AREA AND DIVISION GOVERNOR TRAINING

1. AREA AND DIVISION GOVERNORTRAINING 206BP

2. District Officers District Governor As the district governor, you have the responsibility of directly overseeing and managing the district’s day to day operations, finances, and human resources. As the district governor, you must empower your district leadership teams to work together to fulfill the district mission, while simultaneously supporting each officer in his or her development as a leader. Lt. Governor Education and Training As the lt. governor education and training, you are responsible for all aspects of education and training within the district. This includes supporting quality club programming efforts, promoting the Distinguished Club Program, coordinating the training efforts of the district, and planning and executing the district conference.

3. Lt. Governor Marketing As the lt. governor marketing, you are tasked with the responsibility of all aspects of marketing, club building, and member and club retention efforts within the district. This includes defining an overall marketing strategy for the district, developing outreach and retention efforts with existing community and corporate clubs, and penetrating new markets. Public Relations Officer As the public relations officer (PRO), you are responsible for coordinating publicity efforts in the district. By establishing and maintaining lines of communication between the district and its members, as well as between the district and the public, you work to increase awareness of Toastmasters through all available media.

4. Treasurer As the district treasurer, you are tasked with the fiscal oversight and management of the district. The district treasurer works closely with the district governor and lt. governors to ensure that the district is making cost effective decisions, within policy, that result in effective fiscal management. Secretary As the district secretary, you are responsible for maintaining the historical records of the district, recording and distributing meeting minutes, and otherwise maintaining accurate, timely records of district business

5. Division Governor As division governor, your job is to lead and support the division through the supervision and support of the area governors. For the division to be successful and implement the district goals, you must work closely with your team of area governors Area Governor As area governor, you serve as the direct liaison between the district and the clubs. One way that you serve clubs is through the area club visits conducted at least twice a year. These visits are crucial to understanding how clubs are fulfilling member needs, and how the district is successful in supporting and meeting the needs of each club.

7. Five Principles of Motivation • Understanding motivation • Focusing on value • Clarifying expectations • Recognizing your team • Leading by example 10

8. Team Conflict Resolution • Talk in private. • Share responsibility and agree to resolve issues. • Present viewpoint in unemotional way. • Determine points of agreement and disagreement. • Decide how to proceed on disagreements. • Summarize discussion in writing and move forward. 11

9. Member Experience • Quality club environments lead to membership retention • Great meetings make clubs successful • Quality club meetings are well planned, well attended, organized, and fun • Members improve their communication and leadership skills • Quality clubs give members an opportunity to learn and grow 4

10. Membership, Education, and Leadership • Membership • How do clubs attract and retain members? • The Toastmasters education program • How can the club help its members meet their personal and professional education goals? • Club leadership • How do club officers affect club quality and the member experience? 5

11. Club Visits • Foster club quality by visiting clubs • Answer questions and offer club support • Area Governor’s Club Visit Report (Item 1471) is a tool to help area governors during club visits 7

12. Trust • Build trust with clubs before and during club visits • Building trust results in • Clubs giving honest information • Clubs being receptive to feedback • Clubs see area governor as a resource 8

13. First Club Visit • Observations • What to look for on your first club visit • What first impression does the club make? • How does the club orient new members? • What’s the atmosphere of the meetings? • How are meetings organized? • How many members does the club have? • How does the club recognize achievement? 9

14. First Club Visit • Distinguished Club Goals • How to help clubs become distinguished • Discuss club DCP progress • Review Club Success Plan • Remind club of deadlines • Ask about club successes • Ask about club goal challenges 10

15. First Club Visit • Discussion • How to become the club’s trusted resource • Ask questions about information gathered and observations • Encourage club members to ask questions • Ascertain unvoiced concerns • Offer practical solutions to challenges • Set up follow-up communications with club officers • Use the Area Governor’s Club Visit Report 11

16. After the First Visit • After the first visit • Submit Area Governor’s Club Visit Report • Review and discuss club with the division governor • Contact club president to: • Share observations • Congratulate club on their successes • Identify how the district can support the club 12

17. Second Club Visit • Observations • What to look for on the second club visit • What are the similarities or differences from first visit? • Which issues are unresolved from the first visit? • Which suggestions have been implemented? • How is the club progressing in the DCP? • Acknowledge accomplishments 13

18. Toastmasters Mission Toastmasters International is the leading movement devoted to making effective oral communication a worldwide reality. Through its member clubs, Toastmasters International helps men and women learn the arts of speaking, listening, and thinking – vital skills that promote self-actualization, enhance leadership potential, foster human understanding, and contribute to the betterment of mankind. It is basic to this mission that Toastmasters International continually expand its worldwide network of member clubs, thereby offering ever-greater numbers of people the opportunity to benefit from its program. 3

19. District Mission The mission of this district is to enhance the quality and performance and extend the network of the member clubs of Toastmasters International within the boundaries of this district, thereby offering greater numbers of people the opportunity to benefit from the Toastmasters educational program by: • Focusing on the critical success factors as specified by the district educational and membership goals • Ensuring that each club effectively fulfills its responsibilities to its individual members • Providing effective training and leadership-development opportunities for club and district officers 4

20. Club Builders • All Toastmasters expand the network of clubs, areas, and divisions. • Area and division governors serve as liaisons between districts and clubs. • Area and division governors work with sponsors and mentors. • Area and division governors fulfill duties that support club-building. 6

21. CLUB BUILDERS RESPONSIBILITIES GAME Club-building Responsibilities Serve as contact for demonstration meetingsand pre-charter information meetings Generate interest and recruit members in new clubs Show new clubs how to hold meetings and elect officers Submit charter paperwork, fees, and dues to World Headquarters Plan charter presentation meetings 7a A B C D DISTRICT GOVERNOR LT GOVERNOR MARKETING CLUB SPONSOR CLUB MENTOR

22. CLUB BUILDERS RESPONSIBILITIES GAME Club-building Responsibilities Recruit, train, and supervise club-building team members, club sponsors, and club mentors Receive leads from district governor and World Headquarters Assist with prospect visits Help plan demonstration meetings Attend demonstration meetings and pre-charter information meetings 8a A B C D DISTRICT GOVERNOR LT GOVERNOR MARKETING CLUB SPONSOR CLUB MENTOR

23. CLUB BUILDERS RESPONSIBILITIES GAME Club-building Responsibilities Receive leads from World Headquarters Confirms alignment of new clubs 9a A B C D DISTRICT GOVERNOR LT GOVERNOR MARKETING CLUB SPONSOR CLUB MENTOR

24. CLUB BUILDERS RESPONSIBILITIES GAME Club-building Responsibilities Guide clubs through first six to 12 months Ensure club officers understand duties and how to perform them Familiarize club officers with Toastmasters education program Familiarize club officers with Distinguished Club Program 10a A B C D DISTRICT GOVERNOR LT GOVERNOR MARKETING CLUB SPONSOR CLUB MENTOR

25. Identify leads and prospects Club-building Cycle Follow up Contact and qualify Club-building Cycle Charter Present Address questions and concerns 16

26. Identify Leads and Prospects • Leads can come from • World Headquarters • Current members • Neighbors • Coworkers • Many other places • Assess existing clubs to identify opportunities for new clubs • Target opportunities • Communities over 10,000 people • Corporations over 150 people 17

27. Contact and Qualify • Follow up leads when requested • Understand business and needs of each lead • Contact lead promptly • To qualify the lead • Identify the decision maker • Explain how Toastmasters can help their corporation • Ask questions, listen to their needs, offer solutions 18

28. Present • Conduct a demonstration meeting • Demonstration meeting resources • Demonstration meeting team • How to Build a Toastmasters Club (Item 121) • E-learning session Successful Demonstration Meetings • Promotional material 19

29. Address Questions and Concerns • Address questions and concerns • Ask for opportunity to establish a new club 20

30. Charter • How to Build a Toastmasters Club (Item 121) • Club sponsor responsibilities • Build membership to 20 • Submit Application to Organize a Toastmasters Club and charter fee • Assist club in electing officers, adopting a club constitution, and submitting charter forms • Schedule charter presentation meeting • Club mentors guide for six to 12 months 21

31. Follow Up • Club mentor responsibilities • Ensure officers understand duties • Maintain membership strength • Explain Toastmasters education program and DCP • Cycle begins again 22

32. Type of Speech Contests • International • Evaluation • Humorous • Table Topics™ • Tall Tales • Taped (for members of undistricted clubs and for provisional districts) 3

33. Checklist Game What should the contest chair order for all contest speakers? What should the contest chair order for contest winners? From where should the contest chair order these items? 6

34. Checklist Game May clubs, areas, divisions, or districts produce awards for contestants and winners? 7

35. Checklist Game When should the contest chair notify contestants of the time and place of the contest and pre-contest briefing? 8

36. Checklist Game Where should the chief judge tell the contest judges to sit? Why should the contest judges sit there? 9

37. Checklist Game What does the chief judge give to the contest chair during the contest? 10

38. Checklist Game What two events must a contestant attend before the contest? 11

39. Speech Contest Judges • Chief judge • Selects fair and impartial judges • Trains contest officials • Prepares contest officials for the role • How to use Judge’s Guide and Ballot (Item 1172) • How to choose a winner without evaluating speakers 12

40. Speech Contest Rules • Speech Contest Rulebook (Item 1171) • The ultimate resource for contest issues • Questions can be directed to World Headquarters • Email speechcontests@toastmasters.org • Phone 949-858-8255 13

41. Moments of Truth • First Impressions • Membership Orientation • Fellowship, Variety, and Communication • Program Planning and Meeting Organization • Membership Strength • Achievement Recognition 3

42. Qualifying Requirements • Distinguished Club Program • Membership of 20 or a net growth of at least five new members as of June 30 4

43. Membership Net Growth Definition • Membership net growth occurs when the total number of club members at year-end (June 30) exceeds the base amount. 5

44. Membership Base Definition • The membership base amount refers to the number, on July 1, of club members (renewing, new, charter, dual, and reinstated) who paid April dues. 6

45. Two CCs • Two more CCs • One ACB, ACS, or ACG • One more ACB, ACS, or ACG • One CL, ALB, ALS, or DTM • One more CL, ALB, ALS, or DTM • Four new members • Four more new members • Minimum of four club officers trained during each of two training periods • One membership dues-renewal report and one club officer list submitted on time 10 DCP Goals 7

46. Distinguished Club Program • Distinguished, Select Distinguished, President’s Distinguished 8

47. Club Timeline 9

48. Club Timeline 10

49. Club Timeline 11

50. Qualifying Requirements • Distinguished Area Program • No net club loss • Submit the Area Governor’s Club Visit Report for 75% of club base • First round visits by November 30th • Second round visits by May 31st 12