Achieving Success as
PRESIDENT
Club Leadership
Training Session
WHERE LEADERS
ARE MADE
Club Leadership Training Session
Achieving Success as
President
TOASTMASTERS
INTERNATIONAL
P.O. Box 9052 • Mission Viejo, CA 92690 USA
Phone: 949-858-8255 • Fax: 949-858-1207
www.toastmasters.org/members
WHERE LEADERS
ARE MADE
© 2013 Toastmasters International. All rights reserved. Toastmasters
International, the ­Toastmasters International logo, and all other
Toastmasters International t­ rademarks and copyrights are the sole property
of Toastmasters International and may be used only with permission.
Item 1311A.1 Rev. 5/2013 Toastmasters
International Mission
We empower individuals to become
more effective communicators
and leaders.
District Mission
Club Mission
We build new clubs and support all
clubs in achieving excellence.
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.
Toastmasters International Values
Integrity
Respect
Service
Excellence
Toastmasters International Envisioned Future
To be the first-choice provider of dynamic, high-value, experiential communication and leadership skills development.
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 for 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 education and recognition programs
To maintain honest and highly ethical standards during the conduct of all Toastmasters activities
Contents
Club Leadership Training Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Conducting the Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
In Your Own Words . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Using Visual Aids and Handouts Effectively . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
How to Use the Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Checklist for Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Evaluation and Follow-up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Foster Self-development . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Your Leadership Opportunity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
The Executive Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Communication and Leadership Development . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Role of the Area Governor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Closing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Additional Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
club leadership
training session
The club is the heart of the Toastmasters program. It provides the environment and support
­members need to develop their communication and leadership skills. Club officers support the
club and sustain consistent club quality to keep members satisfied. In order for a club to be
­successful, club officers must know their roles and responsibilities. That’s why this training session
is so ­important: it identifies officers' responsibilities and describes how to fulfill them.
The cornerstone of a good training session is preparation. A good presenter of a club officer
­training session is familiar with the Club Leadership Handbook (Item 1310). A free PDF of this item
is available at www.toastmasters.org/clh.
Training does not end with the training session. It is a process that continues throughout an officer’s
term. Let your participants know the area governor and district leaders are all available to help
if questions arise during their term of office, and provide them with area and division governor
­contact information for their respective clubs.
Conducting the Session
The president is responsible for ensuring the club fulfills its mission and that members achieve their
self-development goals. This training identifies a president’s responsibilities and discusses some
ways to fulfill them.
This product consists of three parts:
1. Definition and explanation of the session
2. A training outline
3. A PowerPoint presentation to be viewed along with the session
In Your Own Words
The outline is not a script and should not be read word-for-word. Instead, use the
­document as a guide for presenting the material with your own narrative style. This
­training session may be modified by each district as necessary.
Using Visual Aids and Handouts Effectively
Visual aids and handouts add interest and help your audience retain information. You are
­encouraged to use them. If you plan to use the PowerPoint slides for this session as visual aids, you
will need a data projector, a laptop computer, a table to support them, and a screen for viewing.
In the outline are indications for placement of the PowerPoint slides and distribution of handouts.
Each is numbered. Please note that the first slide in the PowerPoint show is a title slide and is not
included in this numbering system.
ACHIEVING SUCCESS AS PRESIDENT
5
If you cannot arrange for projection equipment but still would like to use visuals, you may copy
the material onto a flipchart. Do this before the presentation. Use a heavy marking pen that does
not seep through the paper, and write on every third or fourth page so succeeding visuals will not
show through. Also, make your letters large and heavy with plenty of space between them.
Follow these tips when using visual aids:
Set them up and test them before the meeting begins. Place them so they are easily visible
to listeners. Place your projector so it projects a large, high, undistorted image on the screen.
Focus the image.
Bring spare equipment, such as a projector bulb, extension cord, and extra marking pens.
Display your visuals only when they are needed. If you are using a flipchart, flip the page back
out of view when you are finished with it.
Remember not to stand between the screen or flipchart and your audience or you will block
their view.
Maintain eye contact with your listeners. Do not talk to the screen or flipchart. If you must turn
your back to point out something, pause as you point it out, and then resume speaking only
when facing your audience again.
How to Use the Outline
As you prepare for the session, keep two things in mind:
1. Fit your planned discussion into the time allocated.
2. Allow ample time for group discussion and participation.
Checklist for Training
____ Visual aids prepared
____ Room arranged and properly equipped
____ Supplies and reference materials on hand
____ Laptop and projector available
____ Flipchart, easel, and marking pens available
____ Notepads and pencils available for each participant
Evaluation and Follow-up
Ask the participants to fill out the evaluation form at the end of the session. Use this information in
planning future sessions.
Evaluate the use of materials. Be sure to follow up with the club leaders throughout their term. Keep
in mind that learning is a continuous process. Hold formal or informal review sessions as frequently
as possible. If necessary, hold a make-up session for those who were unable to attend.
ACHIEVING SUCCESS AS PRESIDENT
6
Outline
V1
FOSTER SELF-DEVELOPMENT
Club officers are responsible for fostering an environment of meaningful self-development within
the club for all members. Officers accomplish this in part by
Helping officers clearly understand their roles.
Providing a point of reference for club members to better understand what to expect from
club officers.
Aiding members when evaluating current leaders and candidates for office.
Facilitating communication when expectations differ among club officers and members.
Outside the Club Meeting
The following tasks identify what the president must do outside of the club meeting to ensure the
club fulfills its mission and that members achieve their self-development goals.
V2
Develop and improve club leadership. Club presidents must facilitate the development and
achievement of club and member goals. To do this the president must
ƒƒ Ensure club officers know what their responsibilities are and how to fulfill them.
ƒƒ Search for leaders, ensure all club offices are filled for the succeeding term, and conduct
timely elections.
ƒƒ Prepare his or her successor for office.
V3
Club administration. Club presidents ensure that the mechanisms of the club run smoothly.
This means attending to details and managerial issues such as
ƒƒ Overseeing the administrative operation of the club in compliance with the Club
­Constitution and Bylaws.
ƒƒ Scheduling and chairing monthly executive committee meetings.
V4
Advance club and member achievement. Presidents must focus considerable attention
on how to achieve and maintain quality for the club and members. To accomplish this a
­president must
ƒƒ Oversee the plan to achieve Distinguished Club Program goals and ensure the club is
­Distinguished.
ƒƒ Ensure the club has an ongoing membership-building program.
ƒƒ Encourage communication and leadership development by promoting all education awards
(Competent Communicator, Competent Leader, Advanced Communicator Bronze, Advanced
Communicator Silver, Advanced Communicator Gold, Advanced Leader Bronze, Advanced
Leader Silver, and Distinguished Toastmaster).
V5
Effective interaction with other organization levels. The president and the executive
­committee are liaisons between club members and the area, district, and International
­leadership. Two ways the president maintains a relationship with the district and World
Headquarters are by
ƒƒ Attending and voting the club’s proxy at district council meetings or authorizing a club
member to do so.
ACHIEVING SUCCESS AS PRESIDENT
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ƒƒ Attending the International Convention and voting the club’s proxy or sending the proxy to
the district governor.
V6
At the Club Meeting
The president helps ensure the club meets members' needs by performing the following tasks at
the club meeting.
Ensure the meeting starts and ends on time.
Welcome and introduce guests.
Allow time before and after the meeting to speak with guests.
Read and/or display the club mission at every meeting.
Report on the club's progress in the Distinguished Club Program.
Recognize member achievements in Toastmasters and in their personal lives.
Report on the “Moments of Truth” the club is achieving.
V7
Your Leadership Opportunity
Serving as president is an opportunity to develop and enhance leadership skills while serving the
club and helping it become a Distinguished Club. To enjoy a successful and rewarding term a club
president must
Set realistic and attainable goals
Plan how to accomplish the goals
Delegate tasks as needed
Monitor progress toward goals
Coach team members when necessary
Exercise
Trainer : Divide participants into teams of three or four. Have each team develop three
goals for a club and a plan to accomplish the goals. For example, a club may consisently
start late and end late. Being that the club meets at 12:00 p.m. weekly, some members
are getting into trouble at their places of employment. A goal that could be developed is
to start and end the meeting on time. Discuss the goals and strategies developed by the
teams with the entire group.
The skills of motivation, delegation, and coaching also are instrumental to the success of leaders.
V8
Motivation
Motivating fellow club members to put forth the efforts necessary to attain a goal can be
­challenging. Club officers must have a deep understanding of the concept of motivation in
order to use it effectively. There are five principles to help officers successfully motivate club and
other team members.
ACHIEVING SUCCESS AS PRESIDENT
8
Five Steps of Motivation
1. Understand what motivates each person by learning about their
Personal aspirations
Professional objectives
Toastmasters goals
2. Focus on the benefit to the individual
Show the team member how participation will be of personal value
3. Make expectations clear
Set milestones for achieving goals and share it with team members
4. Recognize their work
Point out team members’ Toastmasters participation
Say “thank you” when the team member accomplishes a task
5. Be a leader
Recognize an individual’s success
Be enthusiastic about the work to be done
Support team members in all tasks
Trainer : Ask the group to suggest specific examples for each step of motivation then
briefly discuss the suggestions. For example, if a goal is to achieve recognition as a
­Distinguished Club the president may ask members working toward education awards
to commit to achieving the awards by specific dates.
V9
Delegation
Club officers must carefully delegate authority to team members in order to accomplish the team’s
goals and objectives. Delegation is the process of transferring a responsibility from one person to
another and empowering that individual to accomplish a specific goal. By following the five steps
of delegation, a leader not only creates opportunities for other team members to gain leadership
experience, but also builds a stronger team that can accomplish more.
Five Steps of Delegation
1. Decide what to delegate
Prioritize your tasks
Identify what can be delegated
2. Decide who will do the task
Select a team member who is available and capable of completing the task
3. Assign responsibility
Allow the person to decide if they can handle the task
Clearly explain what needs to be done
4. Grant authority
Provide the necessary tools and resources
Confer the authority needed to make required decisions
ACHIEVING SUCCESS AS PRESIDENT
9
5. Establish accountability
Define reporting requirements
Set a timeline with milestones
V10
Barriers to Delegation
Sometimes leaders are reluctant to delegate tasks. Leaders must learn to recognize five of the
­common barriers to delegation and work to overcome them.
Lack of confidence in others’ ability to do the job
Fear of losing control of the team or project
Selfishness—not wanting to share credit
Insecurity—feeling bad about asking others to do things for you
Reluctance—fear that another person will do so well that he or she will usurp leadership
Trainer : Solicit participants for methods for overcoming barriers. Discuss the methods
with the group. Conduct a discussion about delegation and how to use it within the scope
of this office.
V11
Coaching
The club president is the chair of the executive committee. This means he or she is responsible for
ensuring each officer fulfills his or her responsibilities. Occasionally, a team member demonstrates
a need for guidance. The president can help by attentively coaching the team member and
­providing opportunities to improve as well as to build new skills. Leaders help their team members
to improve by following the steps below.
Four Steps to Successful Coaching
Leaders help team members by following the Four Steps of Coaching.
Step 1: Identify and define goals. Identify the issue and the goal sought.
Step 2: Define strategies to reach goals. Explain the behavior necessary to produce the
desired goal.
Step 3: Establish a timeline and milestones to measure progress. Keep forward project
­momentum by setting dates for reaching goals.
Step 4: Follow up. Stay in contact to ensure the team member remains on course.
Exercise
Trainer : Divide participants into teams of three to six and assign a role play for participants
to practice the four steps to successful coaching.
Scenario:
John has been a member for four months and would like to be the Sergeant at Arms.
John has a fear of speaking to others one-on-one, in a small social setting. John has asked
you for assistance.
Roles: (1) John (2) President (3) Observer
ACHIEVING SUCCESS AS PRESIDENT
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V12
The Executive Committee
Every member of the executive committee is responsible for
Making the club enjoyable for all members
All club business
All administrative issues
Ensuring the club is recognized in the Distinguished Club Program (DCP)
The committee meets to attend to club business and administrative issues as well as to plan and
review progress toward club goals.
A well-run club that has clearly-defined goals is enjoyable for members to attend. The executive
committee can support enjoyable club meetings by creating a club budget, completing a Club
Success Plan, and conducting productive committee meetings.
V13
Create a Club Budget
Financial stability permits a club to achieve its mission. In order for a club to remain financially
stable, it must have a budget. The president and treasurer work with the executive committee to
plan a club budget each year. The club must balance income and expenses against what it hopes
to accomplish.
Trainer : Familiarize participants with the following typical expenses and revenue
Typical expenses
Preparation of the club newsletter or expense for a Web server
Trophies/ribbons/certificates
Administrative supplies
Promotional material (brochures, posters, etc.)
Educational material (Success Leadership Series presentations, manuals, etc.)
Speech contest material (rulebooks, ballots, etc.)
Special events (banquets, etc.)
V14
Typical revenue
Member dues
Donations
Fundraising
V15
Complete a Club Success Plan
The Distinguished Club Program is an annual program, running from July 1 through June 30.
The program consists of 10 goals clubs should strive to achieve during this time using the
Club Success Plan.
ACHIEVING SUCCESS AS PRESIDENT
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The Club Success Plan is a document that allows officers to develop strategies, set goals,
design a plan of action, establish timetables, and help monitor a club’s progress in the
Distinguished Club Program. The Distinguished Club Program provides formal feedback on
the club’s progress toward achieving these goals.
Exercise
H1
Trainer : Divide participants into teams and distribute handout. Assign a Distinguished
Club Program goal to each team. Ask each team to create a plan for how a club can meet
the assigned goal. Discuss results.
Describe how to locate Distinguished Club Program progress reports online at
www.toastmasters.org/dcp
V16
Conduct Productive Committee Meetings
A successful, well-planned, and productive committee meeting that results in clear achievements is
only possible if the leader conducts the meeting efficiently.
Leaders can take three steps to ensure a productive meeting.
1. State the purpose of the meeting. A purpose statement simply and briefly specifies what the
meeting is to achieve.
2. Inform participants about the meeting. Notice should include:
Date, time, and place of the meeting
Any information that participants should bring (e.g. report of activities)
What is expected of each participant at the meeting (e.g. reports, ideas)
Meeting length
3. Develop an agenda. An agenda lists in order the subjects that will be covered in the
meeting and the time schedule in relation to each. Agendas allow the meeting leader to
keep discussions focused and to achieve results in the time available.
Trainer : Discuss common barriers to productive meetings. Solicit solutions from
­participants. For example,
not starting on time
no agenda or not following the agenda
Communication and Leadership Development
Toastmasters’ education program provides members with a proven curriculum that develops
­communication and leadership skills one step at a time.
Trainer : Introduce communication track and leadership track education awards and
­requirements for each.
ACHIEVING SUCCESS AS PRESIDENT
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Clubs are familiar with the well established communication track but some still struggle with the
Competent Leadership manual. The following pointers will help establish how to use and integrate
the manual into the club’s educational program.
V17
Tips for Integrating the Competent Leadership Manual
Purchase manual for display
Discuss evaluations
Educate mentors
Track progress
Include the manual in “sales pitch”
V18
10 Tips for Using the Competent Leadership
1. Assign Competent Leadership evaluators at every meeting.
2. Increase member awareness by requiring that members bring their Competent Leadership
manuals to every club meeting.
3. Display Competent Leadership at every meeting.
4. Recognize members when they complete Competent Leadership manual projects. Ribbons for
each project are available from the Toastmasters store.
5. Work with the vice president education to promote Competent Leadership at each club meeting.
Emphasize how the manual functions as a valuable learning tool—training each member on the
different roles of the meeting and helping them build beneficial skills for the working world and
daily life.
V19
6. Place equal importance on the leadership and communication tracks by including
­accreditations for both tracks in all correspondence, agendas, and programs for your club.
7. Post the Competent Leadership Achievement Chart during meetings and keep it up-to-date.
Draw attention to the successes listed on the chart.
8. Ask members to perform and receive evaluations on at least three meeting roles for each
speech he or she presents.
9. Use the club website and newsletter to remind members to bring Competent Leadership
to meetings.
10.Ask each member who achieves the Competent Leader award to mentor a new member in
the manual.
V20
Role of the Area Governor
The area governor acts as a mentor for clubs in the area and is responsible for ensuring that clubs
are successful. The area governor also ensures that the district supplies the service and assistance
clubs need in order to deliver the Toastmasters program.
An area governor visits each club in his or her assigned area twice every year between July 1 and
October 31, and again between January 1 and April 30. Area governor visits are opportunities for
the district to support club officers and enhance club quality.
Use the area governor's visits as opportunities to learn about available resources to help the club
meet members' needs.
ACHIEVING SUCCESS AS PRESIDENT
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Ask the area governor to share any best practices that other clubs in the area are using to create a
supportive learning environment for members.
V20
Closing
Serving as club president is not only a responsibility; it is a privilege. It is an opportunity to learn and
practice communication, organization, and leadership skills as well as to support fellow members,
educate new leaders, and contribute to the success of the club as a whole.
ACHIEVING SUCCESS AS PRESIDENT
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Additional Resources:
General Leadership
“Laws for Positive Leadership”
The article “Laws for Positive Leadership” (Toastmaster magazine, September 2006) by Victor
Parachin describes how to be a leader others want to follow.
The Leadership Excellence Series Set (Item 310)
A complete set of The Leadership Excellence Series modules containing outlines and PowerPoint
­presentations. Individual module titles include Resolving Conflict, Building a Team, Motivating
People, and The Leader as a Coach.
Leadership, Part I: Characteristics of Effective Leaders (Item 255)
This educational seminar explores the qualities, values, and styles effective leaders display.
Leadership, Part II: Developing Your Leadership Skills (Item 256)
Leadership, Part III: Working in the Team Environment (Item 258)
This educational program helps participants learn to use leadership skills as they pertain to working
with and leading teams.
Delegation Techniques
High Performance Leadership (Item 262)
This five-project program offers instruction and practice in vital leadership skills.
Delegate to Empower (Item 315)
This presentation discusses how to effectively delegate tasks and responsibilities.
Building a Team (Item 316)
Build teams through delegation. This presentation reviews how to create and lead a team.
Conflict Resolution
“Effective Solutions for Team Conflict”
Renee Evenson’s article for the Toastmaster magazine explains that when you confidently manage
conflict others will see you are a person of action and will respect your forthrightness and leadership.
“Turning Team Conflict into Team Harmony”
In his article for the Toastmaster magazine, “Turning Team Conflict Into Team Harmony,” Dave
­Zielinski cites team-building experts who offer advice on how to be a team leader, leading
­volunteer-based teams, and what to do when your team isn’t working.
ACHIEVING SUCCESS AS PRESIDENT
15
Toastmasters Year: ����������������������������
QUALIFYING REQUIREMENT
To be considered for recognition, your club must either have 20 members or a net growth of at least five new members as of June 30.
GOALS TO ACHIEVE
Following are the goals your club should strive to achieve during the year:
Education
Membership
FF 1. Two Competent Communicator (CC) awards
FF 7. Four new members
FF 2. Two more CC awards
FF 8. Four more new members
FF 3. One Advanced Communicator Bronze (ACB), Advanced
Training
Communicator Silver (ACS), or Advanced Communicator
Gold (ACG) award
FF 9. A minimum of four club officers trained during each of the
two training periods
FF 4. One more ACB, ACS, or ACG award
FF 5. One Competent Leader (CL), Advanced Leader Bronze (ALB),
Advanced Leader Silver (ALS), or Distinguished Toastmaster
(DTM) award
Administration
FF 10. On-time payment of membership-renewal dues
accompanied by the names of renewing members for one
period and on-time submission of one club officer list
FF 6. One more CL, ALB, ALS, or DTM award
ACHIEVING SUCCESS AS PRESIDENT
RECOGNITION
When your club meets the qualifying requirement and also does the following, it is eligible for Distinguished Club recognition at year-end:
Achievement
Recognition Earned
Achieve five of 10 goals
Distinguished Club
Achieve seven of 10 goals
Select Distinguished Club
Achieve nine of 10 goals
President’s Distinguished Club
16
Check your progress at www.toastmasters.org/distinguishedperformancereports.
Handout 1
DISTINGUISHED CLUB PROGRAM AT A GLANCE
Evaluation Form
Date: ______________________________ Session Name: _______________________________________________
Facilitator: _____________________________________________________________________________________
On a scale of one to five, five being the highest rating, please rate the course and facilitator on the following items by
circling the number you find most appropriate:
1.
How relevant was this session to your job in Toastmasters?
1
2
3
4
5
2.
Rate the following:
Course
1
2
3
4
5
Facilitator
1
2
3
4
5
Activities/Exercises
1
2
3
4
5
3.
Were the objectives clearly stated?
1
2
3
4
5
4.
How was the lesson plan organized?
1
2
3
4
5
5.
Did the instructional methods clearly illustrate the instructor’s plan?
1
2
3
4
5
6.
To what extent did the visual aids add to your understanding of the presentation?
1
2
3
4
5
7.
How were the meeting facilities?
1
2
3
4
5
8. What are two things you learned that will make you a more effective club officer?
Additional Comments:
ACHIEVING SUCCESS AS PRESIDENT
17