A handful of helpful tips
Each Toastmasters club is unique. Club themes are as varied
as the club members themselves – some focus on a hobby or
pastime, some are organized to meet a specific company’s
training needs and some provide a place for members to practice
their English. But despite their differences, most successful
clubs have this in common: They run tightly organized club meetings
in which everyone has a clear sense of structure and purpose.
Following is a short list of best practices that successful Toastmasters
clubs have developed over the years. These help impart a sense
of structure and purpose to your club meetings.
• Be timely. This should be obvious, especially to clubs
that meet during their company’s lunch break or before work
in the morning. One of the hallmarks of Toastmasters’ success
is the ability to deliver quality speaking opportunities, conduct
club business and provide useful feedback within a time frame
that works for busy people. You can only achieve this by starting
meetings on time, keeping them moving forward, and not allowing
them to run over time.
• Prepare the room. A well-prepared meeting place helps
convey a feeling of order and organization. At every club meeting,
it is the job of the club’s sergeant at arms to arrange
the seating, display the club banner, set up the lectern and prepare
namecards or nametags for each club member and guest. If the sergeant
at arms is unavailable and has not arranged a replacement, it
is important for the other club officers to find a replacement
for the meeting.
• Maintain the guestbook. This is a valuable resource and
a crucial piece of the membership puzzle. Have the guestbook prominently
displayed and ready to sign at the beginning of every meeting.
Don’t be shy about insisting that everyone signs it!
• Follow club protocol. Over time, each club develops its
own set of protocols—where to stand when speaking, how to
greet each speaker, what to do when speeches run long, etc. Maintaining
these traditions provides a valuable sense of fairness, character
and continuity. Take the time to teach them to new members.
• Keep the focus. While Toastmasters provides many social
networking opportunities, the club’s primary purpose is
to teach communication and leadership skills. Focusing on the
educational program will result in happier club members and higher
club membership.
To some, strict adherence to standards and procedures may seem
limiting, but in fact it’s the sense of structure, punctuality
and organization that keeps many Toastmasters clubs alive and
thriving for many years.