Club and Membership BuildingClub and Membership Retention

D36 DEC Presentation

September 21, 2013

Chevy Chase, MD

Sal Asad, DTM, RA, IPD, PMP

Region 7 Advisor

Session Agenda

Missions and Recognition ProgramsClub-building CycleMembership-Building ActivitiesClub and Membership Retention

Tips Techniques and Tricks

Moments of Truth

1

Session Objectives

Identify the six stages of the club building cycle

Identify opportunities for new clubs Learn the process for chartering new clubs Learn how to rescue and retain challenged

clubs Present techniques for membership growth

and retention

2

Mission Statements

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.

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.

3

District Recognition Programs

  Distinguished Area Program Distinguished Division Program Distinguished District Program

Qualifying Requirements

No net club lossSubmission of Area Governor’s Club Visit Report (Item 1471) for 75% of club base for first-round visits by November 30 and for second-round visits by May 31

No net club loss

Submission of District Success Plan by September 30Submission of Division and Area Governor Training Report (Item 1475) by September 30

Distinguished 50% of club base Distinguished 40% of club base Distinguished3% net membership payments growth3% net club growth40% of club base Distinguished

Select Distinguished

50% of club base plus one Distinguished

45% of club base Distinguished5% net membership payments growth5% net club growth45% of club base Distinguished

President’s Distinguished

50% of club base plus one Distinguished and a net club growth of one

50% of club base Distinguished plus net club growth of one

8% net membership payments growth8% net club growth50% of club base Distinguished

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Club-building Cycle

4

Club-building Cycle

Identify leads and prospects

Contact and

qualify

Present

Address questions

and concerns

Charter

Follow up

Club Building Cycle

5

1 - Identify leads and prospects

Sources of Leads World Headquarters (DG, LGET) Public Relations (PRO) Social Media (PRO, Website) Events (LGET- District Conferences, Contests) Cold Calling (LGM) Market Research LGM) Current members, Neighbors, Coworkers, Other places

Note: All District and Club Leaders are responsible for generating Leads

Club Building Cycle

6

2 - Contact and qualify

Follow up leads when requested Understand business and needs of each lead

(needs assessment) Contact lead promptly To qualify the lead

Identify the decision maker Explain how Toastmasters can help their corporation Ask questions, listen to their needs, offer solutions

Note: Use Features | Benefits | Value Chart

Features | Benefits | Value Chart

7

Club Building Cycle

8

3 - Present Conduct a demonstration meeting Demonstration meeting resources:

Demonstration meeting team (Extension Chair) Club Sponsors and Mentors How to Build a Toastmasters Club (Item 121) E-learning session Successful Demonstration

Meetings Promotional material

Club Building Cycle

9

4 - Address Questions and Concerns

How can clear communication meet the need of your sales force?

How can building relationship skills fulfill the needs of your management team?

How can interpersonal communication skills help cross-functional teams work together?

Club Building Cycle

10

5 - charter How to Build a Toastmasters Club (Item 121) Corporate Clubs / Community Clubs Club sponsor responsibilities

Build membership to 20 Submit Application to Organize a Toastmasters Club and charter fee Assist club in electing officers, adopting a club constitution, and

submitting charter forms Schedule charter presentation meeting

Assign Club mentor for six to 12 months

Club Building Cycle

11

6 – Follow Up Club sponsor responsibilities

Build membership to 20 Submit Application to Organize a Toastmasters

Club and charter fee Assist club in electing officers, adopting a club

constitution, and submitting charter forms Schedule charter presentation meeting

Assign Club mentor for six to 12 months

Club Building Cycle

12

6 – Follow Up (continued)

Club Mentor responsibilities Guide clubs through first six to 12 months Ensure club officers understand duties Familiarize club officers with Toastmasters

education program Familiarize club officers with Distinguished Club

Program Help recruit and retain members

Club-building Team Support

Club-building efforts are supported by: Committees and teams Area and division governors

• Serve as members of a district committee– Club extension committee– Marketing committee

• Generate leads• Find club sponsors and club mentors• Facilitate and attend demonstration meetings and

pre-charter information meetings

13

Conclusion: Closing Remarks

Club-building is basic to missions of Toastmasters and the district.

All Toastmasters expand the network of clubs. The district may establish club-building committees and teams. DGs, LGMs, club sponsors, and club mentors have club-building

roles. Area and division governors have opportunities to assist club

building efforts. They serve as liaisons between districts and clubs.

Area and division governors work with sponsors and mentors Club leads can come from anywhere. The club-building cycle has six steps.

14

Club-building Cycle

15

Club-building Cycle

Identify leads and prospects

Contact and

qualify

Present

Address questions

and concerns

Charter

Follow up

Club and Membership Retention

The Key to a successful District is club and membership retention – Mission of the District

District Recognition Program Defines district goals

The DCP is the main area of focus

Maintaining Quality Club is the key to club and membership retention

16

Club and Membership Retention

Characteristics of Quality Clubs The club’s purpose is understood by membersThe club meets regularlyClub meeting roles are fulfilledClub officer roles are fulfilledMembers and guests have opportunity to speak at

meetingsClub focuses on emphasizing the value of

Toastmasters membershipClub addresses the needs of its members

18

Club and Membership Retention

Three programs to foster club quality

Club Sponsor

Club Mentor

Club Coach

19

Club and Membership Retention

Three programs to foster club qualityClub Sponsor Organize the new club

Setup regular club meetings

Plan the charter process

Complete paperwork

20

Club and Membership Retention

Three programs to foster club qualityClub Mentor Build rapport with the Club

Ensure the club is strong and functional

Encourage club officers to attend training

Create quality club

21

Club and Membership Retention

Three programs to foster club qualityClub Coach Build rapport with the Club leaders and

members

Assist the club in increasing its membership

Help the club develop a plan with goals for improvement

Assist club to achieve distinguished status

22

Club and Membership Retention

Members RetentionTM Building Blocks (MAP)

Membership

Administration

Program

23

Club and Membership Retention

Members Retention Find them

(next door neighbor, workplace, church, community Meetings, other organization) Enroll them

(Quality meetings turn guests into new members) Train them

(Conduct membership Survey – what they want?) Retain them (1- Quality Meetings; 2- Become membership driven)

24

Club and Membership Retention

Members Retention Quality MeetingsPreparationPerformance

Focus on the MemberGet new members involved immediatelyHave strong mentoring and coaching programsProvide training regularlyStay in touch

25

Club and Membership Retention

Members Retention

Can we stop the revolving Door?

No, we can’t

But we can slow it down !!

26

Club and Membership Retention

D36 Status (July 1) 208 Paid Clubs 41 clubs have <= 12 members

8 clubs with 6 members Sum= 8 5 clubs with 7 members sum= 13 5 clubs with 8 members Sum= 18 5 clubs with 9 members Sum= 23 7 clubs with 10 members Sum= 30 6 clubs with 11 members Sum= 36 5 clubs with 12 members Sum= 41

26

Club and Membership Retention

27

T 3 =Tips, Techniques and Tricks Checklist for Club / Membership Rebuilding, Retention and Growth

Compiled by Sal Asad – Retention Chair – D66

Number   Tips / Techniques Comments / Notes

1  Request a club coach to be appointed ASAP - Request appointment from AG  

2  

Sponsor open house events: Consider possibility of open house supported by nearby Toastmasters club. Providing food such as pizza lunch at open house meeting always attracts guests.

 

3  Conduct frequent marketing and advertisement activities throughout the TM year.  

4   Contact ex-members and invite them to rejoining the club  

5  Conduct Executive Committee planning meetings on a regular basis  

6  Encourage each current member to sponsor a new member or ex-member to rejoin the club

 

7  Consider offering incentives and awards for new members depending on club available funds

 

8  Take advantage of membership drives with club awards and incentives offered by the District and TMI

 

9  Make sure your club Executive Committee is adequately trained and that your club is conducting quality meetings

 

10   Work with and engage your Area Governor with all events.  

Club and Membership Retention

28

T 3 =Tips, Techniques and TricksChecklist for Club / Membership Rebuilding, Retention and Growth

Compiled by Sal Asad – Retention Chair – D66

Number   Tips / Techniques Comments / Notes

11  Make sure your club becomes an expert on how to close the sale and turn guests into members.  

12  Have a club website, a webmaster and a club photographer to help grow membership  

13  

Utilize your club’s meeting facility to promote your TM club and recruit new members through open house events and an effective marketing and advertising program. Place Toastmasters magazines in employee lounges or other general public areas with club meeting information, contact names and numbers.

 

14  Have a club newsletter (or meeting recap) sent to all members and guests (recent and past) within 24 hours of the meeting.  

15  Do not rely on e-mail contact only. Personal contact with members or guests via phone or face-to-face meeting is much more effective.

 

16  

Always make guests feel special by introducing them during the beginning of the meeting, offering them the opportunity to participate in some small way at the meeting and asking them for any remarks at the end of the meeting.

 

17  Consider having a Club Guest Packet for first time guests so that they will have information about your club when they depart.  

18  

Have your Club President or VPM reach out to first time guests within 24-48 hours with a personal Thank You for coming and an invitation to future meetings and events

 

19  Use social media where appropriate to promote and advertise your club  

20  Encourage you club members to invite friends to hear them speaking and to bring guests to the contests  

Club and Membership RetentionMoments of Truth

26

First ImpressionsClubs ensure that guests’ experiences and observations become first impressions that encourage them to return.

Membership Orientation

Clubs acquaint new members with the Toastmasters education and recognition programs, their responsibility to the club, and the club’s responsibility to the member.

Fellowship, Variety, and Communication

Clubs offer a warm, friendly, and supportive environment that encourages enjoyable learning.

Program Planning and Club and Meeting Organization

Club meetings are carefully planned, with well-prepared speakers and Meeting Organization useful evaluations.

Membership Strength

Clubs have sufficient numbers of members to provide leadership and fill meeting and committee assignments. Clubs participate in membership-building and retention practices.

Achievement RecognitionClubs monitor members’ progress toward goals, submit completed award applications immediately, and consistently recognize member achievement