ClubFitnessProgram

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Club Fitness Program

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Executive Summary

The Club Fitness Program is a quick 12-week program that will rejuvenate your club.

If implemented on a regular basis a club can increase membership each quarter.

Helps clubs in four ways• Retention - Focus on activities that improve club quality & member retention• Value - Members learn how to communicate club value to their community• Visibility - Increase club visibility & presence in club community & internet• Growth - Grow membership by at least two members every quarter

Club Member Benefits• Fun meetings• Improved Program Quality• Membership Diversity• Charter Strength Membership• Distinguished Club Status• Membership Retention• Club Culture of Growth and Sustainability

Club Accountability Partner Benefit• High Performance Leadership Project• Leadership Excellence Award

Club Fitness Committee Benefit• Competent Leader #6 (Organize Special Event)

Note to Club Fitness Committee Chair• Your goal as committee chair is to motivate your committee & club to

complete the Club Fitness Program projects.• All read, view, and review activities should be completed by every member.

Members need to understanding these growth activities to help your club thrive.

• Presentations are intended to be presented to the club.

Questions• If you have any questions or comments, please send them to

wes.johnson@district39.org – subject=Club Fitness Program Feedback

2018-01-07 Club Fitness Program Executive Summary

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Executive Summary Club Fitness Program

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Organization

Using the Divisional model, each Division Director and Assistant Director Club Growth identifies and encourages their low membership clubs to engage in Club Quality & Club Growth activities. The heart of the Club Fitness Program is the Club Fitness Team. In brief the Team works together to help the club engage in Club Quality & Club Growth activities for 12 projects.

CFT ClubFitnessTeamconsistsofaClubAccountabilityPartner,ClubFitnessCommitteeandtheirclub.

CAP ClubAccountabilityPartnerisanexperiencedToastmaster,notaclubmember,interactswithCFC(ClubFitnessCommittee)tocompletetheClubFitnessProgram.

CFC ClubFitnessCommitteerepresentsclubchampionsthatwillmotivatetheclubtocompletetheClubFitnessProgram.

CCC ClubFitnessCommitteeChair–LiaisonbetweenClubFitnessCommitteeandClubAccountabilityPartner

Club ClubrepresentsthemembersoftheclubthatwillworktogetherasateamtosupporttheClubFitnessProgramactivities.

Club Fitness Program Organization

• CGD (Club Growth Director) interacts with the Division Leadership regarding club and membership growth related activities.

• Each letter represents 10 Divisions A through Division J.• The DD (Division Director) and the ADCG (Asst. Dir. Club Growth) interact and

support one or more CFTs (Club Fitness Teams) in their Division.• Club Fitness Teams work on the Club Fitness Program at their own pace.

Organization Process1. Division Dirs. & Asst. Dir. Club Growth identify club demographics in their Division Membership range (8-12, 13-19, 20+)2. Asst. Dir. Club Growth actions

• Clubs with 8-12 members suggest club request a club coach• Clubs with13-19 members suggest participation in Club Fitness Program.• Clubs with 20+ suggest club members participate as Club

Accountability Partners for sister clubs in their Area.3. If a club wishes to participate in one of these programs

• 8-12 member clubs - request Club Coach from District Club Growth Director - request Club Fitness Program App from ADCG

• 13-19 member clubs - request Club Fitness Program App from ADCG

4. Club Fitness Program interactionsCGD <= => ADCG (Asst. Dir. Club Growth)ADCG <= => CAP (Club Accountability Partner)CAP <= => CCC (Club Fitness Committee Chair)CCC <= => CFC (Club Fitness Committee)

5. Club Fitness Program actionsCFC & Club work through 12 Club Fitness Program projects to

completion.6. Program Completion - after 12 projects completed, club evaluates status & repeats process7. Club repeats process quarterly

Organization Club Fitness Program

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Club Fitness Program Checklist

Objective: One page to see the projects & your project status

Club Name : _______________________________Club Number _________________Program Start Date: ____ - ____ - ______Base Membership: _______ On July 1Active Membership: _______ On Program Start date

☐ Submit Club Fitness Program Agreement

☐ Project 1 - Club Assessment & Success Plan☐ Project 2 - Plan Open House☐ Project 3 - Public Relations - Part 1☐ Project 4 - Public Relations - Part 2☐ Project 5 - Best Practices - Part 1☐ Project 6 - Best Practices - Part 2☐ Project 7 - Membership Growth & Value☐ Project 8 - Open House - Status Check☐ Project 9 - Open House - Final Prep☐ Project 10 - Open House - Main Event☐ Project 11 - New Member Orientation☐ Project 12 - Debrief

Program End Date ____ - ____ - ______Active Membership: ______ On Program End date

Club Fitness Program CFP Checklist

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CFP Checklist Club Fitness Program

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Club Fitness Program Agreement

Agreement Date: ___ - ____ - ______Club Name: _______________________________Club # _________________Start Membership ______ Paid members on Start DateRegular Attenders ______

Prerequisites☐ Find Club Accountability Partner outside your club☐ All members complete Moments of Truth Worksheet (290H)☐ All members complete Membership Interest Survey (403)☐ Designated Club Fitness Committee☐ Signed Club Success Program Agreement☐ Signed Accountability Partner Agreement

Referenceswww.toastmasters.org/Resources/Moments-of-Truth www.toastmasters.org/resources/member-interest-survey

Club Fitness Program CFP Agreement

CFP Agreement Club Fitness Program

Club Fitness Team Contact InformationName Name Phone #

1) Chair ______________________ (___) ___-_____2) Member 1 ______________________ (___) ___-_____3) Member 2 ______________________ (___) ___-_____4) Member 3 ______________________ (___) ___-_____5) Member 4 ______________________ (___) ___-_____

Club Fitness Committee AgreementWe are committed to support club growth and excellence.We will be champions for completion of all Club Fitness Projects.

Name Signature Date

1) __________ ____________________________ ___ - ____ - ___

2) __________ ____________________________ ___ - ____ - ___

3) __________ ____________________________ ___ - ____ - ___

4) __________ ____________________________ ___ - ____ - ___

5) __________ ____________________________ ___ - ____ - ___

Position Signature Date

Club Acct. Partner ____________________________ ___ - ____ - ___

AD Club Growth ____________________________ ___ - ____ - ___

Div Director ____________________________ ___ - ____ - ___

�We commit to support this club in their efforts to complete their fitness projects.

ClubFitnessLeadersAgreement

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Project 1 – Assessment & Success Plan

Project Objective: Get a bearing on where your club is now, pick an open house date & develop an action plan.

☐ Moments of Truth WorksheetsDo an average each item on worksheet.Select item with lowest average score.

What has your club identified as biggest needed improvement?_______________________________________________________________________________________________________________________________________________________________ What can you do to improve this item?Action 1 ______________________________________________Action 2 ______________________________________________Action 3 ______________________________________________

Who will work on these Action Items?Action 1 Team _________________________________________Action 2 Team _________________________________________Action 3 Team _________________________________________

When will actions be complete? ___ - ___ - ______

☐ Membership Interest Surveys

Top 3 Member interested in:1) ___________________________________________________2) ___________________________________________________3) ___________________________________________________

How can we help them achieve their interests?Action 1 ______________________________________________Action 2 ______________________________________________Action 3 ______________________________________________

Who will work on these action items?Action 1 Team _________________________________________Action 2 Team _________________________________________Action 3 Team _________________________________________When will actions be complete? ___ - ___ - ______

Club Fitness Program Project 1

☐ Club Success Plan Plan on having an open house in 10 weeks.

We will have an open house on ___ - ___ - ______ at ___ : _____

Responsibility Member nameCL 6 Open House Coordinator ____________________________CL 6 Hospitality Coordinator ____________________________CL 6 Flyer Design ____________________________CL 6 Public Relations ____________________________

☐ Update Club Success Plan with Open House data☐Submit Updated Club Success plan to CAP

Project 1 Deliverable ChecklistSuccess Plan updated CAP Initials ______ ___ - ____ - ____

Club # __________________ Advance to Project 2

Project 1 Club Fitness Program

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Project 2 – Plan Open House

Project Objective: Plan out responsibilities for a successful open house.

☐ Every member reads “Stir excitement with an open house or demo meeting”https://goo.gl/h5437U

☐ Every member reads The "WOW" Open Housewww.garymull.com/wow/wow.htm

☐ Club discussion☐ Questions: What did members learn? Can open house grow club?☐ Open House Roles

☐ Open House Venue ________________________________☐ Open House Date/Time _____ - _____ - _____ @ ____ : _____☐ Open House Success Criteria

☐ Approved Flyer / Handout / Card☐ Submit Open House to District Calendar

Role Name Role Name

Toastmasters Table Topics Master

Jokemaster Evaluator

Speaker Sgt. At Arms

Timer

Criteria Formula Calculated Example

Members Attending (BASE) 8

Invitations per member expected personal invites 5

Personal Invitations (BASE x personal invites) 40

Total Invited BASE + (Personal Invites) 48

Expected Prospects 1/2 personal invites 20

* Desired new members 20% expected prospect 4

80-100% join because of Excellent Evaluations

Project 2 Deliverable ChecklistOpen House on District Calendar CAP Initials ____ ___ - ____ - ____

Club # __________________ Advance to Project 3

Club Fitness Program Project 2

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Project 2 Club Fitness Program

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Project 3 – Public Relations #1

Project Objective: Public Relations activities

☐ Presentation to club "Finding New Members for your club"-291https://goo.gl/Ydnia4

☐ Members review "Let the world know"https://goo.gl/CT9umr

☐ Put open house flyer on Club Website☐ Create Open House event on Facebook☐ Invite each club member to event via Facebook☐ Each member accepts invitation to Open House on Facebook☐ Each member invites X guests to open house

Facebook / LinkedIn / Email / Word of Mouth☐ What are the results of a carefully planned & executed open house? ______________________________________________

Project 3 Deliverable ChecklistOpen House on Club Website CAP Initials ____ ___ - ____ - ____Open House on Facebook

Club # __________________ Advance to Project 4

Club Fitness Program Project 3

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Project 3 Club Fitness Program

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Project 4 – Public Relations #2

Project Objective: Watch the Essential Videos on first pass. Optional Videos as you repeat the process.

Essential Videos☐ Members watch - Word of Mouth videos

https://youtu.be/tNKa9psUV98 Word of Mouth Cartoonhttps://youtu.be/Zob827gI108 Word of Mouth Marketing 5 simple steps

☐ Members watch - How to invite people to your Toastmasters Clubhttps://youtu.be/XqRnrYgqISU How to invite people to your TM Clubhttps://youtu.be/W6BOzOHoR94 How to invite guests to a TM Meeting

☐ How to publicize to Social Mediahttps://goo.gl/BL4dpM Growing your Club using social mediahttps://goo.gl/73gCUs Social media tips for your club

☐ How to do Open House Press Releasehttps://goo.gl/ZsTP2U Sample News Releases

Optional Videos☐ WordPress for Toastmasters webinar

https://youtu.be/z1kKNtSeXHg WordPress for Toastmasters webinar☐ SEO - Search Engine Optimization

https://youtu.be/hF515-0Tduk What is Search Engine Optimization?https://youtu.be/OD12ZCvr0XE SEO Checklist for new websiteshttps://youtu.be/pojj6yXLOqA How to Appear in Google's Answer

Boxes

NOTES:SEO doesn't happen over nightIt takes time to learn SEO and why it matters, and how to use it effectivelyJust review the videos to help you understand

Project 4 Deliverable ChecklistWatched Essential Videos CAP Initials ____ ___ - ____ - ____Discussion about videos CAP Initials ____ ___ - ____ - ____

Club # __________________ Advance to Project 5

Club Fitness Program Project 4

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Project 4 Club Fitness Program

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Project 5 – Best Practices #1

Project Objective: Prepare for Club Success

Choose one each quarter☐ Presentation to club “Closing the Sale” - 293

https://goo.gl/GXEwz6☐ Presentation to club “Creating the Best Club Climate” - 294

https://goo.gl/nkU8ZA

Project 5 Deliverable ChecklistReviewed one best practice CAP Initials ____ ___ - ____ - ____

Club # __________________ Advance to Project 6

Club Fitness Program Project 5

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Project 5 Club Fitness Program

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Project 6 – Best Practices #2

Project Objective: Prepare for Club Success

Choose one each quarter

☐ Presentation to club “Evaluate to Motivate” - 292https://goo.gl/F3BC99

☐ Presentation to club “How to look good as a Table Topic Master”https://goo.gl/Tn5Rgo

Project 6 Deliverable ChecklistReviewed one best practice CAP Initials ____ ___ - ____ - ____

Club # __________________ Advance to Project 7

Club Fitness Program Project 6

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Project 6 Club Fitness Program

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Project 7 – Membership Growth & Value

Project Objective: Understand and Share the value of Toastmasters

Choose one each quarter☐ Members review “Membership Growth” - 1159 https://goo.gl/p6RX78☐ Members review “Features, Benefits & Value Chart” https://goo.gl/DTvRWJ

Project 7 Deliverable ChecklistReviewed Membership Growth CAP Initials ____ ___ - ____ - ____

Club # __________________ Advance to Project 8

Club Fitness Program Project 7

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Project 7 Club Fitness Program

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Project 8 – Open House Status

Project Objective: Plan out responsibilities for a successful open house.

☐ Review Open House goals from Project 2☐ Purpose/goal of an Open House?____________________________☐ Results of a carefully planned & executed open house? _________________☐ Confirm Open House Roles & Responsibilities

☐ Open House Success Criteria

☐ Projected Attending Status

Role Name Role Name

Toastmasters Table Topics Master

Jokemaster Evaluator

Speaker Sgt. At Arms

Timer

Criteria Formula # From Project 2

Members Attending (BASE)

Invitations per member expected personal invites

Personal Invitations (BASE x personal invites)

Total Invited BASE + (Personal Invites)

Expected Prospects 1/2 personal invites

* Desired new members 20% expected prospect

80-100% join because of Excellent Evaluations

Confirmed Active Members attending Open House

Confirmed Toastmasters from neighboring Clubs

Prospect invited

Confirmed Prospects attending

Project 8 Deliverable ChecklistVerify Open House Roles CAP Initials ____ ___ - ____ - ____

Club # __________________ Advance to Project 9

Club Fitness Program Project 8

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Project 8 Club Fitness Program

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Project 9 – Open House Status

Project Objective: Make sure club is ready for the open house.

☐ Final Role call (Toastmaster, Speaker, Table Topics, Evaluator, Timer, etc.)☐ Programs printed.☐ Guest packets ready.☐ Guest count estimated attendance. _________☐ Hospitality / Food

Project 9 Deliverable ChecklistConfirmed Final Roles, let’s go CAP Initials ____ ___ - ____ - ____

Club # __________________ Advance to Project 10

Club Fitness Program Project 9

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Project 9 Club Fitness Program

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Project 10 – Open House Main Event

Project Objective: Verify roles & responsibilities ready to perform a successful open house.

☐ Club Members arrive early & setup☐ Club Members welcome Guests as they arrive☐ Prospects receive Guest Packets ☐ Execute Open House Meeting☐ Close the Sale ==> Invite attendees to join your club☐ Record actual Open House Results

Total Attended Open House

Active Members Attended Open House

Toastmasters from neighboring CLubs

Prospects attended

New members joined

Conversions = new members / prospects

Projected attendees = prospects /prospects invited

Scale for planning future open houses

Project 10 Deliverable ChecklistConfirm actual Open House statistics

CAP Initials ____ ___ - ____ - ____

Club # __________________ Advance to Project 11

Club Fitness Program Project 10

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Project 10 Club Fitness Program

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Project 11 – New Member Orientation

Project Objective: Get new members plugged in ASAP

☐ Vote new members into club☐ New Member Induction☐ Discuss Education Program ☐ Mentor Assignment

Project 11 Deliverable ChecklistNew Member Orientation complete.

CAP Initials ____ ___ - ____ - ____

Club # __________________ Advance to Project 12

Club Fitness Program Project 11

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Project 11 Club Fitness Program

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Project 12 – Debrief

Project Objective: Get new members plugged in ASAP

Club Name : _______________________________Club Number _________________Program Start Date: ____ - ____ - ______Program End Date: ____ - ____ - ______Base Membership: _______ On July 1Start Active Membership: _______ On Program Start dateEnd Active Membership: _______ On Program End date

Growth _______ % ((Current / Base ) - 1 ) * 100Start DCP Points _______End DCP Points _______

☐ Most important thing you learned in this program __________________ ___________________________________________________________☐ Club Accountability Partner suggestions for Club _________________ ___________________________________________________________☐ Club comments on Club Fitness Program experience ______________ ___________________________________________________________☐ Suggestions for Club Fitness Program improvements ______________ ___________________________________________________________☐ What we liked most about the program _________________________ ___________________________________________________________☐ What we liked least about the program _________________________ ___________________________________________________________☐ Will your club do the program again? ( YES / NO ) Why? ___________ __________________________________________________________☐ Start date for your next Club Fitness Program? ___ - ___ - ____

Project 12 Deliverable ChecklistClub Fitness Program complete. CAP Initials ____ ___ - ____ - ____

Club # __________________ Submit to ADCG, Div Dir, Club Growth Dir

Club Fitness Program Project 12

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Project 12 Club Fitness Program

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Club Fitness Program

ClubFitnessProgram