Achieving Success As Vice President Membership John Kinsman

Achieving Success As Vice President Membership John Kinsman District 36 Lt. Governor Marketing, 2013-14 jkinsman@eei.org

Introduction • 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

Outside the Club Meeting • 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 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

At 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

The Club Success Plan • 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

Distinguished Club Goals • Two CCs • Two more CCs • One ACB, ACS, or ACG • One more ACB, ACS, or ACG • One CL, ALB, ALS, or DTM • One more CL, ALB, ALS, or DTM • Four new members • Four more new members • Minimum of four club officers trained during each of two training periods • One club membership renewal and club officer list submitted on time Membership requirements at year-end (June 30): At least 20 members or a net growth of at least five members. 7

Distinguished Club Goals Recognition 8

Why Build Membership? • 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

Setting Membership Goals A goal of one new member each month will help keep an influx of new members for a strong, healthy club. 10

Membership-building Contests • Toastmasters Contests • Talk Up Toastmasters • Smedley Award • Beat the Clock! • Club Contests • Set up a goal/competition for club members • For bringing visitors, visitors who join, etc. • Track member progress at the meetings, e.g., through a bar chart • Reward for members sponsoring new members 11

Membership-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 Steps Step 1: Find Prospective Members. • 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

Step 2: Make Every Meeting Great. • 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 3: Handling a Guest Visit • 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 4: Closing the Sale • 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 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

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

Step 5: Start New Members Off Right • 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

Member Retention • 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

Maintain Member Satisfaction • Member Interest Survey (Item 403) • New Member Profile Sheet (Item 405) • Club Climate Questionnaire (Item 251C) 19

A responsibilityanda privilege 20

Your Leadership Opportunity • 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 Opportunity Five Steps of Motivation • Understand what motivates each person. • Focus on the benefit to the individual. • Make expectations clear. • Recognize their work. • Be a leader. 22

Your Leadership Opportunity Five Steps of Delegation • Decide what to delegate. • Decide who will do the task. • Assign responsibility. • Grant authority. • Establish accountability. 23

Your Leadership Opportunity Barriers to Delegation • Lack of confidence in others • Fear of losing control • Selfishness • Insecurity • Reluctance • No one can do it as well as you 24

Your Leadership Opportunity Four Steps to Coaching • Agree that a problem exists. • Discuss solutions. • Agree on an action. • Follow up. 25

Achieving Success As Vice President Membership John Kinsman