Sergeant at Arms. Club Officer Training

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1 Sergeant at Arms Club Officer Training

2 Session Objectives Identify your role within the club Fulfill your responsibilities within the club and club executive committee Find resources that help you fulfill your responsibilities

3 Before Club Meetings Confirm room reservation. Ensure there are club supplies.

4 Upon Arrival at Club Meetings Arrange meeting room early. Arrange tables and chairs. Set out meeting materials and promotional materials. Check room temperature. Ask guests to sign the Guest Book.

5 During Club Meetings Welcome late arrivals. Coordinate food service, if any. Collect ballots and tally votes when necessary.

6 After Club Meetings Return room to original configuration. Pack up and store materials. Dispose of trash.

7 Outside the Club Meeting Schedule meeting location. Ensure adequate supplies are available. Attend executive committee meetings. Arrange your replacement or assistance. Prepare your successor for office.

8 Executive Committee - Your Responsibility Update the executive committee on the club meeting space status. Work to coordinate meeting space. Chair social and reception committee. Replace items as needed.

9 SAA Resources

10 Getting Started Attend district-sponsored club-officer training program. Read materials. Meet with outgoing executive committee. Meet with outgoing sergeant at arms. Meet with current executive committee. Introduce yourself to meeting space contacts. Ask for volunteers to assist you.

11 Additional Resources

12 This concludes the officer training portion of this session. Club Officer Training

13 Creating a Quality Club Club Officer Training

14 How to Create a Quality Club Club Success Plan Distinguished Club Program Moments of Truth

15 The Club Success Plan Lists the 10 goals Helps determine how a club can meet the 10 goals Allows the club to set additional goals Outlines strategies for achieving goals Identifies resources a club may use to help achieve goals Has additional space to write in assignments, develop a timetable, and track accomplishments

16 The Distinguished Club Program and Club Success Plan It explains: The Goals The Rules The Club Success Plan

17 Recognition Distinguished Club Goals DISTINGUISHED 5 out of 10 Goals Achieved SELECT DISTINGUISHED 7 out of 10 Goals Achieved PRESIDENT S DISTINGUISHED 9 out of 10 Goals Achieved

18 Club Goals Membership Growth At year end (June 30), a club should have at least 20 members OR A net growth of at least 5 new members This is the qualifying requirement to be a Distinguished Club!

19 Education Goals 6 Max Eligible Toward DCP Current Education Program Toastmasters Pathways Learning Experience Two CCs Two more CCs One ACB, ACS or ACG One more ACB, ACS or ACG One CL, ALB, ALS or DTM One more CL, ALB, ALS or DTM Four members complete Level 1 Two members complete Level 2 Two more members complete Level 2 Two members complete Level 3 One member completes Level 4 One member completes Level 5

20 Membership, Training, and Administrative Goals Membership Training Administration Four new members Four more new members A minimum of four club officers trained during each of two training periods On-time payment of membership dues accompanied by the names of eight members (at least three of whom must be renewing members) for one period and on-time submission of one club officer list

21 Education Awards Issued For Traditional Program

22 Education Awards Issued For Pathways

23 Conclusion: To attain Distinguished Status Every member must: Find new members Achieve educational awards Be trained as a club officer Submit the officer list by the deadline

24 Conclusion: Everyone Benefits New members = New ideas New members = New personalities Educational growth = Improved speaking Educational growth = Improved leadership Distinguished = Recognition

25 Moments of Truth Moments of Truth is a tool that enables sustained club quality through guided evaluation and targeted recommendations Each moment of truth represents an opportunity for the club to create a positive impression

26 A High-Quality Club Encourages and celebrates member achievement Provides a supportive and fun environment Offers a professionally-organized meeting with variety Club officers are trained in all aspects of club quality Members have access to a formal mentoring program Members are provided evaluations that help them grow Members are motivated to achieve their goals

27 Moments of Truth First impressions Membership orientation Fellowship, variety, and communication Program planning and meeting organization Membership strength Achievement recognition

28 Motivation What s in it for me? A healthy club means healthy members. THIS MEANS YOU!

29 This concludes Creating a Quality Club. Club Officer Training

30 Leading the Club to Success

31 Agenda Motivation Delegation SMART Goal Setting

32 Tools of Successful Leaders Motivating team members Delegating tasks Coaching team members Setting realistic and attainable goals

33 The Five Principles of Motivation 1. Understand what motivates each person. 2. Focus on the benefit to the individual. 3. Make expectations clear. 4. Recognize members. 5. Be a leader.

34 The Toastmaster s Hierarchy of Needs Selfactualization The need to realize your potential (e.g., the realization that you can/will or already have overcome your fear) Esteem The need to be acknowledged (e.g., recognized for a fantastic speech) Social The need relating to other people (e.g., friendly, welcoming fellow members) Safety Basic The need to be safe and secure (e.g., a safe, supportive club environment) The most basic needs vital to survival (e.g., overcoming the fear of public speaking) Adapted from A Theory of Human Motivation by Abraham Maslow

35 The Five Steps of Delegation 1. Decide what to delegate. 2. Decide who will do the task. 3. Assign responsibility. 4. Grant authority. 5. Establish accountability.

36 The Four Steps to Successful Coaching 1. Identify and define goals. 2. Define strategies to reach goals. 3. Establish a timeline and milestones to measure progress. 4. Follow up on goals.

37 Coaching- Scenario Louis has been a sergeant at arms for three weeks. He is learning the role on his own. His responsibilities are greater than he anticipated. Meetings are starting late because it s taking longer to set up the room. Louis has come to you for help.

38 Set SMART Goals Specific Measurable Attainable Realistic Timely

39 Set SMART Goals Specific Who? What? When? Where? Why? Which?

40 Set SMART Goals Measurable How many? How much? How will we know when it s accomplished?

41 Set SMART Goals Attainable Right attitude Necessary skills and abilities Necessary financial resources Necessary time

42 Set SMART Goals Realistic How willing are we? How able are we? What are our current conditions? What similar things have been accomplished?

43 Set SMART Goals Timely What is the deadline? When must each step be accomplished?

44 Set SMART Goals Specific Measurable Attainable Realistic Timely

45 This concludes Leading the Club to Success. Club Officer Training

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