Transcript June 22, 2015 District Officer Training 2015-2016 Rick Winer, DTM Stefano McGhee, DTM, PDG Anna Kaufman, ACS, ALB.

June 22, 2015
District Officer Training 2015-2016
Rick Winer, DTM
Stefano McGhee, DTM, PDG
Anna Kaufman, ACS, ALB
District Executive Committee
Summer 2015
District Executive Committee
Meeting
June 22, 2015
2014-2015 District Leaders
DG
Lt. Gov ED & Trng
Lt. Gov. Marketing
Div A Governor
Div B Governor
Div C Governor
66
Div D Governor
35%
Div E Governor
Div F Governor
Div G Governor
Div H Governor
Doug Sheadel
Rick Winer
open
Christine Lewis
Andrew Leuper
Tao Jin
Paul Powers
John Keizer
Stacey Shipman
Susan Lecht
Ilan Vagenshtein
Plus 34 Area Governors
Formal Transfer of Duties
From Departing Team
124
66%
Welcome
2015-2016 District Leaders
District Director
Program Quality Director
Club Growth Director
Administrative Manager
Finance Manager
Div A Director
Div B Director
66
Div C Director
35%
Div D Director
Div E Director
Div F Director
Div G Director
Div H Director
Rick Winer
Stefano McGhee
Anna Kaufman
Nancy Murphy
Sandi Barrett
Naresh Parmar
Jim Gonzalez
Vidhya Mathur
Kimberly Leete-Morris
Sowjanya Sake
Scott Myers
Michael Madden
Allen Supynuk
Plus 36 Area Directors
District Success
Return to:
District 31 Leadership
Team Training
Becoming Distinguished
Session Objectives
Understanding your district role
Using district performance reports
Measuring division
and area success
Planning to succeed
The Area Objectives
Awe
Inspiring
Costumer
Service
Communication
Clubs
Events
Planning
Visits
The Division Objectives
Awe
Inspiring
Costumer
Service
Communication
Areas
Events
Planning
Measuring Area
Director Success
Distinguished Area Goals
To achieve Distinguished Area:
Distinguished Area
50% of clubs attain distinguished status
Select Distinguished 50% of clubs + one more distinguished club
Presidents
Select Distinguished + a net growth of one
new club.
Measuring Division
Director Success
Division Director Must Plan and Achieve:
Distinguished
X
X
Select
Distinguished
X
X
X
President’s
Distinguished
X
X
X
X
Next Up…
Maintaining Strong Clubs
By Rick Winer
Maintaining Strong Clubs
Session Objectives
 Identify the district’s mission
 Mission-oriented service
 Reasons area and division
Directors succeed
 Common customer service
challenges
 Conduct effective club visits
 Keys to continued success
and communication
The District Mission
Area Directors can help by
 Conducting effective club visits.
 Following up with club officers on
administrative activities.
 Maintaining year-round involvement with
each club.
The District Mission
Division Directors can help by
 Coaching area directors on
conducting effective club visits.
 Listening to feedback.
 Supporting the area director’s yearround involvement with clubs.
The Focus
Help clubs achieve the club mission
 The most important responsibility: ensuring
each club is a Distinguished Club.
 Clubs achieving the club mission have three
things in common:
1. Excellence in educational programming
2. Strong membership
3. Focus on Distinguished Club goals
 Successful clubs move members through
TI Communication and Leadership tracks.
Mission-Oriented Service
At the district level and at the club level,
every interaction has an impact on whether
members leave or stay in a club, whether
clubs grow or decline.
Mission-Focused and
Service-Oriented
 Members of districts, divisions
and areas
 Our organization’s purpose
 Reasons division and area
directors succeed
 Areas of success
Common Customer
Service Challenges
Not understanding roles or
communicating poorly.
Not understanding corporate
club culture.
One size does not fit all.
Training programs not providing
value.
Club visits and deadlines are not
meaningful.
An Attitude of Respect
Respect the unique character of
each club.
Respect club officers.
Commit to encourage, support
and serve clubs and club
officers.
Area directors serve clubs and
clubs serve members.
Training & Recognition
Area Governor Visits
Stefano McGhee
Area Director Visits
Conduct effective club visits
 Visit each club at least
twice a year.
 Connect with club
Presidents monthly
 Ensure that every club is
achieving their goals.
 Complete Area Director’s
Club Visit Report.
Area Director Visits
Area Director’s Club Visit Report
 Section 1: Distinguished Club
Program/Membership
• Educational goals
• Membership goals
• Officers trained
Area Director Visits
Area Director’s Club Visit Report
 Section 2: Club Quality Standards
• Club meeting
• Guests
• Recognition
• New members
• Club officers
How to Make an
Effective Club Visit
Preparing
 Contact club president.
 Establish and build rapport.
 Request program time in advance.
 Ask what will be featured at the meeting.
 Check submission of membership dues.
 Be familiar with the names of club officers.
 Ask if the club needs help or has any concerns.
 Ask the club president to schedule some time
after the meeting.
How to Make an
Effective Club Visit
The visit
Before the meeting
 Dress appropriately for
the occasion.
 Give yourself a generous
allowance of time.
 Wear your name badge
and Toastmasters pin.
How to Make an
Effective Club Visit
The visit
During the meeting








Stick to your allotted time.
Briefly review the club mission with members.
Motivate and inform.
If you give a speech, make it a manual speech.
Listen actively.
Use the Area Director’s Club Visit Report.
Look for future leaders.
Publicize programs.
How to Make an
Effective Club Visit
The visit
After the meeting
 Meet with the executive
committee.
 Review:
• Progress made in Distinguished Club Program
• The Club Success Plan
How to Make an
Effective Club Visit
The visit
After the visit
 Submit Area Director’s
Club Visit Report online at
www.toastmasters.org
 Follow up on any questions, needs
or concerns.
 Keep in touch with the club president.
Keys to Continued Success
and Communicating
Beyond the club visit:
• Communicate regularly through
phone calls and e-mail.
• Make additional visits.
• Distribute area communications.
• Be present at club officer installations.
Training & Recognition
Next Up…
Building New Clubs
Anna Kaufman, ACS, ALB
Club Building Program
Anna Kaufman
Club Retention
Membership Dues
Membership Growth
DCP Program
Club Extension
New Club Leads
Sample Meetings
Charter New Clubs
Club Building Team Structure
District
TRIO
Club Retention Team
CGD
Tracking of Club Performance
• Club Coaches (Clubs ≤ 12 Members)
• Membership Building Resources
• Club Mentoring Program Advice
• Training Module Support
Recruitment Pool
Team Training
Advanced TMs
Current Leaders
Past Leaders
Club Extension Team
Club Building Support
• New Club Leads
• Sample Meetings
• Charter Forms Review
• Club Sponsors/Mentors
Team Training
Starting a New Club






Club Leads & Follow-up
Club Meeting Location
Corporate/Community Buy-in & Promotion
Sample Meeting Scheduled (~ 2 weeks)
Additional Promotion
Conduct Sample Meeting
 Need 25-35 prospective members
 Close the Deal…
 Follow-up Support by Club Mentor
D31 Marketing Handbook
www.district31.org
Promotional Tools Available
directly from Toastmasters
Break Time
Next Up…
Build a Successful Team
Rick Winer, DTM
Build a Successful Team
Make Council Meetings
Effective and Fun
Focus on area and division goals.
Have an agenda.
Each member of the council should report on
progress.
Recognize the achievements of your
council members.
Include an educational session to pique interest.
Get members involved in your meeting.
Motivating Team Members
Suggestions
 Establish rapport
 Communicate goals
 Develop complementary goals
 Delegate responsibility
 Set deadlines
 Follow up
 Reward people for their efforts
Motivating Team Members
Team responsibilities
 It is important to understand that you and your fellow team
members:
• Represent Toastmasters International
• Must maintain high ethical standards
 Communications and publications conducted at
Toastmasters events must be of the highest caliber.
 Team members must act in a responsible manner.
 TI policy prohibits any form of harassment.
Developing Future Leaders
Team responsibilities
 Identify experienced Toastmasters in your area or
division.
 Note members who show promise or interest.
 Determine talents and how they can contribute to
achieving goals.
 Continually look to expand resources.
 Identify potential leaders.
 Share your resources with council members and
Toastmasters in your area or division.
 Don’t be afraid to ask club members for help!
Close
Make the district
mission a reality
District Success
Retention Creates Growth
Club Building is the Lifeline of
the District
Rick Winer
District Success is
Achieved at the Club Level
A Healthy District is Achieved
by Support to its Clubs
Leadership Advice
Membership Retention
Quality Training for Club Officers
Distinguished Clubs
Providing Leadership Opportunities
Development of Leaders
Area Director Responsibility
Support Your Assigned Clubs
in Achieving Excellence
District 31 Mission
We build clubs and support all clubs in
achieving excellence.
Club Calendar of Need
TLI TLI
TLI
•Club Contest
•Area Contest
•Division Contest
DUES
•District Contest / Conference
Happy Holidays
July
Membership
TLI
Club Leaders
Meet & Greet
August
September
October
November
December
Clubs Visits - When
TLI TLI
•Club Contest
•Area Contest
•Division Contest
DUES
•District Contest
Happy Holidays
July
Membership
TLI
Club Leaders
Meet & Greet
Club Support
Official Visit
August
September
October
November
December
Area Director Reports
Area Director Reports
AD
Reports
Submit
before
Sept 1,
2015
Who’s Got Your Back?
District 31 Team Structure
Traditional
Corporate
Hierarchy
Delegation
-vs-
Accountability
by Role
Recruiting
Traditional Corporate Structure
PQD
DivD
AD
AD AD
DD
CGD
DivD
AD AD
DivD
AD
AD AD AD
Toastmasters Structure
Club Club Club Club Club Club Club Club
Club Club Club Club Club Club Club Club
Club Club Club Club Club Club Club Club
Club Club Club Club Club Club Club Club
AD
AD AD
DivD
AD AD
AD
DivD
PQDT
DD
AD AD AD
DivD
CGD
Focus / Accountability by Role
TRIO – Team and Program management for ~200 + Clubs
Focus is District Goals
Division Director – Team management for ~24 Clubs
*Membership Retention*
Club Building in Division (w/CGD support)
Conference Promotion
Contest Quality in Areas
Focus is District Programs
Area Director – Club Leader support to ~6 Clubs
Focus is their Area Clubs
Types of Tasks Managed
TRIO – District Quality
TLI, Conference, Club Building, Club Support,
Manage Training Teams
Div Director – Support Area Directors
Club Building in Division
Conference Promotion (recruit teams to call clubs)
Work w/Credentials Chair for Council Meeting
Area Director – Focus on needs of Area Clubs
Recruit support for Clubs from Div/Trio
Supported By ALL
Membership Retention
Chain of Communication
Monthly Newsletter from Trio
Monthly Team Building
– Area Directors connecting monthly w/ Club Leaders
– Weekly Trio Conference Call
Occasional Division Team Meetings
Club Building Team Calls
TLI Dean Training Calls
Conference Planning Calls
Credentials Promotion Program
District Success
A Shared Responsibility
Club Meets the Member Needs
District Supports the Club Needs
Club Promotion Programs
Custom Banner w/Stand…….. New Clubs
Open House Support……..
Two Cycles:
July-Sept & Jan- Mar
Up to $50 per Cycle
Triple Crown Award……..
YES!
Club Health / Retention
Club Health
Club Retention
Anna Kaufman
Club Health – Area Dir. Visit
 Membership Retention & Growth
 Meeting Format
 Quality Meetings
 Prepared Agenda
 Meeting Roles Filled
 Use of TM Education Program
 Conducting Manual Speeches
 Encourage CL Credit at all meetings
 Look at Club History (last 3 years)
 Current Members & DCP Points
 Membership & DCP Trending
D31 Club Tools
D31 Club Tools
www.district31.org
Support Resources Available
Toastmasters International
• www.toastmasters.org
District 31
• www.district31.org
• District Leadership
Club Support
• District Leadership Team (AD/DD/Trio)
Break Time
Online Reports
Rick Winer
Online Reports - Summary







District Performance
Division / Area Performance
Club Performance
Daily Reports
Additional Reports
Historical Reports
District Central
Speech Contests
Training and Recognition
Programs
Stefano McGhee
Value of TLI to Area Director
Connect with Club Officers
Support Clubs Toward Success
Grow as a Leader
Triple Crown Award
- equals 1 Competent Communicator
1 Competent Leader
1 Advanced Award
(communication or leadership)
Fall Conference
November 14, 2015
Sheraton Framingham Hotel & Conference
Center
Opportunity to Step Up as a District Leader
Have Fun
Speech Contests
Fall 2015
Humorous and Evaluation
Stefano McGhee
Contest Deadlines
Club Level……. Sept 2th to Oct 2nd
Area Level………Oct 3rd to Oct 16th
Division Level…..Oct 17th to Oct 31st
Conducting Area Contests
Buddy – Up?
Determine a date & location
$75.00 budget per Area
Refer to Rulebook
All your answers to contest questions
are in the Contest Rulebook
Have it - Read it - Use it
2015-2016
District 31
Leadership Team Training
Thank you for your
Attention
Questions?
Rick, Stefano, Anna