Name the members of the club executive committee (all seven officers and the immediate past president):

Transcription

1 CLUB SUCCESS PLAN TEAM COMPOSITION Name the members of the club executive committee (all seven officers and the immediate past president): President: VP Education: VP Membership: VP Public Relations: Secretary: Treasurer: Sergeant at Arms: Past President: Club Number 21 VALUES Toastmasters International s values are integrity, respect, service and excellence. These values should be incorporated as anchor points in every decision made at all levels within the organization. Toastmasters values provide a means of guiding and evaluating the organization s operations, planning and envisioned future. What are the club executive committee s values? In addition to Toastmasters International Core Values our values are: 1. Honesty 2. Community 3. Fun TEAM OPERATING PRINCIPLES What principles does the club executive committee hold? (These principles might include trust, safe learning, collaboration, etc.) The team commits to each other to keep an open and honest environment to collaborate on recruitment, events and maintaining our club culture throughout the year. Every member of our club is equal and even though we all have a primary responsibility we support each other as Toastmasters is a safe place to fail and learn. 16 WHERE LEADERS ARE MADE

2 POTENTIAL OBSTACLES What obstacles will the club executive committee have to consider when strategizing? (These obstacles might include conflicting personal commitments, for example.) Our biggest obstacle is recruiting members. In the last year we have dropped down from 20 members to 13 and another member has already declared their departure. This drop in membership has caused stress to our members and is risking burnout. MEETING PROTOCOL In general, how will the club executive committee process tasks? (For example, consider how often to meet or call, what the meeting practices will be, etc.) The executive committee will meet monthly at 6pm Monday evenings for 1 hour. Additional meetings are recommended monthly for club members and their mentors to ensure each mentee is getting the support they require. TEAM INTERACTIONS AND BEHAVIORAL NORMS How will decisions be made? Our team will regularly make teams in a collaborative manor. The person presenting an idea should provide a full report on the situation and reason for their recommendation, the team will then discuss and reach an agreement on the best method forward. What will be the club executive committee s method of communication? Determine the first preference, second preference and so on. Our team has different preferences when it comes to communication, but for the purposes of leading our club to success we have selected the following preferences: 1. For urgent matters a phone call should be placed. 2. For important matters a text message will be sent. 3. for general correspondence and communication between meetings. DISTINGUISHED CLUB PROGRAM AND CLUB SUCCESS PLAN 17

3 What will the communication parameters be? (Parameters might include whether the club executive committee communicates by phone or .) How long will meetings last? How often will the committee members communicate with each other and with the area director? The President, VP Education and VP Membership will attend the Area Council meetings each quarter. The President will also communicate with the Area Director monthly. Our executive meeting will occur for 1 hour monthly and the rest of the month communicate by . How will the club executive committee resolve differences of opinion? When the core team of 7 cannot come to an agreement on a situation we will consult with our Immediate Past President and finally our Area Director if required. How will the club executive committee members support one another? Regular updates on progress, open discussions to determine if one officer is overloaded and needs support. How will the club executive committee be held accountable for its responsibilities? Secretary will send out monthly updates to club on progress towards goal. SMART goals will be used to accomplish goals. How will the club executive committee and supporting members be recognized for their efforts? Public recognition wherever possible. Our club successes will also be sent to District newsletter for sharing. 18 WHERE LEADERS ARE MADE

4 STARTING POINT What is your club s membership base? 13 Qualifying Requirement To be considered for recognition, your club must have either 20 members or a net growth of at least five new members as of June 30. How many members does your club aim to have as of June 30? 23 How much net growth does your club aim to have as of June 30? 10 Goals to Achieve Achievement Achieve five of 10 goals Achieve seven of 10 goals Achieve nine of 10 goals Recognition Earned Distinguished Club Select Distinguished Club President s Distinguished Club How many of the 10 goals does your club aim to achieve? 10 EDUCATION: GOALS 1 THROUGH 6 1. Two Competent Communicator (CC) awards 2. Two more CC awards 3. One Advanced Communicator Bronze (ACB), Advanced Communicator Silver (ACS) or Advanced Communicator Gold (ACG) award 4. One more ACB, ACS or ACG award 5. One Competent Leader (CL), Advanced Leader Bronze (ALB), Advanced Leader Silver (ALS) or Distinguished Toastmaster (DTM) award 6. One more CL, ALB, ALS or DTM award P1. Four members complete Level 1 P2. Two members complete Level 2 P3. Two more members complete Level 2 P4. Two members complete Level 3 P5. One member completes Level 4 P6. One member completes Level 5 DISTINGUISHED CLUB PROGRAM AND CLUB SUCCESS PLAN 19

5 Situation Analysis The purpose of a situation analysis is to assess the state of your club right now. Only once your club identifies where it is can you plan where it s going. Review the current situation in your club regarding educational goals. What is the current status of club members in either education program? Who is due to earn an education award or complete a level in Pathways in the near future? We have 1 brand new member who is very keen to complete level 1 in the next while. We have an additional 2 members working towards DTM in the Traditional program and several other members who just switched to Pathways and will likely receive at least levels 1 and 2. How motivated are members to progress through the education program? We are lucky that we have a number of motivated members, but with the dip in membership some members are finding the speech frequency a bit fast which leads to cancellations of speeches. What obstacles keep members from completing projects? In a few members case it is simply motivation. How familiar are members with the education program? It is new to all of us so we are all still learning. This is one of our biggest challenges is we don't know what we need to do in order to finish off level 2. How does your club promote the education program? We have held presentations from the Successful Club Series. Additional notes: 20 WHERE LEADERS ARE MADE

6 Education Action Plan Identify the actions your club will take to meet the needs identified in the situation analysis. Education Action 1 Describe how to help members earn CC awards or complete Levels 1 and 2 in Pathways. Specifically, what action will be taken? Refer to this action as Education Action 1. When mentors sit down with new members for the first time they will ask the member when they want to do their ice breaker and also finish their level 1. This information will be shared with the Assistant VP Education to track and ensure scheduling allows them to reach their goals. Resources for Education Action 1 Your club has many resources at its disposal equipment, materials, people and potential funding. Committees can be formed to carry out specific goals, especially when certain members are interested or have skills in a given field. What equipment, materials, funding or people individuals or committees can be used to help accomplish Education Action 1? Equipment, Funding, Materials: No additional items required. Asst. VP Education will liaise with mentors. Assignment for Education Action 1 In creating a plan, it is important to assign an individual or a group to each action. This way, the responsible party is held accountable for the completion of the assigned action. Who is responsible for Education Action 1? If it is a committee, who are the members of the committee and what is each person s specific responsibility? VP Education - work with Asst. VP Education to ensure they are following up with mentees. Assistant VP Education - Follow up with Mentors to seek out new members goals. Mentors - Meet with new members and ensure a strong understanding of members goals are. Timetable for Education Action 1 Determining a timetable allows the club executive committee to track progress toward each goal. Once the timetable is defined, the committee should review it periodically to determine whether your club is on track to complete each action or if adjustments must be made to reach the goal. When will Education Action 1 begin? July 1, 2018 When will Education Action 1 be complete? June 30, 2019 and within 3 weeks of each new member joining. How will progress be tracked? Assistant VP Education to maintain a document of all members goals and targeted completion dates. DISTINGUISHED CLUB PROGRAM AND CLUB SUCCESS PLAN 21