1 of 18

Session 2:

Moments of Truth

XXX Toastmasters Club

2 of 18

COT 2 - R&R and Expected Outcome(s)-MOT

Role	Responsibility	Expected Outcome(s) - (By the end of the COT2, the role taker should be able to….)
Club Officer - MOT	Send MOT Survey Form to the club members and ensure completion within targeted deadline Analyze the MOT results collected Identify club strengths and provide suggestions on areas of improvement Receive feedback from AD and execute at the best interest of the club which is aligned with the district goal	Identify club’s best practices that should be maintained Identify and take actions on how the club could improve to better serve the members based on the 6 elements of MOT.

3 of 18

MOT Expected Outcome(s) - (1 h 40m) Breakout by Area

Item	Expected Outcome(s) - (By the end of the pre-work completion, the CO should have….)
#1 Club Mission	Awareness through emphasis
#2 WHY it’s important to conduct and analyze MOT	Understood the members’ needs in retaining them for club sustainability Hone analytical and critical thinking skills through the analysis of club members’ experiences and feelings based on MOT results Hone logical thinking and strategic planning skills by reviewing and re-strategizing the current club activities in order to meet members’ needs by creating more learning opportunities for them Understood the importance of diagnosing the club health by analyzing MOT results and re-strategizing CSP
#3 Remark	Presentation Delivery by each club: 7 - 10 min AD Feedback for each club’s presentation: 7- 10 min Present 3 out of 6 elements (Highest average x1 & Lowest average x2). Present from page 7 to 12. Prior to the pre-work attempt, the Club Officer is expected to have the Mindset that drives ownership and accountability towards achieving club success / mission

4 of 18

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.

5 of 18

Toastmasters’ Moments of Truth

First impressions

Membership Orientation

Fellowship, Variety, and Communication

Program planning and

Meeting organization

Membership Strength

Achievement recognition

1

2

3

4

5

6

6 of 18

Guideline : Preparation for Moments of Truth

Selection of MOT Chair
By President
Member volunteer to take up the role as part of Pathways Elective Project

Analysing the score received and work on the solution by

Determine Top 3 MOT to focus
Discuss Strategies
Vote on Top 3 Strategies to work on

MOT Chair Role & Responsibilities

Prepare the survey
Sending the survey to members
Compile the result
Forward the result to Club President

2. Club President to meet with Club Executive Committees to Discuss and Analyse the Result received from MOT Chair.

MOT is encouraged to be conducted at least once per term

3. After Club Executive Committees developed the action plan

Ensure all the tasks are assigned to a person in charge.
After action is completed, share the progress of the plan and improvement with the club or club executive committee as it sees fit.

7 of 18

Overall Rating for Moments of Truth

Moments of Truth	Average Rating
First Impression
Membership Orientation
Fellowship, Variety and Communication
Program Planning and Meeting Organization
Membership Strength
Achievement Recognition

Note to CO:�CO to start presentation from this slide onwards

Note for AD:

The rating here is as a guide to identify which Moments of Truth to focus in discussion.
It can be the truth or not, depending on how the club members answer.

If the rating is above or below 4, AD will need to analyse the club health as a whole. In short, it is to understand the club under your care well in term of

Club Culture and History
Club Management and the pillars (VIP) of the club
Club Officer mindset and leadership style, and their acceptance towards feedback and change
Any Feedback Loop (MOT, MIS or other method)
Corporate management (getting support? any stories behind the scene?)

Some areas to consider

Checking the club membership strength history and based on renewal.
Is the club producing leaders? Is every term also the same exco?
Can the club attract non-toastmasters guest into the meeting
AD to explore more

If AD would like to explore in details, you may refer to slide 10-15 to go in-depth to know which item in specific

8 of 18

As Club Officer, do you agree with the rating received?

A:

If you agree or disagree, why?

A:

If you disagree, what could be the gap of the misalignment of reality vs expectation?

A:

Reflection Time

9 of 18

Overall Comment and Feedback from Club Members

Please fill in

10 of 18

List the top 3 Moments of Truth elements that you would like to work on as a team.��

Discussion Questions

11 of 18

List what have been done in meeting the standards for your club quality.��

Discussion Questions

12 of 18

List the opportunities that you would like to explore as a team and its impact to your club quality

�

Discussion Questions

13 of 18

First Impression Rating

Standard	Rating
Guests greeted warmly and introduced to officers and members
Convenient meeting location
Guest book and name tags provided
Guests invited to address the club
Professionally arranged meeting room
Guests invited to join
Average Score for First Impression Rating

First impressions are important to club success because guests’ positive experiences and observations determine whether they will return and become members.

Note to AD:

When the rating is good or bad, it can be impacted by one of the standards from each Moments of Truth.

If First Impression Rating is below 4, there must be one or more than one standards which is rated low. Club Officer can use this to elaborate and AD can use this to provide specific guidance or best practices to enhance the club quality.

If the rating is above or below 4, AD will need to analyse the club health as a whole. Some areas to consider

If each standards is rated above 4, do the club has membership or DCP challenge?

If yes, what would be the cause?

Checking the club membership strength history and based on renewal.
Can the club attract non-toastmasters guest into the meeting?
Do the guest only being notified on the day of meeting? Think about the emotional part of a guest if they are being treated in that manner.
How would you like to do it differently?
AD to explore more

REMEMBER

The Golden Rule is the principle of treating others as you would want to be treated
The Platinum Rule means making sure you know how the people around you want to be treated.

14 of 18

2. Membership Orientation Rating

Standard	Rating
Formal induction, including presentation of membership pin and manuals
Discussed accommodations for members with disabilities
Assignment of mentor
Speaking role(s) assigned
Education programs and recognition system discussed
Member involved in all aspects of club activities
Learning needs assessed
Average Score for Membership Orientation Rating

In order to offer members the greatest benefit from the Toastmasters experience, the club must acquaint new members with the education and recognition programs and make members aware of the club’s responsibility to them and their responsibility to the club.

Note to AD:

When the rating is good or bad, it can be impacted by one of the standards from each Moments of Truth.

If Membership Orientation Rating is below 4, there must be one or more than one standards which is rated low. Club Officer can use this to elaborate and AD can use this to provide specific guidance or best practices to enhance the club quality.

If the rating is above or below 4, AD will need to analyse the club health as a whole. Some areas to consider

If each standards is rated above 4, do the club has membership or DCP challenge?

If yes, what would be the cause?

Checking the club membership strength history and based on renewal.
Is MIS being send to the members?
Do Club Officers conduct EXCO meeting to discuss about how the club quality can be improved or brainstorm to create more creative programs to meet the members’ needs?
How would you like to do it differently?
AD to explore more

15 of 18

3. Fellowship, Variety, and Communication Rating

Standard	Rating
Guests greeted warmly and made welcome
Members participate in area, district, and International events
Enjoyable, and educational meetings planned
Interclub events encouraged
Regularly scheduled social events
Club newsletter / website published and updated regularly
Average Score for Fellowship, Variety, and Communication Rating

The club retains members by providing a fun, friendly and supportive environment that encourages enjoyable learning.

16 of 18

4. Program Planning and Meeting Organization Rating

When club meetings are carefully planned, with well-prepared speakers and useful evaluations, members are able to meet their education goals.

Standard	Rating
Program and agenda publicized in advance
Meetings begin and end on time
Members know program responsibilities and are prepared to carry out all assignments
Creative Table Topics® and activities
All projects are from Pathways, the Toastmasters education program
Positive and helpful evaluations
Average Score for Program Planning and Meeting Organization Rating

Note to AD:

When the rating is good or bad, it can be impacted by one of the standards from each Moments of Truth.

If Program Planning and Meeting Organization Rating is below 4, there must be one or more than one standards which is rated low. Club Officer can use this to elaborate and AD can use this to provide specific guidance or best practices to enhance the club quality.

If the rating is above or below 4, AD will need to analyse the club health as a whole. Some areas to consider

If each standards is rated above 4, do the club has membership or DCP challenge?

If yes, what would be the cause?

Do they follow TI guideline in hosting club meeting?
If the program is well-planned, why does the membership still low?
Do the club meeting programs and projects are meeting the members’ needs?
How would you like to do it differently?
AD to explore more

17 of 18

5. Membership Strength Rating

Standard	Rating
Club has 20 or more members
Club programs varied and exciting
Members are retained
Toastmasters sponsoring new members recognized
Promotion of club in the community or within its organization
Regular membership-building programs
Average Score for Membership Strength Rating

When the club has enough members to provide leadership and fill meeting and committee assignments, this creates a lively, active club that benefits existing members and draws new members in.

Note to AD:

When the rating is good or bad, it can be impacted by one of the standards from each Moments of Truth.

If Membership Strength Rating is below 4, there must be one or more than one standards which is rated low. Club Officer can use this to elaborate and AD can use this to provide specific guidance or best practices to enhance the club quality.

If the rating is above or below 4, AD will need to analyse the club health as a whole. Some areas to consider

If each standards is rated above 4, do the club has membership or DCP challenge?

If yes, what would be the cause?

Checking the club membership strength history and based on renewal.
Do the club always need to import role players?
Is the club producing leaders? Is every term also the same exco?
How would you like to do it differently?
AD to explore more

18 of 18

6. Achievement Recognition Rating

Standard	Rating
Award applications immediately submitted to World Headquarters
Club, district, and International leaders recognized
Progress charts displayed and maintained
Club and member achievements publicized
Member achievements formally recognized with ceremony
DCP is used for planning and recognition
Average Score for Achievement Recognition Rating

The club motivates members to stay active by monitoring members’ progress towards goals, submitting completed award applications immediately, and consistently recognizing member achievements.

Note to AD:

When the rating is good or bad, it can be impacted by one of the standards from each Moments of Truth.

If Achievement Recognition Rating is below 4, there must be one or more than one standards which is rated low. Club Officer can use this to elaborate and AD can use this to provide specific guidance or best practices to enhance the club quality.

If the rating is above or below 4, AD will need to analyse the club health as a whole. Some areas to consider

If each standards is rated above 4, do the club has membership or DCP challenge?

If yes, what would be the cause?

Do club dashboard always reflect the latest DCP status?
Do the club has a good PR posting to acknowledge the members’ effort? Either to public or their reporting supervisor.
How would you like to do it differently?
AD to explore more