Toastmasters elections vs. U.S. political elections

As many of you probably know, the U.S. elections were a few weeks ago.  As a candidate myself, albeit for a rather different sort of office, I viewed the TV ads with a different eye than two years ago.

Some were good issues-oriented ads, extolling the virtues and experience of the candidate.  Unfortunately, the major political races in Illinois degenerated into mud-slinging, with ads about the opponent concluding with words like “Who IS this guy?” in a deep and worried voice.

I’m quite glad that our campaign policies prohibit that sort of mess.  We keep campaigns positive and constructive, just like our speech evaluations.  Candidates talk about what they bring to the table, not what the opposition lacks.  I talk about my skills in strategic planning, my experience in Toastmasters, my passion for the organization.  It’s up to the voters to decide who the better candidate is, based on what they say — or don’t say.

I served as a Chicago election judge several times, and it was an interesting and fun experience in democracy.  Judges had to be at the polls by 5 AM so we could open at 6 AM, and the polls closed at 7 PM, with our duties completed around 8 PM — a 15 hour day.  Since turnout was light, I spent most of the day sitting and chatting with the other judges.  In a typical precinct of about 1000 voters, you might get 150 of them in an off-year election, or maybe 300 in a presidential election.  Spread over that long day, the four of us weren’t very busy, other than the before-work and after-work crunch.

Knowing that all those other eligible voters didn’t bother to vote was depressing, never mind those who didn’t even register.  I’ve heard people say that they dislike all the candidates, so they don’t vote, or that their vote won’t matter out of thousands or millions.

We face a voter turnout problem in Toastmasters as well.  In a post I made soon after the August 2010 convention, I noted that while most districts returned over 70% of the club ballots, six were under 50% and one was just 14%.  While some clubs may not really know or care how the organization is run (until it comes to dues!), districts should know and should care, and should work hard to collect those proxies and cast them as they see fit, whether for a governance proposal or for candidates.

There are many opportunities to get to know our candidates in a positive way — through their web site, social media fan pages, e-mail, phone calls, the  candidates’ showcase at the convention, and individual interviews.  (No TV or radio ads though!)  Where possible, talk to people who have worked with the candidate and find out their experiences with the candidate in real-world leadership roles — while we can judge the World Champion of Public Speaking in 5-7 minutes, judging leadership is something that takes months or years.

Collecting club proxies can be a great High Performance Leadership project, which is often the last thing members do on the road to a DTM.  Start looking now for someone who would be interested in doing this, and let’s get every district up to at least 80% of clubs represented.  They’ll need to recruit a committee with representatives in every division (and maybe every area) to reach out to clubs, and that takes time.  This might be done by the Area or Division Governors, but since this isn’t a core part of the AG or DivG’s mission, would be better done by someone else (maybe a past or future AG/DivG!).

Let’s make sure every club is represented in Las Vegas in August 2011!

Two easy steps to building membership

  1. Public relations, get the guest in.
  2. A good show, let them see what they’re getting.

Now perhaps I over-simplify a bit, but if you get these two things right, your club will be overflowing with eager guests and members.  I can hear you now, “But how do we create good PR?”

In my experience, guests show up at a meeting mostly through one of two ways:

  1. Word of mouth, a personal invitation from someone they know
  2. Via the Toastmasters International “find a club” page and (if it exists) the club web site

So this tells us that we need to get our members to invite their friends, family, co-workers, barista, bus driver, and nanny.  At the next club meeting, hand out a blank sheet of paper and without telling them why, ask each person to write down the  names of ten people they know.

After they do so, ask them to pick five of them to invite to the next meeting (this lets them leave out some people they might think wouldn’t be such a good membership candidate).  Follow up and keep score on who brings guests, split into several teams and recognize achievement.

At the same time, make sure your club details on the TI “find a club” page are accurate (like meeting days and address!), that the phone number and e-mail address go to someone who is ready to return messages promptly and sell the guest on coming to the meeting.  Be sure the club web site is attractive and up-to-date, and includes some recent pictures of the meetings and membership.  Include something unique about your club, especially if you’re near other clubs.  (Club web sites could be the topic of a whole article itself, and probably will be.)

Now, we’ve got lots of guests coming to the meeting, what’s next?  Put on a good show!  Let them see what the Toastmasters program is all about.  Be sure every meeting is demo quality, as you never know who might show up.  Manual speeches with constructive positive evaluations are the key, and then table topics to get everyone else involved and practicing off-the-cuff speaking too.

Have a guest welcome packet that includes:

  • a welcome letter from the club president
  • a brief outline of the Toastmasters program and the benefits members derive from it; remember “what’s in it for me”!
  • important contacts (president, VP-Education VP-Membership, and treasurer, at a minimum) with e-mail and phone
  • the exact amount of the dues for each of the 12 months of the year (don’t make them do the math), who to make the check out to, who to give it to
  • a membership application with the essentials already filled in (club name and number, district, etc.)

Be sure to conclude the meeting with asking guests what they thought about it, and invite them to fill out a membership application.

Yes, your club can grow, you can draw more guests and sign them up — every club can and should be at 20+ members and distinguished!

New clubs need mentors!

Every new club should be assigned a mentor on the charter paperwork.  Yet I see a lot of new clubs never get a mentor!  And far too often, I see those mentor-less clubs close up a year or two later.

Clubs that lack mentors (there can be up to two) usually miss out on critical details of the Toastmasters program.  They’re floundering in the dark.  They don’t know about advanced manuals, they don’t use the leadership manual, they don’t understand the value of officer training, or the networking at district conferences.

Worst of all, they are probably viewing Toastmasters as work instead of fun!

Sure, a good Area Governor may be able to help out with some of these issues, and if the club is lucky enough to have some experienced Toastmasters as members, they may get by.  But this seems to be rare.  Many new clubs have all new members, and the Area Governor has several other clubs to support as well, they can’t be attending most meetings of the new club like a mentor should.

In a few cases, there might be no one near the new club to serve as a mentor, but that also is rare.  In my home district, which is a dense urban area (Chicagoland), distance is no excuse, since any club has another within a few miles.  If the new club is hundreds of miles away, perhaps a mentor can serve from a distance, by conference calls and frequent contact.

Perhaps the club charter paperwork should require naming a club mentor.  To allow for those rare circumstances when it simply is not possible, a brief statement from the District Governor explaining the omission might be allowed in lieu.

Mentors are crucial to the long-term success of a new club.  Make sure every new club has that experienced resource so they get everything they can out of the Toastmasters program!

Leave your comments!

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District conference flashback

My home district (D30, Chicagoland) had their conference this last weekend, and it was deja vu all over again for me.  The first district conference I ever attended had been at the same location, a suburban Holiday Inn, in 2002.

Not only was it my first district conference, but I had been cajoled into doing an education session on club newsletters!  I had started up a club newsletter (which was back before club web sites were really big), and the conference education chair happened to be the president of my club.  She was looking for people to do presentations, and talked me into it.

Now, I hadn’t even completed my CTM (the old CC) at the time she asked, but I rushed to complete that before the conference so I would have a badge.  I had been in Toastmasters for a year and a half, and was barely halfway through my first term of being a club officer, VP-PR, so I was pretty new at this, but felt confident, since this was a topic I knew a lot about.

Finally, it was time for my presentation, and there were maybe five people in the audience, most of whom were from my own club.  Why not more?  A well-known and very popular Toastmaster was giving a presentation at the same time in the next room over.  He had a room twice the size, and a standing-room-only crowd.

I think the presentation went well, but it’s been a long ways from that first district conference presentation, to my Living DCP presentation.

I learned a few lessons about conference planning from that …

  1. When planning parallel conference or TLI education sessions, be mindful of how popular the speakers and topics are likely to be.  Match up speakers to rooms based on that.
  2. If you have a terribly popular speaker, put him or her in a general session, don’t put starter speakers up against a star.

For anyone interested, here’s the PowerPoint presentation I gave — it’s pretty much still accurate, though club newsletters don’t get the same attention that they used to.

ClubNewsletters

Tiebreaking judge

Challenged by trying to keep the tiebreaker judge a secret?  Does the tiebreaker judge need to be briefed too?  Try this idea, which I think is mostly within the rules, but no promises.

Put all your judging ballots, including the tiebreaker ballot, into envelopes (one each) and mix them up.  Recruit one extra judge — if you need nine, recruit ten.  Brief them all together.  Hand out the envelopes randomly, instructing the judges to put the completed ballot in the envelope for pickup.

After the contest, the ballot counters collect all the ballots together and take them for counting.  When the tiebreaker envelope is opened, it’s immediately handed to the chief judge, for use as necessary.

If you felt that not even a ballot counter should have a chance of seeing the tiebreaker ballot, you could discreetly mark that envelope in the corner before handing them out, and then look for it before they’re opened.

Advantages:

  • No one knows who the tiebreaker judge is until the ballots are being counted.
  • The tiebreaker judge gets briefed like the other judges.
  • No one in the audience observing the proceedings can possibly know who the tiebreaker judge is (out of the other judges).
  • The tiebreaker judge is randomly selected.

What are your thoughts?

Districts with NO club loss?

It is easier to give birth than raise the dead. — Unknown

Every year, in the Hall of Fame at the August international convention, we recognize districts that have built the most clubs (“President’s Extension Award”) and the highest percentage of clubs at 20+ members (“President’s 20+ Award”).  Many people have no idea what these awards are.  I suspect few districts set them as a goal, and may even sometimes be surprised to hear they ranked well for these.

You can see the full list of the 2009-10 scoring for these two awards here:

http://reports2.toastmasters.org/Ext20.html

A net growth of 63 clubs in one year is a truly awesome event, one quite worthy of recognition, as D82 (India and Sri Lanka) did last year (they built 74 new clubs and lost 11).  That’s almost two thousand charter members discovering Toastmasters in one district alone!  Since this metric is based on club counts, not a percentage, large districts have a large advantage.  A district with hundreds of clubs has far more resources to build clubs than a district with 60 clubs.

Maintaining clubs at 20+ members is also important.  Clubs with less members often have poorer meetings due to members serving in multiple roles simultaneously, and generally are not providing as good an educational experience as they might.  Keeping clubs at charter strength ensures guests see the Toastmasters program at its best.  As of June 30, 2010, D71 (Britain and Ireland) had over 87% of their clubs at 20+ members, which is amazing.  (By comparison, the median percentage of clubs at 20+ members in the districts is about 52%, and it goes as low as 22%.)

But here’s another important measure: How many clubs did a district lose? Not total paid clubs (where you can make up for a lost club by building a new club), but based on individual clubs — did any district manage to keep every club that they started the year with?  For 2009-10, by my math, it turns out exactly one district did that.

D33 (central California and southern Nevada) lost zero clubs in 2009-10. Every single one of 171 clubs renewed!  And they built 12 new clubs and were distinguished!  Three other districts lost just one club each (D12, D24, D64).

This is a metric that smaller districts can do better at, since they have less clubs to try to maintain.  And one equally worthy of recognition at the Hall of Fame.  It’s also non-competitive — we could have many districts earning this award, just like in the new Distinguished District Program (DDP).

Club rebuilding is just as important as club building. The club coach program is a key tool that few districts use effectively (more on this in a future post).  While it may be easier to build new ones, most sick and struggling clubs don’t require a miracle to be saved, just a coach (or two) who is passionate about bringing Toastmasters to more people.  Plus, any guests who visit a struggling club are likely to get a poor impression of Toastmasters.  Sure, sometimes you run into a club that just can’t be saved (such as loss of company support or loss of meeting location with no alternatives), but those are rare.

Help your district save every club possible, make sure even small clubs present Toastmasters in the best possible light to guests, build their membership and bring the club to distinguished, and you’ll be part of a team recognized for your efforts at the district and international level!

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The living DCP

Some people say that the recognition programs focus on the numbers too much, but behind those numbers are members achieving their goals.

My favorite educational session is about the Distinguished Club Program (DCP).  But I do it a little differently, by showing what those numbers mean.  For each DCP goal, I call volunteers out of the audience who are working on that goal and interview them briefly about their objectives and experiences.

For example, on the first goal, I ask for two people in the audience who are working on their CC, and call them up on stage.  I ask them what speech they’re on, what they’ve learned so far, and when they expect to complete speech number ten.  Ditto for the rest of the education awards.

For new members, I ask for a show of hands for anyone who’s joined in the last few months, call them up (two groups of four), ask them why they joined, talk about their Icebreaker, etc.

Club officer training is similar — ask for a volunteer holding each office, ask them about their role in that office, and get their commitment to twice-a-year training.

Finally, there’s the club officer list and on-time dues, for which I return to the club president, secretary, and treasurer from the previous group.

By now, I have 16 members on the stage, and now it’s time to underline the DCP membership requirement, noting that we need a few more people to round out the club and make a total of 20 (or a net growth of five).  There’s usually a few excited audience members who missed out on the earlier interviews who are ready to run up on stage.

I wrap up by summarizing the ten goals, pointing out the members achieving those goals on stage, and presenting the crowd of 20 members on stage as a ten-goal President’s Distinguished “club”, to strong applause.

Really a lot of fun!

Why Area Governors need assistants

Do you know someone who thinks they can do it all themselves, that they don’t need to ask for help?  They don’t make a very good leader. They may be very good at getting things done, but they’re a loner, they aren’t helping anyone else learn, and what happens when that person isn’t around?

One of the hardest lessons to learn as a new leader is the need to delegate.  Of course, that means you need someone to delegate to.  Recruiting assistants has numerous benefits:

  1. Help spread the work out among more people, avoiding burnout — “many hands make light work”!
  2. Provide better service to the clubs and members, more resources to call upon and provide regular contact
  3. Fill in for when that one person, the Area Governor, is busy, or has two things at the same time
  4. Better practice leadership skills, now there is someone to lead!
  5. Provide potential successors the next year, who will already be familiar with the role

The Toastmasters District Leadership Handbook briefly mentions assistant Area and Division Governors as part of the area and division councils, but doesn’t describe their roles further.  Typically, there are two assistants, one for marketing and one for education.  Ideally, they attend the training and DEC meetings just like Area and Division Governors (though they have no vote at the DEC meetings).

The Assistant Area Governor Marketing focuses on helping clubs build and retain membership, and might also take a lead role in building a new club for the area.  They can help a club put on an open house, put together a guest welcome packet, create a lively club web site, or brainstorm articles for the sponsoring company’s employee newsletter.

The Assistant Area Governor Education and Training helps clubs improve their educational program, encouraging completion of manual speeches and better evaluations, and quality speech contests.  They can advise a club about running a Youth Leadership or Speechcraft program, improving contest participation, or how best to use meeting themes to increase excitement and attendance.

Division Governors have two assistants as well, doing the same sort of thing as at the area level, and helping their counterparts at the area level be effective.

By recruiting and using assistants, the Area Governor can improve service to the clubs as well as assure quality service after they leave office, enabling them to confidently answer YES to the question “Did you leave things better than you found them?”

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Top 10 reasons to be a club coach

The club coach program is the best tool districts have to help struggling clubs, yet many districts don’t promote the club coach program very well.  There are districts with 30-40 or more clubs eligible for coaches, but only a dozen or so assigned.

They’re effectively leaving these struggling clubs to fend for themselves, or whatever the Area Governor can spare.  Official training is available, and it’s perfect to include in Toastmasters Leadership Institutes (TLIs).

Any club with 12 or less members (according to WHQ rosters) is eligible for a coach (there can be two coaches per club), and a coach can be anyone who is not already a member of the club at the time of appointment.  To volunteer, contact your district Lt. Gov’r of Marketing!  To find a club that needs a coach, click here, then click on your district number and scroll down in the right-hand panel to the “Clubs that need coaches” section; click on club numbers for meeting information.

The club coach’s goal is to bring the club to distinguished by the second following June 30.  Simple, right?  Of course, the biggest challenge is usually rebuilding membership to be eligible to be distinguished (a whole ‘nother topic!).  A good place to start is the Successful Club Series module Moments of Truth.

Top 10 reasons to be a club coach (some good, some bad!):

10. You’re bored on the night they happen to meet

9. To fulfill the requirements for your Advanced Leader-Silver and DTM

8. To help the area/division/district be distinguished by keeping its clubs

7. Because your Area Governor asked you to help

6. To get more speaking and education session opportunities

5. To exercise your leadership skills in a new environment

4. To help organize a membership-building drive

3. To bring ideas from your club(s) to a new club, and vice versa

2. To network with the members in a new club

1. To give back to an organization that gives its members so much

What’s YOUR reason?  Add it in the comments!

Lots of small clubs in your district?

Global club size chartDoes your district have a lot of small clubs?  Over the last few years, is the number growing (bad), or are the small clubs getting bigger (good)?

Here’s some interesting graphs about TI membership world-wide, and also of each district:
http://mikeraffety.com/ClubSize/
(Be sure to click on your district number for local details.)

Fortunately, the number of clubs with 20+ members seems to be growing each year, though not in all districts, and the average number of members per club has edged upwards as well, from 19.3 in June 2006 to 20.0 in June 2010.

How does D71 (Britain and Ireland) manage to have less than 6% of their clubs at 0-12 members, what’s the secret to their success?  D46 (New York area) and D85 (China) aren’t far behind, so it’s not just a matter of being overseas.

The Distinguished Club Program (DCP) has an interesting effect on membership; when graphing clubs by size in a histogram, there’s a sharp increase at the 20-member threshold.  While there’s just 247 clubs at 19 members (on June 30, 2010, worldwide), there’s 1,362 at 20 members.

There’s a lot of clubs eligible for club coaches, 23% globally as of June 2010.  I’ll be talking more about club coaches in my next blog entry.  So many districts don’t take advantage of this very effective program!

Feedback is appreciated!