District 23 Area Governor SMART BOOK (A Work In Progress) Table of Contents Insert in inside Front Cover: Recent Club Reports 1. Toastmasters International Organizational Service Chart 2. New Member Form 3. Awesome Area Governor Visits 4. Area Governor Visit Form 5. Submit Area Governor Visit Report On Line 6. Quality Club Example Agenda/Club Mission/Club Officer Roles Club form examples will be posted to the website 7. Quality Club Frequently Req d Schedule/Roster/Scorecard/Announcements Sheet 8. Installation Club Officer 9. Contests BEFORE Contest Checklist / Timeline 10. Contests Do s and Do Not s 11. Benefits of Being a Quality Club 12. Membership Building Tips The eight excellent elements of an awesome Area Governor: Do This This Often 1 Visit each club in your Area SUBMIT Area Governor Visit on line 2 Assist Division Governor in executing Toastmaster Learning Institutes (TLIs) Summer, Winter 3 Monitor Club and Area Performance At least monthly 4 Conduct Area Speech Contest (help other AGs, too) Fall, Spring 5 Assist with Division Speech Contests Fall, Spring At least twice! - Get the 1 st done; aim to complete by 10/1 - Do the 2 nd after 1/1/12 and get done before district conference (4/20/2012) 6 Conduct Area Council Meeting (in person, phone, e- mail, ). Discuss Speech Contests, status, etc. At least twice 7 Attend Division Council meeting As often as they occur 8 Let your clubs know you exist! Be visible, communicate, attend District Conferences, install club officers, etc. OFTEN! L Long-term vision E - Excellence A Attitude of Service D - Determination E - Example R - Responsibility S - Service H - Humor I - Inspiration P - Planning Back Cover Clubs: Become / Stay a Quality Club by Spring Conference Seriously! Compiled by TK O Geary, DTM 2011-2012 District 23 Lt Governor Education & Training
1. Toastmasters International Organization Service Chart REMEMBER AREA GOVERNORS The clubs are YOUR customer!
2. New Member Form
3. Awesome Area Governor Visits Merely a duty.or an opportunity for service? Remember..Clubs are your customer. Help your clubs serve their members. Prepare for the visit Run Distinguished Club Report for the club (see first what to do next week handout ) Get dates of upcoming activities (TLI, contests, conferences) Get out your name badge / Toastmasters pin Get directions to the meeting; figure out when you need to leave in order to arrive early Get out a manual and prepare a hip-pocket speech (on the Distinguished Club Plan [DCP], membership building, communication and leadership tracks)..just in case Get out the club mission Get out your CL manual Get out a pen or pencil Take copies of registration forms for upcoming conferences Contact club o Find out about typical club attire o Send Club President a copy of the Area Governor visit form o Make sure Executive Committee, at least the President, has time to meet after the visit Before the meeting Dress appropriately, put on your badge Have the materials you got out Take a deep breath and exhale SMILE Arrive early At the meeting Mix and mingle with the members before the meeting starts Stick to your allotted time on the meeting schedule, as applicable Briefly review the club mission Motivate and inform with information about what it takes to be a successful, quality club If you give a speech, make it a manual speech Listen actively In Area Report of Club visit form, tactfully evaluate club key factors, discretely take notes Identify prospective future leaders. Publicize events (e.g., TLIs, contests, membership building contests, and conferences) After the meeting Meet with executive committee, address any club needs, and review / complete the Area Governor visit form Write a thank you note with encouraging information Within 2 days submit the Area Governor visit form on line (copies are automatically sent to the Club President and key district officers). See instructions in this packet. Want more? Read TI s Effective Club Service and Club Visits. http ://www.toastmasters.org/219clubservice.aspx
4. Area Governor Visit Form
5. Submitting the Area Governor Visit Report On Line
Enter the Period of the visit. Enter the club number or search for the club you visited. Click Select
The form that populates the screen is the same used if you submit the hard copy. Complete the following:
When you click Submit, you will get a confirmation of the report.
6. Quality Club Agenda / Club Mission / Club Officer Roles From a prior International Director Candidate Agenda <date> Seargent-At-Arms Call to order, Introduce the President <SAA name> President Open meeting <President> Pledge and Thought for the Day Joke of the Day Recognize guests Business (Old, New, Officer Reports, Announcements) Introduce the Toastmaster of the Day Toastmaster Introduce Functionaries and speakers <Toastmaster> Ah Counter/ Grammarian/Word of the Day Timer Ballot Counter General Evaluator Speaker 1 Living in Modesty C&L #5 Your Body Speaks, 5-7 minutes (lectern) Speaker 2 A Winning Proposal Persuasive Speaking Manual, #3, 5-7 minutes (no lectern) Speaker 3 A Reading Specialty Speeches, #4 Read out loud, 12-15 minutes (no lectern) Toastmaster Call for timer report and vote Call for Recess Re-convene meeting and introduce Table Topic Master Table Topics Master Table Topics Explain Table Topics & timing (Green @ 1 min.; Yellow @ 1 ½; Red @ 2 Ask if guests want to participate Conduct session Ask for timer s report, Word of Day report and TT vote Introduce General Evaluator General Evaluator Introduces each evaluator Evaluator 1 Evaluator 2 Evaluator 3 Call for timer report and votes for Best Evaluator Call for ah counter & grammarian reports Evaluate the meeting and return control to Toastmaster Toastmaster Call for voting results Closing remarks, return control to President President Ask for guest comments Promotion of next meeting by VP Ed Announcements (DQ @ 2 ½))
District 23 Division <X>, Area <##> <club name> meets <day / time> of each <week/month> at <location name> at <address> in <city>. Guests are always welcome, and there is no charge to visit and enjoy the meeting. Club Officers <yy-yy> President: VP Education VP Membership VP PR Secretary/Treasurer Sergeant at Arms Phone xxx-xxxx xxx-xxxx xxx-xxxx xxx-xxxx xxx-xxxx xxx-xxxx TIMING Speakers Basic Manual: 4:30 Qualified 5:00 Green 6:00 Yellow 7:00 Red 7:31 Disqualified Table Topics 1:00 Qualified Green 1:30 Yellow 2:00 Red 2:31 Disqualified Evaluators 1:30 Qualified 2:00 Green 2:30 Yellow 3:00 Red 3:31 Disqualified The mission of a Toastmasters club is to provide a mutually supportive and positive learning environment in which every individual member has the opportunity to develop oral communication and leadership skills, which in turn foster self-confidence and personal growth. MEETING ROLES: Toastmaster The main duty of the Toastmaster is to act as a genial host and conduct the day s program, including introducing speakers. The Toastmaster creates an atmosphere of interest, expectation, and receptivity. Speaker A major portion of each Toastmasters meeting is centered around one or more speakers who have prepared their speeches based on manual project objectives. These speeches last from 4-6 minutes for the Icebreaker; 5-7 minutes for most projects in the basic Communication Program manual; and different times for projects in various Advanced Communication Program manuals. Table Topics Master The purpose of Table Topics is to have members practice thinking and speaking on their feet by responding extemporaneously for a minute or two on a topic chosen by the Topics Master. The Topics Master typically calls on club members who do not have an assigned role in the meeting General Evaluator The General Evaluator evaluates anything and everything that takes place throughout the meeting, but especially the Evaluators. The General Evaluator is responsible for the Evaluation Team including the Ah Counter, Grammarian, and Timer. Timer One of the lessons to be practiced in speech training is that of expressing a thought within a specific time. The Timer is responsible for keeping track of the time for each segment and participant in the meeting. The Timer signals the participant with a green card when minimum time has been reached; then at the mid-point with a yellow card; and a red card will signal maximum time. After 30 seconds the participant is disqualified. The Toastmaster or General Evaluator will call on the Timer to report. Evaluator After every prepared speech, the speaker receives an evaluation. The speaker s Evaluator provides an oral and a written evaluation using the guide for that project in the manual. The purpose of the evaluation is to help the speaker become a better communicator. Ideally, the Evaluator should take in to account the speaker s skill level, habits, mannerisms and progress to date, to give positive and constructive feedback. Ah Counter The ah counter notes the use of words and sounds used as a verbal crutch or pause filler by anyone who speaks during the meeting. This includes words used at inappropriate times such as and, well, but, so, you know; and sounds such as ah, uh, um, er. Grammarian The Grammarian has two basic responsibilities: First, to introduce new words to members by presenting a Word of the Day a word that meeting participants can incorporate in their everyday conversations but is different from the way they usually express themselves; and second, to comment on the proper use of language during the course of the meeting.
7. Frequently-Requested Schedule / Roster / Scorecard / Announcements Sheet Frequently Requested Format Tracks everything; keeps status and club tagline / slogan front and center. At the beginning of the meeting (usually in club business section) the presiding officer - Calls attention to Distinguished Club Plan (DCP) status - Notes new achievements - Checks in with those who have promised educational submissions VPE schedules every role 3 meetings in advance A MASTER copy is passed around during the meeting where members review and mark up as needed (e.g. put xxx over a duty if they will be absent, etc.). The sheet is reviewed at the end of the meeting. - Identifies holes in duty roster for next meeting - Reads contents of Highlights / notes / next meeting location (if a roving club) VPE updates after meeting and e- mails to all members (Excel attachment) and lists duty roster for next meeting in body of e-mail..
8. Installation Scripts Club Officer and New Members OFFICER INSTALLATION CEREMONY Installing Officer: Will the outgoing Club officers please stand. Thank you for your work. You are discharged from all further duties and responsibilities as officers of Toastmasters club. Installing Officer: Will the new officers come forward and stand together at the front of the room. <NAME>, Sergeant at Arms, <NAME>; Treasurer, <NAME>, Secretary; <NAME>, V-P Public Relations; <NAME>, V-P Membership; <NAME>, V-P Education and <NAME>, President Installing Officer: I am here to install the officers of Toastmasters Club and to prepare them for the challenges that lie ahead. Their collective challenge is to make this Club strong, dedicated to helping people from all walks of life to speak in an effective manner, listen with sensitivity, and think creatively. I ask each individual officer to stand as I briefly describe the challenges he or she must meet and the responsibilities he or she must fulfill. I will ask each officer to hold the gavel as a symbol of leadership. Installing Officer to SAA: <NAME> Your duties are to ensure that facilities for the club meeting are in order and that equipment and supplies needed at club meetings are available as needed. Your duties include attending District-sponsored Club officer training and Club Executive Committee meetings and helping prepare your successor for office. WILL YOU PERFORM THESE DUTIES TO THE BEST OF YOUR ABILITY? Sergeant At Arms: I will. [If Secretary and Treasurer are same person, read responsibilities of both roles, then have person say I will ] Installing Officer to Secretary: <NAME> Your duties include maintaining club records, basic documents, and the membership roster. It is your duty to ensure that membership applications and office lists are submitted in a timely fashion. WILL YOU PERFORM THESE DUTIES TO THE BEST OF YOUR ABILITY? Secretary: I will. Installing Officer to Treasurer: <NAME> Your duties include keeping accurate financial records and ensuring that dues payments are submitted in a timely fashion. [For both offices] Your duties include attending District-sponsored Club officer training and Club Executive Committee meetings and helping prepare your successor for office. WILL YOU PERFORM THESE DUTIES TO THE BEST OF YOUR ABILITY? Treasurer: I will. Installing Officer to VP PR: <NAME> Your duties are to promote the Club to local media, promote membership programs, and to ensure that Club members are aware of upcoming events and programs. Your duties include attending District-sponsored Club officer training and Club Executive Committee meetings and helping prepare your successor for office. WILL YOU PERFORM THESE DUTIES TO THE BEST OF YOUR ABILITY?
VPPR: I will. Installing Officer to VPM: <NAME> Your duties include conducting ongoing membership building programs and following up on guests, new members, and members not attending meetings. You are to help guests wishing to join complete the Application for Membership and to determine whether needs of fellow members are being met. Your duties include attending District-sponsored Club officer training, Club Executive Committee meetings, and Area Council meetings as well as helping prepare your successor for office. WILL YOU PERFORM THESE DUTIES TO THE BEST OF YOUR ABILITY? VPM: I will. Installing Officer to VPE: <NAME> You are responsible for planning successful Club meetings so that each member has the opportunity to achieve his or her educational goals. You are to encourage members to set Toastmaster educational goals and to track their achievement. You are to preside at Club and Executive Committee meetings in the absence of the President. Your duties also include attending District-sponsored Club officer training. You are expected to attend (or submit your proxy to) District Council, Regional, and International Business Meetings. WILL YOU PERFORM THESE DUTIES TO THE BEST OF YOUR ABILITY? VPE: I will. Installing Officer to President: Toastmaster <PRESIDENT S NAME>, Having been elected the President of the Toastmasters Club, you are its chief executive officer and will be expected to preside at all Club meetings and at all regular and special meetings of your Executive Committee. It is your challenge to see that this Club enables its members to achieve their educational goals. It is also your challenge to see that your Club helps the Area, Division, District, and Toastmasters International to meet their goals. Please accept the gavel as a symbol of your leadership and dedication to office. The gavel is a symbol of the power and authority given to you by the membership of this Club. Use it wisely and with restraint. You are a member of your team as well as a leader. A team is more than a collection of people. It is an emotional force rooted in the feelings, thoughts, and actions of all members with the common goal of achievement, sharing, and mutual support. Work with your team members to create a healthy, dynamic Club a Club of which everyone will be proud. WILL YOU, AS PRESIDENT, ACCEPT THIS CHALLENGE AND PERFORM YOUR DUTIES TO THE BEST OF YOUR ABILITIES? Installing Officer: Will everyone please stand? The growth and development of the Toastmasters program in the Toastmasters Club depends largely upon the actions of this group. On your honor, as men and women of Toastmasters, do you pledge to individually and collectively stand by this Club, live with it, and work with it throughout the coming year? Club Members: I will.
NEW MEMBER INSTALLATION CEREMONY Presiding Officer: Fellow Toastmasters, it is now our privilege to induct [NAME], as a new member into the Toastmasters Club. This is an important AND HAPPY occasion for [NAME]_ and for our Club. We have an opportunity to help him/her learn, grow, and achieve. Would [NAME] please come forward to join me at the lectern? [NAME], as a member of the Toastmasters Club, you will benefit from a proven program of self-development. Toastmasters is a world-wide organization dedicated to helping one another in a spirit of sharing and enjoyment. Presiding Officer: Would [MENTOR S NAME] please stand. _[MENTOR S NAME] _; you have agreed to mentor [NAME]. _[NAME], your responsibility is to help him/her get off to a good start. _[MENTOR S NAME]. Do you accept this responsibility and pledge to share your knowledge and experience with [NAME]. Mentor: I will. Presiding Officer: _[MENTOR S NAME]) You may be seated Presiding Officer: _[NAME], membership in this Club and in Toastmasters International places certain obligations upon you. This means you must: work diligently toward your own self-development evaluate others speeches in a spirit of support and sharing assist the Club in reaching its goals remain positive and keep a smile on your face. Presiding Officer: _[NAME], Please affirm your commitment to the Club Name Toastmaster Club by answering "I Will" to the following statements. DO YOU PROMISE TO ATTEND MEETINGS REGULARLY AND PREPARE FULLY FOR EACH ASSIGNMENT TO APPLY YOURSELF TO THE PROGRAM OUTLINED IN THE TOASTMASTER MANUALS TO PARTICIPATE ACTIVELY IN CLUB ACTIVITIES TO EVALUATE OTHERS IN A POSITIVE, CONSTRUCTIVE MANNER TO BUILD OPEN, FRIENDLY RELATIONSHIPS WITH YOUR FELLOW MEMBERS AND TO BRING OTHER NEW MEMBERS INTO THE CLUB SO THAT THEY CAN ALSO GAIN THE BENEFITS OF TOASTMASTERS.
New Member: I will. Presiding Officer: Would all club members please stand and repeat your club s pledge to its new members (you may repeat after me) CLUB PLEDGE TO NEW MEMBERS WE THE MEMBERS OF THE TOASTMASTERS CLUB PLEDGE TO SUPPORT YOU IN YOUR QUEST FOR SELF-DEVELOPMENT TO PROVIDE YOU WITH POSITIVE, HELPFUL EVALUATIONS TO MAINTAIN A FRIENDLY, SUPPORTIVE ATMOSPHERE TO GIVE YOU OPPORTUNITIES TO HELP OTHERS AND TO MAKE YOUR TOASTMASTERS MEMBERSHIP A REWARDING AND FULFILLING EXPERIENCE (Place a membership pin on each new member and shake his hands. BEGIN THE APPLAUSE)
9. Contests BEFORE Contest Checklist / Timeline Downloads coming soon to the website To Do Person Assigned Status & Comments 6 8 Weeks before Contest: Read & become familiar with current Contest Rulebook Set Contest Date & Time; ensure it is on District23.org Scope out Contest Locations 4 6 Weeks before Contest: Secure Contest Location Download Contest Flyer (coming soon), begin filling it out Recruit a Toastmaster Recruit a Chief Judge If Area/Division Gov ask clubs/areas to fill certain roles (judges, timers ) DISTRICT PROVIDES TROPHIES. Let LGET know where to send them If Evaluation Contest, secure a Target Speaker 1 2 Weeks before Contest: Download script for Toastmaster (TM) Contact TM; ensure TM understands TM duties. Give TM program & scripts and discuss Contact Chief Judge & make sure he/she understands his/her duties Find out who contestants (& backups) are Confirm judges, timers, ballot counters, photographer, videographer (if desired), Sgt@Arms, registrars, etc. Contact Target Speaker (if applicable) 2-6 days before contest: Get trophies from LGET Order food if applicable Send updated Contest Program to Toastmaster & Chief Judge Create Certificates of Participation for Contestants Create Certificates of Appreciation for Key Players Create a Dignitary List; ensure person doing introducions understand protocol Create sign-in sheets Verify eligibility of contestants and judges 1 2 days before contest: Finalize agenda and Make Copies Lectern for Contest Timing lights, timing cards & stopwatches for Contest Gavel for Contest American Flag for Contest Confirm details with Contest Location Print signs as needed Audio Visual/Sound System (if necessary) Initial information from District 6; District 23 updated
10. Contests Do s and Do Not s Do s Contest Chair Bring calculators (at least 3 in case one does not work) Get a qualified Chief Judge Brief your Toastmaster and Chief Judge the day before the contest Get contestant names for the program as early as possible Give Toastmaster and Chief Judge contestant names before the contest Decide when to do ballot counting -- after each contest or after both contests Give Chief Judge names of judges before the contest Give Toastmaster and Chief Judge a draft copy of agenda before the contest Toastmaster Give contestants the contestant forms before the contest Bring extra contestant forms to the contest Ensure the SAA guards the door and does not let people in or out of the room during the contestants speeches Announce turn off phones and no flash photography during contest speeches At the beginning of the contest, acknowledge that there are dignitaries present (if true) and that they will be acknowledged at the end of the contest; introduce the dignitaries by name at the end of the contest Let Contest Chair for the next level contest know who your 1st and 2nd place winner s names and contact info Announce contestants in the following manner only: contestant name, speech title, speech title, contestant name; in Table Topics: name, question, question, name Chief Judge Have extra ballots on hand Ask ballot counters to complete ballot form before the contest Make sure the timing lights are easily visible to contestants, but cannot easily be seen by the audience (check for reflections) and that the switch for the lights is not excessively loud Ask judges to sign their ballots immediately Brief the tie-breaking judge separately Read the script provided on the District23.org website Do not s List contestants speech title, club affiliation or designations in the program Use timing lights that are overly loud when switching on Socialize or have any non-contest related conversations with contestants Use untrained judges Arrive late Introduce the judges by name at any time Let a contestant speak without the Chief Judge in the room Let the contestants wear anything that indicates their Toastmaster designations or that they ve held an officer position within Toastmasters Let the contestants wear anything that indicates their Club affiliation Talk during the minute of silence, or until after all ballots have been collected after the last speaker Socialize or have any non-contest related conversations with contestants Let judges sit next to each other Forget to tell the judges not to wave their completed ballots for all to see Give ALL the rules for a contest when asked to share information at a division or higher contest; simply announce that the judges and team have been briefed Socialize or have any non-contest related conversations with contestants Partial information from District 6; updated by District 23
Goals Activity 1 & 2 3 & 4 5 & 6 7 & 8 9 11. Benefits of Being A Quality Club (as defined by Toastmasters International Distinguished Club Program) Two Competent Communicators, plus two more One Advanced Communicator Bronze, Silver, or Gold plus one more One Competent Leader, Advanced Leader Bronze, Silver, or Distinguished Toastmaster Award, plus one more Four new members, plus four more Trained Club Officers (at least 4 in Summer and 4 in Winter) Benefits Members who are working towards their CC are progressing and making improvements Members who feel they are progressing are more likely to stay members and act as role models for others Members who gain experience and remain members are available to give feedback and effective evaluations to other to help them improve Advanced Communicators raise the level of experience in a club, making it a more enriched learning environment Presenting modules from the Better Speaker Series, the Successful Club Series Success/Leadership Series and Success Communication Series (required for AC Silver and AC Gold) are beneficial to all club members Working from Advanced Manuals enables a member to focus on a more specific speaking skills Member participation in the Competent Leader and Advanced Leader programs benefit all members Clubs with a higher level of leadership skill tend to be better organized, have more interesting and educational programs with lots of variety, which attract and keep more members Presenting modules from the Successful Club Series or The Leadership Excellence Series (required for CL) are a benefit for all Club Members New members bring ENERGY, new insights and perspectives for feedback as well as providing examples for other members New members contribute to the growth of each Club as well as being available for program positions which reduces member burnout, especially in smaller clubs Trained officers tend to be more effective in their role and are better leaders of their club Well run clubs provide more growth opportunities for their members Analysis shows that clubs who have trained officers are stronger and more effective Distinguished Club status clubs must have at least 20 members or a net growth of 5 members by the end of the Toastmaster year
12. Membership and Club Building Tips Membership Building Tips and Resources for Area Governors Contact your LGM and local District 23 Marketing Team member to find out what efforts are already underway in your area. If your city has a city-based website (eg, ToastmastersInSantaFe.com), help the website manager keep the website up to date with news of achievements, contests, TLIs, and other events. Get your club VPPRs and VPMs to work TOGETHER for joint marketing efforts that help all clubs in your area. One VPPR/VPM pair working together is good. Two pairs better. Three GREAT. Four or more AWESOME! If you need marketing materials (e.g. flyers and brochures), contact your LGM. Help is just a phone call or email away. Or check the TI website for templates Promote all clubs in your area (and those in other areas, too) and suggest them to possible visitors. When we work together to share leads, we all win. Carry flyers or business cards with you all the time. You never know when someone might ask you about Toastmasters. Telling them is good. Telling them and giving them a physical take away is great! Look for outside speaking gigs for yourself. This is a great way to spread your speaking wings. Plus it is a great promotion for your local clubs. Organize a Speechcraft for local groups, businesses, or churches. This is a fantastic way to give people a taste of Toastmasters. Sometimes a taste is all it takes. Speechcrafts are also great ways to introduce Toastmasters to a business or other organization where a new club might be possible. Club Building Tips and Resources for Area Governors Contact your LGM and local District 23 Marketing Team member to find out what efforts are already underway in your area. Ask to get involved! Read the Toastmasters International manual "How to Build a Toastmasters Club" (item #121 from the Toastmasters Store and available for free PDF download here:http://www.toastmasters.org/howtobuildatoastmastersclub) Look for places in your city that do not have a club nearby and look for open times during the weekly schedule of all clubs where a new club might fit. If you receive a lead about a new club, contact your LGM to get support. You can certainly take the lead on this, but you don't have to do it alone. While visiting clubs, ask for possible leads and find out if any Toastmasters are interested in starting a club at their office, church, or elsewhere. Consider a specialty club for your area: an advanced club (if you don't already have one), a dinner club, a religious club, a singles club. Before following up on a lead, research the company or organization, see if you can find out something about the person you'll be meeting with, and see if you might have a mutual acquaintance who can provide you with a brief introduction. Having a mutual ground to stand on can make for a more productive first meeting. (From Tracy Thomason, DTM, 2011-2012 District 23 Lt Governor Marketing)