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TLI training presentation for VP Membership and VP Public Relations Officers

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  1. 1. VP Membership & VP Public Relations District 2 Toastmaster TLI – July 26 th Renton Technical College Presenter: Tami Smith
  2. 2. VP Membership: Your most important job <ul><li>Reaching and keeping your club at charter strength. Minimum of 20! </li></ul>
  3. 3. Your Role: Simply Put <ul><li>Set your numbers, and your strategy to bring people in. </li></ul><ul><li>Turn them to members </li></ul><ul><li>Retain and grow them. </li></ul>
  4. 4. VP Public Relations Your most important job Get the word out ! Help VP of Membership to bring in new members.
  5. 5. <ul><li>Agenda VP Membership </li></ul><ul><ul><li>ACHIEVING SUCCESS AS VICE PRESIDENT MEMBERSHIP </li></ul></ul><ul><ul><ul><li>Membership Goals </li></ul></ul></ul><ul><ul><ul><li>Strategies for Growth </li></ul></ul></ul><ul><ul><ul><li>Turning Guests into Members (the policies and procedures) </li></ul></ul></ul><ul><ul><ul><li>Reporting on Membership </li></ul></ul></ul><ul><ul><ul><li>Ensuring Member Satisfaction </li></ul></ul></ul><ul><ul><ul><li>Other Responsibilities </li></ul></ul></ul>
  6. 6. <ul><li>Agenda VP Public Relations </li></ul><ul><ul><li>ACHIEVING SUCCESS AS VICE PRESIDENT PR </li></ul></ul><ul><ul><ul><li>Promote Club to local media </li></ul></ul></ul><ul><ul><ul><li>Develop media list and target audience </li></ul></ul></ul><ul><ul><ul><li>Produce club newsletter and/or Web site. </li></ul></ul></ul><ul><ul><ul><li>Promote membership programs </li></ul></ul></ul>
  7. 7. Set your numbers, and your strategy to bring them in. New Members – that’s the first goal we will focus on; how do we do it?
  8. 8. <ul><li>Add at least one new member per month. </li></ul>Membership Goals Anticipate Changes
  9. 9. <ul><li>At least 20 members OR with net growth of at least five new members at June 30 = Minimum </li></ul>Membership Goals Plan for the Future
  10. 10. <ul><li>Promote benefits to current members </li></ul>Strategies for Membership Growth Meet with each person to discuss briefly how being a member has made difference in his or her life; personal testimonials are a great way to get the ball rolling!
  11. 11. Strategies for Membership Growth <ul><li>Promote Toastmasters benefits to others </li></ul>
  12. 12. Resources <ul><li>Go to </li></ul>
  13. 13. Brochures
  14. 14. Promote the Club to Local Media <ul><li>Target your audience </li></ul>Who is the audience your club wishes to target?
  15. 15. think back to the time when you were first motivated to attend a meeting
  16. 16. Did you see an ad on a bulletin board?
  17. 17. Did you read about Toastmasters in a newspaper or magazine?
  18. 18. Did a friend invite you to attend?
  19. 19. Develop a media list <ul><li>What type of media is the most effective source of publicity for your target audience? </li></ul>
  20. 20. Whatever the method, some form of public relations motivated you to discover, in person, just what Toastmasters was all about.
  21. 21. Develop a media list <ul><li>Develop a media list print and online… </li></ul>
  22. 22. Lay the Groundwork <ul><li>Send your contact a brief e-mail describing how Toastmasters training changes members’ lives for the better </li></ul>
  23. 23. Use Toastmaster Resources <ul><li>Most media organizations have </li></ul><ul><li>Web sites that tell how they prefer to be contacted. (Look under the site’s “Contact Us” link). </li></ul>
  24. 24. Be sure your club has a copy of Let the World Know (Item 1140), <ul><li>Complete public relations kit, includes: </li></ul><ul><li>Sample pamphlets </li></ul><ul><li>Tips for promoting Toastmasters through media and community (or company) </li></ul><ul><li>Let the World Know - Toastmasters Publicity and Promotion Handbook (1140) </li></ul><ul><li>Radio spot announcements </li></ul><ul><li>Scripts </li></ul><ul><li>Newspaper advertising material </li></ul><ul><li>Camera-ready ads </li></ul><ul><li>Full instructions </li></ul>
  25. 25. Word of Mouth Leverage with contests….
  26. 26. Strategies for Membership Growth <ul><li>membership contests </li></ul><ul><li>Offer recognition </li></ul>
  27. 27. Get a Trophy <ul><li>5 new members during </li></ul><ul><li>“ The Smedley” </li></ul><ul><li>“ Talk Up Toastmasters” </li></ul><ul><li>“ Beat the Clock” </li></ul>
  28. 28. Get a Trophy One person initiated a program that would go on to affect millions of people
  29. 29. In his honor, can your Club add five new members between August 1 and September 30?
  30. 30. Once you get them to your meeting the next step is to Convert from Guest to Member
  31. 31. Guests to Members 1 2 3
  32. 32. Guests to Members Call for a vote by a show of hands or by secret ballot. The prospective member is elected to membership by a majority vote of the members present and voting.
  33. 33. Guests to Members complete the application
  34. 34. Guests to Members Anyone who joins for the first time is required to pay the $20 New Member Fee (California clubs add sales tax) Dues are prorated to $4.50 per month, based on the April and October periods.
  35. 35. Adding New Members Reinstated members  (members who left Toastmasters but are now returning) Dual members (members of more than one active club) Transferred members (members of one active club who are moving to another club) cannot be added online: mail in your reinstated, dual and transferred members’ applications, with dues to: Toastmasters International 23182 Arroyo Vista Rancho Santa Margarita, CA 92688
  36. 36. New Member Packet How to get started The Schedule Overview of roles Icebreaker Information Officer names and contact information
  37. 37. Reporting Check and Double Check
  38. 38. <ul><li>Review roster on TI Web site </li></ul><ul><li>Follow up </li></ul>Report on Current Membership
  39. 41. keeping your members informed What can VP Public Relations do?
  40. 42. <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>Club Newsletter/Web Site
  41. 43. <ul><li>Content </li></ul><ul><li>Readability </li></ul><ul><li>Visual impact </li></ul>Important Newsletter and Web-Site Features
  42. 44. A free Web-hosting service for clubs! Use it to create and maintain a professional-looking Web site. No Web-site design experience necessary.
  43. 45. 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>
  44. 46. Keep on keeping on… VP Membership you’ll just get better
  45. 47. Determine If Members’ Needs Are Met
  46. 48. <ul><li>Distribute evaluation forms </li></ul>Guarantee Member Satisfaction Club Climate Questionnaire (Item 251C)
  47. 49. Discover what members enjoy about Toastmasters New Member Profile Sheet (Item 405) what – if anything – they are dissatisfied with, and what can be done to help hold their interest in the Toastmasters program
  48. 50. Contact absent members
  49. 51. The member may have business or family concerns which prevented attendance and are beyond the club’s control. Determine the reason and do what you can to resolve the matter. Remember…
  50. 53. One for the Road… VP Membership But of course there’s more.
  51. 54. More Responsibilities for your role as VP Membership <ul><li>Attend and vote at area council meetings </li></ul><ul><li>Attend training </li></ul><ul><li>Find a replacement </li></ul>
  52. 55. Summary VP Membership
  53. 56. have them fill out a guest card. Greet guests and 1.
  54. 57. 2. Report on current membership and promote membership campaigns
  55. 58. ensure each new member is formally inducted at the first meeting after being voted in by the club. 3.
  56. 59. Help guests wishing to join complete the Application for Membership. 4.
  57. 60. Speak with fellow members to determine if their needs are being met . 5.
  58. 61. Summary: VP Public Relations Standards VP Public Relations
  59. 62. <ul><li>Promote the club to local media. </li></ul>1. Produce a club newsletter and/or Web site . 2.
  60. 63. <ul><li>Promote membership programs. </li></ul>3.
  61. 64. <ul><li>Attend club executive committee meetings. </li></ul>Attend other Toastmasters events. 4. 5. 6. Attend district-sponsored club-officer training.
  62. 65. <ul><li>Arrange for a replacement if unable to attend a club meeting. </li></ul>7. Prepare your successor for office 8.
  63. 66. Announce upcoming events / programs Ask for Web site or newsletter contributions Greet members / guests 9. 10. 11.
  64. 67. And always ask for help. District 2 Officers are here for you!