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Leading a club using a process oriented approach

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We took an initiative to convert individual Toastmasters club officer training materials in to integrated processes using visual techniques. We feel this approach provides clear insights in to the …

We took an initiative to convert individual Toastmasters club officer training materials in to integrated processes using visual techniques. We feel this approach provides clear insights in to the individual roles and the hand offs between different officers.

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  • 1. LEADING A CLUB USING A PROCESS ORIENTED APPROACH Surya Avantsa, ACS, ALB Kumar Kolaganti ACB, ALB May 2014 1
  • 2. INTRODUCTION  Two essential skills for a club officer  Let’s learn how to run a club using a Process Oriented Approach Toastmasters Logo – registered trademark of Toastmasters International (TI) 2
  • 3. AGENDA  What is a Process and Why Process?  Design a process that helps you reach your DCP goals  Identify the role players for each step  Layout the responsibilities of each player  Define and incorporate Service Level Agreements 3
  • 4. AT THE END OF THIS COURSE YOU SHOULD BE ABLE TO  Design a process that helps you reach your goals.  Define the role players for each step.  Define the responsibilities of each player  Define SLAs (Service Level Agreements) 4
  • 5. WHY PROCESS?  What is a Process and why process?  Examples of processes at a Club. 5
  • 6. IMPORTANT FACTORS THAT INFLUENCE A PROCESS  Structure  Humans  Information  Technology 6
  • 7. TOASTMASTERS ORGANIZATION HIERARCHY You, the Member – supported and served by the organization Your club exists to support and develop its members Your Area, served by an Area Governor, supports your club Your Division, served by a Division Governor, supports your area Your District, served by your District Governor and executive team, supports your Division, its areas, and the club members Your Region is served by your elected International Director and your appointed regional advisor Toastmasters International and World Headquarters exist to help you become a better speaker and leader Member Club Area Division District Region WHQ 7
  • 8. CLUB TIMELINE 8 June  Club officer list to WHQ  Education award applications to WHQ  Membership award applications to WHQ  Complete a Club Success Plan  Provide the bank with a bank signatory card  Start Toastmasters year  Start Distinguished Club Program  Finalize the club budget with approval from the club executive committee July  Send membership renewal dues statements to members  Plan how to help each member meet education goals  Send publicity kits to local media, and invite them to attend a meeting August September October  Membership-renewal dues  Due: Oct 10 - Membership-renewal dues for credit in the DCP  Publicize the upcoming district conference  Collect and submit membership-renewal dues  Plan and publicize upcoming speech contests  Publicize the upcoming district conference November  Plan and publicize upcoming speech contests  October/November district conference December  Attend second-round club officer training
  • 9. CLUB TIMELINE CONTD.. 9 January February March April May  Plan and publicize upcoming speech contests  Attend second-round club officer training  End: Second-round club officer training for credit in the DCP  Send membership-renewal dues statements to members  Plan and publicize upcoming speech contests  Publicize the upcoming district conference  Collect and submit membership-renewal dues  Plan and publicize upcoming speech contests  April/May district conference  Due: Membership-renewal dues  Plan and publicize upcoming speech contests  April/May district conference  Prepare files for smooth transfer to incoming club officers  Prepare club accounts for audit  Plan and publicize upcoming speech contest
  • 10. HUMANS, INFORMATION AND TECHNOLOGY  Membership Application form  Award Application Form  Meeting agenda  …. Information  Members  Guests  Club Officers  District Officers Humans  Free ToastHost Website  Projector  Laptops  Social Networking  Easel board  White board  …. Technology 10
  • 11. DEFINITION OF A PROCESS  A process is a simple set of steps  Has set of role players involved  Each role player has roles and responsibilities  Has a starting point and an ending point  Should be time bound Actor Process Step 11
  • 12. PROSPECT INQUIRY PROCESS Prospect VP-M Prospects sends a question A professional looking email response within 2 calendar days. CC: all other officers Prospect Prospect interested to become a member Or interested to attend next meeting If no response from the Prospect, follow-up after 2 weeks 12
  • 13. NEW MEMBER APPLICATION PROCESS New Member New Member hands over application form and check to VP- Membership VP-M VP-Membership hands over the check to the Treasurer Treasurer Treasurer deposits check in Bank VP-M VP-Membership enrolls the new member online at TI HQ and pays VP-Education sends out a welcome package VP-E • Orientation kit to the Toastmasters Program in general and to the specific club. • ICE Breaker project as PDF • Explains Mentorship program. • CC: all Officers 13
  • 14. SCHEDULING SPEECHES AND AGENDA ASSIGNMENTS VP-E Sends an email to sign-up for a Speech or a Role VP-E TMOD (or VP-E) validates agenda with participants confirmation Finalize agenda TMOD VP-E Distribute Meeting agenda Compile preliminary Agenda Share it with the Toastmaster of the day Source: Susan Zhou, DTM 14
  • 15. CONDUCT MEETING TMOD Toastmaster of the day reads agenda • Word Master • Thought of the day Prepared Speeches Table topics master conducts table topics Table Topics General Evaluation General Evaluator presents overall evaluation of the meeting • Assigned evaluators present evaluations for prepared speeches TMOD invites and introduces prepared speakers • Speakers deliver their speech Awards Best speaker Best TT speaker Best Evaluator 15
  • 16. TRACK MEMBER PROCESS VP-E Maintains member progress chart VP-E Update Member Progress VP-E VP-E Distribute Progress chart Modify (add, remove) members 16
  • 17. COACHING & MENTORING Step 1 Identify and define goals Step 2 Establish a timeline and milestones to measure progress Step 3 Step 4 Follow up & monitor plan of action Define strategies to reach goals 17
  • 18. MOTIVATION – BE A LEADER What Understand what motivates each person (Officer or a member or a guest) WIIFM Set clear expectations Clarity Applaud Recognize their work Focus on the benefit to the individual 18
  • 19. FINANCIAL MANAGEMENT 19 Budget Prepare a club budget •A list of expenses •A list of income sources •Previous years’ financial records Dues Collect and pay dues to WHQ Submit new member applications and dues to WHQ Manage Issue checks to cover club expenses Keep records of all financial transactions Inform Present financial reports to the Officers committee Submit club accounts for audit
  • 20. INFORMATION MANAGEMENT 20 Guests Meeting venue & time Club Information Access to club contacts Member Meeting agenda Publish announcements Club Dues renewal Officers Admin Add new members Update meeting venue location Refresh pages as needed Agenda Access to club contacts Sign-up for roles/speeches
  • 21. PUBLIC RELATIONS MANAGEMENT 21 Press Releases Special club meetings Installation of officers Important visitors or guest speakers Newsletter Meeting agenda Publish announcements Website Social Media Share Club news / updates / pictures on Social media Editorial content Club Progress in the DCP Schedule of Events Member profiles / interviews
  • 22. SPEECH CONTEST PREPARATION 4-8 Weeks • Budget • Time • Venue • Agenda • Contest Chair, Chief Judge 2 – 6 weeks • Certificates, Forms, Final agenda • Equipment • Team Training 1 – 7 days 1 Hour • Contest verification, briefing, draw for positions • Contest officials briefing • Notification • Promotion • Contestant, Judge(s), Timer, Counter Conduct Contest 22
  • 23. DISTINGUISHED CLUB GOALS 2 CCs 1ACB, ACS, or ACG 1 CL, ALB, ALS, or DTM 2 more CCs 1 more ACB, ACS, or ACG 1 more CL, ALB, ALS, or DTM Educational Goals 4 new members 4 more new members Member Goals Minimum of 4 club officers trained during each of two training periods 1 club membership renewal and club officer list submitted on time Training & Admin Goals 1 2 3 4 5 6 7 8 9 10 5 Distinguished 7 Select Distinguished 9 President’s Distinguished 23
  • 24. ADDITIONAL READING  Club Leadership Handbook - http://www.toastmasters.org/clh 24