the club regularly
� To pay annual dues promptly when called for and any meeting fees if they apply.
� To take an active role in Club activities and projects.
� To accept and carry out tasks as assigned by the President or Board of Directors
� To act in a manner that reflects a favourable image of the Leo organisation in the community.
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VICE-PRESIDENT
1 Give valuable help to the President in leading the club - support and strengthen his/her goals.
2 Shoulder some of the responsibility of the club e.g. oversee various club chairmen and help co-ordinate activities.
3 If for any reason the President cannot carry out all of his/her duties, it is your responsibility to carry them out.
4 Follow closely the President's general running of the club keeping in touch with the day to day duties in case you may be his/her successor.
5 Gain experience in chairing meetings so if called on, you can do so with confidence and skill.
It should be noted the following information covers only the basic functions of the respective functions of Boardmembers. Other common club positions such as Membership, Chairman and Public Relations Officer will becovered in detail in later sections of this program. More detailed information is available in the MD 201 LeoAdministration Manual. You can borrow the club's copy if you want to read up more details.
CLUB OFFICERS & THEIR DUTIES
PRESIDENT1 Preside over general and Board meetings of
the club.
2 Prepare in advance a detailed agenda for meetings - the Secretary should also have a copy.
3 With due regard to the members, plan and set goals for the year - keep the club well informedof your decisions.
4 Appoint various club chairmen and committeeswhere they are required - make clear to them their responsibilities.
5 Map out in detail the club's program, keeping itup to date with enough forward planning to secure smooth functioning of the club.
6 Communicate regularly with your sponsoring Lions club and particularly with the Leo Club Advisor.
7 Encourage involvement with other Leo clubs and the District Council. Do not let your club become insulated from them.
8 Organise a membership development and retention program.
9 Make yourself an example of a true Leo leader- remember friendship is the basis of your club and encourage your members to keep the Objects of Leo Clubs alive in all undertakings of the club.
10 A good President should understand - � Everyone is unique� Everyone has basic needs� People have a need to be carried at times� People can be hurt� People need to feel important
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TREASURER
1 Receive all monies into the club.
2 Pay out only with the approval of the Board.
3 Bill and collect all dues etc. from each member when they are required.
4 Prepare and keep up-to-date financial records for each account.
5 Prepare and present a financial statement for each general meeting and a detailed account of transactions for Board meetings
6 Prepare the books for audit as soon as your term finishes.
7 Arrange the transfer of signatures with the bankshortly before your term finishes.
SUMMARY
The above positions are the key duties in any Leoclub. They can be demanding roles at times butare not beyond any Leo who is prepared to makea personal commitment to perform them well.Remember - know your responsibilities well,devote the time and energy.
Stay in close contact with each other, be in tunewith what's going on.
Plan well ahead - pay careful attention to detail.If in doubt - ASK SOMEONE! - use the talents ofexperienced Leos and Lions.
LEO CLUB OFFICERS AND MEMBERSHIP REPORT
MONTHLY REPORTS
SECRETARY1 Record the minutes of all general and Board
meetings of the club.
2 Prepare and complete all monthly and annual reports and ensure all are mailed by their deadlines. All reports should be typed.
Should be on report form AUST - 283/2 A copy is available on the Australian Leos website: lionsclubs.org.auCut off date 18th - mail by 21st - 5 copiesrequired
Copy 1 Sponsoring Lions Club
Copy 2 District Leo Chairman
Copy 3 Lions District Cabinet Secretary
Copy 4 State Leo Chairman
Copy 5 Your clubs records
3 Keep up-to-date membership lists with address and phone numbers.
4 Process all incoming correspondence making sure it is dealt with properly and manage outgoing material. Other officers may need to send out letters. If so, keep a copy in your records.
5 Keep and maintain club records and property during your year.
6 Work closely with other Board members to keep the club's program well planned for at least several months into the future. Make sure ALL members know what activities and meetings are coming up.
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BOARD OF DIRECTORS
The above "family tree" shows the flow of responsibilities a club must have in order to function properly.
The club's Board is made up of the President,Vice President, Secretary, Treasurer, 2 Directorsand other officers the club desires to have.
Important other positions can be e.g. MembershipChairman, Public Relations Officer, ActivitiesChairman, Bulletin Editor, Fundraising Chairman,Leadership and Development Chairman etc.
The key point to remember is that the basic Boardmembers should not do all the work. Share the responsibilities !
The most successful clubs have shown goodmanagement and clear communication as theingredients needed to succeed.
Club officers should carry out their duties properlybut just as importantly, they need to provide feedback to the President regularly.
The President is also manager and co-ordinator.He or she must be kept in tune with what's goingon.
THE LEO CLUB STRUCTURE
PRESIDENT
SECRETARY TREASURERVICE PRESIDENT
VARIOUS ACTIVITIES CHAIRMEN
LEO CLUB ADVISOR
BOARD MEETINGS
These should be held at least once a month. Thisis the decision-making meeting, the time to dealwith details and sort out the forward club planning.Sometimes Board meetings can tend to be longand not very productive.
Of course, the answer is for the President to playhis or her role in carefully preparing the agenda,keeping control and ensuring other officers havetheir reports organised.
It can be a fatal mistake for Leos to try and incorporate Board and General meetings theresult - long, boring meetings for all the members every two weeks. Would this encourage newer members to stay or a prospective to join?
Make no mistake-the Board meeting is the placefor detailed business and decision making. TheGeneral meeting is the place to present information and reports and possibly include other activities e.g. guest speakers.
Finally, don't forget your Leo Club Adviser. Keephim informed of the decisions made by the Boardand plans for the future if he misses any meetings. He is your link to the Lions Club.
LEO DISTRICT STRUCTURE
The growth of the Leo Club Program can be seenin a number of ways. In 1979, the InternationalBoard of Directors approved the formation ofDistrict Councils for Leos because of the obviousdesire of Leos to work with other clubs andDistricts.
Today, over 60% of the world's 4,300 Leo clubshave District Councils. Basically, the function ofthe District Council is to advance the goals of theLeo Club Program i.e. our Purpose and Objects.
District Councils can exist wherever 6 or moreLeo Clubs are functioning with a Lions District. Insome Districts within Australia, there may be lessthan 6 clubs but generally these Districts operate"unofficial" Councils to help reach the same goals.
Membership of the Council is made up of aDistrict Council President, Vice President,Secretary, Treasurer and each of the clubPresidents in the District. Also, the Lion whoholds the position of District Leo Chairman is anon-voting member of the Council.
The position of President is elected by the Leos ofthe District and he or she may appoint the remain-ing positions. It should be noted that thePresident can appoint other positions as seen fite.g. Membership Chairman, Bulletin Editor etc.
The following "family tree" shows how the DistrictCouncil is structured.
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As the leader of the District, the Council President usually also holds the position Associate LeoChairman. This means the President is a member of the Lions Cabinet for the District, onthe Lions District Council.
The administration means that communication canflow between Leos and Lions and both can shareideas and grow together as mutual members ofthe Association.
LEO M.D. STRUCTURE
M.D. stands for Multiple District. Australia andPapua New Guinea are M.D. 201. The Leo ClubProgram allows for Multiple District Councils to beformed but this has not happened in M.D. 201mainly because of the great distance peoplewould have to travel and the associated cost.However, we do have a system of communicationthrough the M.D. Leo Committee. This committee is made up of several Lions and usually a Leo and operates under the M.D.Council of Governors (the administration which runs Lions in the M.D.)
The committee's purpose is to help promote thegrowth of Leos throughout Australia and PapuaNew Guinea and provide Leos with a voice to theCouncil of Governors. It functions by communicating to the Leo DistrictChairmen and the Leo District Councils.
Some notable achievements have been helpingLeos at promotions held at the annual M.D. Lionsconventions and the establishment of Leo montheach May when a national promotion is held byLeos and Lions. They have had very good coverage through the Australian Lion magazine inrecent years for this purpose. The committee welcomes ideas and suggestions from Leos soyou should feel free to contact them at any time.They are listed in the front section of the M.D.Directory. Your club secretary will have a copy.
THE LEO DISTRICT & M.D. STRUCTURE
DISTRICT COUNCILVICE PRESIDENT
VARIOUS ACTIVITIESCHAIRMAN
DISTRICT COUNCILSECRETARY
DISTRICT COUNCILTREASURER
DISTRICT COUNCILPRESIDENT
DISTRICT LEOCHAIRMAN
LEO CLUBPRESIDENT
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WHAT IS A LIONS DISTRICT?
A Lions district covers a geographical area thatusually contains about 50 Lions clubs and has itsown administration within the Multiple District.Leo and Lioness clubs also work within the Lionsdistrict structure.
In Australia and Papua New Guinea (M.D. 201)we have 23 districts as shown in the attacheddrawing. In total, there are over 1350 Lions clubsin the M.D.
Each Lions district is set up basically in the sameway. The chief officer is the District Governor whoadministers his Cabinet made up of other officersas shown below :
The system works in this way - the district isdivided into say four or five Regions.Each Regionhas a Region Chairperson. Each Region is thendivided up into two or three zones. Each Zonehas a Zone Chairperson.
The Cabinet Secretary and Treasurer are obviously there to administer the system and thevarious District Chairpersons there to look afterprojects and activities the Lions other than Districtundertake e.g. Miss Personality Quest, Leoclubs, Lioness clubs, Youth of the Year etc.
The best way to understand the system is to havea close look at the M.D. Directory and followthrough the information listed for our district. Your club secretary will have a copy.
At first glance the administration may seem to beoverdone, but if you sit back for a minute andthink about it, you can see that communication isthe important factor that is the key. Each ZoneChairperson who looks after say five clubs andreports to his Region Chairperson.
Each Region Chairperson then reports to theDistrict Governor from his say two or three ZoneChairmen.The Lions Cabinet normally meets quarterly toreview activities and make plans. Also, theCabinet Secretary will usually communicate witheach club through a monthly newsletter. Eachdistrict produces a periodical magazine circulatedto the clubs. Leo clubs, like Lions and Lioness clubs are invitedto submit stories and news of their activities in this publication.
LEO M.D. STRUCTURE
DISTRICT GOVERNOR
CABINET SECRETARY CABINET TREASURER
REGION CHAIRPERSON
ZONE CHAIRPERSON
VARIOUS DISTRICT CHAIRPERSONS
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CHAIRING MEETINGS AND PREPARING AGENDAS
Basically, there are three types ofmeetings:
1 To impart information2 To arrive at a decision3 To carry out training
Each of these plays an important part in the running of a good Leo Club.
1 The INFORMATION MEETING is the GENERAL MEETING !! This is every President's basic role to involve and inform the club.
Be prepared Prepare an agenda (Chairmanand Secretary should have a copy) . Know whatis to be said and who is to say it - start on time.
Keep control Be careful not to rush generalmeetings. Everyone must be given an opportunityto speak. At the same time, do not lose controland let the meeting drag. Remember the aims.
Interest Aim to make the meeting as informalas possible, at the same time, keep it orderly.Members should like attending general meetings, so that they will contribute their best.Perhaps have regular guest speakers to an activity after a meeting. Structure the programaround passing on information.
2 The DECISION MEETING is the BOARDMEETING
Preparation & ControlThese are just as important as in the generalmeeting and the same points apply for the boardmeeting except that you should expect all attend-ing to be suitably informed.
InterestBoard meetings are not meant to be boring.However, they are the club's decision makingmeetings and therefore are not supposed to beentertaining.
Ensure every aspect of the club's activities is cov-ered - be thorough in your planning and be sure to cover all decisions necessary.
3 The TRAINING MEETING
Training is extremely important to ensure thatmembers of the Leo organisation grow andimprove.
A training meeting can use as its medium an outright lecture, a film, a discussion, a case study,an exercise or something from each of them.
Here are some hints on this type of meeting -
� Do not talk for too long but use some form of aid to keep people interested.
� If the group has "died" on you, ask them a question, then choose a person to answer.
� If the group asks you a question - don't answer it until everyone in the group has had an opportunity of trying to answer. Put it back tothem.
� At all training meetings or forums, make it quiteclear that each Leo member has something to contribute and qualities to develop - it is an ongoing process which generates success. Every bit of input results in everyone learning.
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QUALITIES OF A GOOD CHAIRMANThere is more to being a good Chairman than just knowing what to do. It is also knowing HOW to do it.This is the result of experience and review, more experience and more review.
We all learn from experience. One of the best things aLeo President can do in his/her year is to let the VicePresident and other members gain experience in chairingmeetings. Perhaps every second meeting or so could berun by someone different.
Here are some characteristics of an effectivechairman. . .
� Be a good listener, open to new ideas� Be sure of your agenda and follow it in order, then
reach a decision on each topic� Speak with a clear voice and look at the group� Don't permit sleepers.If you have one call his/her
name out and ask a question� Enter each item to be discussed with enthusiasm, it
spreads� Look for any sign that will incite the shy person to
talk� Don't allow cross talk among members.You must
be in control� Wherever possible, delegate work to members but
make sure instructions are complete and clear to the person concerned
� Don't get involved in detailed discussion about a project at a general meeting. The committee or board meeting should have done that beforehand.
� Thank and praise members for their efforts often. It is well appreciated and will gain you respect. "All people need to feel important" is a good point to remember.
� If a problem exists with a member, don't criticise them during the meeting. Talk to them afterwards and try to resolve their problems
� Keep track of the time, as meetings should not dragon
� If a debate is happening on a subject, let all views be presented.
� Have a sense of humour - take your work seriously,but not yourself. Laugh with people, not at them. The chairman who can laugh at himself at the right time will gain respect, not lose it.
� Use tact. Remember that people are sensitive, so never embarrass a member.
� Treat each and every guest as V.I.P. - you will enhance the image of your club and the organisation - involve them with the meeting.
GENERAL MEETING AGENDA.
OPEN MEETING & WELCOME GUESTS
READ APOLOGIES
SECRETARY READS MINUTES OF PREVIOUS
MEETING & BUSINESS ARISING
SECRETARY READS CORRESPONDENCE &BUSINESS ARISING
TREASURER'S REPORT
INDUCTION OF NEW MEMBERS (WHENAPPLICABLE)
GUEST SPEAKER (WHEN APPLICABLE)
REPORTS OF COMMITTEES (COVER EVENTSSINCE LAST MEETING AS WELL)
BUSINESS FROM COMMITTEE REPORTS
TAILTWISTING
GENERAL BUSINESS
N.B. This sample agenda is not a fixed rule but aguideline, which may be changed if the need arises.The important thing is to make sure it is complete andproceeds in a logical progression. If you are preparingan agenda, ensure you research the information youneed well before the meeting date so you are well prepared.
CHAIRING MEETINGS AND PREPARING AGENDAS
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Basic good manners are fundamentalP Pay respect to chair
- stand when addressing the chair- address comments to the chair and wait for
chairman to allow you to speak.
R Recognise all guests by correct name and title at a meeting
- make guest feel important- make guests feel part of the proceedings
O Open meeting on time- President is respecting those members who
have taken the trouble to arrive at a meeting ontime.
T Treat all persons on an equal basis- Rule of thumb - treat all as you would like to
be treated- Allows all people to express their opinion on
an equal basis
O One person to speak at a time- allows for an orderly and smoothly run
meeting- allows the President to chair the meeting
properly and makes his/her life easier- leads to more enjoyable meeting- more will be accomplished at meetings and
meeting will be shortened.
C Consideration for others- President is to take heed of the member's
needs and opinions- President not to dominate meeting
proceedings- President to obtain will of majority whilst
allowing minority to be heard.- President not to impose his own will on
members.
O Orderly attire- Dress properly according to the occasion
L Listen when someone else is speaking- allows all to express their opinions on equal
basis- basic courtesy and good manners.
PROTOCOL IS NEEDED TO CREATE GOOD DECORUM AND APROFESSIONAL IMAGE
Remember Leos should be good fun but weshould also be professional - our public imageshould be based on Fun - Friendship and ability toserve.
DEFINITION OF PROTOCOL
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SETTING GOALS
A successful Leo leader does not leave things tochance. Instead, an effective Leo gives the groupa vital ingredient needed for prosperous growth -Direction. Deciding upon and setting goals for theclub is the way that is achieved.
For this to happen, the President together with theclub Board needs to research the views of themembers and to weigh up the resources of theClub and to set goals based on the expectationsand abilities. Goals should provide a challenge tothe club but be a realistic challenge as well.
They can be set on a number of different areassuch as :-
� A net increase in membership by the end of theyear
� Complete several different, effective service activities during the year.
� Visitations to every Leo club in the area� Be represented at the Lions District Convention
and the Leo State Conference.� Contribute to the District Lions newsletter and
Australian Lion magazine on a regular basis�Work together with nearby Leo Clubs� Raise a predetermined amount of $ for a
general or specific project.
The list can go on, but these are examples youcan build on. Whatever is decided, a plan isneeded to make the ideas become reality.Without a plan, these ideas are only objectives.
Prepare a plan, set out the steps you need tocarry out to achieve this and give people the jobs necessary to achievethese objectives.
PLANNING THE YEAR.With a clear list of things to be done, the next step is tomap out when they will happen. A useful tool is ofcourse a year planner. Common sense prevails herebut be careful to remember that the club's programshould be interesting, fun and workable but keepachievement of goals to the forefront.
Start by mapping out all of the known dates such asclub meetings, Lions Conventions, Leo StateConferences, Changeovers, Leo District programs etc.The next step is to work out the most appropriate timesto conduct different activities. Allow spare timebecause you will be asked to help by other people during the year. Also remember such events as publicholidays and other public events such as footballevents.
The planning process is based on the future. Thefuture is flexible. Always keep your objectives to thefront but remember that you must be prepared tochange as time passes.
The plan will need to be upgraded as new information comes to hand and it is a good policy toensure that it is regularly reviewed by the Board and bemindful of those members in charge of committees andactivities - check they are planning well ahead of time.
The most important thing with any plan is to make surethat the Leo members themselves know what is goingto happen and your Lions club as well - encouragethem to make good use of the pocket diary.
Remember - if it's not organised it won't happen.You must continue to check on progress and be prepared to change or correct if necessary.
FORWARD CLUB PLANNING
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DECIDING THE ACTIVITY
Service activities carried out by Leo Clubs can beextremely effective and enjoyable. The scope of ideas is unlimited.
It is your club's decision: But initiative is primary.
When deciding on a project consider the following :-
� The activity should respond to the needs of the community
� It should be realistic and in tune with the resources, interests and abilities of the members.
� It should provide a challenge for the members
� It should be suited to the development of your Leo Club.
The President, after consulting with the Board, shouldappoint a committee (usually two or three members) toinvestigate the idea (always remember that the initialidea is the start:- Encourage new ideas). It is importantthat a chairman be chosen to investigate/head up andreport back. They are the spokesmen for the group.
There are no hard and fast rules for committees tofunction but it is a good idea to follow a basic outlinesuch as laying out all the relevant information to makedecisions upon. One way to start is to find answers tothese questions.
What is the problem?Why is it a problem?Are other service clubs or Governments already involved in assisting?Any suggestions for overcoming the problem?When should it be done?Where will the project take place?How many people will it require?Where will the funds come from to carry out this work?Will fundraising be required?If so, any ideas?What publicity will be required before and after?Who will liaise with the media if required? (Always remember your public image)Are any legal matters to be looked at e.g. permits etc.?
To ensure that the project runs smoothly, the committeeshould draw up a plan with due regard to preparationand communication and make it their responsibility tostick to it. Often a good idea can fade away unlesstime and effort are put into planning and researchbeforehand.
After a basic outline has been created it is worthwhilereviewing the details to look for pitfalls or any problem that could appear and improvewhere possible.
Remember that good organisation and plans are thebest ways to ensure success.
Remember also that a Leo project is a Leo Club Project- ensure it has your club endorsement - and is designed to ensure involvementof Leo members.
PROJECT PLANNING
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COMMUNICATIONThis is the basis of human relationships. For communication to happen there must be a speaker and a listener and each one must perform correctly, or the communication will beless effective.
Speaking is a means of passing on your thoughtsand ideas, so it is necessary that you have aknowledge of your subject and these are conveyed to the listener. In speaking,
aim to inspire, persuade and interest your audience. With your personality you can talk withthe emotions of confidence, conviction, sincerity,enthusiasm and a strong belief in your subject.However you must always remember that youcan't speak strongly in support of a subject or ideaone day and against it the next without losingcredibility.
EFFECTIVE SPEAKING AT A MEETING
Good talks are only as good as the thoughts andplanning put into them. All of the points shouldrelate to the subject. It is better for a listener toremember the key points than to be confused withtrivia. (Concentrate on this.)To be given the opportunity to deliver a short talkat a club meeting will provide you with a mediumfor developing self-confidence. It gives a platformfor recognition, admiration and respect - attributesall Leos would like.
A sense of logic should prevail after experiencehas been gained in preparing and delivering talks.The ability to persuade people to your line ofthinking, is an important aspect in motivation,leadership and selling. This should develop onceyou have experience in effective speaking, haveovercome shyness and developed the art throughexperience.
The key to all communication is practice and simplicity. Be good and straight to the point andyou will communicate. Practice makes perfect.
COMMUNICATION & EFFECTIVE SPEAKING
PURPOSE
The aim of effective speaking is to gain the attention of your audience (however small or big itis). They will be receptive towards you if you cancapture their interest.
The goals you should try to achieve are :-
1 To understand how to speak effectively to capture interest and every time you speak to ensure your audience under stands your majorpoints..
2 To plan and improve every time you speak
3 To practice
It is difficult to be what you are not - keep yourspeech plain and not artificial. Successful Leoleaders have usually been effective speakers andcommunicators. Use your own words and expressions but always be aware of your audience. If you want to influence your audience"play it their way" and express it all in your audiences terms - it will pay off.
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HOW DO YOU OBTAIN PUBLICITY?
The first thing is to appoint a Club PublicRelations Officer. Without one, very little will beachieved.
Your P.R.O. needs to be capable and interested inthe job. A good P.R. "image" can mean the difference between a really active and successfulclub, and the one that just plods along. This isparticularly important in the membership development area.
To some clubs, publicity seems to be a problem.A way to improve that is by making contact withyour local newspapers through their editors andalso your TV and radio stations.
Inform them regularly of your activity and invitethem to your club meetings from time to time.The more personal contact made with the media,the better chance you have of gaining coverage.Send them your club bulletin regularly, (providingit is presentable), marking items of special interest.
They have not the time to read everything. Alsosend them articles of interest in a special formataimed at attracting their interest. If you have a local TV station the cardinal ruleshould be "if we do it make sure we have TV coverage" - nothing will be lost by asking.
PUBLIC RELATIONS & PUBLICITY
WHAT IS PUBLIC RELATIONS
Public relations is the encouragement and effort to cre-ate a desired attitude by the public of Leos. Publicity isthe factual tool used to create public relations. Goodpublic relations is doing the right thing and telling every-body about it.
It is important that the Leo organisation is seen by thecommunity as being active and progressive becausewe depend on them for our support and our future. Wemust convince the public that "service to the community" is the hallmark of Leoseverywhere.
Unfortunately, from time to time Leo clubs and individ-ual Leo members, through an error of judgment, a thoughtless act or lack of experience cantarnish our image and reflect on the whole organisationin a negative manner.
Leos need to set an example to the community andshow that we do live up to our Objects. In a nutshell -use common sense and keep your ethics on a highlevel.
Consider Your Role in Life - You are :-
a human b female/malec brother, sister etc.d employee/employere Leof netballer/footballerg friend
h student etc.
In each of these we are(e) Leo and we can ensure that our other co-inhabitants know about Leos.
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The techniques and presentation used are vitally important, as is timing of deadlines. A double spaced typed "news release" on club letter-head, with short concise paragraphs containing the relevant facts is necessary, including the person tocontact for further information and an alternative contact person.
The very first paragraph is the lead and it must be written in an interesting manner. It should be a shortsummary of the story and tell what happened or willhappen, where it happened, when, who was involved,why it was arranged and sometimes how the public canbe involved. In other words your lead should include allof or most of the "big six".
� WHAT � WHO
� WHERE � WHY
� WHEN � HOW
Ask the people concerned in what form they prefer thematerial (talk to the Editor first). Remember, journalistsare always ready to listen to any story that is imaginative, interesting and different. You will be helping them in their job, however, don't be too disappointed if success takes some time to eventuate.Newspapers, radio and TV stations are all profit-makingenterprises and we are asking their time and space attheir cost. Perseverance pays off. You will if you persevere with P.R. achieve results but it takes a lot ofeffort. If you want results you must put in the effort.
Once a publicity project is over, often the P.R.O. disappears into obscurity. There may still be things tobe done e.g. thank you cards, reports on the success orotherwise of the project for future reference.
It can be a good idea to send our greeting cards atChristmas to those who have supported and assistedthe club during the year. These are appreciated andhelp to maintain contact. If you have had support, nur-ture it and ensure that next time you ask you will get ayes. This applies equally at the individual level as itdoes at a total community level. Always say "thanks".
PUBLICATIONS
The club bulletin is your advertising and communications medium. It is impossible for the editorto write the copy, unless you help by supplying theinformation.Some Leo districts have their own newsletter and this isan ideal vehicle to tell other Leos of your activities andideas. Remember that Leo clubs do have access totheir sponsoring Lions through their club bulletin, soobviously it is a good practice to keep your Lions clubwell informed. Let's hope that is not the only line of communication. Your Leo Advisor is always No. 1 communicator.
Another area to look at is the Lions District Newsletterand the Australian Lion magazine . In many cases Leoshave neglected these opportunities and can improvetheir image to Lions quite easily by supplying stories ona regular basis. The articles for your district newslettercan be of local interest and for the Australian Lion theyshould be of a wider interest. However it is fundamental that Leo clubs promote their activities. Sodo not miss any opportunities.
Use the Lions M.D. 201 Directory to find out who arethe contacts, as they will welcome your interest. TheMD 201 Leo Committee always welcomes Leos clubactivities input. It is hoped that in the near future Leoclubs will have a separate section in the "AustralianLion". Then it will be essential that the MD 201 LeoCommittee receives regular material for publication. Ifyour club has an article or idea send it off to MD 201Leo Committee.
FORMAT OF THE NEWS RELEASE
St Lucia
NEWS
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LEO CONFERENCES
In most states of Australia, Leo State Conferences havebeen a regular annual event since the early 1980's.New South Wales, Queensland and Victoria have heldthem since 1981 with South Australia holding its firstconference in 1986. Much progress has been made forLeos in those States because of these conferences.
The benefits of holding conferences are many but perhaps the greatest is the friendship made among Leomembers from different clubs and areas who would notbe able to meet each other under normal circumstances.
The basic purposes of holding conferences are to helpLeos and Lions (we would like to think that Lions members attending conferences will increase), shareideas and experiences and to gain a better understanding of the organisation and how it works.
Usually, motions and recommendations are passed bythe conference body on topics of general concern andideas to improve the Leo Program. There are waysthat Leos can voice their views to Lions DistrictGovernors and the Multiple District Council ofGovernors as well as the Multiple District LeoCommittee.
Experience has shown that attending a conference isone of the best things a Leo member can do to becomemore involved and gain a much greater appreciation ofwhat they have joined.
LIONS CONVENTIONS
Each Lions District holds an annual Convention for theLions Clubs with the District Leo Clubs and LionessClubs always invited to attend. Although the businessof these conventions is primarily for Lions, there areactivities for Leo and Lioness members to be involvedin.
The activities that Leos have been involved in at convention include open forums to the whole convention where people can ask questions to a panelof experienced Leos and Lions. This is a very effectiveway to educate Lions about who and what we are andhopefully could stimulate some of them to considerstarting a club.
Other areas are important as well, such as setting up astatic display on what local Leo clubs are doing. Thiscould include blown up photos, club bulletins, promotional material etc. Some districts run aninformation booth manned by Leos as well. This is anexcellent opportunity to communicate the Leo story toLions who do have some interest.
It is very true that many new clubs were born by Leosmaking it their business to promote the Program on apersonal level to Lions at their convention. In a nutshell- we have to attempt to sell the success of the LeoProgram to our market - Lions clubs who don't yetsponsor Leo clubs. This is a huge market with over1100 Lions Clubs in MD 201 (2001) not sponsoring aLeo club. We have a lot of potential.
LEO STATE CONFERENCE AND LIONS CONVENTIONS
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MEMBERSHIP DEVELOPMENT
Because of its very nature, our organisation has a greatpotential to help Leo members to grow and gain newskills, in effect, it can bring out the best in people. Thequestion is - how can we do this?In every club there are people with different personalities, interests and abilities. Too often, it hasbeen seen that the leaders don't take the time to realisejust who are the people who make up their membership. In a nutshell, the club Board and particularly the President need to be aware of eachmember's situation. The growth of the individual member and the group as a whole can only happenwhen this awareness is in the foreground. The strengthof a Leo Club is ultimately always measured by thestrength of its weakest member. Strong members arefundamental.
It would be fair to say that many people need to be invit-ed and encouraged to get involved in different activities that Leos find themselves in. The sure way toget results is to give the number a responsibility of onesort or another. Approach the person in the right wayand ask their opinion on whatever task it may be.Usually a positive response will result. They are Leos -they do really want to serve - give them a go.
Remember that leadership is a function of acceptingresponsibility and the only way a Leo club can providefuture leaders is to share the work and control of thegroup. Stop and think for a minute.
What are you doing to provide opportunities for yourmembers at the moment? Don't be afraid to use the skills that your club members may have. In almost any activity or projectthere are areas where various talents can be used.As an example, you may have a particular memberwho is very good at manual work and has a "jack of alltrades" way of doing things but could not get up andspeak in front of a group because he's too shy or lacksconfidence. It could be a good move to encouragethis person to try and perhaps improve his speakingabilities as well as being involved in the working bees.
Remember that slow progress is better than noprogress - it is better to move slowly step by step.
Another successful method of encouraging people is asystem used by some Leo clubs all year round. Itinvolves having a different person chairing each second general meeting of the club. This way, everymember can experience that responsibility and gainsome appreciation of the club's leadership.
Of course, it would take an amount of lead-up andassistance to prepare a member to cope well with thetask. It could be well worth trying. Your Lions Clubshould be always fully consulted before any changesare introduced. After all they do care.
MEMBERSHIP DEVELOPMENT
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This is one area that is vital to keep a new member interested in Leo Club Membership.Gaining a new member for your club is veryimportant to your club's future. Equally as important is helping that new member to feelneeded, make new friends and gain an understanding of what we are all about.
Examine your clubs membership losses over thepast year, analyse the "reasons" for leaving. Doyou, as a club have a good/bad membershipretention record.
If not, your club should have a MembershipChairman. The job of this person is to help promote Leo with the Public Relations Officer andbring new people into the club. But it doesn't stopthere. Once a person has been invited to join andaccepts Leo membership, the MembershipChairman should make sure he or she is inductedproperly and with the right amount of dignity.
The person should be told what is required of LeoMembership, the costs involved and the time thatit would take. In other words, he or she shouldfeel comfortable and happy to join.
Once a person has joined, the first step is to givehim or her an active role in the club's activities. Itcould be on a committee for a particular project orperhaps assisting another member on a particularjob. Whatever it may be, make sure the newmember is given the opportunity to contribute.Don't be afraid to use new members
There are other areas to look at as well. Make apoint of taking the person to a meeting of a neighbouring Leo club and also your sponsoringLions club. Before you do, contact someone inboth clubs to let them know you are bringing anew member so that they are aware and will welcome them into the organisation. A bit of courtesy can go a long way and it is vital that anew member gains a positive impression of Leo.
It is essential to give an understanding of theclub's workings to every new member. This canbe done by taking the person to a Board meetingand asking the club President to keep in touchwith him or her. What this boils down to is helpingthe new member to have the desired attitude of aLeo member. Everyone has a role to play.
NEW MEMBER ORIENTATION
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AWARENESS
The ideal situation to have in any Leo club is tobe in tune with the local community and to bemaking an effective contribution to the real needsof people. But how? Our clubs in Australia areas varied as the communities they exist in.
A way to look at the situation is to reflect your ownview of your community with your fellow members.You will probably find that we all see differentthings that could be done and for different reasons. It is important for a club to often discusspossible projects and try to agree on the mostpressing needs as a group.
Remember that things are continually changingand that human needs can change as time goesby. Keep in mind you have a group of people withvarious skills and abilities and look at ways ofapplying them to a cause. Leo clubs are not hereto act as fundraising groups who give cheques tocharities - service is more than that. Leo clubscan and do help without the need for funds. Manytimes these "Work" projects are more rewardingthan simply handing over a cheque.
DETERMINING SERVICE NEED AND IDEAS
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Although the types of projects that can be undertaken are unlimited, it may be helpful to lookat specific areas where there could be a need.
The following is only a guideline of some groupsbut try to look at your own area with them in mind.
� Involvement with disabled people, perhaps blind or deaf, wheelchair users etc.
� Environmental needs, clean up campaigns, conservation areas
� Health, diabetes awareness, drug awareness, fitness promotions.
� Recreational needs, parks, shelters, sporting facilities.
� Youth services, blue light discos, Lions Youth ofthe Year Quest, assisting in forming new Leo clubs.
�Work for the aged, old folks homes, lone pensioners, senior citizens centres.
� Cultural areas, preservation of historical places,Australia Day activities.
� And many more:- It is up to your imagination
The list can go on, but you can see that it is notdifficult to find areas where Leos can assist.
Remember that if there is a particular project thatthe club is keen on, but may be too big to handle,other Leo or Lions clubs or other service organisations may be willing to help - ask them.
In all projects, remember that the activity shouldrespond to real need and should be in line withthe wishes of the majority of members to be effective. Take care that you are not replacingjustifiable Government aid.
Use various publications available such as theLeo Club President's News, and Leo ClubDirections. The Australian Lion magazine andyour District Lions magazine will give you ideas aswell.
ACTIVITIES
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BASIC QUALITIES
The Leo Club constitution, requires that each Leoclub must have an advisor who is a member of thesponsoring Lions club. The role this Lion plays isvaried and is vital to the relationship a Leo club haswith its sponsor club.
Some of the qualities a good advisor needs are :-a experience as a Lionsb a genuine interest in youth andc a positive outlook to what the Leo Program can
achieve.
His age may not matter if the above are taken into consideration.
In many cases, Lions clubs when they are deciding on their Board positions for the next year,do not pay a great deal of attention to who will bethe Leo club's advisor.
It is suggested that the Lions president elect shouldconsult the Leos themselves as to who they wouldlike to have.
This can lead to a much smoother relationshipbetween the two clubs and make for a betterunderstanding of an equal basis. It will also ensurethe future of the Leo club.
Of course, the advisor should gain a sound knowledge of the Leo Program before he takes onthe position as well as get to know the members personally.The advisor should attend each general Leo clubmeeting on a regular basis and make regular reportsback to the Lions club on the progress and activitiesthe club is involved in. It is very important that thistwo-way communication occurs regularly so that thetwo clubs stay in tune with each other.
It is strongly recommended that the advisor be madea member of the Lions Board of Directors to aid this purpose.
Many clubs use a roster system where the advisorwill bring a different Lion to each Leo meeting so thatafter a period of time hopefully every Lion will havebeen to a Leo meeting. As well as this it is a goodidea for him to have a particular Lion "in training" totake over his job next year. This has worked verywell in the past.
The amount of involvement in the Leo club's day today running would depend to a great extent on theage group of the members and their experience butin no case should the Leo feel pressured or pushedby the advisor. Remember that it is a Leo club'sright to have self determination and freedom withinthe scope of their operations and their constitution.
Some areas often neglected are the lines of communication outside the club. The advisor shouldkeep in touch with the District Leo Chairman andDistrict Leo Council (if there is one). He can usuallygain a greater understanding of the Leo Programfrom talking and sharing ideas with these people.
** The Leo Club Advisor's Handbook (LEO - 62 4m)is recommended as a detailed guide.
DUTIES OF THE LEO CLUB ADVISOR
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THE FIRST STEPS
Once an expression of interest has come from aLion or Lions club about starting a Leo club, it shouldbe followed up without delay. Usually the LeoDistrict Chairman and the Leo District Council (ifthere is one) will make contact with the club concerned. The first move is to arrange to visit theclub at their dinner meeting as guest speakers.
The Chairman and a couple of experienced Leosshould attend and give a broad basic idea of the LeoProgram with careful regard as to the costs andresponsibilities of the Lions club from the outset so they are clear on what it will entail.
A question and answer session can also help. Youshould consider that they may know nothing aboutLeos and therefore the impression you deliver couldvery well make or break their interest.
Once the club gives their approval to the idea, acommittee of two or three Lions should be appointedso that they can do a feasibility study to try and findprospective Leos. These Lions are now the peoplewho need a proper education of Leo before too long.
THE NEW GROUPAn interest meeting should be planned for the prospective members and be attended by the Lionsclub Leo Committee and also other Leos. This meetingneeds to be a casual, friendly night so people can feelat ease and hopefully gain interest in the idea. Usuallyabout a dozen or more prospectives are needed to formbut if numbers are down, keep going with regular meetings until you reach a fair number.
It is a good idea for the formation group to be involvedin some sort of social contact from the start. After allthey must get to know each other and other Leos assoon as possible. The more contact they have withother Leos the better.
There are no hard rules for the time a new group needsbefore they can charter, but it should be done withouttoo much delay. Once the workings of a Leo club areexplained and they indicate a desire to join, the Lionsclub should aim for a charter date and let the groupelect their initial Board members with the help of experienced Leos. Details of meeting dates andvenues etc. should be decided upon and the group canstart to function properly as a club.
A "guiding Leo" can be appointed to stay with the newclub for a period of time and support them as theybecome established. It is important for a close communication to exist among the new club, the Lionsclub and other Leos to keep the progress happeningand help out with all of the problems that may occur.
The District Leo Chairman can provide information ofthe costs involved and the organisational kit for new clubs.
FORMING NEW LEO CLUBS
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The following Program has been taken directlyfrom the MD 410 Leo Manual. We have found itto be a useful program that should assist all whouse it in improving their public speaking. The MD201 Leo Committee is indebted to the MD 410Leo Council for this material.
EFFECTIVE SPEAKING
Lloyd George once confessed . . .
"The first time I attempted to make a public talk, Itell you I was in a state of misery. It is no figure ofspeech, but literally true, that my tongue clove tothe roof of my mouth; and, at first, I could hardlyget out a word".
Public speaking is simply enlarged conversation.
This means that instead of speaking to two orthree, you are speaking to say 50.
This entails :-
1 Two way audience communication - i.e. the speaker must understand and answer the audiences mental question.
2 Naturalness - the ability to communicate ideas with the same enthusiasm and gestures that you would use in normal conversation.
3 Spontaneity - the prepared speech should come across as a spontaneous speech in keeping with your personality.
Don't forget that speech is a vehicle to conveyideas.
However, before an audience hears your ideas, itusually sees you. So let us now talk about posture.
POSTURE
Posture is a state of mind.Remember at all times to maintain a feeling of respectfor your audience. Allow this respect to be mirrored inyour posture. When speaking - always stand in theopen with no table or desk to lean upon or hide behind.
FEET
Several centimetres apart with one foot slightly forward.Be well balanced, natural looking. In a five minutespeech it is usual to stand reasonably still i.e. nonervous movements. In a longer speech it is acceptable to move around in a purposeful manner.When major points arise, these should be deliveredfrom a stationary position.
HANDS
Hanging easily at sides, fists closed not clenched. Thiseasy position of hands makes for good gestures or useof notes, which will follow, in a later session. Many students don't know what to do with their hands and areextremely conscious of them. Learn at the outset tospeak with hands at the sides if comfortable and in noother position; not clasped either behind or in front ofthe body and definitely not in the pockets, etc. The reason for this is that clasped hands may lead tounnecessary tension in the body and that folded armsor hands in pockets are likely to be considered disrespectful. Remember too, that nervous fidgetinghands are tremendously distracting for the audience.
FACE
Animated, alert, with eye contact taking in the entireaudience. Look intelligent and as though you are sureof what you are saying.
CLOTHING
Wear nothing that may distract the attention of youraudience from your speech.
BODY GENERALLY
You should lean slightly forward. This imparts animpression of eagerness to the audience. Rememberwhen speaking that if someone drew a pistol and took ashot at you, you should fall flat on your face, not onyour back.
EFFECTIVE SPEAKING PROGRAM
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AVOID
1 Putting your hands in pockets and displaying wealthi.e. jingling coins, car keys, dice etc.
2 Rocking back and forth on your heels, as though youcome home a little late.
3 Fixing your eyes above the level of the audience or down at someone’s shoes in the front row. Give theaudience a break - look at all of them.
4 Useless mannerisms such as scratching nose, ears, eyes, head, or clearing of the throat, etc. when you are at a loss for words. These mannerisms are habit forming and detract from the words you speak. Get rid of them. Be natural, easy and relaxed.
All speakers who care that their presentation will befavourably received, get used to "butterflies" beforespeaking. The following are ways of helping to relievethat tension before speaking:
HANDS Clench and unclench hands before going onstage.
NECK Drop head forward and massage nape of neckfirmly.
LEGS & FEET Stretch, tense and relax legs and feeta couple of times before standing up.
SHOULDERS Take 30 seconds of deep breathsbefore standing up. It is important to remember thatyou should :-
Button your jacket whilst still in your seat. Walk up.Find a firm, comfortable stance from which to deliveryour speech.
PAUSE Look at the audience and give them time tolook at you.
SMILE Take a deep breath. Deliver the first line in astrong, firm, confident, definite voice. Then PAUSEagain. Then continue with the speech.
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Be brief. Never more than two minutes, except on veryformal occasions.
Avoid (a) Stale and stilted phrases i.e. "It is indeed a pleasure"; "a man who needs no introduction"....."We are gathered heretonight..."
Avoid (b) An over florid prediction of the treat that awaits the audience.
Avoid (c) Exaggerating your speaker's qualifications or listing his achievements in great detail and length. List only the most recent qualifications and or those ofinterest to your audience.
Avoid (d) Mentioning your speakers' name until you are ready to present him e.g. the proper way is; "May I present Mr. Jones of The Aged People's Auxiliary""Announce the speaker's name to the audience - do not face the speaker - he knows his name.
Avoid (e) Spotlight stealing. You are making a mere introduction, not a full speech. The hero of the evening is the speaker - NOT YOU. Remember that.
FORMULA S S S
The best way to accomplish this purpose is to answerthe following audience questions in the order givenbelow.
Answer them accurately, interestingly, briefly.
Subject 1. What is the subject ?
Sell Subject 2. Why this subject before this audienceat this time ?
Sell Speaker 3. Why this speaker ?4. What is his name ?
If you answer these questions skillfully, the short pre-lude of your introduction will create a pleasant harmonybetween subject, audience, occasion and speaker.
SAMPLE SPEECH:
1 What is the subject
Mr. Chairman, Ladies and Gentlemen - today's subject"The need of the Aged in our Community" was specially selected by your Committee because :
2 Why this subject
Because of the concern being expressed at presentabout the lack of adequate care units for the aged andthe recent statements from various bodies that fundsare not available to provide additional facilities.
3 Why this Speaker
Our speaker today is a Social Welfare Officer with thelocal council and has specialised in aged people carefor the past ten years. He graduated from MelbourneUniversity in 1962 and has since then spent someyears studying aged persons care in USA and UKbefore returning to Australia in 1970 to take up a position as Lecturer at Brisbane University. In 1975 ourspeaker decided to apply his many years of study to thecare of the aged and took a position with the state government. He was seconded to our council twoyears ago and has been responsible for the investigation of the needs of the aged in our community since then. You will see then that ourspeaker is well equipped to discuss the subject.
It is an honour to present to you the Author of therecent report on care for the aged in Leo town.
4 What is his name
Mr. Ray Jones
Duration: 60 to 90 seconds.
NOTES ON INTRODUCING A SPEAKER:
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1. Initial Preparation
Before constructing your plan, ask yourself the followingquestions :
1.1 Audience
Who will your audience be (History Society, Board ofDirectors, Leos, Lions, fellow students ? What knowledge and experience will they have in common ?
What is their status and their educational level (technicians from a chemical firm, standard 8 pupils,principals from various schools) ?
What are their attitudes likely to be to your subject (hostile, biased, enthusiastic) ?
What is the size of your audience ?
1.2 Venue
What will the size of the room be ?
From where will you be delivering your talk (on a platform, behind a desk) ?
Will you be easily heard ? Is the room acousticallyfavourable? Are there likely to be outside noises ?
Are there facilities for audio-visual aids and the necessary platform equipment (electrical points, lectern,microphone) ?
2. Constructing your Plan.
Two methods for planning your talk :
VERTICAL PLAN and HORIZONTAL PLAN
PLANNING A TALK:
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2.1 Vertical Plan
2.1.1 Take a sheet of paper. Think about your subject. Jot down 20 to 30 words associated with it.
2.1.2 Working on a 5 minute talk, ring the three words you think are the most important on your list.
2.1.3 What do these words say to you? What specifically do you want your audience to think, feel anddo at the end of your talk? Now, write the specific aim of your talk in one short sentence, at the top of a clean sheet of paper.
2.1.4 The Body Leave about six lines for the introduction. Write down your three main points leaving a few lines in between each.Go through your list of ideas again. Underline those points that support your three main points.Write two subpoints under each main point. Check that all these points relate to the aim of your talk. At this stage, you should refer to books, interview specialist, check figures and statistics, find quotations, apt examples or demonstrations. Your talk should be an expression of your own ideas on the subject, backed by outside opinion.
2.1.5 The Introduction
Your introduction should capture the interest and attention of your audience.
Some possible openings should be :-� To ask a direct question.� To refer to recent events of interest� To begin with an unusual statement or statistic.� To refer directly to the problem - clarify your topic to some extent.� To show a diagram, picture or an object.� To announce clearly the main points you wish to make.
N.B. Beware of the joke or personal story opening.
Below your aim, jot down a few words to remind you of your introduction.
2.1.6 The Conclusion
You could :� Summarise the main points of your speech.� Use a quotation, statistics, an analogy or a vivid illustration to epitomise the whole idea.� End with a direct appeal for action.� Give your audience something to think about
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2.2 Horizontal Plan2.2.1 Turn a large sheet of paper sideways and work across it so that you can keep the beginning, middle and
end of your plan all in view. This will make it easier for you to see the relationship between the different parts and any alteration or adjustment you make at one point can at once be matched by a corresponding adjustment at another.
2.2.2 The steps are as follows :� Write corresponding adjustment at another.
2.2.3 The steps are as follows :� Write the specific aim of your talk across the top of your sheet� Lay out the main sections. Almost every subject can be broken down into separate sections, which you
can then use as headings for the different parts of your presentation.� Under each section, make a vertical list of all the points you may want to make, and the information you
may need to give to support them. Include brief notes of any examples, statistics, etc. which may be relevant.
� Mark the points of greatest importance to your aim. These must be included in your presentation.� Mark the points of least importance to your aim. These can be left out if you find at a later stage that your
presentation is going to be too long.� Select from this draft the information you want to give and arrange it in a sequence that is logical in terms
of your aim. (Some people find it helpful to write out the main sections on separate pieces of paper at this point, and move them around until they are satisfied that the order is right).
� Draw up your final plan with the selected sections and points laid out in sequence. Mark it up as before with the points of greatest and least importance.
2.3 Completing the PlanStill working with either of your plans, the first steps are to decide the following points :
2.3.1 which parts can best be conveyed in words ?2.3.2 which parts can best be conveyed by audio-visual aids? Mark these on your paper, but allow for some
changes. (See section on audio-visual aids).2.3.3 What could be circulated to your audience in advance of your talk, or be used as handouts on the day ?2.4 Checking your Plan
Once you have completed your plan, check the following points.2.4.1 Content
� Have you said all that you need to say ?� Do you have any unnecessary information
2.4.2 Sequence� Does the sequence still seem logical in terms of your aim ?� Have you really provided all necessary links and summaries as a help to understanding ?
2.4.3 Timing� Do you know how long your talk will take ?� Have you taken into account the time your audience requires to absorb audio-visual material ?
2.4.4 Balance� Have you given the right weight to each section in the plan ?� Is the balance right between the spoken word and any audio-visual?
2.4.5 Conclusion� Have you phrased your conclusion in words that rivet attention, words that will stay in people's minds after
they have forgotten much else that you have said ?2.4.6 Objective
� Does everything still work towards the achievement of your aim ?
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3. Use of Notes:
3.1 Jotting down the key points in a logical sequence from your plan eliminates a written style and makes your carefully planned speech sound spontaneous and natural.
3.2 Put down your main and subpoints using key words only and note where audio-visual aids will be used. Quotations should be written in full.
3.3 Notes should be handled unobtrusively so as not to distract the audience. Practice speaking from them so that you become adept at handling them. Look down only to refer to them. Look up to speak.
3.4 Some speakers find that cards are best for notes as they can be easily held in the hand. These should not be bigger than postcard size.
Remember:
� To write on one side only
� To number them in the top right-hand corner
� To write in large clear letters.
4. Rehearsal and Practice
The reasons for rehearsing are :
� To give you confidence in expressing your ideas that you have planned on paper; always practice your talk aloud
� To make sure that you are able to arrange all your equipment so that everyone will be able to see and hear.
� To make sure that you know how to use your audio-visual aids.
� To discover and eliminate any possible problems of moving about the stage, or in using microphones, points, cues etc.
� To check the timing
� To give you the experience and therefore, the confidence of having been through it all beforehand, so that on the actual day, you can concentrate on building up a relationship with your audience.
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5. Delivery on the Day:
5.1 Nervousness
Remember that nervous symptoms such as breathlessness, dry mouth and butterflies in the stomach affect everybody. However, your nervous energy can be used to concentrate on your ideas and on getting them across to your audience.
5.2 Confidence
� Walk confidently on to the stage
� Stand as near to your audience as possible
� Wait for silence before you start
� Relax and speak in a natural, conversational manner
� Be direct: talk to them, not at them or for them.
5.3 Eye Contact
� Look straight into their faces
� Eye contact is an indispensable ingredient in communication and helps to maintain reach.
5.4 Voice
� Try to speak naturally
� Don't strain or try to shout
� Don't mumble
� If you feel your voice fading, take a sip of water and relax.
Practice is the best way to develop any skill. The more practice you have in public speaking, the more confident you will become.
In preparing for any presentation, it is wise to remember all of the above points and eventually they will come to you naturally and the initial terror of public speaking will fade to a slight apprehension which in itself will be insignificant if you are well prepared.
LIONS AUSTRALIA
Leo Club Manual
LIONS CLUBS INTERNATIONAL MD 201LOCKED BAG 2000
NEWCASTLE NSW 2300
