Vice President Membership (VPM)

Club Officer Training

Modified - August 2024

Jim Jameson �(with some slides from Debra Sanford)

V1.2 08/13//24 JimJameson83@gmail.com

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Introductions

• Name, Club
• Have you served as VPM before?
• Why did you join Toastmasters?
• What is the best thing about your club?
• What makes your club different?

Slides in this style by Debra Sanford et al

Agenda

• VPM �Role

• VPM �Responsibilities

• VPM Resources

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VPM Responsibilities

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The Club Meeting

• Before Club Meetings
• Upon Arrival at �Club Meetings
• During Club Meetings

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Before Club Meetings

• Make a list of new members.
• Have a few Guest Packets.
• Contact former guests and members who have not been attending meetings (Member Care).

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Upon Arrival at Club Meetings

• Greet all guests and members.
• Provide all guests with Guest Packets and have them sign guest book.
• Answer questions guests may have.

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After Club Meetings

• Meet with guests to answer questions.
• Invite guests to join the club.
• Help guests complete the membership application when ready to join.

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Outside the Club Meeting

• Conduct membership-building programs (or contests).
• Promote membership goals.
• Follow up on and keep track of guests.

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Outside the Club Meeting

• Bring membership applications.
• Assist the VP of PR and VP of Education.
• Attend club executive committee meetings
• Report on Membership status and Membership building programs.

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Outside the Club Meeting

• Attend and vote at area council meetings.
• Arrange for your replacement or assistance.
• Prepare your successor for office.

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VPM is part of the Executive Committee for your Club

Collaborate especially with the President, VPE, and VPPR

Toastmasters is a volunteer organization, so each officer needs a backup, in case the primary is absent. For example:

• Main VPM backup is VPE, then President
• Main VPE backup is President, then VPM (or TM for next meeting)
• Main President backup is VPE, then VPM, then VPPR
• Main Secretary backup is VPE, then President
• Main backup for VPPR is VPM & for Treasurer is President �(President also has access to club bank accounts)

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1. The VPPR raises awareness that this club exists, what it offers, and how to contact us
2. Someone contacts the club (usually to VPM). VPM sends general TM and club info and invites them to visit

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• A Prospective member visits as a guest – Visits with VPM and receives a paper guest packet (if in-person)
• The VPM sends a ‘Guest Thank You Note’, with links to Club’s public website and/or additional online info, per club practices
• The VPM adds all prospects and visitors to a tracking spreadsheet and lists each interaction�

New Member Life Cycle Process - Example

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6. Prospective member joins: Fills out application, gives to VPM, and Voted in by club
7. The VPM enters new member’s info into club website (if used)
8. The VPM enters new member’s info into TI website, triggering welcome note from TI, with self-pay info (if used)
9. The VPM or VPE sends a ‘New Member Welcome Note’, with links to ‘Orientation’ info, per club practices�

New Member Life Cycle Process - Example

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10. New Member pays dues per instructions on welcome email from TI site (for self-pay) or pays Treasurer, per club practices
11. The VPM or VPE orients new member and encourages them to take meeting roles & consider goals
12. The VPE assigns a mentor and introduces Pathways; Offers help with first speech (per club practices)
13. The VPM stays in touch and helps retain new members that may be drifting away (Member Care).

New Member Life Cycle Process - Example

Note that in many clubs, the President, VPE, and VPM work closely together as the “Club Trio”, since there is some overlap in their duties.

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Member Care - Officers build relationships by:

• Contacting absent members
• Phone, text or email
• Conduct surveys
• Distribute evaluation forms
• Pathways orientation (with VPE)
• Monitor and observe meetings
• Membership surveys - email
• Recognition of achievements

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Ideas and Strategies for�Membership Growth

• Promote growth benefits to current members
• Promote Toastmasters benefits to others
• Hold at least two membership building programs (with VPPR)
• Offer recognition for inviting guests

Coordinate Membership�Building Programs

• Plan your year NOW!
• Consider special events – D25 calendar
• Speech contests (2x year) to draw general public
• D25 Conferences
• Add interest with special programs (or open house)
• Bring a friend / Bring a family member…

Membership Programs

Incentives Generate Excitement

• Members sponsor new members
• 5, 10, 15 pins
• Smedley Award: 5+ Aug/Sept
• Talk up TM: 5+ Feb/March
• Beat the Clock! 5+ May/June
• See TI Membership Programs flier (or D25 site)

Transform Guests Into Members

• Personally welcome guests and introduce them to others
• For Club: Information Cards
• For Guest: Information Package
• Toastmaster’s fliers
• Small packet vs. large
• Introduction of guest to club
• Explain benefits
• Introduce TM to guests, answer questions, explain meeting
• End of meeting Feedback - meet with them to review
• Complete application / submit online
• Next meeting - Welcome new members into the club
• Vote them in
• Orientation checklist (with VPE)

Guest Packet ideas

• Item 101 Confidence, The Voice of Leadership Free pdf
• Item 1212 Educational Program Description Free pdf
• Item 124 All About Toastmasters $0.25 pdf
• Item 400 Membership Application Free pdf
• Item 904 Visitor's Card no longer available
• Guest Card D25 Design pdf
• Item 99 Find Your Voice Free pdf
• Magazines online now
• Benefits, Features, Values Chart pdf
• Welcome Letter
• D25 Website contains most information: https://www.d25toastmasters.org/resources/#club-resources

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• Consider a Virtual packet, online on your club website

“Toastmasters are not vessels to be

filled… they are flames to be ignited!”

Have fun and make it fun for your members

VPM Resources

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VPM Responsibility Action Plan

• How will you fulfill this responsibility?
• When will each action be completed?
• Who is available to help you?
• What materials and resources can you use?

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Getting Started

• Attend district-sponsored club-officer training program.
• Read materials.
• Meet with outgoing executive committee.
• Meet with outgoing vice president membership.
• Meet with current executive committee.

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Getting Started

• Invite one to three members to serve on membership committee.
• Conduct a member survey or Moments of Truth session (with other officers).
• Create Guest Welcome kits.
• Order any required materials.

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Additional Resources

Perhaps the best resource is the official

TI Club Leadership Handbook (esp p. 23-25)

https://www.toastmasters.org/Resources/Club-Leadership-Handbook

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D25 Club Officer Resources: https://www.d25toastmasters.org/resources/#club-resources

TI Club Officer Resources: https://www.toastmasters.org/leadership-central/club-officer-tools

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Thank you! Please give us your feedback to help us improve!�

TLI Trainer Survey HOW DID I DO? (VPM Training)

Lessons learned from the other VPM’s

This concludes the session.

Club Officer Training

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Achieving Success as Vice President Membership

Debra Sanford, DTM

VPM Off the Cuff Toastmasters�Member of :Grace Toastmasters,

Top Flight Toastmasters,

and Out on the Town Toastmasters

Parts of this presentation (with this background) were borrowed and adapted from a presentation from these authors with this title slide. �Thank you!