12 WHERE LEADERS ARE MADE
Submitting Information to World Headquarters
Documents must be received by World Headquarters no later than 11:59 p.m., Mountain Time, on the deadline date even if the
deadline falls on a weekend or holiday. As true for all deadlines throughout the year, club officers should be careful to submit
accurate information since no changes may be made after documents are received, such as corrections to join dates, officer
election dates, and award submissions.
Be aware that it is your responsibility as the sender to ensure the successful transmission of any document. Toastmasters
International is not responsible for any illegible or incomplete documents it receives, for fax machine failures, lost or delayed mail,
or website downtime. If your club is having difficulty submitting documents on a deadline date, there are alternate submission
methods such as email or phone. Please use the Contact Us page for the appropriate contact details and our hours of operation.
Newly Chartered Clubs
In the current Distinguished Club Program year, newly chartered clubs will be assigned a minimum membership base of 20 for
reporting purposes. For clubs that charter with more than 20 members, reports will reflect the actual paid membership count as
the base—please note: transfer memberships will not be counted.
REPORTS
Regular feedback is an important part of any recognition program. When you are working toward recognition, you need to
know your current progress. An online report shows your club’s membership base, current membership, and progress toward
the 10 goals. Updates are available daily on the Toastmasters International website at www.toastmasters.org/Distinguished
PerformanceReports. At the beginning of each month while World Headquarters completes processing of the previous month,
the Dashboards will reflect business from the prior month. Our month-end closing dates can be found www.toastmasters.org/
MonthEnd.
CLUB SUCCESS PLAN
The Club Executive Committee—which includes all seven officers and the Immediate Past President—develops a Club Success
Plan based on the needs and goals of club members. First, club officers determine how they will communicate, address
conflict, and hold themselves accountable. Secondly, club officers evaluate current situations, establish specific goals, and
develop strategies that can be used to achieve success. To help club officers in that effort, the plan identifies helpful resources
that can be used. Finally, the plan calls for club officers to identify assignments, develop a timetable, and track accomplishments.
Earning recognition for a club is not something anyone accomplishes alone. It takes a team of people who are dedicated to a
common goal, have a plan, and execute it well. They share responsibility for their tasks and depend on one another to achieve
them. These teams do not only include club officers; clubs may also form other committees to help carry out specific aspects of
the Club Success Plan.
The Club Executive Committee determines what the club will accomplish this year and in years to come. The vision should be
both attainable and inspiring so that other club members are motivated to get involved and help the committee’s efforts.
Once the vision is recorded, club officers determine who will take which roles and the responsibilities of each member. Are the
skills and talents of some members a great fit for certain tasks? By assessing questions like these, club officers can assign tasks to
the best-suited members.
The Club Success Plan includes all elements necessary to achieve your club’s goals: what, how, who, and when. Determining
in advance what should be done, when and how it will be accomplished, and who is responsible for doing it, makes achieving
success much easier. To that end, the Club Executive Committee should begin the term with the following agenda:
