Vice President Membership & Public Relations John Kinsman, Lt. Governor Marketing

1. Vice President Membership & Public Relations John Kinsman, Lt. Governor Marketing jkinsman@district36.org Barbara Haskell, Division D Governor bhaskell@district36.org

2. Introduction • 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

3. VPPR 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

4. VPPR 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

5. VPM Responsibilities • 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

6. Both VPM and VPPR Should • 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). 6

7. Both 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. 7

8. Work Together • 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. 8

9. The Club Success Plan • 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. 9

10. Distinguished Club Goals • 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 club membership renewal and club officer list submitted on time Membership requirements at year-end (June 30): At least 20 members or a net growth of at least five members. 10

11. Distinguished Club Goals Recognition 11

12. Why Build Membership? • 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 12

13. Setting Membership Goals A goal of one new member each month will help keep an influx of new members for a strong, healthy club. 13

14. Club Membership Building Contests • 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

15. D36 Membership Building • DCP goal 7 by September 30 • DCP goal 8 by December 31 • Graced members by December 17 • Open Houses (support) • Open Houses (success) • April 2014 renewals 15

16. TI Membership Building Contests • 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). 16

17. Membership-building Steps Step 1: Find Prospective Members. • 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. 17

18. Step 2: Make Every Meeting Great. • 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 18

19. Step 3: Handling a Guest Visit • 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) 19

20. Step 4: Closing the Sale • 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 20

21. Step 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) 21

22. Speechcraft • 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 22

23. 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

24. Step 5: Start New Members Off Right • Deliver what has been promised. • The how: • Coach them to excellence (mentor). • Induct them regally. • Get them involved. • Give positive reinforcement. • Use the resources. 24

25. Member Retention • 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

26. Membership 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

27. Membership Retention • 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) 28

28. Resources to Help You • District 36 • Other VPPR’s • Area Governor • Division Governor • Public Relations Officer (Desiree Payne) • Lt. Governor Marketing • Toastmasters International • Free brochures available • Download flyers & customize with club’s information (search for “brand portal”) 28

29. Planning • 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 • 29

30. Leading, Motivating and Coaching • 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) 30

31. TEAM Leadership Opportunity • Set realistic and attainable goals. • Plan how to accomplish the goals. • Delegate tasks as needed. • Monitor progress toward goals. • Coach team members when necessary. 31

32. Motivating Teams • Understand what motivates each person. • Focus on the benefit to the individual. • Make expectations clear. • Recognize their work. • Be a leader. 32

33. A responsibilityanda privilege 33