1

Achieving Success

as Club Officers

Club Officers Training (I), 9 Jul 2016

Presented by: Chai Pei Shan, CC, CL

IPP, Money Mastery (SG) TMC

Contact: chaipeishan@gmail.com | www.ShanSwan.com

Roles and Responsibilities

Common Scenarios & Useful Tips

Distinguished Club Program

President

Lead & organize team to set, implement and achieve club goals

VP Education

Ensure all members benefit from TI through growth

VP Membership

Ensure the well-being of members and increase membership

VP Public Relations

Design and implement campaigns to promote club benefits

Treasurer

Maintain club’s financial health, collect dues, and record all financials

Secretary

Record notes for meetings and maintain records

Sergeant-At-Arms

Responsible for setting up meeting facility, inventory and hospitality

7 Club Officers’ Responsibilities

“Running a Successful Toastmasters Club

is both Art and Science.”

What you can expect: Mastery of leadership &

life skills Practice teamwork &

good balance Effective people

management

Playing your roles well

SERGEANT-AT-ARMS

• Responsible for meeting logistics & hospitality

• Arrange room conducive to learning room dynamics

e.g. Know program needs & expected attendees

• Set up room and stores equipment properly

• Maintain basic club supplies & inventory

(ribbons, ballots, timing devices, banner,

lectern)

• Coordinate or arrange food services

• Greet members & guests

‘Emergency Kits’, Moving to a different venue,

different role as meeting SAA or contest SAA

“Chief Logistics Officer/

Hospitality Head ”

SECRETARY

• Keep club records and files

(AGM, club’s charter, constitution, bylaws)

• Record meeting minutes accurately &

circulate notes promptly

• Handle correspondence & meeting notes

• Update membership attendance,

officers list, past club records/archives

Tap on open-source, sharing tools: Google forms, Dropbox

“The Supportive

Recorder”

TREASURER

• Responsible for club’s financial health

• Prepares budget and manages accounts

• Collects memberships dues and submit to

TI. e.g renewal dues statement by 1 Sep

& 1 Mar

• Prepares short and regular finance reports

• Pays bills as due

CFO vs Club Treasurer

SPHERES OF RESPONSIBILITY

VP Education:

Set & track members’

education goals

Work closely with VPM to

assign mentors

Motivate members and

club to meet DCP goals

VP Membership:

Work with VPPR to attract

new members

Communicate with

members / collate guest

attendanceVP Public Relations:

Create/implement marketing strategies for membership

Work with VPM to reach membership goals and

communicate with key stakeholders

VPEducation

VPMembership

VPPublic

Relations

VP PUBLIC RELATIONS

• Promote Toastmasters awareness and your club’s

benefits

• Share success stories and members’ testimonials

• In charge of website, newsletter and social media

channels (e.g FB, Youtube, LinkedIn, Meetup)

• Announce upcoming events and programs

• Be aware of area, div, district/TI news and events

“The Marketer”

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Value-Adding:

Keep content current &

refreshing to TM stakeholders

Share public speaking tips

Publish ‘Post-Meeting Summaries’

New ways to increase club

visibility & brand: PR campaign,

videos, TI magazine

VP MEMBERSHIP

• Responsible for membership-building

program. e.g. promote/explain

Toastmasters benefits to guests

• Takes care of members’ well-being

• Monitor membership levels and strategize

to overcome membership challenges

e.g. attract new/dual club members

or retain current members

• Process membership applications

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Add a golden touch:

Greet guests, provide info pack, TM

magazines, personalise notes to ‘missing’

members / guests

Provide ‘Handbook’, arrange orientation /

induction for new members.

Organise outreach activities:

open house to attract visitors or

team bonding activities to engage

members.

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TOASTMASTERS CLUB PROCESS

VP EDUCATION

• Create a variety of fun and enriching programs

e.g. Improv, speech marathon, themes

• Assign & brief appointment holders

• Pair new members with mentors

• Plan speech contests

• Orientate new members to TI education program

and track members’ progress

• Assist with education awards and DCP goals

e.g. encourage participation in Communication

and Leadership tracks

“The Curator”

16

Seasoned members to

standby ‘hip-pocket’ speech

Managing last minute

cancellation or

program changes

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TOASTMASTERS CLUB PROCESS

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TOASTMASTERS CLUB PROCESS

PRESIDENT

• Create a successful vision for your Club

• Lead and Guide : Provide helpful,

supportive leadership for club activities

• Empower & Delegate: Encourage teamwork,

active participation & quality programming

• Earn Distinguished Club Recognition:

Celebrate success and small wins

• Preside over meetings

• Motivate, facilitate and resolve conflicts as

required

• Keep abreast of Area-Division-District and TI

developments

• Attend and vote at district80 council meetings

“The CEO”

(Motivator, Advocate, Strategist)

Groom successors

Partner IPP/ advisers for collective success

Network and nurture leaders

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CLARIFYING ROLES & RESPONSIBLITIES.

RESOLVING ROAD BLOCKS.

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“Great things are done by a

series of small things brought together.”

- Vincent Van Gogh

USEFUL RESOURCES

Club Leadership Handbook (roles & responsibilities in details):www.toastmasters.org/~/media/E51A693193F749AE91FD79F6DB839534.ashx

District 80 Website: http://www.district80.org

TI Website “Club Central” (log-in required):

www.toastmasters.org/My-Toastmasters/profile/club-central

Division D Facebook Homepage:

www.facebook.com/ToastmastersDistrict80DivisionD

TI Official Facebook (membership no. verification required):

www.facebook.com/groups/ToastmastersInternationalMembers

Club Central page

Annex: Sample