Club Officers Roles & Responsibilities
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Club Officers Roles & Responsibilities

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Compiled slides of roles and responsibilities of club officers for Division T COT which I conducted in Bangkok on 3 July 2010. These are the complete slides from Toastmasters International.

Compiled slides of roles and responsibilities of club officers for Division T COT which I conducted in Bangkok on 3 July 2010. These are the complete slides from Toastmasters International.

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Club Officers Roles & Responsibilities Presentation Transcript

  • 1. Achieving Success as Sergeant-At-Arms 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 2.
    • Schedule meeting location
    • Arrange for replacement / assistance
    • Prepare your successor
    • Maintain equipment / supplies
    Standards Outside of the Club Meeting 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 3. Standards at the Club Meeting
    • Arrange room and equipment
    • Greet members / guests
    • Greet visiting officers
    • Arrange for food service
    • Ensure meetings start on time
    • Collect ballots / tally votes
    1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 4. When You Are The Treasurer 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 5. When You Are the Treasurer
    • Calendar / Checklist
      • For each month:
      • Shows the activities and events you should be addressing
    1311A.6 - Achieving Success as Treasurer T-V #
  • 6.
    • Prepare budget
    • Provide bank with signature card
    • Prepare / send dues statement
    • Collect submit dues to WHQ online
    • Submit applications / dues to WHQ online
    • Pay bills as due
    Standards Outside of the Club Meeting 1311A.6 - Achieving Success as Treasurer T-V #
  • 7.
    • Keep records
    • Present verbal / written reports
    • Submit accounts for audit
    • Arrange for replacement
    • Prepare your successor
    1311A.6 - Achieving Success as Treasurer T-V #
  • 8.
    • Receive applications / dues
    • Announce dues are due
    • Greet members / guests
    Standards at the Club Meeting 1311A.6 - Achieving Success as Treasurer T-V #
  • 9. Achieving Success as The Secretary 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 10.
    • Maintain membership roster
    • Submit officer list to WHQ online
    • Handle correspondence
    • Keep club files
    • Arrange for a replacement
    • Prepare your successor
    Standards Outside of the Club Meeting 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 11. Standards at the Club Meeting
    • Record / read minutes
    • Greet members / guests
    1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 12. Achieving Success as Vice President Public Relations 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 13.
    • Target your audience
    • Develop a media list
    • Send promotional material to media members
    Promote the Club to Local Media 1311A.4 - Achieving Success as Vice President Public Relations VPPR-V #
  • 14. Publicity Materials
    • Maintain a press kit
    • Send news releases
    • Send invitations to employees
    • Give interviews
    1311A.4 - Achieving Success as Vice President Public Relations VPPR-V #
  • 15.
    • Document and promote current events
    • Inform with educational material
    • Provide visitors with “take-home” value
    Three Reasons for a Club Newsletter/Web Site 1311A.4 - Achieving Success as Vice President Public Relations VPPR-V #
  • 16.
    • Content
    • Readability
    • Visual impact
    Important Newsletter and Web-Site Features 1311A.4 - Achieving Success as Vice President Public Relations VPPR-V #
  • 17. FreeToastHost.org 1311A.4 - Achieving Success as Vice President Public Relations VPPR-V # A free Web-hosting service for clubs! Use it to create and maintain a professional-looking Web site. No Web-site design experience necessary.
  • 18. Keep in Touch With Toastmasters Events
    • Be aware of area and district events
    • Attend whenever possible
    • Promote the benefits of membership
    1311A.4 - Achieving Success as Vice President Public Relations VPPR-V #
  • 19. Standards at the Club Meeting
    • Announce upcoming events / programs
    • Ask for Web site or newsletter contributions
    • Greet members / guests
    1311A.4 - Achieving Success as Vice President Public Relations VPPR-V #
  • 20. Achieving Success as Vice President Membership 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 21. Membership Goals Anticipate Changes
    • Add at least one new member per month.
    1311A.3 - Achieving Success as Vice President Membership VPM-V #
  • 22.
    • Have a minimum of 20 members at year-end.
    Membership Goals Plan for the Future 1311A.3 - Achieving Success as Vice President Membership VPM-V #
  • 23.
    • Promote benefits to current members
    • Promote Toastmasters benefits to others
    • Hold at least two membership contests
    • Offer recognition
    Strategies for Membership Growth 1311A.3 - Achieving Success as Vice President Membership VPM-V #
  • 24. Transform Guests into Members
    • Personally welcome guests and introduce them to others
    • Explain benefits
    • Vote
    • Complete application / submit online
    • Welcome new members into the club
    1311A.3 - Achieving Success as Vice President Membership VPM-V #
  • 25.
    • Review roster on TI Web site
    • Follow up
    Report on Current Membership 1311A.3 - Achieving Success as Vice President Membership VPM-V #
  • 26.
    • Contact absent members
    • Conduct surveys
    • Distribute evaluation forms
    Guarantee Member Satisfaction 1311A.3 - Achieving Success as Vice President Membership VPM-V #
  • 27. Achieving Success as Vice President Education 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 28. Envision / Plan / Direct Club Meetings
    • Create varied programs
    • Assign meeting roles
    • Prepare agendas
    1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 29. Promote Participation in Communication and Leadership Tracks 1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 30. Communication and Leadership Tracks 1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 31.
    • Purchase manual for display
    • Discuss evaluations
    • Educate mentors
    • Track progress
    • Include manual in “sales pitch”
    Tips for Integrating Competent Leadership Manual 1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 32.
    • Advocate participation in leadership roles
    • Become familiar with other opportunities • Success/Leadership and Success/Communication • Youth Leadership • Speakers Bureaus • Accredited Speaker
    Encourage Quality Manual Speeches 1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 33. Administration Tips
    • Introduce incentives
    • Promote constructive evaluations
    • Assist members with paperwork
    1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 34. Orient New Members
    • Introduce and explain materials / procedures
    • Match with mentor
    • Arrange induction ceremony with vice president membership
    • Get them participating
    1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 35. Boost Participation in Toastmasters Activities
    • Explain training benefits
    • Organize speech contests
    • Promote area / district meeting attendance
    1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 36. Club Leader
    • Motivate participation
    • Monitor club’s progress
    • Lead by example
    • Preside when president is absent
    • Understand parliamentary procedure
    1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 37. Represent the Club
    • Act as liaison between club / area / district
    • Participate in and vote at area / district functions
    • Vote at the International Convention
    1311A.2 - Achieving Success as Vice President Education VPE-V #
  • 38. Achieving Success as Club President 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
  • 39.
    • Feature quality programming
    • Require manual speeches
    • Expect effective evaluations
    • Encourage active participation
    • Keep membership at charter strength
    • Be enthusiastic
    Create a Vision of Club Success 1311A.1 - Achieving Success as President P-V #
  • 40. Plan to Make Your Club Vision a Reality
    • Communicate your vision
    • Use executive committee meetings to set and achieve goals
    • Set membership / educational goals
    1311A.1 - Achieving Success as President P-V #
  • 41.
    • Purchase manual for display
    • Discuss evaluations
    • Educate mentors
    • Track progress
    • Include manual in “sales pitch”
    Integrate Competent Leadership Into Your Club 1311A.1 - Achieving Success as President P-V #
  • 42.
    • Make every meeting outstanding
    • Provide harassment-free environment
    • Make your club a quality club
    • Use DCP to motivate performance / track progress
    Promote a Quality Club Climate 1311A.1 - Achieving Success as President P-V #
  • 43. Executive Committee Meetings
    • Review progress
    • Verify all officers are fulfilling responsibilities
    1311A.1 - Achieving Success as President P-V #
  • 44. Qualities of a Super Team
    • Committed to quality performance
    • Creative methods of removing obstacles
    • Visible / accessible to others
    • Driven to achieve, exude energy, excitement and commitment
    • Work together
    1311A.1 - Achieving Success as President P-V #
  • 45. Conduct Effective, Enjoyable Meetings
    • Contact VPE before each meeting
    • Verify all assignments are filled and that participants are ready
    • Make sure meeting begins / ends on time
    • Enthusiastically welcome members / guests
    • Vote members into the club
    • Follow parliamentary procedure
    1311A.1 - Achieving Success as President P-V #
  • 46. Ensure Successful Club Administration
    • Encourage officers to attend training
    • Verify that officers attend training
    • Confirm all paperwork is turned in to WHQ. Whenever possible, submit your club’s dues renewals and sign up new members online.
    • Search for club leaders
    1311A.1 - Achieving Success as President P-V #
  • 47. Represent the Club
    • Act as liaison between club / area / district
    • Participate in and vote at area / district functions
    • Vote at the International Convention
    1311A.1 - Achieving Success as President P-V #
  • 48. Note: These are standard slides from Toastmasters International 1311A.7 - Achieving Success as Sergeant at Arms SA-V #