What You Add to the Members of Your Toastmaster Club
TLI Officer TrainingJanuary 6, 2018
Joe O’Keeffe, ACS, CLVP-MembershipBNY Mellon TM
Donna Kolody, ACS, ALBArea 11 Assistant
Division B
Overview
4Intro of VPM Role4Our experience with Toastmasters clubs &
what we’ve observed4Role Presentation4Membership Growth and Retention4Club Executive Team4Taking what you learned back to the club4Successes and Challenges in your clubs4Q&A
What is the Mission of a Club?4Club Mission Statement: 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.
Joe’s Experience4Joined TI in 19944Member of six clubs in three states4What TM has done for me4Estimate: 50+ clubs in visits, membership4There’s one common theme in all of them
… what do you think it is?
ALL have membership levels that constantly change ….
Donna’s Experience4Joined TI in 20124Member of five clubs in two states4Held President, VP PR and VPM roles4What TM has done for me4There’s one common theme in all of them
… what do you think it is?4Agree!
ALL have membership levels that constantly change ….
Why do guests attend our meetings?
4They might be:q Encouraged by a supervisor to learn better
communication skillsq Pursuing networking opportunitiesq Invited by a member
So, just why is membership in our clubs so important?
4 Are new people looking for your club?
4 Are most of your guests joining your club?
4 Do the guest(s) that join stay with the club?
4 Do your members look forward to your next Toastmasters
meeting?
4 Are you meeting the objectives of the members?
4 Are you satisfying the WIIFM of your members?
4 Are you having fun?
Is Your Club Member Friendly?
TLI Winter Training January 6, 2018
Role Presentation- in a nutshell
4Clubs #1 Recruiter- Promote the club and manage the process of bring in guests and transforming them into members!
4 Make guests feel welcome4Provide info to them, answer questions4Actively monitor membership levels and
strategize with rest of Executive Team
TLI Winter Training January 6, 2018
VPM Responsibilities
4Recruiter- one new member per month4Membership Contest Coordinator4Guest to Member Converter4Membership Application Process
Supervisor
Pg 28-30 of Club Leadership Handbook
TLI Winter Training January 6, 2018
Best Practices
4Welcome visitors, provide packet of info, have them fill out guest book
4Assist new members in completing the application/reviewing dues structure
4Send new members a welcome email4Give funds and application to treasurer to
deposit
TLI Winter Training January 6, 2018
Best Practices- cont’d
4Register new members with TI and on Easy Speak
4Conduct Smedley Award, Talk Up Toastmasters and Beat the Clock membership Contests
4Delegate duties to chairperson as required4Conduct Special Events-Open Houses,
themed meetings, costume parties, potlucks, guest speakers
4Goal= 20 paid members by year end
Attracting People to Your Club4Keep your website up to date- Calendar, members,
contact info etc
4When you get a hit from your website, respond within 24 hours to any email
4Use Social Media (Facebook, Twitter & LinkedIn)-invite members to like/follow, consider a paid ad $5/day
4Use your company communication bulletin board
4Use community bulletin boards
TLI Winter Training January 6, 2018
Attracting People to Your Club- cont’d4 Have an elevator speech ready at all times
4 Tell your story
4 Wear your Toastmasters pin or “Ask me About Toastmasters” pin
4 Display the Toastmasters magazine at your desk-put in doctors offices
4 Have a competition within the current members to bring in more members
4 See handout for many more ideas!
TLI Winter Training January 6, 2018
VPM Checklist
4Before Club Meetings4Upon arrival at club meetings4After club meetings
TLI Winter Training January 6, 2018
Common scenarios VPM face
4Rapid turnover4Losing members during summer and
winter holidays/seasons4Sudden loss of members due to company
club layoffs
Solutions?
TLI Winter Training January 6, 2018
VPM Resources
4VPM Essentials: item #1310K4Success 101- Item #16224Distinguished Club Program and Club
Success Plan-Item #11114Distinguished Club Program Goals- Item
#1111C Wall Chart4Speechcraft 4See handout for many more
TLI Winter Training January 6, 2018
Your 1st Visit at a TM Meeting
4Did you know what to expect?4Did you know anyone?4Were you nervous?
TLI Winter Training January 6, 2018
When Guests Visit4You need to plan for your visitors arrival
Ø Make sure you introduce yourself Ø Use your elevator speech!
4Always greet any visitor warmly at the door
4Have someone from the club, preferably an officer sit next to them; have a Guest/Welcome packet available for them
TLI Winter Training January 6, 2018
Guest Packet Contents
4Welcome letter from the President4New TM application-Pathways version4TM Features and Benefits4Ice Breaker worksheet4Toastmaster Magazine
TLI Winter Training January 6, 2018
When Guests Visit- cont’d4Review the Guest/Welcome packet with the guests
after the meeting
4Reach out to them after the meeting and thank them for coming
4Offer to meet them 1:1 to talk more about Toastmasters
4Reach out to them prior to the next meeting by sending them another invite
TLI Winter Training January 6, 2018
When Guests become Members4 Deliver what was promised when you were courting them to join
4 Be sure to have them create their New Member Profile-set up
4 Assign them a mentor/buddy
4 Be sure the mentor/buddy reviews the process of the Pathways Program with them
4 Be sure the mentor/buddy is reviewing their new member profile and is staying in touch with their goals & revising when necessary
TLI Winter Training January 6, 2018
When Guests become Members4Be sure to review the flow from new member to DTM with
each member
4Recognition is key! New Member Certificates go a long way!
4Keep it Personal – be sure the clubs primary focus encompasses the goals of the membership and the Distinguished Club goals will follow
4Keep it Fun!TLI Winter Training January 6, 2018
Retaining Members4Reinforce that they are in a safe zone
4Point out the growth of members and offer more encouragement
4Make every meeting memorableü Have an agenda – with roles filledü Toastmaster – START ON TIMEü Toastmaster – END ON TIMEü Toastmaster – KEEP ON TRACKü Member achievement recognition is key!ü Display club achievements proudly!ü Have themes for the next 3-4 meetings
TLI Winter Training January 6, 2018
Retaining Members4Send an individual letter or notecard/Thinking of
You to members that haven’t been to a club meeting in a while
4Be willing to meet 1:1 to understand why they can no longer participate
4Send out a survey to see what the club can do to improve
4Conduct Moments of Truth
4Incorporate the feedback into future club meetingsTLI Winter Training January 6, 2018
Club Executive Team4Overview of all 7 roles4Club Success Plan and DCP-see first slide4Executive Team Meetings- monthly4Club SWOT Analysis
TLI Winter Training January 6, 2018
Wrap It Up
4Make Sure Your Club is Easy to Find
4Great Your Guests Warmly
4Be Organized so your Guests want to be
part of the Club
4Stay Focused on your Member Goals
4Most importantly HAVE FUN!TLI Winter Training January 6, 2018
People will join an organization because of the
program.They will stay because of
the people.
TLI Winter Training January 6, 2018