Measuring the Success and Effectiveness of Club Officers

Lance Miller, 2005 Toastmasters World Champion Speaker, spoke to the gathering at the District 22 June 13th Club Officer Training (aka. TLI). He pointed out that Toastmasters trains club officers separately instead of like a team. His analogy was to imagine a football team that sent the receivers to one room to learn, then send the quarterbacks to another room to learn and send the running backs to yet another room to learn. By doing that, the players do not learn how to play as a team. Excellent point. After all, once TLI is done, the Vice Presidents of Public Relations of the district do not get together again as a group, a team. Nor will the club Treasurers or club Secretaries and so on.

Lance went on to say that there is not a way within Toastmasters to objectively rate how any of the club officers are doing. How does anyone know if the club officers are effectively doing their jobs? The only manner in which the club officers are rated is as a whole along with their club, and that is through the Distinguished Club Program (DCP). To that end, Lance suggested there be at least one measurable way to hold each club officer accountable. Here is a means to rate the performance of the club officers:

  • President:   club DCP criteria and how well the club officers are doing with their ratings
  • VP Education:  number of education and leadership awards earned by club members
  • VP Membership:  number of new members minus loss of existing members
  • VP Public Relations:  number of guests attending meetings (Lance said that, on average, it takes 6 guests to get one new member)
  • Secretary:  accurate and complete club records plus percent of meeting minutes published divided by total number of meetings
  • Treasurer:  accurate and timely club financial records kept, and monthly treasurer reports available to the club
  • Sergeant-at-Arms:  percent of total meetings started right on time with the room properly set up

Club officers should know to seek out help and assistance from the district when needed. This table shows which club officer is responsible for which criteria of the DCP:

DCP CRITERIA  

  RESPONSIBLE CLUB OFFICER

Two CC’s award

  VPE

Two more CC’s award

  VPE

One ACx award

  VPE

Another ACx award

  VPE

One CL/ALx/DTM award

  VPE

One more CL/ALx/DTM award

  VPE

Four new members

  VPPR and VPM

Four more new members

  VPPR and VPM

Four+ of seven officers trained twice

  President (plus all officers)

Dues and Club Officer List Submitted

  Treasurer and Secretary

Your club officers should be meeting at least monthly. The purpose of those meetings is to plan for club success. That means addressing these questions:

  • What are the latest ratings of how the club officers are performing their duties
  • Are members earning education and leadership awards
  • Which members will earn which awards before June 30
  • Are all members giving only manual speeches
  • Are members presenting any of the projects from any of the Special Series
  • Are club meetings running well and on-time
  • Are members pre-signing up for roles or is that decided when each meeting starts
  • Are enough members attending meetings that attendees only fill, at most, one role
  • Are guests attending and being greeted by the members and receive a guest packet
  • Are guests followed up with after their visit
  • Are members who do not renew questioned as to why they left the club
  • Are members hearing about district events (e.g. conferences and training sessions)
  • Are members given recognition for awards earned and any other special accomplishments
  • Is general Toastmasters information available to the members
  • Are the club supplies sufficiently stocked and provide sufficient support for the meetings
  • Is the meeting facility/room sufficient for the club meetings
  • Do all members have a name tag or a name tent
  • Do new members have a mentor
  • Are evaluations providing appropriate feedback to the speakers
  • Are members using their CL manuals in the meetings
  • Is the club website and/or Facebook account kept up to date with accurate and fresh information
  • From the club website, can visitors get correct meeting information and contact information
  • Are all club members listed, with pictures, in the “Meet Our Members” section of the club website
  • Are the President and VP Education attending the semi-annual district council meetings
  • Are the President, VP Education and VP Membership attending the Area Council meetings
  • Can members easily communicate (e.g. email, website, Google Docs, etc.) with each other
  • If it is a new club, does it have club mentors who are actually helping the club
  • If the club has a club coach, it the coach helping to guide and rebuild the club

Larry Wilson - PROLarry Wilson joined Toastmasters in 2004. In his almost first five years he served all club offices and several district offices and positions. Upon returning to Toastmasters in 2013, he became district secretary then district public relations officer/manager. He is currently a member of the Bluejacket club in Shawnee, Kansas where he is the vice president of public relations. Larry is also a member of the newest advanced club Victory Toastmasters.

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About Kimberly Myers

Speaking Coach | Speaker | Author | Toastmaster
This entry was posted in Club Excellence, Club Officer Training and tagged , , . Bookmark the permalink.

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