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President Training for Toastmasters .pptx
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- 2. Session Objectives Identify yourrole Why does the club need a President? Fulfill your responsibilities How can you play this role? Find resources that help you Where can you find the support that you need? Role THE OUTCOMES Resources THE AIDS Responsibilities THE ACTIONS
- 3. President Role Why doesthe club need a PRESIDENT? In the context of the Club Mission “We provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth.” LET’S DISCUSS!
- 4. President Role • ThePresident in Toastmasters is the key leader responsible for overall club management. • He presides over meetings, directs the club's goals, and ensures effective communication among members. • The President fosters a positive club environment, encourages member participation, and leads the executive committee. • As the club's primary representative, he liaises with Toastmasters International and other organizations. • The President plays a pivotal role in maintaining the club's success, fostering a supportive culture, and steering it towards its objectives.
- 5. President Role GOALS MANAGEMENT REPRESENTATION The ClubIndividual Members Company/ Community/ Institution District & Toastmasters International General Members’ Meetings and Events EC and EC Officers’ Meetings
- 6. President Responsibilities In thecontext of Setting Goals LET’S DISCUSS!
- 7. President Responsibilities • Preparethe Club Success Plan. • Plan club events, contests, trainings and special meetings. • Strategize for success in the Distinguished Club Program. • Design action plan for achieving all District and TI Awards for the club. • Prepare a quarterly calendar of meetings, events, MOTs, Contests, elections, special meetings, etc. • Support the EC in framing their respective plans and goals. • Plan the successors and associates for each of the EC positions. • Design and implement changes for the betterment of the Club. Setting Goals
- 8. President Responsibilities In thecontext of Representing the Club LET’S DISCUSS!
- 9. President Responsibilities • RepresentsClub at Area/District meetings • Attend and vote at council meetings. • Communicate key information to club members about events or updates outside of meetings. • Plan and execute external activities or community engagement with the EC • Represent the club effectively when interacting with external organizations or other Clubs. • Foster a positive club image through social media and other communication channels. • Encourage member participation in external events or speaking opportunities to enhance the club's visibility. Representing the Club
- 10. President Responsibilities In thecontext of Managing the Meetings LET’S DISCUSS!
- 11. President Responsibilities Before theClub Meeting • Work with VPE for setting the meeting Agenda. • Coordinate with SAA to set up the meeting venue. • Work with VPPR to roll-out the meeting poster. • Ensure all arrangements in place, if it is a contest or special meeting. • Prepare a list of new members for introduction and list of members for special recognition. • Plan the business portion of the meeting, if any. • Conduct a briefing session with EC and the Role Players. • Inspire and motivate members, emphasizing active participation. • Be prepared to handle unexpected situations during the meeting.
- 12. President Responsibilities At theClub Meeting • Review the meeting agenda and ensure the presence of all the role players. • Greet the guests and members. • Ensure the meeting room is set-up properly and the logistics are there in place. • Fill the vacant roles (if any) by encouraging and guiding the members present at the meeting. • Ensure the meeting starts in time and decorum is maintained properly.
- 13. President Responsibilities During theClub Meeting • Chair the meeting and call it to order. • Share information about Toastmasters. • Introduce guests and new members. • Explain the meeting’s events and conduct the business portion of the meeting. • Share key information about events or opportunities outside of club meetings. • Foster a positive and inclusive atmosphere by recognizing members for their contributions. • Ensure the expected decorum of the meeting to be maintained. • Address any unexpected issues or challenges that arise during the meeting.
- 14. President Responsibilities During theClub Meeting • Keep track of time to ensure the meeting stays on schedule. • Support the SAA or the Poll Counter to conduct the poll for the best performers at the meeting. • Felicitate the best performers at the meeting. • Make announcements, if any. • Encourage guests to join the club and new members to volunteer for roles. • Conclude the meeting on a positive note, thanking participants and encouraging feedback. • Adjourn the meeting.
- 15. President Responsibilities In thecontext of Managing the Executive Committee LET’S DISCUSS!
- 16. President Responsibilities Managing theExecutive Committee • Schedule and chair monthly Executive Committee meetings. • Review and revise the Club Success Plan with the EC every month. • Coordinate with VPE for special education and training programs. • Support VPM to run membership drives for enrolling new members in the club. • Work with the VP PR in creation of promotional materials and reaching to potential members. • Seek feedback from EC officers to make necessary changes to break monotony in the regular meetings. • Support the EC officers in encouraging general members to volunteer associate roles for the EC positions.
- 17. President Responsibilities Managing theExecutive Committee • Organize Joint Meetings with other clubs • Conduct Moments of Truth (MOT) sessions to seek feedback from members and guests. • Organize the club contests. • Verify the club administrative details (meeting date, time, venue, contact, etc.) on Cub Central over TI portal. • Manage the Base Camp to approve the Level Completion requests of the members. • Submit application for Educational Awards for the eligible members through TI portal. • Continuously monitor the status of the Club in achieving the DCP Goals, District and TI Awards, any other recognition programs for the Club.
- 18. President Responsibilities Managing theExecutive Committee • Guide the Club in carrying out its mission and ensure all club activities are in accordance with Toastmasters International rules and guidelines. • Appoint/ constitute an Audit Committee to audit the financials of the Club. • Appoint/ constitute nomination committee for conduction EC elections for the next tenure. • Do required official correspondence with TI World Headquarters. • Oversee the EC roles and overall club administration. • Evaluate the performance of the EC officers in their respective roles and arrange trainings for them on need basis. • Manage and resolve conflicts, if any.
- 19. President Resources How will youfulfill this responsibilit y? When will each action be completed? Who is available to help you? What materials and resources can you use? LET’S DISCUSS!
- 20. Getting Started • Attenddistrict -sponsored club - officer training program. • Read TI materials. • Meet with outgoing executive committee. • Meet and consult with outgoing president. • Meet with current executive committee. • Seek guidance from District Officers.
- 21. Going Ahead • Dosome self-training Read the Club Leadership Handbook. • Seek mentoring from former officers. Meet with your immediate predecessor, to make a smooth transition • Just do it! Take your role seriously enough to commit to it but lightly enough to allow yourself some slack if something goes wrong. • Resist doing another officer’s job. Clearly define where your responsibilities end and where another officer’s begins. Coordinate and delegate. • Enlist an assistant or team When the workload increases or if you will be unavailable to perform your duties. The benefit? You train a successor in the process!
- 22. Useful Aids • ResourceLibrary: Peruse the Resource Library in the Resources section of the TI website where you’ll find lots of informative handbooks, fliers, templates, slideshows and more. • Google Workspace (formerly G Suite): Use Gmail, Google Docs, Google Forms and Google Sheets for communication, document collaboration and record management. • Zoom or Other Online Meeting Tools: Conduct virtual or hybrid meetings using video conferencing platforms for improved accessibility. • WhatsApp Group: Join/ Create the WhatsApp group communication channels for quick updates and coordination among club officers and members.
- 23. Key Resources • PresidentOverview • Club Leadership Handbook • Club Success Plan • Moments of Truth • Club Letterhead • Club Meeting Agenda • Club Meeting Invitation • Humorous Speech Contest Ki t • Evaluation Speech Contest Kit • International Speech Contest Kit • Table Topics Speech Contest Kit • Tall Tales Speech Contest Kit
- 24. Additional Resource • Chairman(Item 200) • Club Constitution for Clubs of Toastmasters International • Distinguished Club Program and Club Success Plan (Item 1111) • Distinguished Club Program Goals (Item 1111C) • Speechcraft information www.toastmasters.org/200 www.toastmasters.org/policies www.toastmasters.org/1111 www.toastmasters.org/1111C www.toastmasters.org/speechcraft
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Editor's Notes
- #2 Facilitator Notes: Explain the objective of the session to create enthusiasm of the officers to take interest in the session. By understanding the Role, they will understand the essence of this position. The role is always driven by the outcome that is to be produced. These are the objectives set for that role. Role is different from responsibilities. Responsibilities are the customizable actions to achieve the objectives of the Role. Responsibilities are the action plans to achieve the outcome been set for the Role. Resources are the support system that will leverage the actions that are to be taken under responsibilities. Time – 2 mins for explaining this slide
- #3 Facilitator Notes: Allow the participants to share at least one answer each to this question. Guide them to look at the Club mission and by breaking this into 4 parts as mentioned in these 4 lines. Gather as many points as you can get from them. Ask them to write all those answers (sticky notes or paper chits can be used to write these answers) Time – 5 mins for this exercise
- #4 Facilitator Notes: Simply ask participants to read this slide – one bullet points each Time – 2 mins for this exercise
- #5 Facilitator Notes: Ask them to segregate the answers that they have written (on sticky notes or chits), into these 2 key roles – (a) Setting Goals; (b) Representing the Club; and (c) Managing the affairs. Allow them to share their ideas on these 3 key roles of the President Stop them from getting into the discussion around specific action, which will be covered under the responsibilities. Explanation: A President is the officer who needs to set the goals for the Club and help the individuals set their respective goals. The President is the face of the Club for community/ company/ institution where the club is situated and is the representative of the Club for the Area, Division, District and World Headquarters of TI. The President is the manager of the general meetings and events of the club. He is also the leader of the Executive Committee who manage all the affairs of the EC and the Club. Time – 2 mins for this exercise and explanation
- #6 Facilitator Notes: Set the context that collectively we will discover the responsibilities under these three boarder roles (a) Goals, (b) Representation and (c) Management Ask them to start the discussion with finding the responsibilities of the President in Setting Goals Gather as many points as you can get from them. Ask them to write all those points (sticky notes or paper chits can be used to write these answers) Time – 5 mins for this exercise
- #7 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #8 Facilitator Notes: Ask them to start the discussion with finding the responsibilities of the President in Presenting the Club Gather as many points as you can get from them. Ask them to write all those points (sticky notes or paper chits can be used to write these answers) Time – 5 mins for this exercise
- #9 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #10 Facilitator Notes: Ask them to start the discussion with finding the responsibilities of the President in Managing Club Meetings Gather as many points as you can get from them. Ask them to write all those points (sticky notes or paper chits can be used to write these answers) Tell them to segregate these points into (a) before the meeting, (b) at the meeting and (c) during the meeting. Time – 5 mins for this exercise
- #11 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #12 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #13 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #14 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #15 Facilitator Notes: Ask them to start the discussion with finding the responsibilities of the President in Managing the EC Gather as many points as you can get from them. Ask them to write all those points (sticky notes or paper chits can be used to write these answers) Time – 5 mins for this exercise
- #16 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #17 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #18 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #19 Facilitator Notes: Allow the participants to share at least one answer each to one of these questions. Guide them to try to answer to any of these questions with their existing knowledge Gather as many points as you can get from them. Ask them to write all those answers (sticky notes or paper chits can be used to write these answers) Time – 3 mins for this exercise
- #20 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 2 mins for this exercise
- #21 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #22 Facilitator Notes: Simply ask participants to read this slide to find if they had written this point – one bullet points each participant Give opportunity to those participants who shy to share their views. Time – 3 mins for this exercise
- #23 Facilitator Notes: While showing this slide, tell them that these resource links will be shared with them. Time – 1 min
- #24 Facilitator Notes: While showing this slide, tell them that these resource links will be shared with them. Time – 1 min