Achieving SuccessAs Vice President Membership

John KinsmanDistrict 36 Lt. Governor Marketing, 2013-14

jkinsman@eei.org

The Vice President Membership is the third-

ranking club officer.

Key are both gaining new members and

retaining existing members.

You also are a member of the Officer team and

the Area Council.

2

IntroductionIntroduction

Conduct ongoing membership-building and efforts. Promote the goal of one new member per month. Promote achieving 20 members by year-end or sooner. Promote club and Toastmasters International

membership-building programs. Conduct club membership programs.

CL manual link Keep track of guests, new members, and members

not attending meetings. Work with prospective members. Work with Treasurer to process membership

applications.3

Outside the Club MeetingOutside the Club Meeting

Ensure the club’s meeting location and time are listed correctly on the club’s website, promotional material, and with World Headquarters.

Attend club executive committee meetings. Attend at area council meetings. Attend TLI. Arrange for a replacement if unable to attend a club

meeting. Prepare your successor for office.

4

Outside the Club MeetingOutside the Club Meeting

Inform club of role and activities of VPM. Greet guest and have each complete the Guest

Information Card (Item 231) / guest book. Periodically report on current membership, promote

membership campaigns, and welcome new members. Induct new members. Help guests wanting to join complete the Application

for Membership. Speak with fellow members to determine if their needs

are being met.

5

At the Club MeetingAt the Club Meeting

Officers should meet after being elected to study and use the Club Success Plan to: Set goals for their term of office. Assign responsibilities to specific individuals. Form committees to help accomplish goals.

Periodically review goals and timetables During the area governor’s two visits, review the

club’s plan, discuss the club’s progress, and ask for advice or assistance if necessary.

6

The Club Success PlanThe Club Success Plan

1. Two CCs2. Two more CCs3. One ACB, ACS, or ACG4. One more ACB, ACS, or ACG5. One CL, ALB, ALS, or DTM6. One more CL, ALB, ALS, or DTM7. Four new members8. Four more new members9. Minimum of four club officers trained during each of two training

periods10. One club membership renewal and club officer list submitted on

timeMembership requirements at year-end (June 30): At least 20 members

or a net growth of at least five members.7

Distinguished Club GoalsDistinguished Club Goals

8

Distinguished Club GoalsDistinguished Club Goals

RecognitionRecognition

Clubs should be at 20+ members – “charter strength” – to operate optimally. Allows more people to be available to fill meeting and

club officer roles No one member is overburdened with responsibilities Meetings are more fun, because more people are

involved It’s easier for a club to help members meet their

educational needs Balances natural attrition

9

Why Build Membership?Why Build Membership?

A goal of one new member each month will help keep an influx of

new members for a strong, healthy club.

10

Setting Membership GoalsSetting Membership Goals

Toastmasters Contests

o Talk Up Toastmasters

o Smedley Award

o Beat the Clock!

Club Contests

o Set up a goal/competition for club members For bringing visitors, visitors who join, etc.

o Track member progress at the meetings, e.g., through a bar chart

o Reward for members sponsoring new members11

Membership-building ContestsMembership-building Contests

Smedley Award (August 1 to September 30) Talk Up Toastmasters! (February 1 to March

31) Beat the Clock! (May 1 to June 30) It’s simple—add five new, dual or reinstated

members to your roster. Qualifying clubs earn a special discount code for

10-percent off their next club order (and a ribbon for your banner).

11

Membership-building ContestsMembership-building Contests

Work with VPPR to publicize meetings/demos.You already know some prospects – invite them.Word-of-mouth is the best advertising.Members should talk with friends, familyand co-workers.On average, 1 in 3 prospects will join.There are resources to help.

12

Membership-building StepsMembership-building Steps

Step 1: Find Prospective Members.Step 1: Find Prospective Members.

Work with VPE to hold a periodic open house or demonstration meeting geared to building membership! :

•Planned and advertised in advance•Food as a lure•Guest packet / guest book•Hold mini-meeting

•TMOD explains all roles and why•TMOD sells the program•Work brief testimonials in•Speeches are not by expert / evaluate to motivate

13

Step 2: Make Every Meeting Great.Step 2: Make Every Meeting Great.

Several club members should say hello and spend a few minutes getting to know the guest.

Provide promotional literature (guest packet).

Collect their contact information (guest book).

Member sits with guest during meeting.

TMOD/GE explains roles and purposes during meeting.

Table Topics Master offers to let Guest participate.

At end of meeting, seek their comment.

Answer questions.

Invite to join / invite back

Close the Sale (next slide)

14

Step 3: Handling a Guest VisitStep 3: Handling a Guest Visit

Explain why the Guest should join?•Build confidence•Learn from doing and feedback - unique to Toastmasters•Structured program - explain CC and CL•It's not just speeches

• impromptu speaking• learning to listen / giving feedback• leading meetings / the club

•Great on resume

15

Step 4: Closing the SaleStep 4: Closing the Sale

Why the Guest should join? (concluded)•Cost is minimal

• tremendous bargain vs. other options•We will not throw you in deep end

• will have a mentor and start you with easier roles•Give personal testimonial

Invite guest to join •explain terms of membership and application•all officers must be well-versed in application

Follow up if necessary•In person >> telephone >> e-mail (last resort)

16

Step 4: Closing the SaleStep 4: Closing the Sale

CLUBS WITHIN DISTRICTS

MEMBERSHIP APPLICATION

For faster service, add and pay for your new members online at www.toastmasters.org/members

Club Number: _____________________________ District Number: ___________

Club Name: ________________________________________________________

City: __________________________________________

Membership Type: New Reinstated (break in membership) Renewing (no break in membership) Dual Transfer from club number /name _______ /___________________

Member Number (if known) ___________

_____________________________________________________________________________

Last Name / Surname / Family Name First Name / Given Name Middle Initial / Name

etc. 20

Deliver what has been promised. The how:

Coach them to excellence (mentor). Induct them regally. Get them involved. Give positive reinforcement.

Use the resources.

17

Step 5: Start New Members Off RightStep 5: Start New Members Off Right

Orient new members

Active mentor-mentee relationship for new (and other if

needed) members

Follow up with members who miss two meetings in a row

Understand member motivations (member surveys)

Recognize accomplishments

Quality and fun meetings

Attend to all members during meetings 18

Member RetentionMember Retention

Member Interest Survey (Item 403)

New Member Profile Sheet (Item 405)

Club Climate Questionnaire (Item 251C)

19

Maintain Member SatisfactionMaintain Member Satisfaction

A responsibility

and

a privilege

20

Set realistic and attainable goals. Plan how to accomplish the goals. Delegate tasks as needed. Monitor progress toward goals. Coach team members when necessary.

21

Your Leadership OpportunityYour Leadership Opportunity

22

Your Leadership OpportunityYour Leadership Opportunity

Five Steps of MotivationFive Steps of Motivation

1. Understand what motivates each person.

2. Focus on the benefit to the individual.

3. Make expectations clear.

4. Recognize their work.

5. Be a leader.

1. Decide what to delegate.

2. Decide who will do the task.

3. Assign responsibility.

4. Grant authority.

5. Establish accountability.

23

Your Leadership OpportunityYour Leadership Opportunity

Five Steps of DelegationFive Steps of Delegation

1. Lack of confidence in others

2. Fear of losing control

3. Selfishness

4. Insecurity

5. Reluctance

6. No one can do it as well as you

24

Your Leadership OpportunityYour Leadership Opportunity

Barriers to DelegationBarriers to Delegation

1. Agree that a problem exists.

2. Discuss solutions.

3. Agree on an action.

4. Follow up.

25

Your Leadership OpportunityYour Leadership Opportunity

Four Steps to CoachingFour Steps to Coaching