AREA AND DIVISION GOVERNORTRAINING

206BP

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District GovernorAs the district governor, you have the responsibility of directly overseeing and managing the district’s day to day operations, finances, and human resources. As the district governor, you must empower your district leadership teams to work together to fulfill the district mission, while simultaneously supporting each officer in his or her development as a leader.

Lt. Governor Education and TrainingAs the lt. governor education and training, you are responsible for all aspects of education and training within the district. This includes supporting quality club programming efforts, promoting the Distinguished Club Program, coordinating the training efforts of the district, and planning and executing the district conference.

District Officers

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Lt. Governor MarketingAs the lt. governor marketing, you are tasked with the responsibility of all aspects of marketing, club building, and member and club retention efforts within the district. This includes defining an overall marketing strategy for the district, developing outreach and retention efforts with existing community andcorporate clubs, and penetrating new markets.

Public Relations OfficerAs the public relations officer (PRO), you are responsible for coordinating publicity efforts in the district. By establishing and maintaining lines of communication between the district and its members, as well asbetween the district and the public, you work to increase awareness of Toastmasters through all available media.

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TreasurerAs the district treasurer, you are tasked with the fiscal oversight and management of the district. The district treasurer works closely with the district governor and lt. governors to ensure that the district is making cost effective decisions, within policy, that result in effective fiscal management.

SecretaryAs the district secretary, you are responsible for maintaining the historical records of the district, recording and distributing meeting minutes, and otherwise maintaining accurate, timely records of district business

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Division GovernorAs division governor, your job is to lead and support the division through the supervision and support of the area governors. For the division to be successful and implement the district goals, you must work closely with your team of area governors

Area GovernorAs area governor, you serve as the direct liaison between the district and the clubs. One way that you serve clubs is through the area club visits conducted at least twice a year. These visits are crucial to understanding how clubs are fulfilling member needs, and how the district is successful in supporting andmeeting the needs of each club.

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Five Principles of Motivation

Understanding motivationFocusing on valueClarifying expectationsRecognizing your teamLeading by example

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Team Conflict Resolution

Talk in private.

Share responsibility and agree to resolve issues.

Present viewpoint in unemotional way.

Determine points of agreement and disagreement.

Decide how to proceed on disagreements.

Summarize discussion in writing and move forward.

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Member Experience

Quality club environments lead to membership retention

Great meetings make clubs successful Quality club meetings are well planned, well attended,

organized, and fun Members improve their communication and

leadership skills Quality clubs give members an opportunity to learn

and grow

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Membership, Education, and Leadership

Membership How do clubs attract and retain members?

The Toastmasters education program How can the club help its members meet their

personal and professional education goals?

Club leadership How do club officers affect club quality and the

member experience?

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Club Visits

Foster club quality by visiting clubs Answer questions and offer club support Area Governor’s Club Visit Report

(Item 1471) is a tool to help area governors during club visits

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Trust

Build trust with clubs before and during club visits Building trust results in

• Clubs giving honest information• Clubs being receptive to feedback• Clubs see area governor as a resource

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First Club Visit

Observations What to look for on your first club visit

• What first impression does the club make?• How does the club orient new members?• What’s the atmosphere of the meetings?• How are meetings organized?• How many members does the club have?• How does the club recognize achievement?

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First Club Visit

Distinguished Club Goals How to help clubs become distinguished

• Discuss club DCP progress• Review Club Success Plan• Remind club of deadlines• Ask about club successes• Ask about club goal challenges

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First Club Visit

Discussion How to become the club’s trusted resource

• Ask questions about information gathered and observations

• Encourage club members to ask questions• Ascertain unvoiced concerns• Offer practical solutions to challenges• Set up follow-up communications with club officers• Use the Area Governor’s Club Visit Report

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After the First Visit

After the first visit Submit Area Governor’s Club Visit Report Review and discuss club with the division

governor Contact club president to:

• Share observations• Congratulate club on their successes• Identify how the district can support the club

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Second Club Visit

Observations What to look for on the second club visit

• What are the similarities or differences from first visit?• Which issues are unresolved from the first visit?• Which suggestions have been implemented?• How is the club progressing in the DCP?• Acknowledge accomplishments

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Toastmasters Mission

Toastmasters International is the leading movement devoted to making effective oral communication a worldwide reality.

Through its member clubs, Toastmasters International helps men and women learn the arts of speaking, listening, and thinking – vital skills that promote self-actualization, enhance leadership potential, foster human understanding, and contribute to the betterment of mankind.

It is basic to this mission that Toastmasters International continually expand its worldwide network of member clubs, thereby offering ever-greater numbers of people the opportunity to benefit from its program.

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District Mission

The mission of this district is to enhance the quality and performance and extend the network of the member clubs of Toastmasters International within the boundaries of this district, thereby offering greater numbers of people the opportunity to benefit from the Toastmasters educational program by:

Focusing on the critical success factors as specified by the district educational and membership goals

Ensuring that each club effectively fulfills its responsibilities to its individual members

Providing effective training and leadership-development opportunities for club and district officers

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Club Builders

All Toastmasters expand the network of clubs, areas, and divisions.

Area and division governors serve as liaisons between districts and clubs.

Area and division governors work with sponsors and mentors.

Area and division governors fulfill duties that support club-building.

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CLUB BUILDERS RESPONSIBILITIES GAME

Club-building Responsibilities1. Serve as contact for demonstration meetings

and pre-charter information meetings

2. Generate interest and recruit members in new clubs

3. Show new clubs how to hold meetings and elect officers

4. Submit charter paperwork, fees, and dues to World Headquarters

5. Plan charter presentation meetings

DISTRICTGOVERNOR

LT GOVERNORMARKETING

CLUBSPONSOR

CLUBMENTORDCBA

7a

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CLUB BUILDERS RESPONSIBILITIES GAME

Club-building Responsibilities1. Recruit, train, and supervise club-building team

members, club sponsors, and club mentors

2. Receive leads from district governor and World Headquarters

3. Assist with prospect visits

4. Help plan demonstration meetings

5. Attend demonstration meetings and pre-charter information meetings

DISTRICTGOVERNOR

LT GOVERNORMARKETING

CLUBSPONSOR

CLUBMENTORDCBA

8a

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CLUB BUILDERS RESPONSIBILITIES GAME

Club-building Responsibilities1. Receive leads from World Headquarters

2. Confirms alignment of new clubs

DISTRICTGOVERNOR

LT GOVERNORMARKETING

CLUBSPONSOR

CLUBMENTORDCBA

9a

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CLUB BUILDERS RESPONSIBILITIES GAME

Club-building Responsibilities1. Guide clubs through first six to 12 months

2. Ensure club officers understand duties and how to perform them

3. Familiarize club officers with Toastmasters education program

4. Familiarize club officers with Distinguished Club Program

DISTRICTGOVERNOR

LT GOVERNORMARKETING

CLUBSPONSOR

CLUBMENTORDCBA

10a

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Club-building Cycle

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Club-building Cycle

Identify leads and prospects

Contact and

qualify

Present

Address questions

and concerns

Charter

Follow up

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Identify Leads and Prospects

Leads can come from World Headquarters Current members Neighbors Coworkers Many other places

Assess existing clubs to identify opportunities for new clubs

Target opportunities Communities over 10,000 people Corporations over 150 people

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Contact and Qualify

Follow up leads when requested Understand business and needs of

each lead Contact lead promptly To qualify the lead

Identify the decision maker Explain how Toastmasters can help their

corporation Ask questions, listen to their needs,

offer solutions1827

Present

Conduct a demonstration meetingDemonstration meeting resources

Demonstration meeting team How to Build a Toastmasters Club (Item 121) E-learning session Successful Demonstration

Meetings Promotional material

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Address Questions and Concerns

Address questions and concerns Ask for opportunity to establish a

new club

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Charter

How to Build a Toastmasters Club (Item 121)

Club sponsor responsibilities Build membership to 20 Submit Application to Organize a Toastmasters

Club and charter fee Assist club in electing officers, adopting a club

constitution, and submitting charter forms Schedule charter presentation meeting

Club mentors guide for six to 12 months

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Follow Up

Club mentor responsibilities Ensure officers understand duties Maintain membership strength Explain Toastmasters education program

and DCPCycle begins again

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Type of Speech Contests

International Evaluation Humorous Table Topics™

Tall Tales Taped (for members of

undistricted clubs and for provisional districts)

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What should the contest chair order for all contest speakers?

What should the contest chair order for contest winners?

From where should the contest chair order these items?

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Checklist Game

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May clubs, areas, divisions, or districts produce awards for contestants and winners?

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Checklist Game

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When should the contest chair notify contestants of the time and place of the contest and pre-contest briefing?

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Checklist Game

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Where should the chief judge tell the contest judges to sit?

Why should the contest judges sit there?

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Checklist Game

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What does the chief judge give to the contest chair during the contest?

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Checklist Game

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What two events must a contestant attend before the contest?

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Checklist Game

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Speech Contest Judges

Chief judge Selects fair and impartial judges Trains contest officials Prepares contest officials for the role

• How to use Judge’s Guide and Ballot (Item 1172)• How to choose a winner without evaluating

speakers

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Speech Contest Rules

Speech Contest Rulebook (Item 1171) The ultimate resource for contest issues

Questions can be directed to World Headquarters Email speechcontests@toastmasters.org Phone 949-858-8255

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3

Moments of Truth

First Impressions Membership Orientation Fellowship, Variety, and Communication Program Planning and Meeting

Organization Membership Strength Achievement Recognition

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Qualifying Requirements

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Distinguished Club Program Membership of 20 or a net growth of at least

five new members as of June 30

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Membership Net Growth Definition

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Membership net growth occurs when the total number of club members at year-end (June 30) exceeds the base amount.

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Membership Base Definition

The membership base amount refers to the number, on July 1, of club members (renewing, new, charter, dual, and reinstated) who paid April dues.

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10 DCP Goals

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Two CCs Two more CCs One ACB, ACS, or ACG One more ACB, ACS, or ACG One CL, ALB, ALS, or DTM One more CL, ALB, ALS, or DTM Four new members Four more new members Minimum of four club officers trained during each of

two training periods One membership dues-renewal report and one club

officer list submitted on time

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Distinguished Club Program

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Distinguished, Select Distinguished, President’s Distinguished

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Club Timeline

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Club Timeline

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Club Timeline

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Qualifying Requirements

Distinguished Area Program No net club loss Submit the Area Governor’s Club Visit Report

for 75% of club base• First round visits by November 30th

• Second round visits by May 31st

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Net Club Loss Definition

Net club loss occurs when the total number of clubs at year-end (June 30) falls below the base amount.

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Area Governor’s Club Visit Report

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Area’s Club Base Definition

The area’s club base is the number of paid clubs assigned to the area as of July 1.

Clubs are considered to be paid when they have submitted a complete April dues-renewal report. These and new clubs chartered between April

1 and June 30 are counted in the club base.

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Distinguished Area Program

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Distinguished, Select Distinguished, President’s Distinguished

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Qualifying Requirements

Distinguished Division Program No net club loss

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Net Club Loss Definition

Net club loss occurs when the total number of clubs at year-end (June 30) falls below the base amount.

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Division’s Club Base Definition

The division’s club base is the number of paid clubs assigned to the division as of July 1.

Clubs are considered to be paid when they have submitted a complete April dues-renewal report. These and new clubs chartered between April 1

and June 30 are counted in the club base.

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Distinguished Division Program

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Distinguished, Select Distinguished, President’s Distinguished

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Club Success Plan

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www.toastmasters.org/1111_dcpDistinguished Club Program and Club Success Plan (Item 1111)

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Area and Division Success Plans

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www.toastmasters.org/recognitionmanualToastmasters International District Recognition Program (Item 1490) 60

Stretch and Additional Goals

Many districts encourage area and division governors to stretch the goals outlined in the Distinguished Area and Division programs or accomplish additional goals.

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Review

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Describe how Moments of Truth leads to club quality

Define roles of area and division governors Describe the Distinguished Club Program Identify goals of Distinguished Area and

Division programs Describe importance of club, area, and division

success plans Identify District Recognition Program and

Distinguished Club Program resources62

Conclusion: Closing Remarks

The DCP is the foundation of the District Recognition Program.

The Distinguished Area, Division, and District programs align with the DCP.

Area and division governors should be aware of club goals.

Completing success plans helps clubs, areas, and divisions stay on track.

There are resources available for tracking Distinguished goal progress.

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