Achieving Success  as  Sergeant-At-Arms 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
<ul><li>Schedule meeting location </li></ul><ul><li>Arrange for replacement / assistance </li></ul><ul><li>Prepare your su...
Standards at the  Club Meeting <ul><li>Arrange room and equipment </li></ul><ul><li>Greet members / guests </li></ul><ul><...
When You Are  The Treasurer 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
When You Are the Treasurer <ul><li>Calendar / Checklist </li></ul><ul><ul><li>For each month: </li></ul></ul><ul><ul><li>S...
<ul><li>Prepare budget </li></ul><ul><li>Provide bank with signature card </li></ul><ul><li>Prepare / send dues statement ...
<ul><li>Keep records </li></ul><ul><li>Present verbal / written reports </li></ul><ul><li>Submit accounts for audit </li><...
<ul><li>Receive applications / dues </li></ul><ul><li>Announce dues are due </li></ul><ul><li>Greet members / guests </li>...
Achieving Success  as  The Secretary 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
<ul><li>Maintain membership roster </li></ul><ul><li>Submit officer list to WHQ online </li></ul><ul><li>Handle correspond...
Standards at the  Club Meeting <ul><li>Record / read minutes </li></ul><ul><li>Greet members / guests </li></ul>1311A.7 - ...
Achieving Success  as  Vice President Public Relations 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
<ul><li>Target your audience </li></ul><ul><li>Develop a media list </li></ul><ul><li>Send promotional material to media m...
Publicity Materials <ul><li>Maintain a press kit </li></ul><ul><li>Send news releases </li></ul><ul><li>Send invitations t...
<ul><li>Document and promote current events </li></ul><ul><li>Inform with educational material </li></ul><ul><li>Provide v...
<ul><li>Content </li></ul><ul><li>Readability </li></ul><ul><li>Visual impact </li></ul>Important Newsletter and Web-Site ...
FreeToastHost.org 1311A.4 - Achieving Success as Vice President Public Relations VPPR-V # A free Web-hosting service for c...
Keep in Touch With Toastmasters Events <ul><li>Be aware of area and  district events </li></ul><ul><li>Attend whenever pos...
Standards at the  Club Meeting <ul><li>Announce upcoming events / programs </li></ul><ul><li>Ask for Web site or newslette...
Achieving Success  as  Vice President Membership 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
Membership Goals Anticipate Changes <ul><li>Add at least one new  member per month. </li></ul>1311A.3 - Achieving Success ...
<ul><li>Have a minimum of  20 members at year-end. </li></ul>Membership Goals Plan for the Future 1311A.3 - Achieving Succ...
<ul><li>Promote benefits to current members </li></ul><ul><li>Promote Toastmasters benefits to others </li></ul><ul><li>Ho...
Transform Guests into Members <ul><li>Personally welcome guests  and introduce them to others </li></ul><ul><li>Explain be...
<ul><li>Review roster on  TI Web site </li></ul><ul><li>Follow up </li></ul>Report on Current Membership 1311A.3 - Achievi...
<ul><li>Contact absent members </li></ul><ul><li>Conduct surveys </li></ul><ul><li>Distribute evaluation forms </li></ul>G...
Achieving Success  as  Vice President Education 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
Envision / Plan / Direct Club Meetings <ul><li>Create varied programs </li></ul><ul><li>Assign meeting roles </li></ul><ul...
Promote Participation in Communication and Leadership Tracks 1311A.2 - Achieving Success as Vice President Education VPE-V #
Communication and Leadership Tracks 1311A.2 - Achieving Success as Vice President Education VPE-V #
<ul><li>Purchase manual for display </li></ul><ul><li>Discuss evaluations </li></ul><ul><li>Educate mentors </li></ul><ul>...
<ul><li>Advocate participation in  leadership roles </li></ul><ul><li>Become familiar with other opportunities •   Success...
Administration Tips <ul><li>Introduce incentives </li></ul><ul><li>Promote constructive evaluations </li></ul><ul><li>Assi...
Orient New Members <ul><li>Introduce and explain  materials / procedures </li></ul><ul><li>Match with mentor </li></ul><ul...
Boost Participation in Toastmasters Activities <ul><li>Explain training benefits </li></ul><ul><li>Organize speech contest...
Club   Leader <ul><li>Motivate participation </li></ul><ul><li>Monitor club’s progress </li></ul><ul><li>Lead by example <...
Represent the Club <ul><li>Act as liaison between  club / area / district </li></ul><ul><li>Participate in and vote at  ar...
Achieving Success  as  Club President 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
<ul><li>Feature quality programming </li></ul><ul><li>Require manual speeches </li></ul><ul><li>Expect effective evaluatio...
Plan to Make Your Club Vision a Reality <ul><li>Communicate your vision </li></ul><ul><li>Use executive committee meetings...
<ul><li>Purchase manual for display </li></ul><ul><li>Discuss evaluations </li></ul><ul><li>Educate mentors </li></ul><ul>...
<ul><li>Make every meeting outstanding </li></ul><ul><li>Provide harassment-free  environment </li></ul><ul><li>Make your ...
Executive Committee Meetings <ul><li>Review progress </li></ul><ul><li>Verify all officers are fulfilling responsibilities...
Qualities of a Super Team <ul><li>Committed to quality performance </li></ul><ul><li>Creative methods of removing obstacle...
Conduct Effective, Enjoyable Meetings <ul><li>Contact VPE before each meeting </li></ul><ul><li>Verify all assignments are...
Ensure Successful Club Administration <ul><li>Encourage officers to attend training  </li></ul><ul><li>Verify that officer...
Represent the Club <ul><li>Act as liaison between  club / area / district </li></ul><ul><li>Participate in and vote at are...
Note: These are standard slides from Toastmasters International 1311A.7 - Achieving Success as Sergeant at Arms SA-V #
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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.

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Club Officers Roles & Responsibilities

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