Achieve Success Overheads

1
Area/Division Governor Training Agenda

• Establish Service Standards
• Area/Division Council Meetings
• Area Governor Visits
• How to Measure Division Governor Success
• How to Measure Area Governor Success
• How to Measure Club Success
• Other Necessary Information You Need to Know To
  Be Successful

2
Individual Toastmaster Member
Club Officers
Area/Division Governor
Linda Hill, District Governor Mary Lynn Morris,
Lt. Governor for Education Training Bonnie
Kempke, Lt. Governor for Marketing
International Directors
Toastmasters International
3
Service Standards for Area Governors

• Focus on membership growth and educational
  achievements in Clubs so the Area can achieve
  minimum recognition of Distinguished Area.
• Motivate and assist each Club in the Area to
  become a Distinguished Club.  

4
Service Standards for Area Governors Continued

• Make at least two Formal Club visits Assess
  Club membership and willingness to grow
  Assess who will achieve educational achievements
  
• and when these will be completed
  Evaluate educational programming and quality  
  expected of a Club Complete the Area Report
  of Club Visit form, give a   copy to the Club
  President, and mail a copy to the   District
  Governor by the deadline on the form

COMMUNICATION IS THE KEY!
5
Service Standards for Area Governors Continued

• Offer to make a presentation during the Club
  visit on one or more of the following topics
• Ensure that each Club understands the service
  roles of Area Governor and the District. 

Distinguished Club Program Communication and
Leadership Track Benefits (look in your Area
Leadership Handbook for requirements)
Membership growth
Your main job is to ensure that the club is
SUCCESSFUL!
6
Service Standards for Area Governors Continued

• Contact Club Presidents monthly about
• Growth

Distinguished Club Program performance
Follow up on items identified during previous
visit   or contact District training or other
District events COMMUNICATION IS THE KEY TO
BOTH THE CLUBS SUCCESS AND YOUR SUCCESS !
Ensure no net Club loss in the Area With help
from the Division Governor, build at least   one
new Club within the Area
7
Service Standards for Area Governors Continued

• Hold at least two Area Council Meetings each year
  and have the following topics on the agenda
• Participate in District Training for Area
  Governors, Executive Committee meetings, District
  Conferences and District Council meetings.

Distinguished Club Program Club plans,
goals, needs for District /Area assistance
Attendance at Club Officer training Planning
for inter-Club events (e.g., training, time and
place of Area speech contests, speaker/evaluator
x-change (SEX) teams) Presidents, VPE, and
VPM are members of the Area Council
COMMUNICATION IS THE KEY!
8
Service Standards for Area Governors Continued
(Susies Additional Stuff)

• Get 1 - 2 people to assist you with being Area
  Governor

Educational Assistant help set up and
conduct contests Administrative Assistant
help organize Area Governor Council
meetings/set-up and maintain Area calendars
Both can assist in making Area Governor visits
with your training of them
Either one of them or both will make an excellent
Area Governor next year!
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Susies Most Important Piece of Advice
VISIT EACH CLUB ONCE A MONTH FOR AT LEAST THE
FIRST 3 MONTHS!
10
Service Standards for Division Governors

• Achieve minimum recognition of Distinguished
  Division.
• Focus on Area Governor achievement in the
  Distinguished Area Program so that every Area is
  a Distinguished Area or better.

COMMUNICATION IS THE KEY!
11
Service Standards for Division Governors Continued

• Contact Area Governors at least monthly and
  discuss
• Progress toward goals in the Distinguished
  Area Program Follow-up on Club visits
  Weak Clubs and strategies to make sure there are
  no single-digit Clubs in any Area Rebuilding
  all Clubs to charter strength

COMMUNICATION IS THE KEY!
12
Service Standards for Division Governors Continued

• Ensure that 100 percent of Area Governors are
  trained
• Growth Build one new Club in each Area
• Participate in District training for Division
  Governors and Area Governors, Executive Committee
  meetings, District Conferences and District
  Council meetings.

COMMUNICATION IS THE KEY!
13
Service Standards for Division Governors Continued

• Hold at least two Division Council Meetings each
  year, and have the following topics on the
  agenda Distinguished Area Program Area plans,
  goals, progress, and the need for assistance
  from the Division Governor and District.
• Distinguished Club Program Club plans, goals,
     progress, need for District/Division/Area
  assistance Attendance at Club Officer
  training Planning for Division Speech
  Contests/Division Calendars

COMMUNICATION IS THE KEY!
14
Area/Division Council Meetings
15
Qualities of a Super Team

• Mission-focused
• Service-oriented
• Knows goals
• Dedicated to quality
• Committed to overcoming obstacles to success
• Visible accessible

16
Qualities of a Super Team Continued

• Exudes Energy Excitement Commitment
• Works well together achieving goals

17
Area Council Team Members

•    APPOINTED MEMBERS
•     Asst. Area GovernorEducation and Training
•    Asst. Area GovernorMarketing
•     Secretary

•    AUTOMATIC MEMBERS
•   Club President
•    Club VPEs
•    Club VPMs

andthe Area Governor
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Asst. Area GovernorEducation and Training

• Promotes Club quality through achievement of
  educational goals in the Distinguished Area
  Program CTMs ATMs Distinguished Clubs
• Helps Area Governor with Area Speech Contests

19
Asst. Area Governor Marketing

• Promotes Club strength through achievement of
  Distinguished Area Club growth goals Club
  October dues renewals in on time Club April
  dues renewals in on time Clubs at 20-plus
  membership

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Asst. Area Governor Marketing

• Directs, coordinates Area growth strategies and
  activities
• Directs membership development and retention
  programs
• Helps rescue weak Clubs
• With Division Governor, builds corporate and
  community Clubs Goal net growth of one Club
  per Area

21
Division Council Team Members

•    APPOINTED MEMBERS
•     Asst. Division GovernorEducation and
  Training
•    Asst. Division GovernorMarketing

•    AUTOMATIC MEMBERS
•      Area Governorsof the Division

andthe Division Governor
22
Asst. Division Governor Education and Training

• Promotes achievement of educational goals and
  Club quality in the Distinguished Area Program
  CTMs ATMs Area visits and submission of Area
  Visit   Forms, first and second rounds
  Distinguished Clubs
• Helps Division Governor with educational programs
  at Division Council meetings

23
Asst. Division Governor Education and Training

• Promotes Toastmasters International educational
  programs to improve Club quality Moments of
  Truth The Better Speaker Series The
  Successful Club Series Speechcraft The
  Leadership Excellence Series
• Helps Division Governor with Division Speech
  Contests

24
Asst. Division Governor Marketing

• Strives to achieve Distinguished Division Club
  growth goals (net growth of at least one Club)
• Promotes achievement of membership goals in
  Distinguished Area Program Club October dues
  renewals in on time Club April dues renewals in
  on time Clubs at 20-plus membership

25
Asst. Division Governor Marketing

• Directs, coordinates Division growth strategies
  and activities
• Directs membership development and retention
  programs
• Coordinates rescue of weak Clubs
• With Lt. Governor Marketing, builds corporate and
  community Clubs

26
Make Area and Division Council Meetings Effective
and Fun

• Focus on goals
• Have an agenda
• Report on progress toward Distinguished
  Division Distinguished Area Distinguished
  Club
• Recognize achievements
• Pique interest with educational sessions

27
Strategies for Motivating Teams

• Establish rapport
• Communicate goals
• Your goals complement council members goals
• Delegate responsibility
• Set deadlines
• Follow up
• Reward efforts

28
Area Governor Visits
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Before You Make Your Area Governor Visit

• Contact the Club President at least 1 month prior
  to visit
• Try to establish a rapport with Club President
  prior to visit
• Request time on the program
• Send the Club President a copy of the form
• May you do Installation of Officers?
• Semiannual Report sent in?
• Familiarize names of officers

30
At Your Area Governor Visit

• Dress appropriately wear your name tag!
• Arrive early
• If you give a speech, MAKE SURE IT IS A MANUAL
  SPEECH!
• Listen actively
• Go over calendar events DCP
• Meet with the Executive Committee after the
  meeting to go over any concerns they have and
  finish filling out the form.
• Have Club President sign the form!

31
After Your Area Governor Visit

• Make a copy of the form for the Division
  Governor.
• Send completed form to the District Governor
• Follow-up on any questions, needs or concerns
  expressed by the club
• Send a Thank You e-mail or note to the club
• Keep in touch with the Club President throughout
  your term
• Make yourself available and respond to any
  questions from any members of the club.

32
How To Use The Area Governor Form

• Let the Club know what they are doing right!
• Identify areas that need improvement
• Better understand the Clubs and members so you
  can serve them better
• Keep District and TI informed on all Clubs
  progress does one of them need special
  attention
• Help the Club to become a Distinguished Club

33
What Makes a Division Governor Successful?

• Every Area has healthy Clubs Clubs at Charter
  strength Great educational programming
• In every Area, most or all Clubs are
  Distinguished Clubs
• Areas are Distinguished, Select Distinguished, or
  Presidents Distinguished
• Club growth You are always seeking new club
  possibilities while keeping Area Governors on
  track with their goals

34
Measuring Division Governor Success
To be successful, a Division Governor must plan
and achieve

• Distinguished Division
• Select Distinguished Division, or
• Presidents Distinguished Division

WE WANT EACH DIVISION GOVERNOR TO BE AT LEAST A
DISTINGUISHED DIVISION GOVERNOR!
35
Distinguished Division Goals

• No net Club loss
• 50 or more Areas achieve Distinguished Area or
  better (this number is rounded up not down)

36
Select Distinguished Division

• No net Club loss
• 75 of Areas achieve Distinguished Area or better
  (this number is rounded down)

37
Presidents Distinguished Division

• Achieve all Select Distinguished Division goals
• Net growth of one Club

38
Measuring Area Governor Success
This ensures that the people in your clubs reap
the most benefits of Toastmasters! Measures your
success as an Area Governor Serving clubs? Clubs
achieving educational goals? Gaining new
members? Starting new clubs? Helps you become a
better leader. Area Performance Plan can help
you achieve your Area goals. Distinguished
Division/Area reports on TI website lets you
follow your progress.
39
Measuring Area Governor Success
To be successful, an Area Governor must plan and
achieve

• Distinguished Area
• Select Distinguished Area, or
• Presidents Distinguished Area

WE WANT EACH AREA GOVERNOR TO BE AT LEAST A
DISTINGUISHED AREA GOVERNOR!
40
Eligibility to Participate in the Distinguished
Area Program

• Every Area containing three or more Clubs in its
  CLUB BASE is automatically considered in the
  Distinguished Area Program. (CLUB BASE
  calculations will be explained later in this
  session.)
• An Area with one or two Clubs in its CLUB BASE is
  ineligible for inclusion and recognition in the
  Distinguished Area Program.

41
Distinguished Area Goals
ACHIEVE FOUR OF THESE FIVE GOALS

• Goal 1 75 of Area Clubs submit a complete
  October semiannual report to WHQ by November 15
• Goal 2 75 of Area Clubs submit a complete
  April semiannual report to WHQ by May 15
• Goal 3 Average 1.75 CTMs per Club by June 30
• Goal 4 Average 1 ATM for every 2 Clubs by June
  30
• Goal 5 60 of Area Clubs become Distinguished
  Clubs

42
Select Distinguished Area
ACHIEVE ALL 5 DISTINGUISHED AREA GOALS PLUS

• Goal 6 80 of Area Report of Club Visit Forms
  for 1st round of visits submitted to WHQ by
  November 30
• Goal 7 80 of Area Report of Club Visit Forms
  for 2nd round of visits submitted to WHQ by May
  31
• Goal 8 60 of Area Clubs have 20 or more paid
  members by June 30

43
Presidents Distinguished Area
ACHIEVE ALL SELECT DISTINGUISHED AREA GOALS
PLUS

• Goal 9 Net growth of one Club

44
Goals Are Determined byUsing a Club Base

•    Number of Area Clubs submitting a complete
  April semiannual report for the prior year
•          PLUS
•      Clubs chartered April 1 through June 30 of
  the prior year

45
Club Base Calculation Example

•     Number of Area Clubs submitting an April
  semiannual report for prior year.. 6
•           PLUS
•     Clubs chartered from April 1- June 30 of
  prior year1
•     CLUB BASE... 7

46
Sample Distinguished Area Goal Calculations

• Goal Average of 1.75 CTMs per Club in Area by
  June 30Goal calculation CLUB BASE X 1.75 For
  example, an Area with a CLUB BASE of 7 must have
  12.25 (12) CTMs by June 30
• Goal 60 percent of Area Clubs achieve
  Distinguished Club by June 30Goal calculation
  CLUB BASE X .60 For example, an Area with a
  CLUB BASE of 7 must have 4.2 (4) Clubs achieve
  Distinguished Club or better by June 30

ALL CALCULATIONS ARE ROUNDED DOWN TO THE PREVIOUS
WHOLE NUMBER!
47
Successful Clubs

• Productive and enjoyable meetings
• Manual Speeches
• Every member achieves a CTM and members are
  moving through the TI Communication and
  Leadership Tracks
• Charter strength (20 or more members) and
  encourage people to join
• Trained and effective Club Leaders

Successful clubs dont let their members stagnate!
48
Distinguished Club Program Goals

•   1. Two CTMs
•   2. Two more CTMs
•   3. One ATM
•   4. One more ATM
•   5. One CL, AL, or DTM
•   6. One more CL, AL, or DTM
•   7. Four new members
•   8. Four more new members
•   9. Minimum four Club Officers trained during
  each training period
• 10. One semiannual membership report, one Club
  Officer List submitted on time.

49
Spreadsheet To Track Your Goals
50
Recognition

•    Clubs with at least 20 members OR with a net
  growth of at least five new members at June 30
  which also do the following are eligible for
  Toastmasters International recognition at
  year-end
•    ACHIEVE                  RECOGNITION
•     Five of 10 goals Distinguished Club
•     Seven of 10 goals Select Distinguished
  Club
•     Nine of 10 goals ... Presidents
  Distinguished Club

51
Recognition Continued
Clubs achieving one of these will receive a
ribbon along with a congratulatory letter. The
Clubs officers are invited to attend the Club
Leadership Luncheon during the International
Convention where they will be recognized for the
clubs achievement. Club President receives a
progress report in October, January, and April
detailing the clubs progress towards DCP
goals. The Club President will also receive a
year-end report. Monthly reports can be viewed on
the TI website.
52
Other Necessary Information You Need to Know To
Be Successful
53
Proxies
Each club gets 2 votes (President and VPE) at all
District Conferences, Regional Conference, and
International Convention. All District officers
get 1 extra vote at District Conferences. At the
District Conference, only a club member may take
the club votes if the President and VPE cant
attend to vote. At the Regional Conference and
International Convention, any Toastmaster going
to the conference or convention may take the
votes as long as the club President has signed
the club proxy sent by TI. If they dont know
anyone going to the conference or convention, the
club President should send the signed proxy to
the District Governor (name already on the
proxy), who will vote for the club. Make sure
that any preferences are noted on the ballot.
54
Performance Plan

• Activity (general activity to be addressed)
• Goal (specific, concrete, and measurable)
• Situation Analysis (where are you currently)
• Strategy (method to achieve your goal)
• Resources (people, time, materials, programs)
• Assignment (responsible person to make sure
  actions are completed)
• Timetable (start and stop times)
• Blank pages with headings (which can be copied)
  are included to meet your Area/Division needs

55
FORMULA FOR SUCCESS?

• Plan the work.
• Work the Plan.
• Achieve Success.