Establish Infrastructure for a Toastmaster Club
Components Needed to Build a Framework for Sustainable Club Growth
Oct 27, 2009
Many struggling Toastmaster clubs focus on gaining new members. The focus is on the numbers: how many members do they have, how many guests have joined in the Toastmaster year, and how many new members do they need before year’s end?
Successful club coaches focus on infrastructure rather than sheer number of new members. The reason for this is because if a solid infrastructure is in place, then the numbers will naturally follow.
Elements of Infrastructure for a Toastmasters Club to Retain Guests
Tangible items and recognizable processes are important for the success of every Toastmaster club. Here is a list of items that every Toastmaster club should have. These items are indicative of a good infrastructure.
Items for making a guest feel welcome, follow-up on inviting guests back, and asking them to join:
- Guest book
- Guest packets with, at a minimum, a letter of welcome from the current club President, a copy of Icebreaker speech, application for membership, and Toastmasters Magazine
- Name tags and a black magic marker
- Vinyl ribbons for first time guests
- Thank you cards and envelops
- Invitations for Open House
- Printed agenda for the meeting
- Applications for membership
Processes that are important for a Toastmaster Club’s success:
- New Member Induction Ceremony found in the VP Membership’s officer manual
- Formal or informal orientation for new members
- Mentor Program
- Annual presentations by members working the leadership track on topics found in the Successful Club Series, the Leadership Series, or the Successful Club Series
- Annual Open House meetings that showcase the Toastmaster Club and provide opportunity for promotion and public relations
- New members should be encouraged to give their Icebreaker Speech as soon as possible
How to Retain Members and Reduce Attrition in a Toastmasters Club
Both the VP Membership and the VP Education should be in constant communication with members to keep a pulse on changing needs and perceived progress in the educational program that Toastmasters International has to offer.
An annual survey should be conducted by the VP Education to determine the needs of the members, and check on progress through the Toastmasters educational program.
Mentors should be continually trained to maximize the benefits of the Mentor Program, and help keep members accountable to each other.
Fun, innovative, interesting meetings should be planned to keep members excited about coming to meetings, encourage more participation in the educational program, and help members grow.
Scheduling is critical in increasing attendance and retaining members. Members who attend regularly, enjoy the meetings, and participate in major roles in the meeting are more likely to continue renewing their dues.
Strong Toastmaster clubs have a solid infrastructure in place that allows the club to turn guests into members, retain members, and provide for members’ needs. The key to sustainable growth in Toastmasters is adhering to the Mission of the club, as well as maintaining the necessary items and processes that enables membership growth.
Remember, only growth combats attrition. This applies to personal growth in the Toastmasters educational program, as well as membership growth.
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