Transcript Leading Your Team - Optimist Leaders

Optimist International Leadership Development
Lieutenant GovernorElect
Seminar
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Team Building Exercise
Spend 5 minutes in
pairs getting to know
as much as you can
about one another.
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Self introductions
•Come to the front of the room.
•Have person to be introduced set down in a
chair but say nothing.
•The person introducing stands behind the
person and introduces the person in the
chair as if he/she were that person.
•Have the two switch places (seated and
standing in back) and introduction is
repeated.
•Go around the room till all are introduced.
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Functions of Lieutenant
Governor
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Functions of Lieutenant Governor
The Lieutenant Governor is an
administrative arm of the
district.
Your ability to do your job will
result in a success zone!
Remember, you are the
Governor of your Zone!
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What are the things you will do and the roles
you will serve during the coming year?
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What are the things you will do and the roles
you will serve during the coming year?
Possible answers
•Be supportive
•Listen
•Answer questions
•Encourage participation in
awards program
•Promote service to youth
•Install new club officers
•Speak at club functions
•Conduct zone meetings
•Be a liaison between governor
and clubs
•Do an Annual Club Planning
Conference
•Promote growth
•Build a new club
•Be optimistic
•Give advice
•Submit reports
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What are the things you will do and the roles
you will serve during the coming year?
•Be supportive
•Listen
•Answer questions
•Encourage participation in
awards program
•Promote service to youth
•Install new club officers
•Speak at club functions
•Conduct zone meetings
•Be a liaison between governor
and clubs
•Do an Annual Club Planning
Conference
•Promote growth
•Build a new club
•Be optimistic
•Give advice
•Submit reports
HELP
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What resources will you need during the
coming year?
•District Governor
•District committees
•Optimist International staff
•District Leaders Handbook
•Awards Handbook
•Optimist International and Club Constitution and Bylaws
•Club President’s Answer Book
•Materials on Membership, New Club Building, Programs,
Youth Clubs, Service Projects, Fund Raising, and more.
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Roundtable Discussions
• How will I get members of my clubs to adopt and work
for goals of my District and Optimist International?
• How can I make friends and gain trust of my presidents
and secretary-treasurers?
• How will I, as lieutenant governor, react if a president
fails to live up to my expectations?
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Annual Club Planning
Conference
(Next)
Break
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Annual Club Planning
Conference
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What is an Annual Club
Planning Conference?
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What is an Annual Club
Planning Conference?
The Annual Club Planning Conference is a
way for the Club Leadership and District
Leadership to determine the Organization,
Plans and Direction of the Club for the coming
Optimist year.
The Annual Club Planning
Conference can be a key to your
success as a Lieutenant Governor.
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When should an Annual
Club Planning Conference
Be Held?
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When should an Annual
Club Planning Conference
Be Held?
Before October 1
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Annual Club
Planning Conference
Who should attend?
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Annual Club
Planning Conference
Who should attend?
Lt. Governor
President
Secretary-Treasurer
Vice Presidents
Committee Chairs
Other Board Members
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What are the benefits of an
ACPC?
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What are the benefits of an
ACPC?
•Helps Lt. Governor identify administrative problems
•Point out specific needs for remedial action
•Provide names of key club leaders
•Helps club understand the role of the lieutenant governor
•Stresses club organization model
•Calls attention to functions that might be overlooked
•Provides valuable information to the district
•Educates board members
•Creates good relationship between board and
lieutenant governor
•Helps build consensus for the coming year
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Club Information
District __________Zone____ Club Number_____
Complete Club Name_______________________
President’s Name _______Phone Number______
Sec-Treas Name________Phone Number______
Lt. Gov Name___________Phone Number______
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Club Information
Number of members?______________Club Incorporation number?________________
Day and Time of Meetings?_________ Frequency of Club bulletin?_________________
Annual Dues?____________________ Are club Bylaws available?_________________
New Member Initiation Fee?_________ When were Club policies last updated?______
Has Budget been approved?_________ US Clubs-When will IRS form 990 be filed?___
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Club Organization
Club Chair Names
Community Service________________ Fellowship_________________________
Director of Personal Growth_________ Finance___________________________
Youth Activities___________________ Foundation (CFR)___________________
Publicity_________________________ Programs _________________________
New Club________________________ Membership_______________________
Youth Clubs______________________ Other ____________________________
Does your Club Participator in the Personal Growth and Involvement Program?___
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Club Goals
What Goals have been set by the Club for the coming year?
Net Gain in Membership____________Friend of Youth Award___________________
Sponsor of new Club(s)____________ Community Service Involvement Award_____
Honor Club______________________ Partner in Education Award______________
Distinguished President____________ No. of CPA Entries (Honor Club requirement)_________
Sponsor of Jr Optimist/Octagon/Alpha Club_________________________________
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Club Training and Development
of Future Leaders
Do you plan to present some ‘Skills Development Modules’ at Club Meetings? (examples:
Creative Problem Solving, Effective Time Management, Choosing Optimism as a
Philosophy of Life, Public Speaking, etc.)______________________________________
Who will represent Club at District Meetings?___________________________________
Does your Club offer financial assistance to officers who attend District & Optimist
International Meetings?____________________________________________________
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Club Service in the Community
What community/youth serving projects are planned for the year?_________________
What fund-raising projects are planned for the year?___________________________
What amount does the Club plan to raise from fund-raising projects? $_____________
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Send in the Form!
Have the club officers sign and date the
form.
The paperwork’s not over till the form is
mailed!
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Roundtable Discussion
• You call a club president to discuss his/her goals and setting up the ACPC.
He says, ”the board members don’t have time to meet, he is happy with
the club as it is, and he doesn’t need any outside help.” What is your
response?
• How do you deal with volunteers such as club president who have
negative attitudes?
• Role play a typical Annual Club Planning Conference by actually going
through the ACPC form and asking questions. The facilitator plays the role
of the board by giving answers that typify a marginal club situation. The
Lieutenant governors would each take a separate section of the form to
complete.
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Reports to Submit
• Annual Club Planning Conference Report
(November 15)
• Zone Meeting Reports (Quarterly, report sent no
later than 30 days after meeting)
• Club Visitation Report (Held April 1 to July 1,
report sent no later than 30 days after meeting)
• Annual Club Reviews (October 10)
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Zone Meetings
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Zone Meetings
• Conducted Quarterly
• Lieutenant governor arranges and conducts the
meeting
• President and secretary-treasurer of each club are
invited
• Other volunteers may be invited
• Conduct meeting 3 to 4 weeks before district
conference
• Often conducted with an evening meal
• Make meeting convenient with the majority of clubs.
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Purposes of Zone Meetings
Promote Organizational Goals
Build camaraderie
Share ideas among club leaders
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Objectives of Zone Meetings
What do you want to accomplish?
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Objectives of Zone Meetings
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What do you want to accomplish?
To empower my club leaders with the
information and desire to grow.
To determine which leaders are interested
in helping me build a new club.
To promote Optimist International
programs that involve the youth.
To evaluate progress toward goals and
reestablish goals.
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Objectives of Zone Meetings
Lieutenant Governor Elect
What do you want to accomplish?
Write a short meeting objective
for your first quarter zone meeting.
You have 2 minutes
Share with group
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Zone Meetings
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Sample Zone Meeting
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Set goals and plan of action for first quarter.
a.
b.
c.
d.
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Membership
New Club Building
JOOI Youth Club Building
Life Membership
Optimist Club and JOOI Youth Club Dues
All ACPC Reports due in by November 15
Review Awards program
Youth Appreciation Week and Essay Contest
Absentee training for those not present for District Convention
Review supplies availability and encourage support for line of
Official Optimist International products
Encourage joint projects with JOOI Youth Clubs
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Sample Zone Meeting
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Give each club representative one
minute to brag on a recent project,
accomplishment or success.
Give each club representative one
minute to share a challenge facing them
in the near future.
Don’t allow the discussion to ramble. Keep
a close check on time.
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Zone Meetings
Invite a specific District
Committee Chair to
your zone meeting
to give a
presentation and
promote their
specialty.
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Zone Meetings
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Make leaders feel welcome and valued
Recognize accomplishments of others
Be friendly
Be supportive
Be optimistic
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Zone Meetings
Turn in your Zone
Meeting Report!
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Communications
Workshop
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What are the various ways in which a
Lieutenant Governor might
communicate with club leaders?
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What are the various ways in which a
Lieutenant Governor might
communicate with club leaders?
Speech at club or board meeting
Phone call
Personal conversation
Newsletter
Format letter
Personal hand written note
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What are the various ways in which a
Lieutenant Governor might
communicate with club leaders?
Speech at club or board meeting
Phone call
Personal conversation
Newsletter
Format letter
Personal hand written note
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What are the various ways in which a
Lieutenant Governor might
communicate with club leaders?
Speech at club or board meeting
Phone call
Personal conversation
Newsletter
Format letter
Personal hand written note
Which are more effective?
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Roundtable Discussion
• What opportunities will I have to talk with a club leader in
a “one-on-one” setting? What would I discuss?
• Should I make monthly phone calls to my presidents? If
so, what should I talk about and how should I handle the
communications?
• What opportunities might I have to write letters of
newsletters to club leaders? What would I write?
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Optimism & Attitude
Next
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Break
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Optimism & Attitude
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Optimism and Attitude
Attitude = Altitude
Our mission is
“ to develop optimism as a philosophy
of life.”
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Optimism and Attitude
COURAGE
“In the end, the only people who fail
are those who do not try.”
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Optimism and Attitude
EFFORT
“Life does not require us to be the biggest
or the best,
it ask only that we try.”
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Optimism and Attitude
EXCELLENCE
“Some succeed because they are destined to,
most succeed because they are determined to.”
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Optimism and Attitude
LEADERSHIP
“Do not follow where the path may lead.
Go instead where there is no path and leave a trail.”
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Optimism and Attitude
GOALS
When the day is over
and you have done your best...
wait the results in peace.
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Roundtable Discussion
• You learn that one of your clubs in your zone have not
been meeting for the past few months. What do you do?
• One of your club presidents has no desire to be an
“Honor Club.” He says that he doesn’t care about
“points” and just wants to serve the community. How
would you respond?
• A president complains to you that they only have 25
members but keep getting billed for 27 members from
Optimist International headquarters. Their roster does
not agree with headquarters. How would you handle this
situation?
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Membership Growth
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Why Grow?
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Why Grow?
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New ideas
More projects
Better programs
More money
More friends
More resources for getting things done
Club achievement
Honor and distinguished club status
Increased sense of pride
New leaders
More fellowship
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Comprehensive Growth Program
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Comprehensive Growth Program
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Participation
Recruitment
Induction/orientation/enrollment
Maintenance and Retention
Attendance
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Roundtable Discussion
• What can the lieutenant governor do to
effect growth in their zone? Be specific.
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Roundtable Discussion
• What can the lieutenant governor do to
effect growth in their zone? Be specific.
Possible answers
– Lead by example, personally recruit a new member.
– Recognize, with enthusiasm, members who bring in new
members, recognize clubs that bring in new members
– Promote the International and District Awards for growth.
– Talk at every opportunity about the importance of “asking” and of
wearing the “member recruitment pin.”
– Also, ask others to personally recruit, educate and motivate
clubs to address the five concepts of club growth and get officers
to attend membership sessions at district conferences.
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New Club Building
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New Club Building
Building a New Club in a community
or area that has no Optimist Club
is the BEST Community Service Project any
Club could ever perform.
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New Club Building
The lieutenant governor is the primary
person who can inspire the building of a
new optimist Club in their zone.
It takes only two people to get a project
started - the lieutenant governor and an
interested club president.
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Why Build a New Club?
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New friends
Fellowship
Business Contacts
Build the roster of your own club
Service to children your club cannot reach
Betterment of community
New enthusiasm in area
Awards recognition
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New Club Building
Get Started
•Make a commitment.
•Develop a positive attitude.
•Select a site.
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New Club Building
Plan the project
•Organize a New Club Building Committee.
•Establish a timetable for completion of the Club.
•File a “New Club Building” request form.
•Develop a prospect list.
•Study your site.
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New Club Building
Building the Club - Get to work!
(Continued)
•Recruit Charter Members by asking for applications
and charter fees.
•Encourage every Charter member to personally
recruit another member.
•Hold weekly meetings, more often if possible.
•Communicate regularly with Charter members and
prospective members.
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New Club Building
Building the Club - Get to work!
(Continued)
•Keep Optimist International, District Governor, and
District officials informed of progress.
•Stay positive and keep that burning desire.
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New Club Building
The Organizational Meeting
•Make certain the Club is ready.
•Prepare for the meeting.
•Hold a Pre-organizational meeting.
•Must have 60% of Charter members in attendance.
•First Board of Director’s meeting.
•Orientation session for committee chairs and officers.
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New Club Building
The Follow-Up is a Must!
•Sponsor Club must complete 90 day program.
•Help plan the Charter banquet.
•Work with new Club to establish a firm foundation.
•Encourage club to become an active member in
all District activities
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Roundtable Discussion
•How can you, as lieutenant governor, get club members to
attend New Club Building seminars?
•How can you, a lieutenant governor, create an interest in new
club building for volunteers in your zone?
•How does someone get started in a new club building
project? What resources are available to assist you in
building?
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New Club Building Sites
What clubs might sponsor a New Club Building project
and where might they build a club?
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Goals Workshop
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Goals
• Setting goals is important for personal
accomplishment.
• Our Awards program reflect worthwhile
goals.
• Activities reflect positively on the job you
doe as lieutenant governor.
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Goals
• Write down your goals for determining a
direction for your year as lieutenant
governor.
• Goals should be personal for the person
making them.
• Goals may stay private with a sense of
sincerity or they can be announced to
others in the spirit of inter zone
challenges.
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Goals
Write down the following personal zone goals
• New Club Building- How many new clubs do you hope to add to
your zone this year? Name the potential site and who might build
them. Be as complete as you can without commitment at this point.
• Membership- How many members are in your zone? How many
new members will you add to your zone as lieutenant governor?
How many might you loose to natural attrition? What will be your
net growth?
• Honor Club- How many clubs in your zone have a history of being
an “Honor Club?” How many Honor Clubs will you have during your
year as lieutenant governor?
• Write a sentence or two describing what you would like to
accomplish with your zone during your year as lieutenant governor.
What can you use to measure success of meeting this goal? Write
the names of the people who will help you achieve this goal?
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Installing Club Officers
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Installing Club Officers
A function of the incoming lieutenant
governor is to install incoming club officers
of the zone.
It will be the first opportunity to make a first
impression on a club.
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Installing Club Officers
WHAT DO I DO?
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Installing Club Officers
• Call the incoming club president and set
up for the officer installation.
• Installations should be done in front of the
whole club with spouse and special guest
in attendance.
• The club should pay for your meal.
• Use this opportunity to get a commitment
from incoming officers toward the success
of the club.
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Installing Club Officers
I ask for a volunteer to do a model
Installation Ceremony in front
of the group.
You may use either of the two sample
“Club Officer Installation” ceremonies
on page 48 and 49 of the “District
Officers Answer Book.”
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Role Playing
A lieutenant governor before they do the installation will have
a few moments to address the club membership. Invite
several lieutenant governor’s-elect to stand up and give a
one minute enthusiastic speech as if to do the important
things they want the club membership to hear. Emphasize
to the participants that this is just for practice.
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Role Playing
• Recognize the President and Officers
• Recognize the recent new member recruit and the new
member sponsor pin.
• Recognize the projects and impact the club has on its
community.
• The value of “Honor Club” - note banner patches and the
history reflected on their banner.
• The excitement of who we are and what we do as
Optimists!
• Best wishes from the Governor and International President.
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Club Presidents-Elect and
Secretary-Treasurer-Elect
Training
Lieutenant Governor-Elect
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Getting Club Officers to Attend
How do you as Lieutenant Governor of your
zone get your incoming presidents to
attend this training?
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Getting Club Officers to Attend
How do you as Lieutenant Governor of your
zone get your incoming presidents to
attend this training?
•Drive together as a zone
•Personal hand written invitations
•Give Prizes
•Honor Club requirement
•Emphasize value of training
Nothing is more powerful or effective than
a personal (or phone) invitation.
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Getting Club Officers to Attend
• Education can empower your club leaders
to do a good job.
• You should promote training for club
officers and members at District
Convention and the District Conferences.
• You will have to teach each officer who
doesn’t attend personally.
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Closing Remarks
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