Role: President

8/11/2019 Role: President

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WHERE LEADERSARE MADE

ACHIEVING SUCCESS AS

PRESIDENT

Club LeadershipTraining Session


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TOASTMASTERSINTERNATIONAL

P.O. Box 9052 Mission Viejo, CA 92690 USAPhone: 949-858-8255 Fax: 949-858-1207

www.toastmasters.org/members

2013 Toastmasters International. All rights reserved. Toastmasters International, the Toastmasters International logo, and all other

Toastmasters International trademarks and copyrights are the sole property of Toastmasters International and may be used only with permission.

Item 1311A.1 Rev. 5/2013

Club Leadership Training Session

ACHIEVING SUCCESS AS

PRESIDENT

WHERE LEADERSARE MADE
http://www.toastmasters.org/membershttp://www.toastmasters.org/members


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ToastmastersInternational Mission

We empower individuals to become

more effective communicatorsand leaders.

District Mission

We build new clubs and support allclubs in achieving excellence.

Club Mission

We provide a supportive andpositive learning experience in which

members are empowered to developcommunication and leadership skillsresulting in greater self-confidence apersonal 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 Toastmasters 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 theCompetenCommunication,Advanced Communication, orCompetent Leadershipmanuals

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


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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


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ACHIEVING SUCCESS AS PRESIDENT5

CLUB LEADERSHIPTRAINING SESSION

The club is the heart of the Toastmasters program. It provides the environment and supportmembers need to develop their communication and leadership skills. Club officers support theclub and sustain consistent club quality to keep members satisfied. In order for a club to besuccessful, club officers must know their roles and responsibilities. Thats why this training sessionis 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 officertraining session is familiar with the Club Leadership Handboo k (Item 1310). A free PDF of this itemis available at www.toastmasters.org/clh .

Training does not end with the training session. It is a process that continues throughout an officers

term. Let your participants know the area governor and district leaders are all available to helpif questions arise during their term of office, and provide them with area and division governorcontact information for their respective clubs.

CONDUCTING THE SESSION

The president is responsible for ensuring the club fulfills its mission and that members achieve theirself-development goals. This training identifies a presidents responsibilities and discusses someways to fulfill them.

This product consists of three parts:

1. Definition and explanation of the session

2. A training outline3. 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 thedocument as a guide for presenting the material with your own narrative style. Thistraining 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 areencouraged to use them. If you plan to use the PowerPoint slides for this session as visual aids, youwill 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 notincluded in this numbering system.
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If you cannot arrange for projection equipment but still would like to use visuals, you may copythe material onto a flipchart. Do this before the presentation. Use a heavy marking pen that doesnot seep through the paper, and write on every third or fourth page so succeeding visuals will notshow 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 visibleto 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 backout of view when you are finished with it.

Remember not to stand between the screen or flipchart and your audience or you will blocktheir 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 onlywhen facing your audience again.

HOW TO USE THE OUTLINEAs 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-UPAsk the participants to fill out the evaluation form at the end of the session. Use this information inplanning future sessions.

Evaluate the use of materials. Be sure to follow up with the club leaders throughout their term. Keepin mind that learning is a continuous process. Hold formal or informal review sessions as frequentlyas possible. If necessary, hold a make-up session for those who were unable to attend.


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FOSTER SELF-DEVELOPMENTClub officers are responsible for fostering an environment of meaningful self-development withinthe 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 fromclub 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 theclub fulfills its mission and that members achieve their self-development goals. Develop and improve club leadership. Club presidents must facilitate the development andachievement of club and member goals. To do this the president must

Ensure club officers know what their responsibilities are and how to fulfill them.

Search for leaders, ensure all club offices are filled for the succeeding term, and conducttimely elections.

Prepare his or her successor for office. Club administration. Club presidents ensure that the mechanisms of the club run smoothly. This means attending to details and managerial issues such as

Overseeing the administrative operation of the club in compliance with the ClubConstitution and Bylaws.

Scheduling and chairing monthly executive committee meetings. Advance club and member achievement. Presidents must focus considerable attentionon how to achieve and maintain quality for the club and members. To accomplish this apresident must

Oversee the plan to achieve Distinguished Club Program goals and ensure the club isDistinguished.

Ensure the club has an ongoing membership-building program.

Encourage communication and leadership development by promoting all education awards

(Competent Communicator, Competent Leader, Advanced Communicator Bronze, AdvancedCommunicator Silver, Advanced Communicator Gold, Advanced Leader Bronze, AdvancedLeader Silver, and Distinguished Toastmaster).

Effective interaction with other organization levels . The president and the executivecommittee are liaisons between club members and the area, district, and Internationalleadership. Two ways the president maintains a relationship with the district and WorldHeadquarters are by

Attending and voting the clubs proxy at district council meetings or authorizing a clubmember to do so.

OUTLINE

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Attending the International Convention and voting the clubs proxy or sending the proxy tothe district governor.

At the Club Meeting The president helps ensure the club meets members' needs by performing the following tasks atthe 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.

YOUR LEADERSHIP OPPORTUNITYServing as president is an opportunity to develop and enhance leadership skills while serving theclub and helping it become a Distinguished Club. To enjoy a successful and rewarding term a clubpresident 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

Trainer : Divide participants into teams of three or four. Have each team develop threegoals for a club and a plan to accomplish the goals. For example, a club may consisentlystart late and end late. Being that the club meets at 12:00 p.m. weekly, some membersare getting into trouble at their places of employment. A goal that could be developed isto start and end the meeting on time. Discuss the goals and strategies developed by theteams with the entire group.

The skills of motivation, delegation, and coaching also are instrumental to the success of leaders.

MotivationMotivating fellow club members to put forth the efforts necessary to attain a goal can bechallenging. 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 andother team members.

Exercise

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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 individuals 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 thenbriefly discuss the suggestions. For example, if a goal is to achieve recognition as aDistinguished Club the president may ask members working toward education awardsto commit to achieving the awards by specific dates.

DelegationClub officers must carefully delegate authority to team members in order to accomplish the teamsgoals and objectives. Delegation is the process of transferring a responsibility from one person toanother and empowering that individual to accomplish a specific goal. By following the five stepsof delegation, a leader not only creates opportunities for other team members to gain leadershipexperience, 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

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Exercise

5. Establish accountability Define reporting requirements Set a timeline with milestones

Barriers to Delegation

Sometimes leaders are reluctant to delegate tasks. Leaders must learn to recognize five of thecommon 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 Selfishnessnot wanting to share credit Insecurityfeeling bad about asking others to do things for you Reluctancefear 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 scopeof this office.

Coaching The club president is the chair of the executive committee. This means he or she is responsible forensuring each officer fulfills his or her responsibilities. Occasionally, a team member demonstratesa need for guidance. The president can help by attentively coaching the team member andproviding opportunities to improve as well as to build new skills. Leaders help their team membersto improve by following the steps below.

Four Steps to Successful CoachingLeaders 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 thedesired goal.Step 3: Establish a timeline and milestones to measure progress. Keep forward projectmomentum by setting dates for reaching goals.Step 4: Follow up. Stay in contact to ensure the team member remains on course.

Trainer : Divide participants into teams of three to six and assign a role play for participantsto 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 askedyou for assistance.

Roles: (1) John (2) President (3) Observer

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THE EXECUTIVE COMMITTEEEvery 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 andreview progress toward club goals.

A well-run club that has clearly-defined goals is enjoyable for members to attend. The executivecommittee can support enjoyable club meetings by creating a club budget, completing a ClubSuccess Plan, and conducting productive committee meetings.

Create a Club Budget

Financial stability permits a club to achieve its mission. In order for a club to remain financiallystable, it must have a budget. The president and treasurer work with the executive committee toplan a club budget each year. The club must balance income and expenses against what it hopesto 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/certificatesAdministrative supplies

Promotional material (brochures, posters, etc.) Educational material (Success Leadership Series presentations, manuals, etc.) Speech contest material (rulebooks, ballots, etc.) Special events (banquets, etc.)

Typical revenue Member dues Donations Fundraising

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 theClub Success Plan.

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Exercise

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 clubs progress in theDistinguished Club Program. The Distinguished Club Program provides formal feedback onthe clubs progress toward achieving these goals.

Trainer : Divide participants into teams and distribute handout. Assign a DistinguishedClub Program goal to each team. Ask each team to create a plan for how a club can meetthe assigned goal. Discuss results.

Describe how to locate Distinguished Club Program progress reports online atwww.toastmasters.org/dcp

Conduct Productive Committee MeetingsA 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 themeeting 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 themeeting and the time schedule in relation to each. Agendas allow the meeting leader tokeep discussions focused and to achieve results in the time available.

Trainer : Discuss common barriers to productive meetings. Solicit solutions fromparticipants. 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 developscommunication and leadership skills one step at a time.

Trainer : Introduce communication track and leadership track education awards andrequirements for each.

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Clubs are familiar with the well established communication track but some still struggle with theCompetent Leadership manual. The following pointers will help establish how to use and integratethe manual into the clubs educational program.

Tips for Integrating the Competent Leadership Manual Purchase manual for display

Discuss evaluations Educate mentors Track progress Include the manual in sales pitch

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. DisplayCompetent 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 tooltraining each member on thedifferent roles of the meeting and helping them build beneficial skills for the working world anddaily life.

6. Place equal importance on the leadership and communication tracks by includingaccreditations 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 inthe manual.

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 assistanceclubs 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 andOctober 31, and again between January 1 and April 30. Area governor visits are opportunities forthe 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 clubmeet members' needs.

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Ask the area governor to share any best practices that other clubs in the area are using to create asupportive learning environment for members.

CLOSINGServing as club president is not only a responsibility; it is a privilege. It is an opportunity to learn andpractice 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.

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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 Seriesmodules containing outlines and PowerPointpresentations. Individual module titles include Resolving Conflict, Building a Team, MotivatingPeople, 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 ConflictRenee Evensons article for the Toastmaster magazine explains that when you confidently manageconflict others will see you are a person of action and will respect your forthrightness and leadership.

Turning Team Conflict into Team HarmonyIn his article for the Toastmaster magazine, Turning Team Conflict Into Team Harmony, DaveZielinski cites team-building experts who of fer advice on how to be a team leader, leadingvolunteer-based teams, and what to do when your team isnt working.
http://www.toastmasters.org/laws.aspxhttp://www.toastmasters.org/310http://www.toastmasters.org/310http://www.toastmasters.org/310http://www.toastmasters.org/310http://www.toastmasters.org/255http://www.toastmasters.org/255http://www.toastmasters.org/255http://www.toastmasters.org/256http://www.toastmasters.org/256http://www.toastmasters.org/256http://www.toastmasters.org/258http://www.toastmasters.org/258http://www.toastmasters.org/262http://www.toastmasters.org/262http://www.toastmasters.org/315http://www.toastmasters.org/315http://www.toastmasters.org/316http://www.toastmasters.org/316http://www.toastmasters.org/316http://www.toastmasters.org/ToastmastersMagazine/ToastmasterArchive/2009/July/EffectiveSolutions.aspxhttp://www.toastmasters.org/teamwork.aspxhttp://www.toastmasters.org/teamwork.aspxhttp://www.toastmasters.org/ToastmastersMagazine/ToastmasterArchive/2009/July/EffectiveSolutions.aspxhttp://www.toastmasters.org/316http://www.toastmasters.org/315http://www.toastmasters.org/262http://www.toastmasters.org/258http://www.toastmasters.org/256http://www.toastmasters.org/255http://www.toastmasters.org/310http://www.toastmasters.org/laws.aspx


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A C H

I E V I N G S U C C E S S A S P R E S I D E N T

1 6

Education Membership

F 1. Two Competent Communicator (CC) awards F 7. Four new members

F 2. Two more CC awards F 8. Four more new members

F 3. One Advanced Communicator Bronze (ACB), AdvancedCommunicator Silver (ACS), or Advanced CommunicatorGold (ACG) award

Training F 9. A minimum of four club offic

two training periodsF 4. One more ACB, ACS, or ACG award

F 5. One Competent Leader (CL), Advanced Leader Bronze (ALB),Advanced Leader Silver (ALS), or Distinguished Toastmaster(DTM) award

Administration

F 6. One more CL, ALB, ALS, or DTM award F 10. On-time payment of members

accompanied by the names of period and on-time submission

DISTINGUISHED CLUB PROGRAM AT A GLANCE

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 ACHIEVEFollowing are the goals your club should strive to achieve during the year:

RECOGNITIONWhen your club meets the qualifying requirement and also does the following, it is eligible for Distinguished Club recognition at yea

Achievement Recognition Earned

Achieve five of 10 goals Distinguished Club

Achieve seven of 10 goals Select Distinguished Club

Achieve nine of 10 goals Presidents Distinguished Club

Check your progress at www.toastmasters.org/distinguishedperformancereports .


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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 bycircling the number you find most appropriate:

8. What are two things you learned that will make you a more effective club officer?

Additional Comments:

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 instructors 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

Role: President

Documents

Transcript of Role: President