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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: [email protected] | www.ShanSwan.com
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Roles and Responsibilities
Common Scenarios & Useful Tips
Distinguished Club Program
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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
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“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
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Playing your roles well
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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 ”
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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”
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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
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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
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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
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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
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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”
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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
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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)
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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
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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
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Annex: Sample