Club Assessment Tool by qI8D3u

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									                                                 DISTRICT ONE TOASTMASTERS
                                              "Club Assessment Tool"

 Instructions
  Purpose of the Tool:
      • To identify the characteristics of a typical strong Toastmaster Club.
      • To identify the strengths and areas for improvement of an individual club.
      • To provide a simple and quick tool which can be used by:
          o Club President, club members and/or Club Executive Committee as a self-assessment.
          o Area Governor to assist the club to identify areas for improvement.
          o Division Governor as training for Area Governors on how to assist and support the club.

  How to complete the form:
      •   Rate each item on the form; select and assign a score of zero (0) to three (3) in each scoring box.
      •   View the "Subtotal" of all scores for each section.
      •   View the scores on the "Score Summary Table."
      •   Note the percents for each section to identify the categories with the highest/lowest scores.
      •   See the rating scale for the "Overall Rating" for the club.

  Follow-up:
      •   Present and discuss results with members of the executive committee and/or the club members.
      •   Decide on a plan of action to address areas for improvement.
      •   Email a copy of the completed form to your Area Governor to seek help with areas for improvement.
      •   Re-assess the club every 6 months (in August & February ) to identify results achieved.




Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                                                             c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                                                           Page 1 of 23
                                                         DISTRICT ONE TOASTMASTERS
                                                        "Club Assessment Tool"
                                         Date: _____          Club Name: ______               Completed by: ______

        BEST PRACTICES                           (Rating: 0 = Never; 1 = Sometimes; 2 = Usually; 3 = Always)                    RATING
        “Do we follow Toastmasters Standard Practices?”
          A. Toastmaster Protocol:
             1. The Toastmaster Club Constitution and Bylaws are followed
             2. New members are voted in
             3. New members are inducted
             4. Members give Manual Speeches
             5. Members pay their club dues on time, on or before October 1st and April 1st
             6. Club officer lists are submitted on time each term
                                                                                                                 A Subtotal:          0

        “How does the meeting look to visitors and members?”
          B. Club Meetings:
             1. Meetings start and end on time
             2. A pre-printed agenda is prepared and followed
             3. Members are greeted at the door and made to feel welcome
             4. The meeting environment is friendly, comfortable, and enjoyable
             5. Meeting place is easy to find
             6. Programs are interesting and varied
             7. Speakers, evaluators & other meeting participants are prepared
             8. Evaluations are positive, helpful & constructive
             9. Club meetings are held weekly
             10. Members attend meetings regularly
                                                                                                                 B Subtotal:          0




Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                                                                                      c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                                                                                    Page 2 of 23
                                                         DISTRICT ONE TOASTMASTERS
                                                         "Club Assessment Tool"
                                         Date: _____         Club Name: ______             Completed by: ______

        BEST PRACTICES                           (Rating: 0 = Never; 1 = Sometimes; 2 = Usually; 3 = Always)                                RATING
        “What do we do to bring in new members and keep the members we have?”
          C. Membership:
             1. The club has membership drives to promotes its meetings
             2. New members are oriented to the Toastmasters program soon after after joining
             3. New member applications are submitted to TM World Headquarters within 48 hours after member joins the club
             4. Members who miss more than two meetings in a row are contacted and encouraged to attend regularly
             5. All new members are assigned to a club committee
             6. Members are recognized during club meetings for accomplishments and contributions
             7. Members are encouraged to assume leadership roles in the club
                                                                                                                             C Subtotal:          0

        “Will our visitors come back and join the club?”
          D. Guests are:
             1. Greeted and personally welcomed by all members
             2. Introduced by name at the start of each meeting
             3. Provided a Guest Packet on first visit
             4. Seated next to an experienced member who can answer questions
             5. Invited to give impressions/feedback about their club visit
             6. Invited to join the club
             7. Contacted via e-mail or phone following meeting and invited to return
                                                                                                                             D Subtotal:          0




Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                                                                                                  c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                                                                                                Page 3 of 23
                                                         DISTRICT ONE TOASTMASTERS
                                                         "Club Assessment Tool"
                                         Date: _____           Club Name: ______              Completed by: ______

        BEST PRACTICES                           (Rating: 0 = Never; 1 = Sometimes; 2 = Usually; 3 = Always)                                  RATING
        “Do our members know what’s happening in the club?
          E. Communication:
             1. Members communicate with each other between meetings in support of meeting programs and the club
             2. A membership roster is published and updated frequently
             3. A meeting schedule is prepared 3 - 4 weeks in advance
             4. Members are kept informed of Toastmasters events at the Area, Division and District level
             5. A club website, blog, or e-mail is used to communicate with members
             6. Corporate clubs, only: Keep upper management informed and involved (Select "N/A" if it doesn’t apply. )
             7. Corporate clubs, only: Document ways to “reach” management (Select "N/A" if it doesn’t apply. )
                                                                                                                             E Subtotal:            0

        “Are our members getting the full benefit of the Toastmasters Educational Program?”
          F. Club Officers:
             1. Are elected before the start of each new term
             2. Understand and fulfill their role as outlined in Officer Manuals
             3. Attend Officer Training
             4. Provide back-up for position and groom future leaders
             5. Are installed each term at a formal Officer Installation Ceremony
             6. Hold Executive Board Meetings every 4 – 6 weeks
             7. Keep members informed about the Club’s Distinguished Club Program (DCP)

             8. Club treasurer begins collecting October and April dues early and gives members plenty of reminders about the dues date

                                                                                                                              F Subtotal:           0




Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                                                                                                    c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                                                                                                  Page 4 of 23
                                                        DISTRICT ONE TOASTMASTERS
                                                        "Club Assessment Tool"
                                         Date: _____         Club Name: ______               Completed by: ______

        BEST PRACTICES                           (Rating: 0 = Never; 1 = Sometimes; 2 = Usually; 3 = Always)                                  RATING
        “Are our members getting the full benefit of the Toastmasters Educational Program?”
          G. Educational Activities:
             1. Club regularly conducts programs from The Better Speaker Series, The Successful Club Series, or The Leadership Excellence
             Series
             2. Members are encouraged to attend Area, Division and District events
             3. Members are informed about the Toastmasters Educational Achievement Awards (CC, CL, AL, DTM, etc.)
             4. Club displays a Member Program Progress Chart for tracking members’ manual completions
             5. New members are assigned a mentor upon joining
             6. New members are scheduled to speak soon after joining
             7. New members are provided with definitions of club member roles and responsibilities
             8. The Competent Leadership Program is incorporated into meetings
             9. Constructive feedback is provided by the General Evaluator at each meeting
             10. Members prepare written personal educational goals for each term
             11. Training emphasis is placed on teaching basic skills
                     Examples:
                         • Preparing manual speeches
                         • Giving speeches
                         • Giving impromptu speeches (Table Topics)
                         • Evaluations
                                                                                                                             G Subtotal:            0




Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                                                                                                    c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                                                                                                  Page 5 of 23
                                                        DISTRICT ONE TOASTMASTERS
                                                        "Club Assessment Tool"
                                         Date: _____         Club Name: ______              Completed by: ______

        BEST PRACTICES                           (Rating: 0 = Never; 1 = Sometimes; 2 = Usually; 3 = Always)                  RATING
        “Are our members acknowledged for what they do?”
          H. Member and Club Recognition:
             1. Club participates actively in Distinguished Club Program (DCP)
             2. Club has recognition programs for achieving individual educational and membership goals:
                 2.1 Holds Awards and Installation events
                 2.2 Gives members first CC badge/Ice Breaker/1/2 CC
                 2.3 Awards Outstanding Toastmaster each term
                 2.4 Awards Spirit of Success Award
                 2.5 Most Improved Speaker
                 2.6 Other
             3. Ribbons are awarded to Club members for speaking achievements at meetings
                                                                                                               H Subtotal:          0




Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                                                                                    c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                                                                                  Page 6 of 23
                                                        DISTRICT ONE TOASTMASTERS
                                                        "Club Assessment Tool"
                                         Date: _____         Club Name: ______             Completed by: ______

        BEST PRACTICES                           (Rating: 0 = Never; 1 = Sometimes; 2 = Usually; 3 = Always)                RATING




Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                                                                                  c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                                                                                Page 7 of 23
                                                        DISTRICT ONE TOASTMASTERS
                                                        "Club Assessment Tool"
                                         Date: _____         Club Name: ______             Completed by: ______

        BEST PRACTICES                           (Rating: 0 = Never; 1 = Sometimes; 2 = Usually; 3 = Always)                RATING




Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                                                                                  c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                                                                                Page 8 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                               Page 9 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 10 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 11 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 12 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 13 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 14 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 15 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 16 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 17 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 18 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 19 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 20 of 23
Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                 c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                              Page 21 of 23
                                                     N/A
                                                 0    0
                                                 1    1
                                                 2    2
                                                 3    3




Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                           c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                        Page 22 of 23
                                                            DISTRICT ONE TOASTMASTERS
                                                        "Club Assessment Tool"
                                              Date: _____    Club Name: ______        Completed by: ______


               Score Summary Table                                                Total
                                                                                 Possible          Club           Percent              Letter
                Club Assessment Category                                          Score            Score          Rating               Grade
                          A. Toastmaster Protocol:                                  18               0             0%                   NI
                          B. Club Meetings:                                         30               0             0%                   NI
                          C. Membership:                                            21               0             0%                   NI
                          D. Guests are:                                            21               0             0%                   NI
                          E. Communication:                                         21               0             0%                   NI
                          F. Club Officers:                                         24               0             0%                   NI
                          G. Educational Activities:                                33               0             0%                   NI
                          H. Member and Club Recognition:                           24               0             0%                   NI
                                                        Overall Total:            192                              0%                   NI



                                                 Overall Rating Scale:
                                                   EXCELLENT:                       87 – 100%
                                                       GOOD:                         73 – 86%
                                                        FAIR:                        60 – 72%
                                       NEEDS IMPROVEMENT (NI):                   Less than 60% **

         ** Take the follow actions:
                     • Only identify the two (2) most urgent areas needing improvement, and focus on addressing them first.
                     • Solicit help from your club members; encourage everyone to get involved, share ideas, and help out.
                     • If needed, feel free to solicit help from your Area Governor, Division Governor, and District Leadership Team.



Prepared by Sandy Dunning, DTM
Contributions by: Focus Group on 04-29-2007
Date: 05-22-2007
                                                                                                                     c53ac151-b308-47f6-ae5a-7e335d059d18.xls
Revision 1: 05-29-2007, Revision 2: 06-8-2007
Revision 3: 06-21-2007, Revision 4: 07-30-2008                                                                                                  Page 23 of 23

								
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