MLP TOASTMASTERS

Schedule speakers strategically: Plan meeting schedules 4-6 weeks in advance. Contact members who need specific speeches for their Pathways projects. Balance the schedule between newer members building foundational skills and experienced members working on advanced projects.

Create varied meeting formats: Don't just schedule speeches every week. Incorporate educational workshops, special sessions focusing on specific skills (like vocal variety or body language), and themed meetings that keep the programme fresh and engaging for all members.

Maintain member records: Keep a tracking system showing where each member is in their Pathways journey. Note completed projects, upcoming goals, and any extended periods of inactivity. This overview helps you identify who might need encouragement or who's ready for their next challenge.

Have regular check-ins: Touch base with members about their goals, especially those who haven't scheduled a speech recently. A simple "How's your Pathways journey going?" conversation can reignite motivation and help you understand any barriers they're facing.

Report member achievements: When members complete Pathways levels or projects, submit these accomplishments to Toastmasters International. These reports ensure members receive proper recognition and the club gets credit for educational achievements, which matters for Distinguished Club Programme goals.

Maintain accurate records: Document completed speeches, evaluations, and leadership projects. Regular reporting prevents discrepancies and ensures every member's hard work is officially recognised. Set aside time each month for this administrative task.

Celebrate milestones publicly: Announce member achievements during meetings - completed levels, earned awards, personal breakthroughs. Public recognition motivates the achiever and inspires other members. Consider presenting certificates or small tokens of recognition for major accomplishments.

Personalise the recognition: Take time to acknowledge what makes each achievement special. A member completing their first Icebreaker speech deserves different recognition than someone finishing their fifth Pathways path, but both deserve genuine celebration tailored to their journey.

Match mentors with mentees: Pair new members with experienced members who can guide them through their first speeches and answer questions about Pathways. Good mentors provide encouragement, share their own experiences, and help mentees navigate the club's processes.

Support the mentoring relationship: Check in with both mentors and mentees to ensure the partnership is working well. Provide resources to help mentors be effective in their role. Remember that successful mentoring benefits both parties - mentees gain confidence whilst mentors develop leadership skills.

Promote contests actively: Share information about upcoming speech contests well in advance. Explain how contests work, demystify the process, and emphasise that participating is a valuable learning experience regardless of placement. Help interested members prepare by connecting them with past contestants.

Highlight external opportunities: Inform members about district conferences, educational workshops, and other Toastmasters events. These experiences broaden perspectives, build connections beyond the club, and accelerate skill development in ways regular meetings cannot.

Share relevant resources: Maintain a collection of helpful materials - Pathways guides, speech templates, evaluation forms, and tips from Toastmasters International. Make these easily accessible to members, whether through email, a shared folder, or announcements at meetings.

Facilitate skill development: Organise educational sessions focused on specific communication skills like storytelling, persuasive speaking, or effective body language. These workshops complement Pathways projects and give members practical tools they can apply immediately.

Communicate meeting details: Share the schedule with the Toastmaster several days before the meeting. Provide speaker names, their project titles, timing requirements, and any special needs. This advance communication helps the Toastmaster prepare proper introductions and manage time effectively.

Be available for questions: The Toastmaster may need clarification about the meeting structure or speaker requirements. Respond promptly to ensure they feel prepared and confident in their role. A well-informed Toastmaster creates a better experience for speakers and the entire club.

Fulfil your commitments: Follow through on scheduling meetings, confirming speakers, and tracking member progress. If circumstances prevent you from fulfilling a responsibility, communicate early and arrange appropriate coverage. Your reliability sets the standard for the entire educational programme.

Prepare your successor: As your term ends, thoroughly train the incoming VPE. Share your scheduling systems, member tracking methods, and insights about what worked well or presented challenges. Include contact information for key resources. A comprehensive handover ensures educational continuity for all members.

Stay informed: Read the monthly Leader Letter from Toastmasters International. This publication provides programme updates, new educational resources, and innovative ideas from other clubs. Staying current ensures you're aware of all available tools and opportunities for your members.

Implement relevant ideas: When you discover effective educational strategies or new Toastmasters resources in the Leader Letter, consider how they might benefit your club. Share useful information with the executive committee and members who could benefit from specific resources.

By designing comprehensive meeting schedules, planning educational workshops, and creating varied learning experiences that meet diverse member needs, you develop programme planning and development skills that enable you to structure effective, engaging educational initiatives.

By guiding members through their Pathways journey, matching mentors with mentees, and providing personalised support to help individuals achieve their goals, you develop mentoring and coaching skills that enable you to facilitate growth and learning in others.

By coordinating multiple speakers, managing meeting schedules weeks in advance, tracking member progress, and ensuring all educational activities run smoothly, you develop project management skills that help you handle complex, multi-faceted initiatives with competing priorities and deadlines.

By developing long-term educational plans, balancing diverse member needs, identifying opportunities for member growth, and aligning club activities with Toastmasters educational objectives, you develop strategic thinking skills that enable you to see the bigger picture and make decisions that benefit the club over time.

By coordinating with speakers, Toastmasters, evaluators, and other officers, maintaining clear communication about schedules and expectations, and providing timely updates to all stakeholders, you develop strong communication and coordination skills essential for managing complex group activities.

By maintaining accurate member progress records, submitting educational achievement reports, tracking speech completions, and managing documentation required by Toastmasters International, you develop data management and reporting skills that ensure accuracy, accountability, and proper recognition of member accomplishments.

By recognising member achievements, encouraging participation in speeches and contests, checking in with inactive members, and creating a supportive learning environment, you develop motivation and encouragement skills that inspire others to pursue their goals and overcome challenges.

By ensuring speakers have the correct project information, meeting schedules are accurate, evaluators are properly matched with speakers, and all administrative requirements are completed correctly, you develop attention to detail that ensures quality and prevents errors that could impact member experiences.

By working with the executive committee to support club goals, coordinating with other officers, and preparing your successor for continued success, you develop team leadership skills that enable you to collaborate effectively, delegate appropriately, and build sustainable systems that outlast your term.

By following Toastmasters International educational policies, ensuring proper implementation of Pathways programs, maintaining accurate records that meet organizational requirements, and upholding quality standards for speeches and evaluations, you develop compliance skills that demonstrate your ability to work within established frameworks whilst maintaining programme integrity.