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Vice President Membership & Public Relations
John Kinsman, Lt. Governor [email protected]
Barbara Haskell, Division D [email protected]
The Vice President Membership and Vice
President Public Relations are the third- and
fourth-ranking club officer.
Both positions are key gaining new members
and retaining existing members.
You are a member of the Officer team.
The VPM is on the Area Council.2
IntroductionIntroduction
VPPR ResponsibilitiesVPPR Responsibilities
Promote the club - flyers, newspapers, social media.
Update website content:
FreeToastHost.org
Keep the club’s website up-to-date
Notify the media - press releases.3
VPPR ResponsibilitiesVPPR Responsibilities
Make sure you club can be found!
Ensure the club’s meeting location and time are listed correctly on the club’s website, promotional material, and with World Headquarters (on TI website).
4
Keep track of guests, new members, and members not attending meetings. Guest book and attendance records. Work with prospective members. Work with Treasurer to process
membership applications immediately. Speak with fellow members to determine
if their needs are being met.
5
VPM ResponsibilitiesVPM Responsibilities
Attend club executive committee meetings.
Attend TLI.Arrange for a replacement if unable to
attend a club meeting.Prepare your successor for office.Attend at Area Council meetings
(VPM).
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Both VPM and VPPR ShouldBoth VPM and VPPR Should
Inform club of your role as an officer. Greet guests. Periodically report on current
membership and public relations campaigns.
Help guests wanting to join complete the Application for Membership.
Support and encourage your fellow members.
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Both VPM and VPPR ShouldBoth VPM and VPPR Should
Plan and promote membership-building and efforts. Goal of one new member per month.
Promote achieving 20 members by year-end (June 30, 2014) or sooner.
Starting in spring 2014, a club in good standing must have 8 paid members, including 3 carry-overs
Devise and promote TI, District and club membership-building programs.
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Work TogetherWork Together
Officers should meet periodically Use the Club Success Plan:
Set goals for their term of office. Assign responsibilities to specific individuals. Form committees to help accomplish goals.
Periodically review goals and timetables During the area governor’s two visits, review the
club’s plan, discuss the club’s progress, and ask for advice or assistance if necessary.
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The Club Success PlanThe Club Success Plan
1. Two CCs2. Two more CCs3. One ACB, ACS, or ACG4. One more ACB, ACS, or ACG5. One CL, ALB, ALS, or DTM6. One more CL, ALB, ALS, or DTM7. Four new members8. Four more new members9. Minimum of four club officers trained during each of two training
periods10. One club membership renewal and club officer list submitted on
timeMembership requirements at year-end (June 30): At least 20 members
or a net growth of at least five members.10
Distinguished Club GoalsDistinguished Club Goals
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Distinguished Club GoalsDistinguished Club Goals
RecognitionRecognition
Clubs should be at 20+ members – “charter strength” – to operate optimally. Allows more people to be available to fill
meeting and club officer roles No one member is overburdened with
responsibilities Meetings are more fun and energetic Guests are more likely to join at good meetings
Balances natural attrition
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Why Build Membership?Why Build Membership?
A goal of one new member each month will help keep an influx of
new members for a strong, healthy club.
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Setting Membership GoalsSetting Membership Goals
Club Contests Set up a goal/competition for club members
For bringing visitors, visitors who join, etc. Track member progress at the meetings, e.g.,
through a bar chart Reward for members sponsoring new members.
14
Club Membership Building ContestsClub Membership Building Contests
DCP goal 7 by September 30DCP goal 8 by December 31Graced members by December 17Open Houses (support)Open Houses (success)April 2014 renewals
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D36 Membership BuildingD36 Membership Building
Smedley Award (August 1 to September 30) Talk Up Toastmasters! (February 1 to March 31) Beat the Clock! (May 1 to June 30) It’s simple—add five new, dual or reinstated
members to your roster. Qualifying clubs earn a special discount code for
10-percent off their next club order (and a ribbon for your banner).
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TI Membership Building ContestsTI Membership Building Contests
Work with VPPR to publicize meetings/demos.You already know some prospects – invite them.Word-of-mouth is the best advertising.Members should talk with friends, familyand co-workers.On average, 1 in 3 prospects will join.There are resources to help.
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Membership-building StepsMembership-building Steps
Step 1: Find Prospective Members.Step 1: Find Prospective Members.
Work with VPE to hold a periodic open house or demonstration meeting geared to building membership! :
•Planned and advertised in advance•Food as a lure•Guest packet / guest book•Hold mini-meeting
•TMOD explains all roles and why•TMOD sells the program•Work brief testimonials in•Speeches are not by expert / evaluate to motivate
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Step 2: Make Every Meeting Great.Step 2: Make Every Meeting Great.
Several club members should say hello and spend a few minutes getting to know the guest.
Provide promotional literature (guest packet).
Collect their contact information (guest book).
Member sits with guest during meeting.
TMOD/GE explains roles and purposes during meeting.
Table Topics Master offers to let Guest participate.
At end of meeting, seek their comments.
Answer questions.
Invite to join / invite back
Close the Sale (next slide)
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Step 3: Handling a Guest VisitStep 3: Handling a Guest Visit
Explain why the Guest should join?•Build confidence•Learn from doing and feedback - unique to Toastmasters•Structured program - explain CC and CL•It's not just speeches
• impromptu speaking• learning to listen / giving feedback• leading meetings / the club
•Great on resume
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Step 4: Closing the SaleStep 4: Closing the Sale
Why the Guest should join? (concluded)•Cost is minimal
• tremendous bargain vs. other options•We will not throw you in deep end
• will have a mentor and start you with easier roles•Give personal testimonial
Invite guest to join •explain terms of membership and application•all officers must be well-versed in application
Follow up if necessary•In person >> telephone >> e-mail (last resort)
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Step 4: Closing the SaleStep 4: Closing the Sale
6- or 8-week class Students get a crash course in basic speaking and
leadership skills The Agricultural Research Center Toastmasters Club, in
Beltsville has been able to maintain charter strength for going on 50 years with Speechcraft a major part of this accomplishment
Over 90% of our club members joined because of a Speechcraft class
Existing members get a chance to pass on the great tips they have learned and perhaps earn credit toward AC-Gold awards
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SpeechcraftSpeechcraft
CLUBS WITHIN DISTRICTS
MEMBERSHIP APPLICATION
For faster service, add and pay for your new members online at www.toastmasters.org/members
Club Number: _____________________________ District Number: ___________
Club Name: ________________________________________________________
City: __________________________________________
Membership Type: New Reinstated (break in membership) Renewing (no break in membership) Dual Transfer from club number /name _______ /___________________
Member Number (if known) ___________
_____________________________________________________________________________
Last Name / Surname / Family Name First Name / Given Name Middle Initial / Name
etc. 23
Deliver what has been promised. The how:
Coach them to excellence (mentor). Induct them regally. Get them involved. Give positive reinforcement.
Use the resources.
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Step 5: Start New Members Off RightStep 5: Start New Members Off Right
Serve your members – they joined Toastmasters relying on your club and they deserve the best club experience that the officers can plan and implement
Toastmasters can be life-changing
No Toastmaster left behind
Your club will be so much better when you keep your membership level strong
“A bird in the hand is worth two in the bush”26
Member RetentionMember Retention
Membership RetentionMembership Retention
Orient new members
Active mentor-mentee relationship for new (and other if
needed) members
Follow up with members who miss two meetings in a row
Understand member motivations/goals (member surveys)
Recognize accomplishments
Quality and fun meetings
Attend to all members during meetings
Motivate Members Empower Members Provide Leadership Opportunities Gauge Satisfaction:
Member Interest Survey (Item 403)
New Member Profile Sheet (Item 405)
Club Climate Questionnaire (Item 251C)
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Membership Retention Membership Retention
Resources to Help YouResources to Help You
District 36 Other VPPR’s
Area Governor
Division Governor
Public Relations Officer (Desiree Payne)
Lt. Governor Marketing
Toastmasters International
Free brochures availableDownload flyers & customize with club’s information
(search for “brand portal”) 28
PlanningPlanning Know your responsibilities
Review your Club’s past efforts
What worked and what didn’t?
Develop a Plan
Share your vision
Get the club in on the action
Get them excited
Lead a TEAM
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The Club’s Membership building and retention is a team effort
You lead the team
Team members include the other officers and anyone else interested
Competent Leader manual credit
• e.g., organize a membership campaign (assignments 8 + 10)
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Leading, Motivating and CoachingLeading, Motivating and Coaching
Set realistic and attainable goals.
Plan how to accomplish the goals.
Delegate tasks as needed.
Monitor progress toward goals.
Coach team members when necessary.
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TEAM Leadership OpportunityTEAM Leadership Opportunity
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Motivating TeamsMotivating Teams
1. Understand what motivates each person.
2. Focus on the benefit to the individual.
3. Make expectations clear.
4. Recognize their work.
5. Be a leader.
A responsibility
and
a privilege
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