Leading a Toastmasters club using a process oriented approach

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Leadership and Management skills are essential for running any organization, big or small, for-profit or not-for-profit. While Leadership skills focus on your soft-skills so you know how to figure out the right thing to do, management skills are more tactical and focus on how to do it right. With just leadership skills, you will figure out the right thing to do. With just management skills, you will learn how to do anything right. Every club officer must have both these type of skills in order to be successful. With both the leadership skills and management skills, you are ready to do the right thing in the right manner.

One of the important management skills is operations management that deals with processes in an organization. To run the club operations, methodically, smoothly and in an efficient manner, it is important to get our “act” (processes) together.

This presentation outlines what is a process and how using processes can potentially benefit a Toastmasters club’s execution of activities.

Contact me if you need an editable PPTX file.

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Leading a Toastmasters club using a process oriented approach

  1. 1. LEADING A CLUB USING A PROCESS ORIENTED APPROACH Surya Avantsa, ACS, ALB Kumar Kolaganti ACB, ALB Bernadette Garrett, CC May 2014 1
  2. 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. 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. 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. 5. WHY PROCESS?  What is a Process and why process?  Examples of processes at a Club. 5
  6. 6. IMPORTANT FACTORS THAT INFLUENCE A PROCESS  Structure  Humans  Information  Technology 6
  7. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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 Distinguished Select Distinguished President’s Distinguished 23
  24. 24. ADDITIONAL READING  Club Leadership Handbook - http://www.toastmasters.org/clh 24

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