By Dennis Dawson, DTM3, PDG, CGD
The Vice President, Membership, is primarily responsible for adding members to your club. But they don’t have to do it alone! It takes a team to convert a guest to a member.
Start with the Vice President, Public Relations getting the word out about what makes your club unique. They provide clear instructions for how to find the club in person and online. That brings guests to the meeting, where they are greeted by the Sergeant at Arms, who is often the very first face of Toastmasters a guest will ever see. The SAA welcomes all members and guests warmly. They have them sign the guest book, then introduce them to the Vice President, Membership. The VPM becomes the guest’s buddy for the meeting, walking them through the agenda, explaining Toastmasters rituals, and making them comfortable throughout.
After the meeting, the VPM asks three questions:
- What did you think of the meeting?
- That was a lot to take in. Can I clarify anything about the Toastmasters program?
- Would you like to join our club today?
When your guest is ready to join, the VPM helps to fill in the application form, then coordinates with the Treasurer, who collects the correct dues, and is prepared with the correct number for pro-rated fees for the current month. Getting the dues payment correct, including local club dues, is essential for establishing trust with new members. Once we have a paid application.
The Secretary immediately adds the new member to the roster and email lists, ensuring that they are included in any club communications. The Secretary makes a note that the member needs to be inducted at the next meeting by the President, who excuses the new member to allow the club to vote on whether to accept their application. Once approved, the President inducts the member with ceremony, asking line by line whether the new member agrees to each item in the Toastmaster’s Promise. Once inducted, the member works with the Vice President of Education. The VPE assigns the new member a mentor and demonstrates how to use Pathways Base Camp. The VPE schedules the new member’s Ice Breaker speech no later than one month after the member’s join date. The VPE and the rest of the club members cheer on the new member and monitor their progress in the Pathways program to ensure they achieve their personal and professional goals.
When everyone works in synergy to onboard new members, the process is smooth for both the officers and the new member. The best way to attain and retain members is through coordination and collaboration among the entire Executive Committee.