Help your club and club members grow by serving as a club officer. Gain leadership experience and confidence without the risk of making career-limiting moves.
Club officers ensure that each club member feels his or her Toastmasters experience is worthwhile. By applying leadership techniques, a club officer creates an atmosphere that supports members in their personal and professional growth. In Pathways, serving as a club officer for 12 months will fulfill a requirement towards DTM. [Note: If your club has six-month terms for officers, you can fulfill this requirement by serving as a club officer for two terms, though it is not necessary they be consecutive terms.]
The Club Leadership Handbook is one of the most effective tools club officers can have at their disposal. One vital piece of information included is a description of each of the club officer roles.
The President sets the tone for the club and are expected to provide helpful, supportive leadership for all of the club’s activities and be the first to assume responsibility for the progress and welfare of the club.
They motivate, make peace, and facilitate as required. Though they must occasionally step in and make a difficult decision, rarely do so without consulting club members and other club officers. Strive to show respect for all members, even when you do not agree with them, and provide leadership for all. As President:
Lead a team of club officers to provide a supportive and fun learning environment for members, conduct quality meetings, and ensure member’s needs are met
Work with officer’s team to create and achieve short-term and long-term goals
Preside over club and executive meetings
Work with members to establish individual short-term and long-term communication and leadership goals. They plan and organize meetings and special events to ensure members and the club meet goals.
They schedule members’ speeches, verify the completion of projects and serve as a resource for questions about the education program, speech contests and the club mentor program. They are an important source of Toastmasters knowledge for club members and it is their job to become familiar with all aspects of the Toastmasters education program.
They promote the club and manage the process of bringing in guests and transforming them into members. They also plan and organize activities to retain current membership and attract new membership.
By initiating contact with guests, helping them feel welcome and providing them with the information they need to join, they help maintain a constant influx of new people into clubs club. They also attentively monitor membership levels and strategize with the rest of the executive committee about how to overcome membership challenges when they occur.
They promote the club to the local community and notify the media about the club’s existence and the benefits it provides. They promote the club, update web content, and safeguard the Toastmasters brand identity. It’s their job to notify the media whenever your club does something newsworthy.
Plan, organize, and implement programs to promote the club and Toastmasters to members, guests, and the general public.
As vice president public relations, they’ll find yourself writing news releases, creating, and distributing fliers and maintaining the club’s presence on the web and in the community. Promoting our clubs and letting people know how much they can gain from being part of Toastmasters is key. Toastmasters International offers leadership guidance on promoting your club.
They maintain all club records, manage club files, handle club correspondence, and take the minutes at each club and executive committee meeting. They are also in charge of updating and distributing a roster of the current paid membership and keeping the club officer list current for Toastmasters International.
Though some clubs combine the secretary role with the treasurer, it’s best to have a dedicated secretary who can help reduce the workload of the treasurer and occasionally assist the vice president education as well. Order supplies for the club as needed.
They are the club’s accountant. They manage the club’s bank account, making payments as approved by the executive committee and depositing membership dues payments and other club revenues.
They are also in charge of submitting membership dues payments to World Headquarters (accompanied by the names of renewing members), filing necessary tax documents, and keeping timely, accurate, up-to-date financial records for the club.
Though the treasurer’s duties are usually not the most demanding of all the club leadership positions, the consequences for members can be serious when they’re not completed accurately and on time.
Managing club finances is an important part of Toastmasters, as well as guidance from District 56 you can also find additional information on the spending of club finances on Toastmasters International.
They keep track of the club’s physical property, such as the banner, lectern, timing device and other meeting materials. They arrive early to prepare the meeting place for members and stay late to stow all of the club’s equipment. They manage the facilities by arranging the room and setup/cleanup of materials for all meetings
They are also in charge of the meeting place itself, obtaining a new space when necessary and maintaining contact with the people who allow the club to use the space for your club meetings.
They greet members and guests before meetings begin and open meetings and introduce the President to preside over meetings.
The Sergeant at Arms also has a role to play during business meetings, speech contests and other special club events. For example, the sergeant at arms stands at the door while contestants compete in speech contests to ensure that the speaker is not interrupted by latecomers.
Mentor the presiding President and serve as a resource for the entire officer’s team.
For more detailed information on club committee roles and responsibilities download the Club Leadership Handbook.