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Achieving SucceSS AS

PRESIDENT

Club Leadership Training Session

Achieving SucceSS AS PRESIDENT Club Leadership Training Session WHERE LEADERS ARE MADE
Achieving SucceSS AS PRESIDENT Club Leadership Training Session WHERE LEADERS ARE MADE

WHERE LEADERS ARE MADE

Club Leadership Training Session

Club Leadership Training Session Achieving SucceSS AS PRESIDENT WHERE LEADERS ARE MADE TOASTMASTERS INTERNATIONAL P.O.
Club Leadership Training Session Achieving SucceSS AS PRESIDENT WHERE LEADERS ARE MADE TOASTMASTERS INTERNATIONAL P.O.

Achieving SucceSS AS PRESIDENT

Leadership Training Session Achieving SucceSS AS PRESIDENT WHERE LEADERS ARE MADE TOASTMASTERS INTERNATIONAL P.O. Box

WHERE LEADERS ARE MADE

TOASTMASTERS INTERNATIONAL P.O. Box 9052 • Mission Viejo, CA 92690 USA Phone: 949-858-8255 • Fax: 949-858-1207

© 2013 Toastmasters International. All rights reserved. Toastmasters International, the Toastmasters International logo, and all other Toastmasters International trademarks and copyrights are the sole property of Toastmasters International and may be used only with permission.

Item 1311A.1

Rev. 5/2013

Toastmasters International Mission

We empower individuals to become more effective communicators and leaders.

District Mission

We build new clubs and support all clubs in achieving excellence.

Toastmasters International Values

Integrity

Respect

Service

Excellence

Club Mission

We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.

Toastmasters International Envisioned Future

To be the first-choice provider of dynamic, high-value, experiential communication and leadership skills development.

A Toastmaster’s Promise

As a member of Toastmasters International and my club, I promise

To attend club meetings regularly

To prepare all of my speech and leadership projects to the best of my ability, basing them on projects in the Competent Communication, Advanced Communication, or Competent Leadership manuals

To prepare for and fulfill meeting assignments

To provide fellow members with helpful, constructive evaluations

To help the club maintain the positive, friendly environment necessary for all members to learn and grow

To serve my club as an officer when called upon to do so

To treat my fellow club members and our guests with respect and courtesy

To bring guests to club meetings so they can see the benefits Toastmasters membership offers

To adhere to the guidelines and rules for all Toastmasters education and recognition programs

To maintain honest and highly ethical standards during the conduct of all Toastmasters activities

contentS

Club Leadership Training Session

5

Conducting the Session

5

In Your Own Words

5

Using Visual Aids and Handouts Effectively

5

How to Use the Outline

6

Checklist for Training

6

Evaluation and Follow-up

6

Outline

7

Foster Self-development

7

Your Leadership Opportunity

8

The Executive Committee

11

Communication and Leadership Development

12

Role of the Area Governor

13

Closing

14

Additional Resources

15

Evaluation

17

club leadership training session

The club is the heart of the Toastmasters program. It provides the environment and support members need to develop their communication and leadership skills. Club officers support the club and sustain consistent club quality to keep members satisfied. In order for a club to be successful, club officers must know their roles and responsibilities. That’s why this training session is so important: it identifies officers' responsibilities and describes how to fulfill them.

The cornerstone of a good training session is preparation. A good presenter of a club officer training session is familiar with the Club Leadership Handbook (Item 1310). A free PDF of this item is available at www.toastmasters.org/clh.

Training does not end with the training session. It is a process that continues throughout an officer’s term. Let your participants know the area governor and district leaders are all available to help if questions arise during their term of office, and provide them with area and division governor contact information for their respective clubs.

ConduCting the SeSSion

The president is responsible for ensuring the club fulfills its mission and that members achieve their self-development goals. This training identifies a president’s responsibilities and discusses some ways to fulfill them.

This product consists of three parts:

1. Definition and explanation of the session

2. A training outline

3. A PowerPoint presentation to be viewed along with the session

In Your own words

The outline is not a script and should not be read word-for-word. Instead, use the document as a guide for presenting the material with your own narrative style. This training session may be modified by each district as necessary.

uSing ViSual aidS and handoutS effeCtiVely

Visual aids and handouts add interest and help your audience retain information. You are encouraged to use them. If you plan to use the PowerPoint slides for this session as visual aids, you will need a data projector, a laptop computer, a table to support them, and a screen for viewing. In the outline are indications for placement of the PowerPoint slides and distribution of handouts. Each is numbered. Please note that the first slide in the PowerPoint show is a title slide and is not included in this numbering system.

If you cannot arrange for projection equipment but still would like to use visuals, you may copy the material onto a flipchart. Do this before the presentation. Use a heavy marking pen that does not seep through the paper, and write on every third or fourth page so succeeding visuals will not show through. Also, make your letters large and heavy with plenty of space between them.

Follow these tips when using visual aids:

Set them up and test them before the meeting begins. Place them so they are easily visible to listeners. Place your projector so it projects a large, high, undistorted image on the screen. Focus the image.

Bring spare equipment, such as a projector bulb, extension cord, and extra marking pens.

Display your visuals only when they are needed. If you are using a flipchart, flip the page back out of view when you are finished with it.

Remember not to stand between the screen or flipchart and your audience or you will block their view.

Maintain eye contact with your listeners. Do not talk to the screen or flipchart. If you must turn your back to point out something, pause as you point it out, and then resume speaking only when facing your audience again.

how to uSe the outline

As you prepare for the session, keep two things in mind:

1.

Fit your planned discussion into the time allocated.

2

Allow ample time for group discussion and participation.

CheCkliSt for training

Visual aids prepared

Room arranged and properly equipped

Supplies and reference materials on hand

Laptop and projector available

Flipchart, easel, and marking pens available

Notepads and pencils available for each participant

eValuation and follow-up

Ask the participants to fill out the evaluation form at the end of the session. Use this information in planning future sessions.

Evaluate the use of materials. Be sure to follow up with the club leaders throughout their term. Keep in mind that learning is a continuous process. Hold formal or informal review sessions as frequently as possible. If necessary, hold a make-up session for those who were unable to attend.

   

outline

V1
V1

foSter Self-deVelopMent

Club officers are responsible for fostering an environment of meaningful self-development within the club for all members. Officers accomplish this in part by

   

Helping officers clearly understand their roles.

Providing a point of reference for club members to better understand what to expect from club officers.

Aiding members when evaluating current leaders and candidates for office.

Facilitating communication when expectations differ among club officers and members.

outside the Club Meeting

The following tasks identify what the president must do outside of the club meeting to ensure the club fulfills its mission and that members achieve their self-development goals.

V2
V2

Develop and improve club leadership. Club presidents must facilitate the development and achievement of club and member goals. To do this the president must

ƒ Ensure club officers know what their responsibilities are and how to fulfill them.

ƒ Search for leaders, ensure all club offices are filled for the succeeding term, and conduct timely elections.

ƒ Prepare his or her successor for office.

V3
V3

Club administration. Club presidents ensure that the mechanisms of the club run smoothly. This means attending to details and managerial issues such as

ƒ Overseeing the administrative operation of the club in compliance with the Club Constitution and Bylaws.

ƒ Scheduling and chairing monthly executive committee meetings.

V4
V4

Advance club and member achievement. Presidents must focus considerable attention on how to achieve and maintain quality for the club and members. To accomplish this a president must

ƒ Oversee the plan to achieve Distinguished Club Program goals and ensure the club is Distinguished.

ƒ Ensure the club has an ongoing membership-building program.

ƒ Encourage communication and leadership development by promoting all education awards (Competent Communicator, Competent Leader, Advanced Communicator Bronze, Advanced Communicator Silver, Advanced Communicator Gold, Advanced Leader Bronze, Advanced Leader Silver, and Distinguished Toastmaster).

V5
V5

Effective interaction with other organization levels. The president and the executive committee are liaisons between club members and the area, district, and International leadership. Two ways the president maintains a relationship with the district and World Headquarters are by

ƒ

Attending and voting the club’s proxy at district council meetings or authorizing a club member to do so.

   

ƒ Attending the International Convention and voting the club’s proxy or sending the proxy to the district governor.

V6
V6

at the Club Meeting

The president helps ensure the club meets members' needs by performing the following tasks at the club meeting

   

Ensure the meeting starts and ends on time.

Welcome and introduce guests.

Allow time before and after the meeting to speak with guests.

Read and/or display the club mission at every meeting.

Report on the club's progress in the Distinguished Club Program.

Recognize member achievements in Toastmasters and in their personal lives.

Report on the “Moments of Truth” the club is achieving.

V7
V7

your leaderShip opportunity

Serving as president is an opportunity to develop and enhance leadership skills while serving the club and helping it become a Distinguished Club. To enjoy a successful and rewarding term a club president must

   

Set realistic and attainable goals

Plan how to accomplish the goals

Delegate tasks as needed

Monitor progress toward goals

Coach team members when necessary

   

Exercise

 
 

Trainer: Divide participants into teams of three or four. Have each team develop three goals for a club and a plan to accomplish the goals. For example, a club may consisently start late and end late. Being that the club meets at 12:00 p.m. weekly, some members are getting into trouble at their places of employment. A goal that could be developed is to start and end the meeting on time. Discuss the goals and strategies developed by the teams with the entire group.

The skills of motivation, delegation, and coaching also are instrumental to the success of leaders.

V8
V8

Motivation

Motivating fellow club members to put forth the efforts necessary to attain a goal can be challenging. Club officers must have a deep understanding of the concept of motivation in order to use it effectively. There are five principles to help officers successfully motivate club and other team members.

V9
V9

Five Steps of Motivation

1.

Understand what motivates each person by learning about their

Personal aspirations

Professional objectives

Toastmasters goals

2

Focus on the benefit to the individual

Show the team member how participation will be of personal value

3.

Make expectations clear

Set milestones for achieving goals and share it with team members

4.

Recognize their work

Point out team members’ Toastmasters participation

Say “thank you” when the team member accomplishes a task

5

Be a leader

Recognize an individual’s success

Be enthusiastic about the work to be done

Support team members in all tasks

Trainer: Ask the group to suggest specific examples for each step of motivation then briefly discuss the suggestions. For example, if a goal is to achieve recognition as a Distinguished Club the president may ask members working toward education awards to commit to achieving the awards by specific dates.

delegation

Club officers must carefully delegate authority to team members in order to accomplish the team’s goals and objectives. Delegation is the process of transferring a responsibility from one person to another and empowering that individual to accomplish a specific goal. By following the five steps of delegation, a leader not only creates opportunities for other team members to gain leadership experience, but also builds a stronger team that can accomplish more.

Five Steps of Delegation

1.

Decide what to delegate

Prioritize your tasks

Identify what can be delegated

2

Decide who will do the task

Select a team member who is available and capable of completing the task

3.

Assign responsibility

Allow the person to decide if they can handle the task

Clearly explain what needs to be done

4.

Grant authority

Provide the necessary tools and resources

Confer the authority needed to make required decisions

5 Establish accountability

Define reporting requirements

Set a timeline with milestones

Barriers to Delegation Sometimes leaders are reluctant to delegate tasks. Leaders must learn to recognize five of the Sometimes leaders are reluctant to delegate tasks. Leaders must learn to recognize five of the common barriers to delegation and work to overcome them.

Lack of confidence in others’ ability to do the job

Fear of losing control of the team or project

Selfishness—not wanting to share credit

Insecurity—feeling bad about asking others to do things for you

Reluctance—fear that another person will do so well that he or she will usurp leadership

Trainer: Solicit participants for methods for overcoming barriers. Discuss the methods with the group. Conduct a discussion about delegation and how to use it within the scope of this office.

The club president is the chair of the executive committee. This means he or she is responsible for ensuring each officer fulfills his or her responsibilities. Occasionally, a team member demonstrates a need for guidance. The president can help by attentively coaching the team member and providing opportunities to improve as well as to build new skills. Leaders help their team members to improve by following the steps below.and how to use it within the scope of this office. Coaching Four Steps to Successful

Coaching

Four Steps to Successful Coaching Leaders help team members by following the Four Steps of Coaching.

Step 1: Identify and define goals. Identify the issue and the goal sought.

Step 2: Define strategies to reach goals. Explain the behavior necessary to produce the desired goal. Step 3: Establish a timeline and milestones to measure progress. Keep forward project momentum by setting dates for reaching goals. Step 4: Follow up. Stay in contact to ensure the team member remains on course.

Exercise

Trainer: Divide participants into teams of three to six and assign a role play for participants to practice the four steps to successful coaching.

Scenario:

John has been a member for four months and would like to be the Sergeant at Arms. John has a fear of speaking to others one-on-one, in a small social setting. John has asked you for assistance.

Roles: (1) John (2) President (3) Observer

   
V12
V12
 

the exeCutiVe CoMMittee

Every member of the executive committee is responsible for

   

Making the club enjoyable for all members

All club business

All administrative issues

Ensuring the club is recognized in the Distinguished Club Program (DCP)

The committee meets to attend to club business and administrative issues as well as to plan and review progress toward club goals.

A well-run club that has clearly-defined goals is enjoyable for members to attend. The executive committee can support enjoyable club meetings by creating a club budget, completing a Club Success Plan, and conducting productive committee meetings.

V13
V13

Create a Club Budget

Financial stability permits a club to achieve its mission. In order for a club to remain financially stable, it must have a budget. The president and treasurer work with the executive committee to plan a club budget each year. The club must balance income and expenses against what it hopes to accomplish.

Trainer: Familiarize participants with the following typical expenses and revenue

Typical expenses

Preparation of the club newsletter or expense for a Web server

Trophies/ribbons/certificates

Administrative supplies

Promotional material (brochures, posters, etc.)

Educational material (Success Leadership Series presentations, manuals, etc.)

Speech contest material (rulebooks, ballots, etc.)

Special events (banquets, etc.)

V14
V14

Typical revenue

Member dues

   

Donations

Fundraising

V15
V15

Complete a Club Success plan

The Distinguished Club Program is an annual program, running from July 1 through June 30. The program consists of 10 goals clubs should strive to achieve during this time using the Club Success Plan.

   

The Club Success Plan is a document that allows officers to develop strategies, set goals, design a plan of action, establish timetables, and help monitor a club’s progress in the Distinguished Club Program. The Distinguished Club Program provides formal feedback on the club’s progress toward achieving these goals.

   

Exercise

 
h1
h1
   

Trainer: Divide participants into teams and distribute handout. Assign a Distinguished Club Program goal to each team. Ask each team to create a plan for how a club can meet the assigned goal. Discuss results.

Describe how to locate Distinguished Club Program progress reports online at www.toastmasters.org/dcp

V16
V16

Conduct productive Committee Meetings

A successful, well-planned, and productive committee meeting that results in clear achievements is only possible if the leader conducts the meeting efficiently.

   

Leaders can take three steps to ensure a productive meeting.

1.

State the purpose of the meeting. A purpose statement simply and briefly specifies what the meeting is to achieve.

2

Inform participants about the meeting. Notice should include:

 

Date, time, and place of the meeting

Any information that participants should bring (e.g. report of activities)

What is expected of each participant at the meeting (e.g. reports, ideas)

Meeting length

 

3.

Develop an agenda. An agenda lists in order the subjects that will be covered in the meeting and the time schedule in relation to each. Agendas allow the meeting leader to keep discussions focused and to achieve results in the time available.

 

Trainer: Discuss common barriers to productive meetings. Solicit solutions from participants. For example,

not starting on time

no agenda or not following the agenda

CoMMuniCation and leaderShip deVelopMent

Toastmasters’ education program provides members with a proven curriculum that develops communication and leadership skills one step at a time.

 

Trainer: Introduce communication track and leadership track education awards and requirements for each.

   

Clubs are familiar with the well established communication track but some still struggle with the Competent Leadership manual. The following pointers will help establish how to use and integrate the manual into the club’s educational program.

V17
V17

tips for integrating the Competent Leadership Manual

Purchase manual for display

   

Discuss evaluations

Educate mentors

Track progress

Include the manual in “sales pitch”

V18
V18

10 tips for using the Competent Leadership

1.

Assign Competent Leadership evaluators at every meeting.

2

Increase member awareness by requiring that members bring their Competent Leadership manuals to every club meeting.

3.

Display Competent Leadership at every meeting.

4.

Recognize members when they complete Competent Leadership manual projects. Ribbons for each project are available from the Toastmasters store.

5

Work with the vice president education to promote Competent Leadership at each club meeting. Emphasize how the manual functions as a valuable learning tool—training each member on the different roles of the meeting and helping them build beneficial skills for the working world and daily life.

V19
V19

6.

Place equal importance on the leadership and communication tracks by including accreditations for both tracks in all correspondence, agendas, and programs for your club.

7.

Post the Competent Leadership Achievement Chart during meetings and keep it up-to-date. Draw attention to the successes listed on the chart.

8.

Ask members to perform and receive evaluations on at least three meeting roles for each speech he or she presents.

9

Use the club website and newsletter to remind members to bring Competent Leadership to meetings.

10.

Ask each member who achieves the Competent Leader award to mentor a new member in the manual.

V20
V20

role of the area goVernor

The area governor acts as a mentor for clubs in the area and is responsible for ensuring that clubs are successful. The area governor also ensures that the district supplies the service and assistance clubs need in order to deliver the Toastmasters program.

   

An area governor visits each club in his or her assigned area twice every year between July 1 and October 31, and again between January 1 and April 30. Area governor visits are opportunities for the district to support club officers and enhance club quality.

Use the area governor's visits as opportunities to learn about available resources to help the club meet members' needs.

V20
V20

Ask the area governor to share any best practices that other clubs in the area are using to create a supportive learning environment for members.

CloSing

Serving as club president is not only a responsibility; it is a privilege. It is an opportunity to learn and practice communication, organization, and leadership skills as well as to support fellow members, educate new leaders, and contribute to the success of the club as a whole.

additional reSourCeS:

general leadership

“Laws for Positive Leadership” The article “Laws for Positive Leadership” (Toastmaster magazine, September 2006) by Victor Parachin describes how to be a leader others want to follow.

The Leadership Excellence Series Set (Item 310) A complete set of The Leadership Excellence Series modules containing outlines and PowerPoint presentations. Individual module titles include Resolving Conflict, Building a Team, Motivating People, and The Leader as a Coach.

Leadership, Part I: Characteristics of Effective Leaders (Item 255) This educational seminar explores the qualities, values, and styles effective leaders display.

Leadership, Part III: Working in the Team Environment (Item 258) This educational program helps participants learn to use leadership skills as they pertain to working with and leading teams.

delegation techniques

High Performance Leadership (Item 262) This five-project program offers instruction and practice in vital leadership skills.

Delegate to Empower (Item 315) This presentation discusses how to effectively delegate tasks and responsibilities.

Building a Team (Item 316) Build teams through delegation. This presentation reviews how to create and lead a team.

Conflict resolution

“Effective Solutions for Team Conflict” Renee Evenson’s article for the Toastmaster magazine explains that when you confidently manage conflict others will see you are a person of action and will respect your forthrightness and leadership.

“Turning Team Conflict into Team Harmony” In his article for the Toastmaster magazine, “Turning Team Conflict Into Team Harmony,” Dave Zielinski cites team-building experts who offer advice on how to be a team leader, leading volunteer-based teams, and what to do when your team isn’t working.

Handout 1

ACHIEVING SUCCESS AS PRESIDENT

16

Handout 1 ACHIEVING SUCCESS AS PRESIDENT 16 DISTINGUISHED CLUB PROGRAM AT A GLANCE Toastmasters Year:

DISTINGUISHED CLUB PROGRAM AT A GLANCE

Toastmasters Year: ����������������������������

QUALIFYING REQUIREMENT

To be considered for recognition, your club must either have 20 members or a net growth of at least five new members as of June 30.

GOALS TO ACHIEVE

Following are the goals your club should strive to achieve during the year:

Education

FF 1.

Two Competent Communicator (CC) awards

FF 2.

Two more CC awards

FF 3. One Advanced Communicator Bronze (ACB), Advanced Communicator Silver (ACS), or Advanced Communicator Gold (ACG) award

FF 4. One more ACB, ACS, or ACG award

FF 5. One Competent Leader (CL), Advanced Leader Bronze (ALB), Advanced Leader Silver (ALS), or Distinguished Toastmaster (DTM) award

FF 6. One more CL, ALB, ALS, or DTM award

(DTM) award FF 6. One more CL, ALB, ALS, or DTM award FF 7. Four new

FF

7. Four new members

FF

8. Four more new members

FF

9. A minimum of four club officers trained during each of the two training periods

Administration

FF 10. On-time payment of membership-renewal dues accompanied by the names of renewing members for one period and on-time submission of one club officer list

RECOGNITION

When your club meets the qualifying requirement and also does the following, it is eligible for Distinguished Club recognition at year-end:

Achievement

Recognition Earned

Achieve five of 10 goals

Distinguished Club

Achieve seven of 10 goals

Select Distinguished Club

Achieve nine of 10 goals

President’s Distinguished Club

Check your progress at www.toastmasters.org/distinguishedperformancereports.

evAluAtion Form

Date:

Facilitator:

Session Name:

On a scale of one to five, five being the highest rating, please rate the course and facilitator on the following items by circling the number you find most appropriate:

1.

How relevant was this session to your job in Toastmasters?

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2

Rate the following:

 
 

Course

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Facilitator

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Activities/Exercises

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3.

Were the objectives clearly stated?

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4.

How was the lesson plan organized?

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5

Did the instructional methods clearly illustrate the instructor’s plan?

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6.

To what extent did the visual aids add to your understanding of the presentation?

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7.

How were the meeting facilities?

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8. What are two things you learned that will make you a more effective club officer?

Additional Comments: