Takapuna Midday Toastmasters Induction Manual
Date of Issue 02/26/09
Page 1 of 49
Being a Toastmaster means more than simply making a commitment to self-development. Everyone who joins a Toastmasters Club is making a commitment to the club, to its members and to the organization as a whole. A Toastmaster’s Promise As a member of ‗Toastmasters International and my club,I promise… To attend club meetings regularly; To prepare all of my speech and leadership projects to the best of my ability, basing them on projects in the Competent Communication, Advanced Communication or Competent Leadership manuals; To prepare and fulfill meeting assignments; To provide fellow members with helpful, constructive evaluations; To help the club maintain the positive, friendly environment necessary for all members to learn and grow; To serve my club as an officer when called upon to do so; To treat my fellow club members and our guests with respect and courtesy; To bring guests to club meetings so they can see the benefits Toastmasters membership offers; To adhere to the guidelines and rules for all Toastmasters educational and recognition programs; To maintain honest and highly ethical standards during the conduct of all Toastmasters activities.
Date of Issue 02/26/09
Page 2 of 49
Table of Contents
INTRODUCTION ................................................................................................................... 4 MEETING ROLES ................................................................................................................. 6 RECEPTION in conjunction with the Sergeant at Arms ................................................... 6 CHAIR / TOASTMASTER ..................................................................................................... 7 GRAMMARIAN .................................................................................................................... 32 TABLE TOPICS MASTER .................................................................................................. 34 TABLE TOPICS EVALUATOR ........................................................................................... 35 EVALUATOR....................................................................................................................... 36 GENERAL EVALUATOR .................................................................................................... 38 BACK UP SPEAKER .......................................................................................................... 39 TIMEKEEPER ..................................................................................................................... 40 EMAIL EDITOR - ................................................................................................................. 42 CLUB EXECUTIVE ............................................................................................................. 43 COMMITTEE RESPONSIBILITY SUMMARY ..................................................................... 46 COMPLETING YOUR CC – THE FIRST STEP .................................................................. 47 TOASTMASTER INTERNATIONAL EDUCATIONAL SYSTEM ......................................... 48 Appendix 49 Membership dues ........................................................................................................ 49 Competitions ................................................................................................................ 49
Date of Issue 02/26/09
Page 3 of 49
INTRODUCTION
Club Assignments When you join a Toastmasters club, not only do you have the opportunity to deliver prepared speeches, you also begin to fully participate in the activities of each meeting. For each meeting, you will be rostered to do one of the meeting duties (eg. Chair, Reception, Timer, etc.). To help you become familiar with each of the assigned roles, please use this Club Manual as a guide. If you are unable to fulfil an assignment you must find a replacement and advise the chair. If at any time you need further clarification of any of the club assignments, please do not hesitate to contact any committee member. Apologies If you are unable to attend a meeting, please give your apologies to the Chair as soon as possible. How to address the meeting Addressing the meeting correctly is an important courtesy - it acknowledges the person controlling the meeting, as well as your fellow club members and guests. It also gives you time to think and "warms you up" for your ensuing speech or table topic or presentation. There are generally only three people who may control of the meeting - the Chair, the Table Topics Master and the Toastmaster. They may be addressed as follows: Person Controlling the Meeting Correct Form of Address Chairperson Mr Chairman or Madam Chair or Chairman (Name). Mr Table Topics Master or Madam Table Topics or Table Topics Master (Name) Mr Toastmaster or Madam Toastmaster or Toastmaster (Name)
Other clubs may use this form of address, good to know when visiting
Table Topics Master
Toastmaster
E.g.:
"Chairman Michael, fellow Toastmasters and guests... " or "Madam Table Topics, fellow Toastmasters and guests..." or "Toastmaster Gillian, fellow Toastmasters and guests..."
Passing Control back to the Chair
Date of Issue 02/26/09 Page 4 of 49
If you are the person in control of the meeting, once you have completed your duty, You must pass control of the meeting back to the Chair, e.g.: "Madam Chair, that completes my assignment, and I pass control of the meeting back to you. " NB: You pass control of the meeting, you do not hand control of the meeting. The following duty holders will be invited to speak during the meeting but do not have control of the meeting:Grammarian, Table Topics Evaluators, Speech Evaluators, and General Evaluator. These people may conclude their assignment with e.g.: "Chair (Name), that completes my assignment. " or simply " Chair "
Date of Issue 02/26/09
Page 5 of 49
MEETING ROLES
RECEPTION in conjunction with the Sergeant at Arms
The Sergeant at Arms also maintains order by assisting the other club officers and members as they fulfill their meeting roles. This officer ensures the room is prepared, that equipment and administrative forms are available, and all guests are greeted and made to feel comfortable. Before the Meeting. 1. You need to be at the meeting before other members and guests arrive, so enter the appointment a little earlier in your Outlook Diary At the Meeting. 2. Arrive at least 10 minutes before the meeting starts. 3. Greet guests on arrival. Record details on the Attendance list. 4. Join the meeting in time to be given a Table Topic...
Summary Before the Meeting Plan to arrive early At the Meeting Arrive early according to plan.
Date of Issue 02/26/09
Page 6 of 49
CHAIR / TOASTMASTER
Your Role: To run the meeting warmly effectively and to time. Bef ore the Me etin g. 1. C
o n f i r m t h e a t t e n d a n c e o f , G r a
Date of Issue 02/26/09 Page 7 of 49
m m a r i a n , T a b l e T o p i c s M a s t e r , G e n e r a l E v a l u a t o r ,
Date of Issue 02/26/09
Page 8 of 49
T i m e K e e p e r A N D S p e a k e r s o n T h u r s d a y a n d f o l l o w u
Date of Issue 02/26/09 Page 9 of 49
p o n S u n d a y f o r a n y l a s t m i n u t e c h a n g e s . . . N o t e a
Date of Issue 02/26/09 Page 10 of 49
n y a p o l o g i e s a n d a d v i s e V P E d u c a t i o n . C o n t a c t t h e C
Date of Issue 02/26/09 Page 11 of 49
2.
l u b P r e s i d e n t t o c h e c k f o r a n n o u n c e m e n t s a n d / o r n
Date of Issue 02/26/09 Page 12 of 49
e w m e m b e r i n d u c t i o n s . C h e c k t h e n u m b e r a n d t i m e s o
Date of Issue 02/26/09 Page 13 of 49
3.
f t h e P r e p a r e d S p e e c h e s . T h e T a b l e T o p i c s s e s s i o n
Date of Issue 02/26/09 Page 14 of 49
m a y b e l e n g t h e n e d o r s h o r t e n e d a c c o r d i n g l y . C o n f
Date of Issue 02/26/09 Page 15 of 49
i r m t h e a t t e n d a n c e o f e a c h S p e a k e r a n d t h e H o t
Date of Issue 02/26/09
Page 16 of 49
S e a t S p e a k e r w h o s h o u l d b e p r e p a r e d t o s p e a k i f r
Date of Issue 02/26/09 Page 17 of 49
e q u i r e d . N o t e a n y a p o l o g i e s a d v i s e V P E d u c a t i o n
Date of Issue 02/26/09 Page 18 of 49
4.
. C o n f i r m f o r e a c h S p e a k e r t h e i r S p e e c h t i t l e , f r o
Date of Issue 02/26/09
Page 19 of 49
m w h i c h M a n u a l , s p e e c h n u m b e r ( f r o m t h e M a n u a l ) a
Date of Issue 02/26/09 Page 20 of 49
n d t i m i n g o f t h e s p e e c h . A s k i f t h e y r e q u i r e t h e
Date of Issue 02/26/09
Page 21 of 49
l e c t e r n , a n d h o w t h e y w o u l d l i k e t o b e i n t r o d u c e d
Date of Issue 02/26/09 Page 22 of 49
. T h e y m a y r e q u e s t u s e o f t h e L a p t o p a n d D a t a P r o
Date of Issue 02/26/09 Page 23 of 49
j e c t o r , t h e s e a r e a v a i l a b l e f r o m t h e S e c r e t a r y . Note any changes on the agenda.
Date of Issue 02/26/09 Page 24 of 49
5.
B e p r e p a r e d ! K n o w t h e s c h e d u l e a n d y o u r r o l e . ( Y o
Date of Issue 02/26/09
Page 25 of 49
u m a y u s e n o t e s w h e n r u n n i n g t h e s e s s i o n . )
A t t h e
Date of Issue 02/26/09 Page 26 of 49
M e e t i n g . The President is responsible for starting the meeting on time. S/he will open the meeting and pass control to you. 1. Y o u r r o l e a s C h a i r i s t o r u n t h e m e e t i n g Date of Issue 02/26/09 t
Page 27 of 49
Y o u a l s o w a n t t o k e e p t o t i m e . Y o u r
2.
r o l e Date of Issue 02/26/09 i
Page 28 of 49
t h e o r d e r o f s p e a k e r s a n d e v a l u a t o r s . I n t r o d u c e
3.
e a c Date of Issue 02/26/09 h s
Page 29 of 49
o s e o f e v a l u a t i o n s . Advise Timekeeper of the speech/evaluation timing. 4. Start the applause, and stay at the lectern until the speaker/evaluator has arrived. Shake their hand before you sit down. 5. At the conclusion of the speech or evaluation - don't comment but do thank them. Move on to introduce the next speaker/evaluator. Once the meeting has been completed, pass control of the meeting back to the President for closing. Note: If you have any doubts about running the meeting, refer to an experienced Toastmaster.
Date of Issue 02/26/09
Page 30 of 49
Summary
Before the Meeting Check Attendance, room layout and roster changes. Select a Theme for the meeting (optional) Check timing of Prepared Speech Program Know your Schedule! Contact speakers (incl. Hot Seat Spkr) for details (Title, Manual, Speech Number, Timing). Know the schedule of the prepared speech program. At the Meeting Keep the meeting running smoothly and to time by following the agenda (next page). Encourage a warm, friendly and supportive atmosphere. At the Meeting Conduct the program of Prepared Speeches, introducing each Speaker/Evaluator. Explain the objectives of each speech. Explain the Evaluator's role. Advise Timekeeper of the timing of each speech/evaluation. Start the applause and shake the hand of each speaker/evaluator.
Date of Issue 02/26/09
Page 31 of 49
GRAMMARIAN
Role: To identify good & bad word usage, grammar and pronunciation. To note interesting/effective use of words or expression.
Before the Meeting. 1. Choose what your topic will be in the meeting. (See next page for a range of common themes.) Use your imagination! 2. Make sure it is something that people will find easy to incorporate into their speeches. At the Meeting. 3. The Chair will invite you to advise the meeting of your 'topic' as Grammarian. (Stand to address the meeting, but you do not need to move to the front of the room.) 4. Explain your role for the benefit of any guests. 5. Throughout the meeting, you'll be looking for this aspect of speech/expression, and noting some examples from Table Topics, speeches etc. Toward the end of the Meeting 6. Give a brief report back on your observations (remember you only have one minute for this!). -select some examples from the speeches/table topics.
Summary Before the Meeting Choose your topic. At the Meeting Explain your role. Advise the Meeting of your topic. Listen and note relevant examples. Towards the end of the Meeting Briefly report back at the end of the meeting - you only have 1 minute!
Date of Issue 02/26/09
Page 32 of 49
GRAMMARIAN
Some Common Themes Humour Word Pictures / Imagery Facial Expression Themes: eg. colours, countries, etc. Eye Contact 'Connection" with Audience Vocal Variety (volume, pitch, pace) Use of the Pause instead of vocalised pauses (um, ah etc.) Spontaneity Gestures / Body Language "Word for the Day": some past examples: 'palatial', 'serendipity', 'kimbo', 'mediocre'... Rhyme/Poetic Licence Alliteration Repetition Make something up!
Date of Issue 02/26/09
Page 33 of 49
TABLE TOPICS MASTER
Role: To prepare and conduct the session of Table Topics. Before the Meeting 1. Prepare a selection of 8 - 10 Table Topics. 2. Topics should be short in title, topical and stimulating for the speaker. 3. Supply copies of your topics to the Table Topics Evaluators. At the Meeting. 4. The Chair will pass control of the meeting to you, to conduct the session of Table Topics. 5. You have control of the meeting, so run it from the front of the room! 6. Begin by addressing the Chair and the audience e.g. "Chairman Kevin, Toastmasters and Guests ..." 7. Briefly describe the purpose of the session: - to practice our skills at impromptu speaking - present a mini-speech complete with Opening, Body and Conclusion. 8. Explain the timing and lights. (Orange light at 50 seconds; Red light at 1 minute). 9. Choose your speakers. Select first those people who don't have a rostered assignment. Avoid anyone rostered for a prepared speech. You may invite guests to speak - but never pressurise a guest into speaking. 10. Once a speaker has completed their topic, thank them. Be aware of timing – check with the Chair if necessary to avoid going overtime with the session.
Summary Before the Meeting Choose your topics (easy, topical, stimulating). Supply each of the TT Evaluators with a list of your topics. At the Meeting Explain purpose, and advise timing. Select your speakers - choose those without assignments first, so everyone in the meeting has a chance to participate. Be aware of timing - check with the Chair if you think you may be going over time. Invite Table Topics Evaluators to evaluate topics.
Date of Issue 02/26/09
Page 34 of 49
TABLE TOPICS EVALUATOR
Role: To evaluate the Table Topics speeches. Before the Meeting. 1. Obtain a copy of the topics from the TT Master. 2. If there are two Table Topics Evaluators, decide before the meeting starts who will evaluate the 'even' speakers and who will evaluate the 'odd'. 3. (Optional) It is sometimes easier to have decided on one aspect of speech that you will focus on (eg body language, word pictures etc.) in your evaluations. 2. 3. 4. 5. At the Meeting. The Chair will invite you to evaluate the session of Table Topics. Move to the front of the room. Address the meeting e.g. "Table Topics Master Claire, Toastmasters and Guests ...". If there are 2 evaluators, the evaluator of the first speaker should open with the salutation. The second evaluator does not need to repeat the salutation. The first evaluator should briefly describe the purpose of the evaluations (i.e. to encourage a speaker's development). Evaluate each speaker, but not the TT Master. Use the CRC method: Commend, Recommend, Commend. Try to give one positive recommendation for each speaker. Present the Table Topics Medal to the best speaker of the Table Topics Session. (make sure you get this before the meeting)
6. 7. 8. 9.
Summary Before the Meeting If there are 2 evaluators, decide who will evaluate the odd and even speakers. Obtain a copy of the topics from the Table Topics Master. Decide what aspect of speech you will focus on in your evaluations (optional). Obtain the Table Topics Medal from the Club Box At the Meeting Move to the front of the room to do your evaluations. First evaluator opens with the salutation and describes purpose of evaluations. Evaluate the speeches, not the Tables Topics Master. Use CRC in your evaluations: Commend-Recommend-Commend. Present the Table Topics Medal to the best speaker.
Date of Issue 02/26/09
Page 35 of 49
EVALUATOR
Your Role: To
evaluate a prepared speech.
Purpose Evaluations are an essential part in the growth and development of each Toastmaster. Each speaker is evaluated to provide them with feedback on how they met the objectives of their speech assignment. Evaluators have an important role in a speaker's development - commending speakers for their achievements and providing recommendations to the speaker to encourage their further development. Before the Meeting. 1. Contact your Speaker for their Speech title, manual (CC or Advanced) and speech number. Ask if there is anything special that they would like you to focus on in your evaluation. 2. Be familiar with all the speaker's objectives - those of the speech, and their personal objectives. You may want to prepare an evaluation sheet with these objectives. 3. For more detail refer to your copy of the manual "Effective Speech Evaluation" in your CC folder. 4. Arrive in time to talk to the Speaker before the meeting starts. Review previous speeches from their manual. (Enables you to comment on their speaking development). At the Meeting. 5. Sit where you can see and hear the speaker clearly. 6. The Toastmaster will invite you to give your evaluation from the lectern. Aim to use CRC: Commend - Recommend - Commend. Start with something positive! 7. Repeat the objectives of the speech. Use examples from their speech. Show by example how to improve. 8. Be aware of timing. You have 3 minutes for an evaluation. Start your summary at the orange light -you will have 30-60 seconds left for completion. 9. Finish on a positive note! 10. Complete the written evaluation form in the speaker's manual and return the manual to them. 11. Remind the speaker to have their speech signed off by the VP Education. Summary Before the Meeting •Contact your speaker for speech details (Title, Speech Number, and Objectives). At the Meeting Concentrate on your Speaker. Repeat the Objectives in your evaluation. Use CRC. Be aware of timing: summarise at the orange light. Complete the written evaluation and return the manual to the speaker. Remind the speaker to have their speech signed off by the VP Education.
Date of Issue 02/26/09 Page 36 of 49
Some additional notes about Evaluations... After the Speech In preparing your notes after the speech in readiness for your evaluation, you may well consider these four questions Did the speaker accomplish the objective of this project? What did the speaker do well? Why did I enjoy listening to the speech? Where and how could the speaker improve? Remember you are evaluating the speaker, not the speech, although you can use parts of the speech for illustration. Giving your Evaluation Commend The first thing you should say is something complimentary, to commend. Every speech has some positive aspects. Maybe the speaker used a visual aid, did not refer to notes, had a pleasant voice or the subject matter was timely. Recommend The second step is to recommend ways of improvement - no more than three recommendations. Don't lay down the law - express your recommendations as your opinions: "I felt...", "It seemed to me that..." And remember to express yourself positively rather than negatively: Do not say Your voice was weak Your eye contact was poor You didn't use gestures You were unprepared You were over time Say instead I found it difficult to hear, so please speaklouder Look at us more This gesture (demonstrate) could have illustrated that point. I believe more practice would have improved your preparation More practice will improve your timing
Commend And thirdly, tell the speaker how to take advantage of strong points by commending again in closing your evaluation. Constructive evaluation improves speeches, creates goodwill and a desire to improve, and adds to self-confidence and self-esteem. Speech Evaluations
Date of Issue 02/26/09
Page 37 of 49
GENERAL EVALUATOR
Your Role: To evaluate duty holders and the overall running of the meeting. Before the Meeting. 1. Confirm the attendance of Table Topics Evaluators, and Speech Evaluators. Note any apologies and advise the VP Education. 2. Know each role: you will be evaluating the Chairperson, Grammarian, Table Topics Master, Table Topics Evaluators, Set Speech Evaluators (and Timekeeper if necessary). Review what is expected of them in their roles - see relevant pages in this manual. At the Meeting. 3. Sit in a central position where you can see and hear everyone clearly. You need to be alert for the whole meeting (not so easy!). 4. When invited by the Chair, conduct your evaluation from the front of the room. 5. You will be evaluating the whole running of the meeting - start time, welcome, Chair's duties, Hospitality's duties, timekeeping etc. Praise aspects of the meeting that went well, and have suggestions on how to improve for each of the recommendations you give. 6. Use CRC (Commend-Recommend-Commend) for each of the duty holders that you evaluate. 7. Be aware of timing. You have 6 minutes for an evaluation. Start your summary at the orange light -when you will have 1 minute left for completion. NB: To evaluate Prepared Speech Evaluators you need to be aware of the Speakers objectives and performance,and be able to relate this to how their Evaluator carried out their evaluation. Summary Before the Meeting • Contact the Table Topics Evaluators and Prepared Speech Evaluators to check their attendance. • Review each of the roles you are evaluating. At the Meeting • Stay Alert. • Use CRC. • Be aware of timing - summarise at the orange light.
Date of Issue 02/26/09
Page 38 of 49
BACK UP SPEAKER
Role: To (be prepared to) give a speech in the place of any rostered speaker unable to attend the meeting. Before the Meeting. 1. Have your speech prepared in case you are called on to deliver your speech in the meeting. 2. If you are unable to attend or deliver your speech at the forthcoming meeting, advise the VP Education asap. 3. Bring your speech manual to the meeting, and any props that you need for your speech. At the Meeting. 4. Attend the meeting! The Chair will let you know if you are required to deliver your speech. 5. Give your speech in the Set Speech Program if asked to step in for any rostered speaker absent from the meeting. 6. If you are not called to speak at the meeting, you will be rostered to speak at the next meeting. (This is a good opportunity to be well prepared ahead of time.)
Summary Before the Meeting Advise VP Education asap if you are unable to attend the meeting. Prepare your speech Bring your speech manual (and any props required). At the Meeting Attend the meeting! Be prepared to fill in for an absent speaker at short notice.
Date of Issue 02/26/09
Page 39 of 49
TIMEKEEPER
Role: To assist the Chair in keeping the meeting to time. Before the Meeting. 1. Know the Meeting schedule. Have your Timekeeper's Guide (see next page) and Meeting Agenda on hand. 2. Learn how to operate the lights before the meeting starts. (Ask any experienced Toastmaster.) 3. Obtain timings from the Agenda. At the Meeting. 4. Use the timings listed (next page) to time each 'event' in the meeting. If you are not sure of the timing or lights, ask for clarification from whoever has control of the meeting (i.e. the Chair, or Table Topics Master or the Toastmaster). 5. When operating the lights, make sure that only one light stays on at a time. eg. if switching between the green light and the orange light, switch on the orange light and then turn off the green light. Leave each light on until its time for the next light. 6. Don't be afraid to flash the red light several times if a speaker has gone over time. Timing is one of the disciplines in Toastmasters - encourage speakers to say their piece within the time allowed. Finally ring the bell 1 min after full length of time
Summary
Before the Meeting Know the meeting schedule - use your Learn how to operate the lights. Timekeeper's Guide and Meeting Agenda. Liaise with the Toastmaster to confirm timing of set speeches. At the Meeting Time each event in the meeting as per time sheet (next page) Once a light is on, it stays on until the next light is switched on. Only one light should stay on at a time. Don't be afraid to flash the red light if any speakers go over time.
Date of Issue 02/26/09
Page 40 of 49
TIMEKEEPER'S GUIDE Timing the Meeting Grammarian (1 minute) Orange Light Red Light Orange Light Red Light Flash Red Light Green Light Orange Light Red Light 50 seconds 1 minute 50 seconds 1 minute 1 minute 10 secs 6 minutes 6 minutes 30 secs 7 minutes
Table Topics (1 minute)
Table Topics Evaluations (7 minutes)
Manual Speeches Speech No. 1: Icebreaker (4-6 minutes) Green Light Orange Light Red Light Speech No. s: 2 - 8 (5 - 7 minutes) Green Light Orange Light Red Light Green Light Orange Light Red Light Green Light Orange Light Red Light (Varies) Green Light Orange Light Red Light Orange Light Red Light Orange Light Red Light Green Light Orange Light Red Light 4 minutes 5 minutes 6 minutes 5 minutes 6 minutes 7 minutes 6 minutes 30 secs 7 minutes 7 minutes 30 secs 8 minutes 9 minutes 10 minutes (Varies) check agenda 2 minutes 2 minutes 30 secs 3 minutes 50 seconds 1 minute 50 seconds 1 minute 4 minutes 5 minutes 6 minutes
Speech No. 9: (7 mins ± 30 seconds)
Speech No. 10: (8 - 10 minutes)
Advanced Speeches (Vary in length) Speech Evaluations (3 minutes)
Grammarian's Report (1 minute) Timer’s Report (1 minute)
General Evaluator (6 minutes)
Date of Issue 02/26/09
Page 41 of 49
EMAIL EDITOR Role: To record the meeting's events. Before the Meeting. 1. Bring pen and paper! 2. Review previous bulletins so you have an idea of what is expected. 3. Arrive in time for the start of the meeting - you don't want to miss anything! At the Meeting. 4. Note who performed each of the roles in the meeting. 5. Record any apologies. 6. For the "informal" part of the meeting include brief descriptions of the Grammarian's assignment, the Table Topics session and winner of the Table Topics cup. 7. For the "formal" part of the meeting, write a brief paragraph on each speech and each evaluation. 8. Note the Grammarian's report at the end of the meeting. 9. Include a summary of the General Evaluator's comments. 10. Note any Executive Announcements. 11. Any member achievements or inductions should also be noted in whichever part of the meeting they took place. During/After the Meeting Write legible notes and email to the club members – make a couple of copies for those who don‘t have email addresses and bring them to the next meeting.
Summary
Before the Meeting Review previous bulletins (if necessary). Arrive in time for the start of the meeting. At the Meeting Note apologies. Note who performed each duty. Include all events - but be brief. After the Meeting Write legible notes and email to the club members.
Date of Issue 02/26/09
Page 42 of 49
CLUB EXECUTIVE
Roles and Responsibilities
Executive Committee roles from the CL Manual
EXECUTIVE COMMITTEE President. The president serves as the club‘s chief executive officer, responsible for general super vision and operation of the club Standards outside of the club meeting are to: Ensure club officers meet club officer and club meeting standards; oversee plan to achieve Distinguished Club Program goals and ensure the club is a Distinguished Club; encourage communication and leadership development through promoting CC, AC, CL and AL awards; ensure the club has an ongoing membership building program; attend and vote the club‘s proxy at district council meetings or ensure a club member attends and votes; attend regional conference and Inter national Convention and vote the club‘s proxy or send the proxy to the district governor; oversee administrative operation of the club in compliance with the Club Constitution and Bylaws; maintain relationship with the district and with Toast- masters International; schedule and chair monthly executive committee meeting; arrange for a replacement if unable to attend a club or executive committee meeting; search for leaders, ensuring all club offices are filled for the succeeding term, and ensure that timely elections are conducted; prepare successor for office; attend districtsponsored club-officer training. The immediate past president provides guidance and serves as a resource to club officers and members. He or she chairs the nominating committee, assists in the preparation of the Club Success Plan and promotes the club‘s efforts to become a Distinguished Club. Plan club meetings, completing schedules and assignments at least three weeks in advance and confirming each schedule five to seven days before the meeting; promote participation in the educational program. Get commitment from new members to achieve the CC award within one year or less and schedule them to speak accordingly. Get commitment from CCs to earn ACB awards within one year, and get commitment from ACBs and ACS recipients to earn the next award within one year. Get commitment from members to earn the CL and AL awards. Track all members‘ progress toward these awards; orient new members to the Toastmasters program within two meetings after they join; assign every new member a mentor; attend club executive committee meetings and preside when the president is absent; attend dis trict council meetings and vote the club‘s proxy vote at regional and International business Assign each new member to be a Table Topics participant at the first meeting after joining, to a meeting role at the third meeting or earlier, and to give the Ice Breaker manual project at the fourth meeting or sooner; ensure that a club member conducts The Successful Club Series programs Evaluate to Motivate, Moments of Truth, Mentoring, and Finding New Members for Your Club at least once per year; monitor club performance quarterly in cooperation with the club president; initial speakers‘ Project Completion Records and ensure eligible members fill out their award applications or apply for awards online; preside over the meeting when the president is absent. Standards at the club meeting are to: Ensure meetings start and end on time; make sure guests are warmly and enthusiastically introduced; allow time before and after the meeting to speak with guests; read and/or display the club mission statement at every meeting; discuss the Distinguished Club Program and the club‘s progress in it; recognize member achievements in Toastmasters and in their personal lives; report on which ―Moments of Truth‖ the club is achieving.
Immediate Past President
Vice President Education. The vice president education is responsible for planning successful club meetings so that each member has the opportunity to achieve his or her educational goals. He or she is the second-highest ranking club officer, presiding at club and executive committee meetings in the absence of the president.
Date of Issue 02/26/09
Page 43 of 49
meetings; attend district-sponsored club officer training; arrange for a replacement if unable to attend club meeting; prepare successor for office. Vice President Membership. The vice president membership is the third-ranking club officer. Conduct ongoing membership-building programs and efforts. Promote the membership goal of one new member per month and, if the club has fewer than 20 members, achieving 20 members by year end or sooner. Promote club and Toastmasters International membershipbuilding programs and conduct a minimum of two formal club membership programs annually; follow-up on and keep track of guests, new members joining, and members not attending meetings. Send follow-up note to guests; explain the educational program to all prospective members, get their commitment to join and collect membership applications. Bring the applications to the club for voting and, if the members are accepted, collect dues and fees and give them to the treasurer with the applications; attend club executive committee meetings; attend and vote at area council meetings; attend districtsponsored club officer training; arrange for a replacement if unable to attend club meeting; prepare successor for office. Promote the club to local media; produce and distribute a club newsletter at least monthly; promote membership programs; attend club executive committee meetings; attend other Toastmasters events; attend district-sponsored club officer training; arrange for a replacement if unable to attend a club meeting; prepare successor for office. Maintain an accurate membership roster and give it to the treasurer to submit with dues; mail club officer list to World Headquarters within 10 days after elections or add/change club officers online; handle general club correspondence; keep club files, including the club charter, Constitution and Bylaws, minutes, resolutions and correspondence; attend club executive committee meetings; attend districtsponsored club officer training; arrange for a replacement if unable to attend meetings; prepare successor for office. Prepare a budget to be approved by the executive committee and membership within one month of taking office; provide the bank with a new signature card by July 1 / January 1; prepare and send dues statements by August 15/February 15; collect and pay dues renewals to World Headquarters online by October 1 and April 1, and work with the vice president membership to contact members who have Greet guests and have each complete a guest card; report on current membership, promote membership campaigns and welcome new members; work with the president and vice president education to ensure each new member is formally inducted at the first meeting after being voted in by the club; help guests wishing to join complete the Application for Membership form; regularly speak with fellow members to determine if their needs are being met.
Vice President Public Relations. The vice president public relations is the fourth-ranking club officer.
Announce upcoming events and programs; ask for contributions to the newsletter; greet members and guests.
Secretary. The secretary is the fifthranking club officer.
Record and read meeting minutes; greet members and guests
Treasurer. The treasurer is the sixthranking club officer.
Receive completed new member applications and dues; announce when dues are due and explain dues structure; greet members and guests.
Date of Issue 02/26/09
Page 44 of 49
not paid dues; submit new member applications and dues to World Headquarters within 48 hours after receipt or add new members online; pay bills as due; keep records of all financial transactions; present verbal and written financial reports quarterly (October 15, January 15, April 15, and July 15); submit club accounts for audit; attend club executive committee meetings; attend district-sponsored club officer training; arrange for a replacement if unable to attend meeting; prepare successor for office. Sergeant at Arms. The sergeant at arms is the seventhranking club officer Schedule meeting location; maintain club equipment in working order and check after every meeting to ensure adequate supplies are available; attend club executive committee meetings; attend districtsponsored club officer training; arrange for a replacement and for assistance if necessary; prepare successor for office. Arrange the room at least 10 minutes before the meeting begins; make sure the lectern is in place, the banner displayed, evaluation forms and ballots distributed, awards, supply catalog, progress chart and educational material displayed, place cards arranged and name badges available; greet members and guests and arrange for guests to sit with members; greet the area governor and other visiting officers and escort them to the club president; arrange for food service at meal meetings; ensure the meeting starts on time; collect ballots and tally votes for awards.
Combined Responsibilities Club Bulletin Responsible to type, copy and distribute. Also reliant on: VP Education to provide Secretary with roster; VP Public Relations to provide notices, Bulletin Editor to provide meeting notes VP Education responsible for final nomination. Reliant on Secretary for attendance details and the VP Membership for speech progress details. The Executive is responsible to ensure these are held within the required time. VP Education required to arrange the judges, rules and "encourage" contestants to enter. The Secretary is responsible for ensuring that sufficient and appropriate contest certificates are available, and to send 'thank-you' notes to the judges. Sgt. at Arms is responsible for Tally Counters, Time Keepers, setting up the lights correctly and ensure that lights and both stopwatches function properly.
Toastmaster of the Year Contests
Date of Issue 02/26/09
Page 45 of 49
Committee Responsibility Summary
Function Address List Arrange Certificates for Presentations Assign Mentors Attendance at Area Meetings Banking Club Bulletin Competition Judges Competition Tally Counters Current Year Attendance Record Educational Programmes Executive Minutes Invoice Members Six-Monthly Mail Order Supplies Member Development Member Progress Charts Membership Level Organise Functions Organise Room Layout Payment of Invoices Preparation of Accounts Presentations in Club to members Public Relations Roster Scheduling Roster Production and Distribution Sign Manuals Submission Dues to WHQ Submit form 400's (New Member) Thank-you letters to judges Theme Meetings Toastmaster of the Year Nomination Primary Responsibility Secretary/VP Membership/Treasurer Secretary VP Education/VP Membership President/VP Education Treasurer Secretary VP Education Sgt at Arms Secretary VP Education Secretary Treasurer Secretary VP Education VP Membership VP Membership Sgt at Arms/VP Membership Sgt at Arms Treasurer Treasurer President VP Membership VP Education Secretary VP Education Treasurer Treasurer Secretary Sgt at Arms/VP Membership VP Education/VP Membership
Date of Issue 02/26/09
Page 46 of 49
Completing Your CC – The first step
A Practical Guide to Getting it Done
For many new Toastmasters, the first compelling goal of the educational program is the Competent Communicator award. It‘s clearly defined in the Competent Communication manual that‘s included in the New Member Kit, and it‘s a requirement for most of the advanced awards that Toastmasters offers. But what‘s the best way to earn your CC? How can you harness your initial enthusiasm and complete those ten speech projects with a minimum of hassle and procrastination? Schedule It One very important step is to give yourself a set of deadlines—one for the completion of the entire manual, and one for each of the 10 projects. Without deadlines, tasks of this scope usually move to the bottom of the priority list, where they have a tendency to stay for a long time. Strict deadlines aren‘t for everyone. As Douglas Adams, author of the Hitchhiker’s Guide to the Galaxy series, puts it: ―I love deadlines. I like the whooshing noise they make as they fly by.‖ But the important lesson here is to decide how much time you want to give yourself to complete the manual, and monitor your progress as you go. Break it Down Feel like you‘re too busy to work on your speech projects? It may help to think of each project as a series of small, discrete tasks, and devote whatever time you have to completing those tasks whenever you can. You don‘t have to complete all of the preparation for a speech in one sitting; often, five or ten minutes are enough to make significant progress on an upcoming speech. Taking a break at work? Jot down a few ideas and then send them to your home email address. Practice your speech in the car on the way to work. As soon as you finish a speech, immediately begin writing down ideas for the next one. Ask for Help Ask your mentor for advice. Seek out other club members who have completed several Toastmasters awards, and find out how they got the job done. Also, the club‘s vice president education will be particularly interested in helping you complete your educational goals. Other club officers also have a stake in your success, so be sure to ask them for help if you need it, too. Have Fun! Membership in Toastmasters reaps many rewards, not the least of which is the pure enjoyment of sharing your ideas, making connections and improving your speaking skills. So remember to have a good time planning and delivering your speeches, and before you know it you‘ll have that CC award you‘ve been dreaming about, and be well on your way to the next goal.
Date of Issue 02/26/09
Page 47 of 49
TOASTMASTER INTERNATIONAL EDUCATIONAL SYSTEM
Speech Assignments The formal part of the program consists of several speakers delivering prepared speeches from either the Communication (CC) Manual, or one of the Advanced Manuals. CC Manual The CC Manual contains the first 10 speech assignments. Each of these assignments focuses on a particular skill or set of skills. These skills are reflected in the speech objectives, which the speaker aims to meet in the delivery of their speech. Once a speaker has completed the CC Manual, they are awarded their CC (Competent Communicator), and may then go on to complete future speeches from a number of Advanced Manuals. CL Manual What is in the Competent Leadership manual for you? Better listening skills, evaluating skills, motivating skills, time management skills, planning, organizing and delegating skills. And better speaking skills. Each new member will progress faster as a Toastmaster by using the Competent Leadership manual. For veteran Toastmasters, this manual will reinforce what they already know about meeting roles, making all of us better speakers and better mentors of newer members. Advanced Manuals These manuals cover a broad range of areas and include: Speaking to Inform, Storytelling, The Professional Speaker, Public Relations - to name just a few. (A full list of the Advanced Manuals is contained at the back of your CC Manual.) ATM & DTM Awards Additional awards include the ATM (Able Toastmaster) and DTM (Distinguished Toastmaster). In additional to completing the required number of speeches from the Advanced Manuals, there are other requirements (eg delivering speeches outside of Toastmasters, contributing to club development, sponsoring new members and/or clubs etc.) After Every Speech Please ask the VP Education to sign off each speech (in the back of your manual) as you complete them.
Date of Issue 02/26/09
Page 48 of 49
Appendix
Membership dues – are paid bi annually to Toastmasters International, and are due before the 1st of April and the 1st of October, you will be asked to pay your dues in the month of March and September. Competitions - start at Club level for the International Speech and Evaluation Competition in January and February. The Humorous and Table Topics competitions start in July and August.
Date of Issue 02/26/09
Page 49 of 49