District 13 Winter TLI Training Secretary Officer...

1

District 13 Winter TLI TrainingSecretary Officer RolePresented by:

Catherine McCarronCulturally Speaking Toastmasters Clubcatherine.mccarron@bnymellon.com

Sue Mals, ACS, ALBMonroeville Toastmasters Club Immediate Past President 2017-2018Secretary 2015-2016VPE 2014-2015suemals@earthlink.net

Westmoreland County Community College Youngwood, PennsylvaniaJanuary 6, 2018

2

“Spectacular achievement is always preceded by unspectacular preparation.”

― Robert H. Schuller

Inspiration

3

Expected Outcome

1. Understand the role of Secretary in Toastmasters

2. Understand the role of the club officer team

4

Agenda1. Introduction of Secretary Role2. Experience Sharing3. Best Practices4. Challenges5. Club Meeting Resources6. Club Success (Distinguished Club Plan)7. How to find Club Progress Reports8. Membership Growth & Retention9. Club Executive Team10. Learning Application

5

Introduction of Secretary Role

HOW?WHO?

WHAT?

6

Introduction of Secretary RoleHOW secretary contributes to club mission

Club Mission: We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.

7

Introduction of Secretary RoleHOW secretary contributes to club mission

By documenting club minutes and records in a timely manner you help to keep the club to be organized and running on track.

8

Introduction of Secretary RoleWHO secretary interacts with

9

Introduction of Secretary RoleWHO secretary interacts with

Role Secretary Action EXAMPLEPresident Record executive team meeting minutes in

real time as President leads meeting.VPE Support VPE in creation of meeting agenda

if VPE unable to attend.VPM Help VPM in the creation of guest packets.

Ensure club roster at TLI is updated as members join and exit.

VPPR Help VPPR create press releases for open houses or speech contests.

10

Introduction of Secretary RoleWHO secretary interacts with (continued)Role Secretary Action EXAMPLETreasurer Coordinate to ensure new members are on

club roster after dues are paidSergeant of Arms

Coordinate the creation and updating of name tags for club members.

Immediate Past President

Coordinate to ensure elected officers are on file at world HQ.

Guests Reach out to guests to explain Toastmasters Club benefits

11

Introduction of Secretary RoleWHAT the secretary is accountable forSource: Club Leadership Handbook:

12

Pathways Basecamp Role for Secretary

Comments from the Pathways Ambassador

Note: this training presentation was prepared with knowledge prior to Pathways (the new Toastmasters Education Program).

13

Introduction of Secretary Role

WHAT is the secretary accountable for

Reporting newly elected officers to World HQ

Keeping the club bylaws and club constitution, maintained on Toastmasters International website.

14

Experience Sharing

Sue was Secretary of Monroeville Toastmasters Club in 2015-2016

Main deliverables:1.Recorded attendance at every meeting (members and guests).

2.Took executive team meeting minutes in real time, posted them within 24 hours on club website.

15

Experience SharingACTION: Recorded attendance at every meeting, including member meeting roles

ATTENDENCE SHEET BENEFITS: 1. Showed who to reach out to (members not

attending, guests)2. Documented speeches given for award

applications.3. Showed progress toward DCP goals. 4. Good reference for club end-of-year

recognition ceremony.

16

Experience SharingOne page Attendance Sheet

names on verticaltime on horizontal

MEMBERNAME

17

Experience SharingRecorded attendance at every meeting, including guest names.

GUESTNAME

18

Experience SharingRecording attendance at every meeting, is something SIMPLE but POWERFUL

19

Experience Sharing

ACTION: Took executive team meeting minutes in real time, posted them within 24 hours on club website.

BENEFIT: Meeting minutes are an effective way of communicating:

what happened what needs to happen (next actions)

to keep everyone on the same page

20

Experience Sharing

CAUTION: Meeting minutes are ineffective if they are not shared immediately!

WHY? You forget items.

Window of opportunity evaporates to take next actions.

21

Experience SharingREMEMBER:

They call them meeting MINUTES for a reason!

Issue them in minutes, not weeks!

Issue them quickly after the meeting for best results!

Record them in real time on your computer!

22

Secretary Role: Best PracticesSource: Club Leadership Handbook

23

Secretary Role: Best PracticesSource: Club Leadership Handbook

24

Secretary Role: Best PracticesSource: Club Leadership Handbook

25

Secretary Role: Best PracticesSource: Club Leadership Handbook

26

Secretary Role: Best PracticesSource: Club Leadership Handbook

27

Secretary Role: Challenges

Common Scenarios Secretaries Face

Following are examples of scenarios you may encounter in your role as secretary and suggestions for how to resolve them.

Source: Club Leadership Handbook

28

Secretary Role: ChallengesSource: Club Leadership Handbook

Scenario: It’s difficult to take meeting minutes while participating in theclub business meeting at the same time.

Solution: If you’re planning to raise an important issue at a business meeting, arrange for another club member to take the minutes during that time.

29

Secretary Role: ChallengesSource: Club Leadership Handbook

Scenario: It’s hard to find the balance between too much and too little detail in the minutes.

Solution: Consider focusing on the critical path issues or tasks that need further discussion or action.

30

Secretary Role: ChallengesSource: Club Leadership Handbook

Scenario: The previous club secretary did not keep the club files in order.Solutions: 1. Locate club charter, constitution and

bylaws.2. Organize your files.3. Develop and maintain a simple filing

system4. Pass it on to your successor.

31

Club Charter Example

32

Secretary Role: ResourcesSource: Club Leadership Handbook

DistinguishedClubProgramandClubSuccessPlan(Item1111)www.toastmasters.org/1111

GuestBook(Item84)www.toastmasters.org/84

Clubofficerlistwww.toastmasters.org/clubcentral

33

Discussion Shift: Individual àTeam

Understand Secretary Role

INDIVIDUAL ROLE

Understand Club Executive TeamRole

TEAM ROLE

34

Club Meeting ResourcesSource: Master Your Meetings Manual

TheMasterYourMeetings manual(Item1312)containstheinfoyouneedtoconductagoodclubmeeting:

1. How to create the right environment2. Elements of a club meeting3. Standards for club meetings4. Roles of Club Officers5. Program Ideas (themed meetings, table topics)

35

Club Meeting ResourcesSource: Master Your Meetings Manual

TheAppendix intheMasterYourMeetingsmanualcontainsagoodlistof“ToolsforSuccess”(afewexamplesshownbelow)

Item 1319…Chat Pack cards for Table TopicsItem 236…How to Conduct Productive MeetingsItem 237….Parliamentary Procedure in ActionItem 251….The Art of Effective Evaluation

36

Club SuccessSource: Distinguished Club Program (DCP) and Club Success Plan (Item 1111)HOW IT WORKS1.Distinguished Club Program is an annual program, running from July 1 through June 30.

2. The program consists of 10 goals for your club to obtain, using the Club Success Plan within this manual as your guide.

3. To help keep track of your progress toward these goals throughout the year, updated reports are posted daily on the Toastmasters International website at www.toastmasters.org/distinguishedperformancereports.

37

How to Find Club Progress Reports GO TO: www.toastmasters.org/distinguishedperformancereports.

SCROLL DOWN TO REGION 7, DISTRICT 13

38

How to Find Club Progress Reports www.toastmasters.org/distinguishedperformancereports.

CLICK ON “DISTRICT 13”

TO SEE A DASHBOARD FOR “DISTRICT 13”

39

How to Find Club Progress Reports www.toastmasters.org/distinguishedperformancereports.

SCROLL DOWN TO SEE THE “TM AREA” OF INTEREST.

40

How to Find Club Progress Reports www.toastmasters.org/distinguishedperformancereports.

CLICK ON THE CLUB NAME OF INTEREST.

TO SEE DETAILED INFO ON THE CLUB

41

Toastmasters Structurewww.toastmasters.org/distinguishedperformancereports.

For example, review the Bettis Club:

AREA01(5clubs)

DIVISIONA(5areas)(25clubs)

DISTRICT13

(4DIVISIONS:A,B,C,D)

(19areas)(87clubs)

REGION7

42

Toastmasters Structure

Region 7District 13

Searchfor

“mapoftoastmastersregions”

Toseethis.pdfmaponToastmasters.org

43

Club SuccessSource: Distinguished Club Program (DCP) and Club Success Plan (Item 1111)

HOW IT WORKS, continued

4. At year-end, the number of goals the club achieved is calculated.

5. Based on how many of the goals were met, the club may be recognized as one of the following:

Distinguished (achieve 5 of 10 goals)Select Distinguished (achieve 7 of 10 goals)President’s Distinguished Club (achieve 9 of 10 goals)

44

Membership Growth & RetentionSource: Membership Growth Manual (Item 1159)

This manual is intended as a reference tool in planning and maintaining membership growth in your club.

Includes the self-reckoning tool for the club “Moments of Truth” to help you focus on what to strengthen.

45

Membership Growth & RetentionSource: District 13 Website

Useful Links:•How to Host a Club Open House•Let the World Know – Publicity and Promotion•Benefits of Toastmasters Membership•Membership Application•Open House Flier•Club Sign In Sheet for Open House•Plan for a Great Open House!

Online Search for: “District 13 how to conduct an OPEN HOUSE”

46

Membership Growth & Retention

1. Co-chairs2. Plan Ahead 3 months3. Press Release4. Make Fliers5. Include a Rain Date!6. Volunteers for food, fliers7. Invite past members, guests8. Post on D13 website

Hosting a Successful Toastmasters Open House

47

Membership Growth & Retention

9. Make Guest Packets10. Recruit Speakers11. Agenda12. Greeters, Signs, Directions13. Name Badges14. Seating Configuration15. Snacks16. Guest Book17. Follow Up

Hosting a Successful Toastmasters Open House

48

Club Executive TeamPerform the following:

1. Moments of Truth 2. SWOT Analysis on your Club3. Club Survey

49

Club Executive TeamPerform Moments of Truth

“Moments of Truth” discusses the standards necessary to create positive impressions about club service and provides a club evaluation exercise.

50

Club Executive TeamPerform Moments of Truth

Six Areas for Club Analysis1. First Impressions2. Membership Orientation3. Fellowship, Variety, and Communication4. Program Planning and Meeting Organization5. Membership Strength6. Achievement Recognition

51

Club Executive TeamPerform SWOT (Strength, Weakness, Opportunity, Threat) analysis

52

Club Executive TeamConduct Club Survey using Club Evaluation Tool (from TM Int’l website)

53

Learning Application

Take Action!Write down 2 Items that you will follow up on at your club!

The time is now!

You can do it!

Lost time can never be found again. –Ben Franklin

54

55