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CLUB VISIT REPORT AREA DIRECTOR'S FIRST IMPRESSIONS Club

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DISTRICTDIVISIONAREA
CLUB NO.
VISIT DATE
Club visits are opportunities for the district, through the area director, to support clubs and improve club quality. The Area Director’s Club Visit Report
guides area directors in evaluating club quality during these visits by assessing the club at each of the Moments of Truth
(Item 290). Area directors identify
opportunities for improvement and specify the support that clubs need from the district, helping clubs retain and build membership through positive
member experiences. This important contribution on the part of area directors helps clubs earn Distinguished recognition.
FIRST IMPRESSIONS
First impressions are important to club success because guests’ positive experiences and observations determine if they return and become members.
In this section, consider the questions as they relate to first impressions.
Describe the atmosphere of the meeting. (Consider meeting set-up, location, friendliness of members, etc.)
What current branded material does the club use? (Consider the meeting agenda, signage, guest packets, banner, etc.)
How can the club improve? What can the district and I do
What does the club do well? Please recommend specific actions. to help the club improve?
MEMBERSHIP ORIENTATION
In order to offer members the greatest benefit from the Toastmasters experience, the club must acquaint new members with the Toastmasters
education and recognition programs and make members aware of their responsibility to the club and the club’s responsibility to the member.
In this section, consider the questions as they relate to membership orientation.
How does the club orient new members? (Consider whether the club has a formal induction ceremony, assigns mentors to new members, discusses
the education program, assesses the learning needs of new members, etc.)
How can the club improve? What can the district and I do
What does the club do well? Please recommend specific actions. to help the club improve?
AREA DIRECTOR'S
CLUB VISIT REPORT
Yes
No
Are guests warmly welcomed?
Are guests given information
?
Are guests introduced to club members?
Yes
No
Are guests invited to address the club
?
Are guests invited back?
123456
48
Q
22
Four very obvious signs point the way to the meeting room, classroom setting for 24, American flag for the
Pledge, SAA opens the meetings on time, lectern, overhead projector and screen available, guests greeted
by several members, guest book and guest packets available, seats set up with printed agenda and ballot.
✔
✔
✔
✔
✔
(look to see what are in each guest packet from VPM to see what has TM branding)
Enthusiastic and energetic meetings,
everyone involved in them. Printed
agendas. Great signage leading to
the meeting.
Encourage International or
FreeToastHost to set up an
online guest registration.
New members are assigned a mentor, the mentor having at least a CC. Formal voting in of members and recognizing
them as a new member is just a mention of their name followed by applause. However, the new member is definitely
recognized after giving their Ice Breaker.
Quickly make new members feel
welcome and get them
scheduled for the Ice Breaker
The club arranged for district officers (and past
officers) to give workshops on Evaluations and Table
Topics. Maybe other roles could have more training. It
could be a part of a push to incentivize the CL manual
FELLOWSHIP, VARIETY AND COMMUNICATION
The club retains members by offering a warm, friendly and supportive environment that encourages enjoyable learning.
In this section, consider the questions as they relate to fellowship, variety and communication.
How are meetings made enjoyable? (Consider whether Table Topics™ are creative, how members are supportive of one another, etc.)
How does the club communicate? (Consider whether club members use email to communicate about club topics, if the club website is kept current, etc.)
How does the club use the Toastmasters International website? Do club members use the Logos, Images and Templates resources?
How do club members participate outside of club meetings? (Consider speech contests, district conferences, Speechcraft, etc.)
How can the club improve? What can the district and I do
What does the club do well? Please recommend specific actions. to help the club improve?
PROGRAM PLANNING AND MEETING ORGANIZATION
When club meetings are carefully planned, with well-prepared speakers and useful evaluations, members are able to meet their education goals.
In this section, consider the questions as they relate to program planning and meeting organization.
How are meeting roles assigned and carried out?
How can the club improve? What can the district and I do
What does the club do well? Please recommend specific actions. to help the club improve?
Yes
No
Is the meeting well-organized?
Is the meeting
productive?
Are meetings held at least monthly?
Are agendas provided?
Are all speeches from the manuals?
Yes
No
Has a club member recently conducted a module
from The Successful Club Series
?
Are evaluations effective?
Are evaluations verbal and written?
Meeting theme which at least table topics follows the theme along with remarks about it from the Toastmaster. Sometimes the Joke
and Word of the Day reflect the theme. Members are always supportive of each other and help them keep their role on track or
explain how to do it. Guests often comment on the energy they feel in the meetings and they also notice the camaraderie.
Google Docs (scheduling) and emails. There is a club website and a club Facebook account but
they seem to be rarely used, definitely rarely mentioned in meetings and pre-meeting discussion.
Few members actually go to the website despite having seen a demonstration during a meeting,
The club always sends contestants to the Area contests. Some members go to the conferences. Most
officers are usually at the TLI sessions. Only two members have ever been to an International Convention.
Members are tremendously
supportive of each other. New
members have a mentor.
More use of the club website
and Facebook. Better
retention of members.
A majority of the club members know
little of the District. Maybe a quarterly
visit and short talk by a district officer
could bridge the communication gap.
✔
✔
✔
✔
✔
✔
✔
✔
VPE assigns all meeting roles except speakers. Toastmaster of the meeting fills in roles for
last-minute vacancies
Google Docs used to schedule
meeting roles. Roles assigned
except speaker. Hot Seats
provide backups for
absentees.
Members should schedule their
roles, particularly speakers, more in
advance and use them for earning
CL manual credits needed. One
member a month should present a
Successful Club Series module.
More explanation and
incentives for earning CL
credits. Only a few members
use their CL manuals.
MEMBERSHIP STRENGTH
When the club has enough members to provide leadership and fill meeting and committee assignments, the member experience is heightened.
In this section, consider the questions as they relate to membership strength.
Does the club have 20 or more members?
How does the club promote membership growth? (Consider whether new-member sponsors are recognized, if regular membership-building
programs exist, etc.)
What does the club do to retain members?
List members interested in future leadership roles in the district.
How can the club improve? What can the district and I do
What does the club do well? Please recommend specific actions. to help the club improve?
ACHIEVEMENT RECOGNITION
T
he club motivates members to stay active by monitoring members’ progress toward goals, submitting completed award applications immedi-
ately and consistently recognizing member achievement.
In this section, consider the questions as they relate to achievement recognition.
How are achievements tracked and recognized?
What is the process the club uses to submit award applications?
How can the club improve? What can the district and I do
What does the club do well? Please recommend specific actions. to help the club improve?
Yes No
✔
Many through website. One from District Meetup. Several by invitation from current members.
Trying more engagement of all members in meeting roles (which are assigned except for
speakers). More/new variety of meeting types and places.
Dana Benton, Manny Philips, Kelly Deakins, Chris Harrison.
Officers carefully monitor the
membership and their needs
Find new members sooner in the
year. Keep so many current
members from leaving.
Incentives for member retention.
This would also tremendously help
the district.
VPE keeps a spreadsheet. When an award is earned by a member, that is announced in the
meeting. CC earners receive a ribbon. Ice Breaker speakers receive a ribbon.
Online entry
Online entry made quickly
after receipt of manual and
paper application
Better manual tracking before
completion and ready for
submission
District officers (AD, DvD, PQD, DD)
give recognition of awards earned --
email, ribbon, letter, phone call,
in-person, etc.
*For important information about Goals 9 and 10, as it relates to newly chartered clubs, please see the Distinguished Club Program and Club Success Plan ( Ite m 1111).
For credit in the Distinguished Area Program, submit this form online at District Central by November 30 (for the first visit) and by May 31 (for the second visit).
Information about the club’s progress in the Distinguished Club Program can be found at www.toastmasters.org/distinguishedperformancereports .
Does the club actively participate in the Distinguished Club Program? Yes No How many members does the club have at the time of the visit? ________
1. Two CC awards
2. Two more CC awards
3. One ACB, ACS or ACG award
4. One more ACB, ACS or ACG award
5. One CL, ALB, ALS or DTM award
6. One more CL, ALB, ALS or DTM award
Additional awards
What progress has the club What can the club do to
DISTINGUISHED CLUB GOAL made toward this goal? meet this goal? Name Target Date Has goal been met?
7. Four new members
8. Four more new members
What progress has the club
DISTINGUISHED CLUB GOAL made toward this goal? What can the club do to meet this goal? Target Date Has goal been met?
9. A minimum of four club officers trained
during each of the two training periods*
What progress has the club What can the club do to How will club ensure officers are trained
DISTINGUISHED CLUB GOAL made toward this goal? meet this goal? at next opportunity? Has goal been met?
10. 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*
What progress has the club
DISTINGUISHED CLUB GOAL made toward this goal? What can the club do to meet this goal? Target Date Has goal been met?
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
Rev. 3/2015 Item 1471
Dana Benton
Kelly Deakins
Manny Philips
Lizza Kauffman
Chris Harrison
✔
Pamela Williams
✔
✔
Dues on time 2015 Sept
All are encourage by the club President and
VPE
Attend winter
training
7 trained 2015 summer
More effort by all club members to bring in quests
Tracy, Ralph, Terry, Paulette
Yani Vinta
Dale Douglass
Repeat this effort in March
2016
✔
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CLUB VISIT REPORT AREA DIRECTOR'S FIRST IMPRESSIONS Club

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Completed 21 October 2020

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