District 92: Club Growth Workshop 6th August 2023

um yes uh firstly I would like to uh you know recognize the presence of our club growth director of District 92 distinguished Toastmaster video Tata uh thank you videos for uh you know putting this together for us and a warm welcome uh to our special guest our speaker for the workshop our Workshop organizer distinguished Toastmaster Vanita rangarajan uh hi Vanita thank you so much and I would also like to recognize the presence of each and every District officer of our District 92 family all are wonderful division directors and area directors uh I've been a little uh Rusty I've got back into the district team after uh you know a couple of years break so please forgive me if I uh don't recognize all the faces but uh I do recognize the commitment with which you have all joined on a Sunday afternoon so that took on our friendship day so I think this uh calls for a huge round of applause and also warm welcome to all the wonderful members of District 92 I think uh vanitha and with it it's safe to say that there are growth enablers so it's very nice to see the members also along with the district officers who have joined voluntarily that is the important aspect um video are we good to start uh I would you know I would want you to kick start before which I can take over and then introduce our guest and set the context yes Varun we can definitely start thank you so much Vanita for taking out time and giving your consent to conduct this workshop for all the district offices and not only the district offices I think this is something very special because we are extending we have extended the invite for the club growth Workshop to the club sponsors and the cgt members of all the area and the division teams as well who play a very integral role in terms of the club building initiatives across the district so thank you so much once again and I'm looking forward and I am as excited as everyone else to be a part of this wonderful Workshop over to you Varun thank you so much it's it's always nice uh you know to to be part of this servant leadership team uh which is uh you know truly demonstrated here uh before I hand it over to uh the one and only distinguished host Master Vanita I would just want to set up some context for all of you uh so the the main reason of this Workshop is I think to initiate that mindset which is required uh for our uh for chartering clubs for identifying leads uh it is you know I would like to say that I just want to say that each lead is very important and as they say uh it you require a village to raise a baby I think to require more than a district to probably raise a club uh you know first of all identify a club and then convert it into uh into a lead and then you know everything else in between uh so to take this and also please note that this will be a highly interactive Workshop uh DTM Vanita will okay sorry yeah I know there is uh some kind of uh there is a slight fatigue because I was part of a limbi rendezvous meet okay thank you so much uh whoever uh identified uh it is Club extension manager now okay so uh I want to tell you that uh DTM Vanita will take us through the entire process of uh identity right from generating a lead to chartering a club everything from the sponsors printers everything from from demo meets and thereafter so this is going to be one blockbuster of a club growth workshop and of course as they say yoga but it is definitely my privilege and uh honor to be introducing her which is renowned for her exceptional leadership skills and currently holds a senior leadership position at a dynamic Global startup in the realm of those Masters she has always shined as a leader and an inspiration for several of us I think she's one of the first few leaders I you know I just saw and I immediately looked up to when I joined in 2015 uh so she has been the past District director of our sister District district 121 and she has also achieved top rankings in distinguished clubs and Club extension worldwide she also has won the Triple Crown six times and currently world's membership into president distinguished clubs that is we speak to us Masters and we are Advanced most importantly as someone has said you have to keep the main thing as the main thing when she was cgd with distinguished Toastmasters at Nick biswas our past District director District 92 was number one in club extension in the whole world and I don't need to remind you that District 92 is currently the world number one District right so I think this is a lot of a lot of factors in play and now I hand it over to distinguished Toastmaster Vanita rangarajan for a self-tillating club growth Workshop over to you Anita thank you so much thank you so much distinguishers all right I want to say hi to everyone here but I'm just gonna say hi to Deepak you're getting the drill right I mean I logged in here to look at District 92 and I'm seeing names on zoom and that is not what I signed up for as a trainer so show me some love show District 92 some love Show Club growth some love and come on video yes you are allowed to take breaks because this is going to be like a super long session okay Mr pqd I see you too thank you for joining in this is going to be a long session it is going to be overwhelming these are things that I want to tell you right in the beginning so the one thing that will save you is a recording of the zoom which I already see is in progress so if you feel overwhelmed at some point and you're thinking oh my God this is just too much to note down what did I even do signing up to become a district officer during this term or anything like that remember the one other thing that can rescue you is a bottle of water around so stay hydrated during the next couple of hours or little less than that now before we get here I understand that we have a varied audience so it's not just District officers we are folks who want to be a part of Club growth in some capacity it could be an extended team member it could be a district officer like like all of us were initially invited it could just be anyone that is interested in growing District 92. now this year more than any year there is so much pressure on us is that correct rishab and esteem has done the unthinkable we have been able to get to world ranking number one and so keeping at it I'm not even saying surpassing it just keeping at it is going to be a lot and so we require every single one of us to commit to that kind of growth in this coming year as well if you are ready for whatever I just told you that we will continue to keep District 92 at number one give me a heart symbol just so that I know all of you are comfortable with zoom emoticons okay I want all the eight District uh division directors to Ping your names on chat if you are available I can only see one of you online uh you know on video but I want to know if the other District division directors this is only for division directors okay all right quickly I'm seeing everybody just ping your names I know who you are which Division and all of that I just want to know if you're in the meeting now let me ask someone who's a first time data director obviously you'll do it once mostly uh one area director to tell me what the district mission is unmute but do not answer put your Zoom hand and then I will ask you District Mission that's all you finish dotp no okay um Zoom hands anyone all right PSI what is the district mission hello yes I yeah the Discrimination is to create new clubs and support them okay uh support what those clubs doing what support them in achieving excellence excellent all right okay so today's session is going to be about the first part of what are district mission is which means half your term half of what you are expected to do as District officers is literally what you're going to get out of the session so it's going to be a lot there is no need to take notes at all but I do want your undivided attention even if that means making your tea coffee during your Sunday afternoon if you're traveling somewhere or whatever just try and observe as much as you can there is a presentation that I made mostly just to impress uh with youth but that will be shared to everyone as well and we will make sure that you get that presentation it will have speaker notes so pretty much everything that is there will be covered but you will have to keep in mind that the more you participate in today's meeting the more you'll get out of that all right so make your Sunday afternoon worth it I could have been Netflix binging something really nice but I'm here for Club growth for district 92 so I hope you can commit to that now the first thing I wanted to ask was um so for this activity I'd like all of you to come on video but that's not going to be possible let's do raising the hand okay raise your hand if you have never been a part of a demo meeting you have absolutely no idea what a demo meeting is I have not taken up a single role also I am not a district officer okay wait I'm giving you more options so raise your hand if you're one of those okay you have absolute uh no idea of what happens in a demo meeting what is even Club Charter what is this big deal about extension why who's with you torturing us I have no idea about Club extension why don't it's like some extension manager and all that I have no idea about all that but I'm a District officer so of all the people who raised your hand is any one of you a district officer if you're a district officer you have to automatically raise down your hand because I will personally come to your place and lower that hand of yours all right so I'm assuming so there are like about three people who've raised their hands who have no idea about extension at all let me tell you why I asked you this question those three people will find it the easiest in today's session because there is absolutely nothing for you to unlearn or relearn everyone else if you're having a certain idea about generating leads if you're having a certain idea about this is exactly what we should do at a demo meeting this is the role of a mentor or anything like that if you have a certain idea I want you to look at that idea again when we are going through this meeting and see whether is there something different that you thought it was and now I'm breaking the myth for you so that's just the um heads up for all of you there are a lot of things that we did differently but times changed when the pandemic hit the world and so Club growth along with the pandemic has evolved as well now because I had a presentation and I had to show off a little bit our presentation for today is connect growth develop that's pretty much your cgd's hashtag so I just made it a point all of you remember why we signed up here for this meeting that's literally just to um ensure that we are all connected together we grow together as one district and we develop all our leadership skills along with Club extension now a couple of things that I wanted you to uh remember here and this is the focus of today's Workshop is that we build new clubs and we support all clubs achieving Excellence now this year we have been given the news that our membership dues is increasing there is a good number of percentage of I won't say the percentage yet because with you to be very worried with that percentage there are a good number of people who might lose membership just because they can't afford this there might be a reason why you might see a drop in membership retention all of those is not in your control what is in your control is how many people can you bring newly to Toastmasters who are not worried about the 45 dollars to sixty dollars price difference and so Club extension seems to be the best idea for growth usually Club retention would be easy because they already know Toastmasters it's easier to convince them but there might be like a slight little bit of uh you know pulling them back and so Club extension will be very easy for us when it comes to uh growth today uh in this program here so this is exactly what we're going to be doing during the meeting and this is what I want you to remember when we talk about Club extension now we will go through each of these stages and if you thought it's a single person's presentation well hello to the workshop no we're going to do a lot of brainstorming so a lot of people's input and just wanting to see what everyone wants to contribute these are the various steps in club extension that we will be discussing today it starts with generating leads how do you make the initial contact what is called as an introductory meeting a demo meeting the paperwork where mentoring plays a part and how we can give continued support to these new clubs that get chartered now if you have a question at any point I'd like for you to like raise your Zoom hand so I will stop right there after every step of Club Charter I will be taking questions uh I will be inviting both the club growth director and the club extension manager to give their comments during the respective sessions but in case you have anything in the meantime that's bothering you too much and you're thinking will Manita ever cover this then put it on the chat so I'll make sure that it's a part of the workshop the first step and this is exactly where we're going to have everyone to contribute the first step being lead generation Now quickly unmute come on video so obviously this unmuting thing is only for those who are on video okay those are my favorite people uh tell us what are the different ways in which you can think about getting new leads for Toastmasters we don't have a club there we can get a club there what are the various ways in which you can achieve this quickly unmute some chaos yes just give me one minute please I'm I'm getting ritika first sure one way and I think the most easiest way is to update your Instagram and update your WhatsApp status tell them we are looking for a Toastmasters Club and I am sure or from our contacts one of them will respond to us and say out of curiosity okay all right so I am going to switch a little bit and Rewind and remind you that we are not talking about joining an existing club we are now talking about creating a whole new club so you as District officers or extended pgd folks now think about what are the different ways where you can find out where can I Charter this new club now ritika think back and tell me in the same Instagram in the same LinkedIn how can I what can I do differently that it can help me generate a lead now let me go to Satya while ritika is thinking about it well it would be pretty pretty much start off with your context of people who are in different organizations find out if there is a club existing there if there is no Club then maybe you can start off with them just so that I want a lot of responses I'm cutting you right there but literally that is the very core of this lead generation the people whom you know who are not associated with Toastmasters could be your very first bet bang on point on that you brought that up uh satrajit would you want to go next Yeah so basically I was thinking about your spreading your corporate contact like as a Toastmaster one of the things that we learn is um creating I mean networking so we can do that in our corporate world to uh see if any organization does not have a Toastmaster and have intended people definitely that's the starting point we can look forward to excellent and also from a community perspective if there are societies that we can start off with or any kind of area where there are socio-cultural you know communities we can leverage them and talk to them fantastic both the points are amazing so residential communities just large groups of people coming together and we don't have those masses there that's a fantastic point now the next ones who have raised your hand if your points are the same as these two then lower your hand right away do not come and tell me the same point I'm looking for like different sources of leads right now did you get some something in your mind right now no no I wanted to go and lower my hand now okay but ritika I'm looking at like you adding one more point and saying where else we can generate leads um could we have sahana giving us an idea uh yes so one simple idea would be attending college fests because in college first we tend to meet a lot of students who are enthusiastic and finding out if they have a club or not excellent idea of uh connecting to colleges during their big events fantastic I will talk to you about connecting to students or whether you should connect to somebody else in just a big sahana but great thinking there um Deepak would you like to tell me what is it that you have in mind housing societies at least 500 or 700 people are there excellent so residential communities large residential communities will do the trick prithvira prithvi quickly quickly sorry I'm just driving so okay so uh a couple of things uh introduction and awareness is very essential our everyone has said during corporates and other places and housing community you introduce what people would also like to see is exhibition so while we have introduced the Toastmasters concept it is essential that we write some demo sessions and also showcase the benefits of it so that people understand what happens you just jumped like four steps in the process hang on hang on we'll come to it in half an hour or something but right now we're only talking about the awareness where else can we generate these leads so the first point that you mentioned corporate induction uh do the awareness in societies there are a lot of these uh get togethers that happen we should create opportunities to actually ensure that people are able to know what Toastmasters is even in societies and there are large opportunities for that as well okay thank you so much all right fantastic your voice was just perfect just that we couldn't see you but I'm hoping as long as you're seeing them all good uh Tejas what's your addition to this I have to uh so one is uh I'm creating awareness in high schools as well because there are many people who might spoke to and they wanted their children to learn as well uh so gavel clubs we know they exist and there also we can uh you know contact those schools and take a part and the second is uh there are many uh Fest happened for the literatures and all and especially there is something called Community just giving an example in Bangalore so they have the open mic forum and all and many people are interested in public speaking you know they are also we can create awareness when the small Fest are there about Toastmasters fantastic thank you so much for that rajeshwari that will be the last thing that you think about so yes to only one point I would like to add whether someone has said or what I don't know because if you go on canvassing no people a feel that you are also like some agents to join them to the club but it is not like that what I am doing is I am serving as a role model I am not telling anybody I am a dose master or anything like that whenever there is a gathering I am a teacher Whenever there is a function in my school I take the roles in my school and I see a transformation in myself after joining Toastmasters since two more years I am before whatever now what I am people are changing uh seeing changes in me and they are asking me how it happened through that I am telling them it is Toastmasters all right fantastic thank you for sharing that personal growth Story one thing I wanted uh I realized that we might be a little amiss in why we are having this session so I'm just gonna go through like the basics of something before we get uh forward okay now every single one of you especially if you're a district officer is a brand ambassador of Toastmasters International every single one of you the moment you are appointed or elected as a division director or as a district officer it is all automatically expected of you to do what uh rajeshwari has just mentioned go and be that role model make people ask about you what is a transformation and voice out in every opportunity possible that you pitch in Toastmasters as much as you can all right now that is a 100 percent expected of you let's say it's in your roles and responsibilities that you are automatically a brand ambassador of the organization but this is about where Toastmasters has never been um served you don't know Toastmasters here and we are not talking a one-to-one member level now a lot of us when we gave ideas here you are still talking about how do you bring that one member to an existing club we are not discussing that in today's meeting this is purely about where Toastmasters is not there in the college in the corporate in that or in that residential Community where Toastmasters itself is not there and you are going to start a whole new club that is what you're going to focus so when I talk to you about lead generation you will not tell me individual people how do you get them on board on Toastmasters but you will talk about where can I ensure that a whole new setup of 20 plus members in Toastmasters where can that come did I get that mindset changed for you we are going to now talk about adding new clubs and not adding new members adding new members is a given in when you Charter obviously 20 members are going to be um you know added but this is a a club as a whole now before we get to uh this thing and I'd like uh with you to show our district 92's dashboard okay and I I wanted to tell you why this is very important while you take your time and I know I'm just throwing this immediately at you so you take your time and get this uh dashboard District performance dashboard a couple of things on why we are doing this all right I wanted you to know that until you were a district officer or until you were a part of the cgd exclusive team there is a reason you've all taken up some roles in some capacity and you come here it is totally okay that you are just a club member you come in your personal growth is everything that you need to do but now there is a need for you to think about the organization you are what Varun calls your growth leaders you are the reason why tourist Masters International will grow so it's no longer about you adding one member to your existing club or in your circle but it is about how you can generate brand new clubs into District 92 so that mindset change about you in your earlier roles in Toastmasters as a Club officer or as a member to right now being a part of this club growth extended workshop and how you are very integral in ensuring that we have new clubs being generated is something that I wanted to highlight now if you have that ready to share screen fantastic so if you look at this whole thing the reason why we're bringing this up today is that in this session itself we started with a base of 166 clubs in District 92 okay for us to get to where Richard and team has taken District 92 we need 175 uh clubs we are going to be losing some clubs during the renewal so give or take few clubs that are already not in our kitty every area director will know you by now know which club you're struggling with because this club offices are not even coming for your cotps you know which clubs are on eight just eight am I going to get them to become a paid club or not you will know the real challenges with the existing clubs which means every Delta in every single area director's dashboard will have to come from growing new clubs so the reason why I wanted you to just look at your dashboard once is this is the part the paid clubs part is where you will be contributing to this now while you do this really quickly and I will talk about it like in a challenge that I'm going to give it to you at the end of the workshop I will go back and I will ask you questions on its relevance to the payments so be ready to uh answer those questions while I'm you know getting there any questions on why we are now talking about Club growth instead of just adding new members here and there anybody has any concerns you thought I really I didn't sign up for this nonsense now I now I want to go back anybody like that anybody who thinks no no I just wanted to do Club officer role I don't know what I'm doing here in a club growth Workshop no questions with you thanks for sharing that okay let me go back to lead generation and just talk to you a little bit about things that we can do together now there are leads that will come in from the club grow director's office where this will be when someone around the world will ping Toastmasters International and go to find the club and then they will say hey you know what I'm not able to find a club here can I have uh you know can I just find out about Club leads to this particular place and so it did come to what is called as the lead management system it will then get trickled down to the club growth director he will in turn make a wetting of the call I'll come to wetting of the call in just the next bit and then they will maintain a lead tracker all the division directors are already part of what is called as a division market analysis do you know do you know that uh preparation that you've been doing with youth division directors you know what I'm talking about right so that market research in reviewing your particular area so the the leads that come from TI is One Source the next source and this is again something for viron and video to do and share with all of us I'll give you an example we have a company called shell which has the Toastmaster Club in Chennai shell also operates in Bangalore so if shell Chennai the leaders from Shell Chennai can be contacted and asked for a similar peer resources in Bangalore then shell Bangalore could be a club in District 92 or depending on the PIN code and things like that so the corporate relations is a place where you can go and get a list of all the corporates in our geography and then you can review and see if they don't have if they have a club in a neighboring District or somewhere else then get leads from within the organization and move forward on the club league so that's one way the first point that I think this was satya's point that he had brought in when we talked about it is that just literally anyone that you interact with if you find out that they are in an organization or studying in a college and that doesn't have Toastmasters you could easily just ask them about uh you know their contact of somebody in their organization and reach out to them so all your members you co-workers anybody that you interact they and the next thing that we discuss and a couple of you had given us versions of this is the residential community's large organizations bigger corporate student bodies that have like a two-year curriculum all of those are great places to start Toastmasters at now one of the things that you can also review is existing Club see you have too many all the members they are not able to get their speech slot within the same Club timing and you're constantly struggling because you have too many members in One Club you could also look at splitting the club uh clubs made out of like various other organizations we have a PMI club we have rotary associations any Alumni network like BNI or anyone that needs to have a Toastmasters wing of it this is a good place to start uh Toastmasters now uh one thing that I wanted to stop here and talk to every single person that is a district officer in just a little bit you will be getting the uh roster the area roster or your division roster which you will have all your members email IDs do you know what I'm talking about yes no have you already seen it no idea what you're talking about the membership report that we can get from the central fantastic so the membership report that you can get from the leadership Central is exactly what I'm talking to you about where this is access for you now I would recommend that from like a division angle instead of every single area director writing it if the division directors can write to every single member or when an email saying if you are a part of an organization or if you know any place which does not have Toastmasters give us your contact number and the club extension team will get in touch with you and then we will take this forward all they have to do is just put you on put the district on to some some person in the organization it could be a coordinator it could be HR lnd head just like anybody in the organization that can take this conversation forward does this seem like something that the division directors can do will that be a good use of your membership roster um yes on the chat if the division directors are up for that idea yes yes yes yes yes yes or no or yeah what really like do I have to send that email contribute send it or something like that okay so that will be a good way for you to start asking for these leads and uh any of this now while you're looking for leads there is a question of integrity and I just want to bring that here if you know that somebody is already working on the lead do not snatch that lead from them remember your District officer role is only for one year but you're a human beings for the rest of the years so be human first make sure that all the leads that you're working on are informed at all times to vidyut and his team so that if they know that somebody else is also collaborating with uh you know the same organization they'll put both of you together and together you'll have faster results instead redundancy and just the whole idea of who gets there first hey I know somebody in headshot but you know somebody in lnd let's see whether you get the lead or I get the lead I also do one demo meeting you will also do one demo meeting we'll see who wins that is no school boy business here all right so let's think about overall growth for district 92 and ensure that you are dealing with the leads with Integrity if you know that there is somebody else involved raise a flag right away to the club growth director and at all times please make sure that you keep your Club grow directors office informed about it does that make sense I'm gonna quickly pause and ask can we move to the next next section anybody has any questions on generating leads okay like this awkward silence can mean two things I'm just gonna think that it's everybody's clear with this in the residential area part it was mentioned 1000 plus right is that like a mandate or is it like a recommendation it's just a recommendation we're assuming that in a thousand member place you would be able to there are corporates and the reason why I put even 150 members and corporates is the assumption is Corporate is not paying and that the you will have to generate people from the audience so just click on just math and just probability of people joining Toastmasters that assumption was made there are cases where there are only 40 employees in the company but the company is sponsoring all 40 and all 40 are a part of Toastmasters including the CEO so that can happen as well in a residential Community where you have only you know 200 flats that has worked as well versus the residential Community is actually 6 000 flats and we still haven't been able to generate a lead because the association or the residential uh communities lead is not helping us to generate so either way it could go but this is just like a rough uh you know like a recommended number for you to not feel overwhelmed or at least know where to start with when it comes to uh doing this okay so let me go back to my slide because I prepared one moving on to the second part is the initial contact now let me ask a few of you and those who are not on video right now you're gonna come on video and tell me what you think is going to be a part of the initial contact can I have some responses please initial contact what does that even mean to you like just so you identified some place which you think is a lead all right that's that's the step so you've identified you think that this is a place where you can start a new Toastmasters Club what's the first thing that you will do the first initial contact come on everyone area director okay so you will hand it over to the area director very good now I want area directors what will you do then sahana yes uh so an initial uh male saying hi we found that your organization slash company does not have a club and what this Toastmaster we can send out our resources that we have a basic PPT saying what Toastmasters is okay excellent uh I like how you brought you know uh mentioning about osmasters I am going to pause right there and Sana I want to look at how this transforms okay uh like I said I'm learning relearning and all of that is this is where it's going to happen right now what else what else do you think should happen in the initial contact quickly either you're all just in because you know this is a mandatory meeting for you as district offices you're not there yes yes I yeah we can identify who is at the helm of Affairs of that particular residential Community or corporate setup and set up an initial call with them let me introduce introduce topic of Toastmasters gradually excellent all right um there are two key things that Sai has mentioned and is nailed it that is literally what that next slide is going to be about this is not you talking about Toastmasters yet okay so sahana keep all your email and your about Toastmasters already but this is not about talking about Toastmasters yet this is wetting the lead in the first place is this even a valid something whom can I talk to uh you know who influential or who's in Authority that I can talk to about Toastmasters is what this initial contact is going to be now I'll give you a couple of examples okay so you would have uh like say for example Club group director also he will have this lead coming in when you call that person and you will say what you want hey we got your lead from Toastmasters International they'll say see I am in Malaysia where um I don't know uh you know I I want to join Toastmasters for my own personal growth so you know it's not a lead okay but when you stop there no you will put them on to like a community club in and around Malaysia because every payment counts every single member joining District 92 counts and you know it's not a new club lead but it's still valid lead so that wetting process whether they are there for an individual membership or to start a club is what you will do in the initial contact all right so this is when you get leads from somebody when you talk to somebody somebody asks you about Toastmasters all of this this initial contact you'll have to make sure anything else any anybody else wants to uh add to what Psy had mentioned so I actually nailed it that's exactly what we're going to be doing in this step okay so this is establishing credibility who the hell are you to talk about Toastmasters why are you selling Toastmasters how can you you know tell us like I want to meet with somebody in your organization who are you Mister Who Are You That establishing credibility is very crucial so announcing to them that you are a district officer or whatever your role is you're a part of the extended team or something that you are eligible or credible enough to talk about hostmaster's growth that's the first thing that you will do you'll rent this lead when I talk to you about wet I told you whether it's a lead for a new club or a lead for an individual membership that part you will get here you will understand why they want Toastmasters now that we are again going back to chartering a new club so we will only talk about if that person says you know in my uh College we have MBA students but they are not really good with communication or something like that you will identify the need for Toastmasters if it is a corporate and then they have a specific lob and they say that this is a particular thing we feel that our sales uh the sales team is not doing very well with our calls to the the agents are not doing very well on the calls or whatever the need for Toastmasters for that organization that time you will ask them okay so can you put me on to the HR head the lnd director can you put me on to your college dean or your Administration I will bring my leaders as well so whichever capacity you are in say is assuming you're an area director or an extended team member you do not have the experience or the past experience of dealing with the organization so my recommendation to first time folks who are doing this is to take someone with you and watch them do the talking all right which is why extended team uh you know Varun has like three different members on his team one for corporate one for community and one for student he has experts who can do the talking really well so your job is just to make sure that the division director and a member of the club extension team can come together and be available for this introductory meeting that you want to set up now once you schedule that meeting you are going to ensure that that meeting will have the decision makers of both ends Toastmasters also and the people there who need to take financial decisions for that organization this is not just asking for demo right this is not just a demo meeting this is about somebody investing in Toastmasters long time so there is money involved and for that Financial decisions to be made you will have to ensure that stakeholders from their end are also available then you you inform them beforehand that this is the duration that you expect the session to be and don't count the 30 minutes for presentation so this is something that I would recommend what you do for initial contact so you'll have to inform them that the meeting is usually 30 minutes but in case you have too many questions we can stay above the 30 minutes and answer your questions that's the good thing that you do for your initial contact now does anyone have questions about initial contact what can go wrong here anything that you want to comment here come on I'm expecting this to be like a really interactive bunch and all that I've given up movie times don't go wrong in this right every step you things can go wrong especially towards the last part wherein you set up the meeting and then the last minute they get cold feet or they just cancel on you all right so two things here especially if you're Murphy's favorite child there is no stopping any of these happening he loves me right well but the one thing is you like to remember that a lot of times it's not about be resides it's about the efforts so for you to Charter One club let me just go back and do the math for you okay you might probably have to do six demo meetings first and talk to 12 different organizations have at least 12 different rejections of you know what we thought those Masters but we're not interested right now and maybe 20 such initial contacts that's the numbers we are talking about so you do the math and tell me what's the probability of like this one initial contact going right and I'm saying there is a lot of efforts that we put in and this Workshop is aimed at making sure that you put your effort in the right place I'll give you an example of what could go wrong you you are full into District officer and all that you are picking up the phone and you're talking to somebody and telling so much about those Masters how it has changed your life and how it is transformed so many people and all of that and then that person says see I'm only third year student okay I don't care about all this I will just connect you to my college professor do you get how much time you are wasted so which is why this initial contact will let you decide who this actual stakeholder is and that step is absolutely important for you before you go starting talk starting to talk about Toastmasters does it make sense does it tell you like where you could you know hold your marketing material you could hold all your information that you have about Toastmasters because it'll be more relevant uh in another meeting okay so before we go on to the next one and this is the actual meeting okay this you will have to assume that uh you've got the correct contacts and you were going and talking to someone now what are the few things that you can do I'm going to stop sharing I want to go around the room and I want to ask few of you uh first time people on video actually some of you just turn your videos on and come and tell me in an introductory meeting what are the things that you will do tell me inputs and tell me what will be the end or the outcome of an introductory meeting come on you'll have to visualize you being a part of this yeah we need to give a taste of what those Masters is and what people can gain out of those monsters okay fantastic what else the finances behind uh the chartering of a club like in the sense how much money is involved excellent excellent fantastic what else what else will you do in this introductory meeting come on there are like 15. or what is the necessity of having a Toastmaster in their organization or Community excellent so benefits of Toastmasters bang on here's where you want to try to actually talking yeah also try to find out who would be the point of contact going forward okay outcome excellent so who are you going to be working further with fantastic what else get the next steps what exactly needs to be done once you do the introductory meeting what's the next step do you think fantastic Okay sandy yeah um we we can showcase some testimonials of people related for example which is a lot of people in technical you can get testimonials Masters okay uh Sandeep I'm going to ask you to use this idea and tell me if it will fit better in another step that you might just come to discover all right but great idea so far the testimonial thing you know one of us coming and talking about how transformation how much transformation has happened is is a bang on um definite good one all right so let me ask you a few things I I want to just run through a few things and then I'll show you a slide you are going there as a district officer I'm assuming you're in the meeting in some capacity so you will dress the part you can't go in there casually dressed because you are going to be meeting stakeholders this is where the pins will come to use uh the badges if you've already been given that at dotp you know your suits on and your formal sarees or whatever it is that you want to because you are now no longer going on you're representing Toastmasters International so just along with establishing credibility make sure you're dressed to kill for that particular meeting then I like totally like visiting cards taking along the right people as well sometimes it doesn't have to be like but you can't be physically there in like the uh 20 initial you know introductory meetings that we have but you might have a really senior Toastmaster a past division director a past District officer who would have still done this and that's enough too like just anyone who's ready to give that time for you to sit in a meeting and talk about Toastmasters is good enough all right but the main idea is that you are a representative of Toastmasters International while you're working somewhere else you're studying something else you are now representing ti so make sure you dress the part the next thing is about um you know kyc I would call it know your customer know your corporate no your college where you are going to what do they deal with what who is their main business what is the kind of um numbers that they generate how successful is the college in producing uh results and things like that just do your homework when you know where you're going for that because customizing your presentation to that particular organization whether it's a college or a corporate will help you um very much ask questions you should be the one to answer questions and you should be asking the stakeholders whoever they are they should be asking more questions to you so set up a tone like that in that meeting then um one of the things is that a lot of times in the introductory meeting and this is something that I want you to unlearn relearn whatever is that we we find that this introductory meeting can be taken a little too casually people don't take it up seriously the main outcome of an introductory meeting is a decision out of for the financials once you have informed them this is how much it costs like this is your Club Charter fee this is a one-time fee this is how much the members will pay my recommendation to you uh from now to October is that don't go and tell them 45 dollars now sixty dollars later and all of that you could just say on an average it's 60 dollars and if you're paying less they're only happy to pay less all right by the time you do that conversation and by the time you chatter and you can always throw it as an incentive saying if you Charter this really quickly within the month then it's only 45 dollars for this period otherwise it's 60 dollars usually remember you are introducing Toastmasters to them so they don't need to know of our price hike the conversations that tis had what the board has told how difficult it is for our members now to pay sixty dollars all that is just in your head when you go and talk newly about Toastmasters sixty dollars is still very very cheap compared to anything else that they are going to be investing in in terms of like a learning and development program for them so that's what you're going to be talking about so talk to them about long term and how the sixty dollars for every six months is hardly anything when it comes to the the company or the organization getting returns for that then um you will have to ensure that for long-term sustenance that the leadership is invested in it it can't be a single Department running this it can't be a single uh you know like business a line of business running this in a corporate it has to be as okayed by the highest person in that organization let's say for example otherwise the club might not sustain it might in your year you as an area director or a division director will get that club chartered but after that what so try and make sure that the leadership buy-in is there at the biggest level possible then we talk about a lot of times we only ask what we can do one thing that we need to highlight to them is how important our time is so when you ask them for a date for the demo meeting when you represent Toastmasters International listen to this really carefully because it changes the way they start looking at us you will have to establish to them that your time is very important and you are going to be bringing in 10 volunteers who are full-time professionals working somewhere uh students somewhere and they do other things but they're taking that one hour or two hours just for this demonstration meeting so only call us for the demonstration meeting if you're 100 invested in the demo meeting so when you get the dates for the demonstration meeting which is the next outcome of your introductory meeting the financials have to be clear the company or the organization needs to tell us who is paying what company will pay 125 dollars and the twenty dollars but the members have to pay 45 there will be some variation of permutation combination that all needs to be clarified before the demonstration meeting give them time and tell them we need two weeks time to get our role takers together because it could be in person online whatever it is we have to ask people to take time off from their schedules and come for this demonstration meeting so please make sure that you promote this demonstration meeting properly that's a mandatory no um you know excuse is there at all only if they get there do you conduct a demo meeting a lot of times management is not ready they are still deciding but we have gone ahead and done demonstration meeting and then management and say oh we are not paying in the demonstration meeting you've never told them anything about finances so this is a wasted effort of at least 15 people because we did not get our Basics right did that make sense all right so one other thing that you should remember uh is that while you're setting up financials also request for the date of that demo meeting that needs to be finalized and it's mandatory that somebody from that organization say if it's a college or a corporate then the HR leader or the coordinator they have to speak for two minutes during the demonstration meeting they need to be able to tell their folks because who will come and listen to you you are all strangers for the demonstration meeting correct you have no voice in that demonstration meeting you are representatives of a different organization but only their leaders will have that kind of influence so if you're going to a college please make sure that you're telling the college coordinator or the dean or whoever is working with you saying you have to be present or remember from your leadership has to be present for this demonstration meeting to talk about the benefits or talk about what what is the payment plan or anything for two minutes to the audience does that make sense now give me a thumbs up if you feel so far so good non-zoom people I mean non-video people you are the people that I'm looking at like does the is this making like any sort of relevance to you because I've logged in and I'm screaming my lungs out and you are all going to like Charter clubs God knows when I just want to see if like this minute it's all being useful all right so let's quickly now go back to the notes and see what we are going to be talking okay I have so in the introductory meeting you will understand the type of the club this will be one second you will explain how Toastmasters will help the organization you'll discuss the finances you'll schedule the meeting and then you should have done your homework well enough for this meeting the things that you need to know is what is your fee who needs to pay for this all of this is something that you need to know you'll put together a presentation your Club extension manager already has a resource uh folder which has all of this in like a PPT which can be standardized and used you can customize it for the employees of the certain organization that you're going to go and visit or the college that you're going to visit so make sure that you customize it for the audience but this information should be there in the introductory meeting they need to know what they are paying for now let's pause I'm gonna ask um chat responses this time I'm going to ask you the next step is the demo meeting that you've already understood because that's the outcome of the introductory meeting right now for the demo meeting there are three stages before the demo meeting during the demo meeting and right after the demo meeting in three stages I want uh to do this activity with like District division advice okay so for um the first part of the activity let's have a b and c which is before the demo meeting what are the few things that we will take care of can we have members of division a b and c come on video unmute answer okay anoj before the demonstration meeting what are the things that you will take care of assuming that you are going to go ahead and do the demo eventually in two weeks the two-week preparation is what I want you to think about Anuj over to you I have too much of noise background noise I will type it on the charts yes I can hear you very clearly but you can also type it on chat so I can say a few things like we need to do is we need to ensure that the right role takers have been selected for doing the demo mate a perfect agenda has been played in place where they demomate with the time to time saying that six minutes seven minutes or whatever and then the evaluator should try to do a positive evaluation to the extent possible not to go with a complex evaluation critical ones yes fantastic and table topics again like we should ensure that one or two people from our team goes on this stage and does the table topics but the remaining let us leave it to the and that should be communicated with the person who is coordinating with the club nuclear excellent all right now talk to me uh all this is preparation from our end as Toastmasters what we are going to do and be ready for with our demo team excellent uh points that you have brought in Krishna what do we do with the organization before the demonstration meeting can you can somebody from division B suggest and that's something before the meeting communication to the demo meeting audience right that's very important rajeshwari what's your point and uh whoever we are in contact that contact lead or something you said we have to be communicate with them till the demo meet begins that is very very important according to me there are many members are whoever it is we have to keep in contact with the lead introductory lead as you said we have to keep in touch with them and they have to gather the members on that particular day that is our before the meeting we have to do okay so being in touch and constant communication with your organization or the lead for that organization is mandatory and they are the people that are going to be bringing in the audience as well so keeping a check on that is important now when we're sending out like when it's an organization like a corporate or a college there comes like a mass communication right like there is something that you can send an email to all the employees or all of them so ensure that the organization has that particular PR material that is required for sending that saying what is Toastmasters this is what we're having we're bringing Toastmasters to our organization uh this is what we can do for you to um you know for team bonding or something like that and the mail that goes out to the organization ask for members to sign up for it if you have a sign up form nothing like it because it will give you an idea how many people are interested how many people are registering for it but otherwise also the organization should have done the communication on our behalf and we should be helping them with that kind of writing for an email you know usually we send out the draft email and then they will customize it for their organization the posters that we can make benefits of Toastmasters all of that needs to be uh done uh so let's do part two right now I'm going to go back and do a few more myths that I'm going to break with my PPT but let's do part two which is during the meeting what are the things that you need to take care of so assuming that krishna's inputs of you know getting the right role takers and ensuring that there is stable topics on the agenda and that we are dividing that during the meeting what do we do hi okay hi also sorry I can't uh turn on my camera but uh main thing that you need to keep in mind is one is their time as well and two is that we are representing uh ti so how we are conducting the entire thing that entire demo meeting the professionalism there biggest thing to be taken care of the only thing that I want you to take care of if you can just start that meeting on time and end that meeting on time no matter what happens inside if you're just able to contribute that much commitment to this demo meeting that is the success itself so bang on Veera great point there what else during the meeting I want uh d e to contribute DNE anybody [Music] yes [Music] um maybe we can take care of logistics probably pen and paper for timer or toastmast uh table topic Masters such things okay sugar now you tell me will you do this during the meeting or before the meeting like we can just ensure it is there before meeting us before meeting no okay so remember this point for before the meeting okay excellent point it's there like it's it's very important that you get all your role taker stuff and all that I've also signed uh put a proposal to both your Club extension manager and your Club growth director for TI branded good please during the demo meetings so that's some um the cgd team what else during the meeting come on quickly quickly one more one more before we move to after the demo meeting hi Sima uh so till now we have spoken only about what Toastmasters is this is the time where we can nail it and we can actually show it to them what the Toastmasters meeting is and what they can benefit out of it this is our one hour of whatever the planning type based on the agenda so start on time yes in between also keep them engaged keep them involved and show them that this is not their regular meetings is different from that also maybe have a recognition for just to show them that we do have a recognition program as well best don't take our best table topic speakers something like that which can be incorporated at the end all right fantastic um excellent points about how this is where we show them instead of all the Talking that we have done so far so great job there uh last two divisions and last three did I get the count right no last three divisions now and tell me what you will do after the demo meeting quickly have a follow-up to understand how many people are interested and then take the next steps very important all right what else can you think of after the demo meeting assuming it's a successful demo meeting what else follow-up is very good what else taking feedbacks of the audience who was present feedback already and it is possible then and they are using multimeter not for the later on I am just going to give uh just the award of the best input that has ever come because this one mistake we do in so many many demo meetings we tell them we will send out later one form in which you can fill out so just showing something right there during the meeting asking them we have so many digital tools that can help us quickly get membership data right like so just asking for interested audience on their way out just scan something and then give your email ID or your phone number or whatever it is that we want to collect an email ID usually is the best way to engage with the audience right after the demo meeting so that's that's fantastic I would recommend at that point be told during the demo meeting itself instead of after because it will only enhance that whoever is interested will immediately sign up then and there instead of even giving them that like one day um time to go back and then fill up like a so doing it during the meeting same stages this point but consider doing it during the meeting what else anything else that's it f f g m h that's it you shouldn't be delaying it too much right I mean even the follow we need to make sure that we are proactive and um following up with the management if we get enough people like for example as soon as the meeting is over we do get 20 members who are interested then make sure that we follow immediately with the management to make sure that the club starts as soon as possible all right so that's a great point and I want to introduce you to this concept of pre-chatter meetings how many of you have been a part of something like that know what it is pre-chata meetings you did the demonstration meeting paperwork is going on or there is something that is happening but in the meantime what do you do that's where this pre-charter meeting comes in place okay now for the sake of making sure that our session is on time Let Me Now quickly share my screen and come go go um during like take you through the basics of this just give me one minute I think uh has a question okay go ahead please sahana please unmute and ask yes uh yeah so my question is I'm not even sure if there's something that we should be worried about that is how do we ensure I mean how do we balance that we don't overwhelm them with too much information cheers them away I mean that is something that can go wrong and so yeah this is my question okay it's an absolutely important question let me now um if there is anything that you you have picked up from this meeting I'd like for it to be this next five minutes all right next 10 minutes that we go through demo meetings now I'll tell you why there's a lot of myths that we need to you know like ensure that we never do this again in District 92 okay and I'll start this with the first point that uh sahana just mentioned you cannot assume that anybody has more time for Toastmasters so it has to be the quickest agenda possible a lot of times we have seen demo meetings having two prepared speakers how many of you have seen demo meetings with two prepared speakers not required we are only giving a sample of what a demo meeting is so just one prepared speaker is good enough so insisting so let me just go back to the order actually I'm jumping the gun here let me do before the demonstration meeting so first of all you'll have to ensure that whom are we are talking to in the organization you have promoted this really well the promotion material should be shared from your end um the email draft communication any posters that needs to be made and things like that and insist to them that at least 50 people from that organization should sign up assuming that 50 percent say at least 20 will show up and and uh end up like chattering on your forms the agenda should have in my this is all just my recommendation you can do how it is for your um you can take a call on this it should have only one prepared speech and evaluation and table topic should at least be four or five only one person from our team should speak table topics which means the demo meeting role takers that you pick should be told do not raise your hand for table topics a lot of times if you go to a demonstration meeting are enthusiastic role takers will be raising Left Right hands and all and you're like hello listen just it's not for you the session is for not a master audience so that awareness needs to be told to them beforehand now ideally a presiding officer is not required in a demonstration meeting like I'm I just feel like the whole thing should be cut so much short because this whole president and head of the meeting and all of that is just not really relevant to them if you had a Toastmaster of the day ideally the same person talks about Toastmasters as well this is my recommendation so opening the meeting closing the meeting does not have to be done on in a demonstration meeting but the same person who feels like you know say if it's an area director who's there that person can talk about Masters now put it on the chat for me on how many minutes can the about Toastmasters presentation be put it on chat I'm looking at all your chat responses come on I'm having just one five minutes okay two minutes no this is this is a explaining to them about those masks and telling them this is our organization the benefits and things like that okay go ahead I'm seeing some generous just the length of the DM video okay fantastic that's about three and a half minutes Satya what else what else okay anything more than five minutes you're taking a risk nobody wants to listen to Toastmasters and its history and geography and it's demographic during a meeting where you can show them in action anything about 10 minutes you'll be sure you've lost people people have already signed out of the meet of 20 30 minutes of uh big big things that happen show them in action quickly move them to how uh you can talk about say if it's a Toastmaster Club in a corporate you can talk about uh Fortune 500 companies and just throw 10 names on a slide and say these are companies that have and look at who their competition is and say this your competitor companies already have Toastmasters this way this is doing great for them and so those muscles will be great for you that's all just five to maximum 10 minutes and that five to ten minutes should also cover financials I would recommend that this be done before the meeting so that when people are listening to the money matter you don't even you've not even shown them what Toastmasters is but they already know that there is a cost involved usually what we do is large in the very end last question somebody will come and say 45 dollars it's free one whole hour they would have spent so break that myth and announce to them that this is how much it will cost and if it's an organization sponsored one tell them that this is sponsored by the company this is sponsored by the college this is what you will have to pay for every six months if you're uploading whatever the math is announced to them in the first five minutes itself and then you will know that whoever is interested in seeing the rest of the meeting is actually interested in the meeting I've found that it can go both ways it can backfire both ways but you'd rather have the information told to them much in advance than to come to them as a shocker in the end just so that from your angle you are very authentic about the sale you've actually told them it costs something even before you're showing them the product that's how you're going to look at this okay um the other thing that I wanted you to keep in mind before the demo meeting is how the logistics of it like will they have like a presentation if one of your speakers is going to use a PPT do we have that Logistics taken care of this is where a branding material anything like simple like pens having Toastmasters International to anything that you can give away to the role takers especially the table topic speakers from the organization that will be uh nice now uh now one of the other things that I've seen that we do horribly wrong in a demo meeting is your introduction of the role takers the introduction will go something like is the club extension manager of District 92 he has one Triple Crown six times and he's an area director and you know like none no that makes sense to a non-toastmaster audience instead if you're into the part of this organization um a dog lover somebody who's very interested in running a marathon a foodie able to connect to the audience in general look at the pulse of the audience and ensure that your introductions of the role takers are always aligned to non-toastmaster audience the Triple Crown winners the distinguished Toastmaster none of that matters to the audience so just keep that out of your introductions no TM jargons at all now the other big mistake that we do usually and this is for you to keep in mind uh for your demo meetings if you're going to call our reigning Champion say Matthew varghese how many of you think like Matthew Vargis will be like a best guy that you can take and go for the demo meeting prepared speech come on be honest and raise your hand if you think oh he'll do very well you know the ashin Paul talking about right like taking them for the demonstration meeting and having them give a prepared speech how many of you think that is that they don't spoil my surprise no I'm building up to that story right I'll never think that it's a great idea okay I have to break it to you that you will just lose your audience the moment a Matthew workes opens his mouth because the thought that will be running in a non-tostmaster audience is oh my God I can never speak like him oh my God she's just brilliant I can never ever match up to arundhati Basu I can never match up to an asheen Paul I can never match up to this thing do you understand what you're doing to the psyche of the uh audience so never take a champion speaker for a demonstration meeting take an average person because an average speaking person is what the third audience can relate to does that make sense now instead now what can you do with your Matthew Vargis your Russian balls and your arundhati basus ask them to be General evaluator ask them to be speech evaluators because the entire Crux of a demonstration meeting is how great feedback can improve a person irrespective of who they are so find out who gives the best feedback in your circles and ensure that that person is in your role takers list how the prepared speakers instead of having powerful prepared speakers have powerful evaluators great folks that do grammarian role uh folks that are very high on energy for the table topics role these are some things that can make or break your demonstration meeting so when you keep this in mind before the meeting also keep in mind the guest management now people who are interested how are we going to write down are we going to have a notebook are we having a multimeter a QR code whatever is a fancy Jazz that you want to how are we going to collect this and this needs to be prepared before now during the meeting is quite quite easy to keep this in mind right like when you have the agenda imagine I'm saying 20 minutes max but honestly after pandemic I don't want to listen to anybody for five minutes okay so I'm saying keep it tops to 10 minutes the regular presentation the PPT that you do I've I've seen people doing it for 20 minutes max but I will leave it to you to take a chance on that okay uh that is one thing time management is your first thing encourage participation from the organization specialized role takers that we just talked about and keep the question and answer session different from the demo which means you open and close on time and say we are now finished with the demo and we are staying back so that if you overshoot time with the question and answers it is not giving a bad impression that the Toastmaster meeting over short time so that is why I want you to keep the question and answer session outside of the agenda of the demonstration meeting any question questions on okay let me just finish off this one as well um after the demo you'll be collecting the members who are interested you will announce during the demo when their next meeting has to happen usually we don't do that and so people who want to see this happening again a pre-charter meeting have no idea so have the details of this begin the form filling there is like a a form-filling step that we have for uh paperwork for just filling up the you know chartering the club identifying what is called as the the club XCOM like who will be the club XCOM identify what will be the timings of the club now all this you can do only if you know who your 20 members are so while you're collecting 20 members in between this and the paperwork right after the demo give yourselves two weeks to finalize who will be president and all of that so you'll have to go and explain to them what each role does call for volunteers from the interested members and things like that now I'm going to quickly pause because after this we are going to be having a breakout activity I'll pause right now we're going to do a breakout for about 10 minutes let me see what did I lose before we get into the breakout activity I now want to open questions for the demo meeting anything before during after that you have questions about yes I yeah uh Vanita you said uh we'll have to take average speaker for demo meeting so sometimes it may backfire also because they may think that okay having been in Toastmasters he or she is average speaker so taking a good speaker he or means audience may feel that okay this is a standard that the Toastmaster has so we can or we could become one one day after joining Toastmasters so what is your take on this yes okay I I fully agree to it and like I said the thumb rule is to do just one sample of a prepared speech I'll tell you where this particular thing is actually helpful um so if you took like one average speaker and then you took and so the first speaker that came as an average speaker and the second speaker that came is an advanced speaker that's great all right I'm talking about the time where you will have only one prepared speaker and that one prepared speaker will be a top notch speaker you are losing your audience if you have the bandwidth if say for example a community club if you're chartering a community club you slightly have more time on your agenda so that time you can have two speeches one from an average speaker with an uh you know evaluation to that level and one from like a very esteemed speaker and still being able to evaluate even that kind of a speaker which means Toastmasters is for all kinds of people but times where you are not able to uh have that differentiation showed right like and the point is very valid sorry because what if you know uh say for example I'll give you an example with the PMI club that we were chartering all right we realized that the PMI club that we were going to Charter all had very senior project managers so if I took like a student or somebody to come in like you know not I won't say student because I have seen some students give fabulous speeches so I'll make that stereotype right there um say for somebody an average speaker if I took them to that demo meeting uh it would have bombed for us because we had eloquent speakers already as a part of the membership itself because they were all senior project managers and things like that so for that meeting because we knew our audience and we knew the kind of speaking level for them we took a slightly Advanced speaker Advanced speaker and even Advanced evaluation happen so you have to take a call on what kind of an audience this is so that the audience does not get overwhelmed and if you have the time and the bandwidth do both do one average and do one um you know specialized speaker so that they can see that the Best of Both Worlds irrespective of the speaking capability the thing that they will be impressed about is the feedback that goes to them so even for a average speaker how do you give feedback even for a great speaker how do you give feedbacks to your evaluators have to be on point did that help uh did that clarify your question okay sahana what's yours uh hi so my question is are typical ideal time with just one speaker and four to five table topic like speakers so it would be around 45 minutes to one hour would that be something that we can look at or would be too much I think 45 minutes should be good including question and answers to an hour okay thank you okay I think uh Toastmaster rajeshwari also has a question please go ahead actually I don't want to take the club coach question here then you because I still need like two big things to be covered now we're going to do uh activity now assuming that your uh you know your 20 members are getting filled you are having people in mind you now are going to do the paperwork now for this activity what we are doing is our this is where both the OM and Prabhu did I get their names right okay Omen Prabhu will put us all in breakouts we are going to have four breakouts two divisions all the people who have uh put in uh division wise we are going in and looking at wrong Charter forms you'd probably be seeing the charter forms for the first time there is something wrong about each of the charter forms now Charter forms there is form one it does something form two does something there are seven forms that you'll go spend only one minute to overly cursory glance at the forms a total of 10 minutes is what you will take in the breakout so no high Hollows and all Just Jump Right In into the PDF open the PDF and see um what is it that is glaringly different we'll come back and we will look at the paperwork that is required now while you're filling up the forms you will also know that these are some things that we need to keep in mind if I can get the help of my zoom moderators then we will see you in breakouts with youth Varun and I will also join some random breakouts if madhu is there then madhu will join another random breakout this is just to make sure that two divisions so A and B in one breakout C and D in another you get the drift right like so two divisions together review the form and find out what is wrong I already have to give you one heads up about the forms the forms were done for district officers of District 121 during uh their dotp so if you see alignment as District 121 don't say that is wrong we know it's wrong it should be District 92 but that's not an obvious thing that you will point out okay so look at the forms and look at uh we talked about like numbers we talked about costing we talked about few things here and there uh see what is starkingly different for you in the form and let's see how many mistakes we're able to catch the reason why we're wanting to familialize you with the game here is that otherwise form filling is extremely boring work which is where Varun and vidyut will come in with their team they will help you with all the paperwork that is involved but for getting the paperwork done you still need to have some data in hand and that's what you're going to be looking at the forms now for okay uh we will do 10 minutes on the clock and so we'll come back here actually eight minutes even if you're halfway through the form can I request um uh the other two divisions the last four divisions to start from uh form Six B onwards start reverse so the first four forms will be looked at like the first four divisions and the last three forms will be looked at by the last four divisions did that make sense I'm just trying to make sure that you start from one angle so that everybody's seen at least some part of the form if you have any questions you can raise your hand otherwise I'm I'm going to be seeing you put in breakouts um I request you all to please uh join the breakout rooms the they have been created by Oman Prabhu as per AP C D E F G H they are the four breakout rooms so please kindly join soon uh Anusha can you please let me know which division you belong to so that I can assign you to that room they'll be adding us to the rooms right because I don't see a option to go uh Oman Prabhu can they join uh the rooms themselves yeah the option is available and we are also adding them okay thank you please check if you also have the option so now we will know how many of them were actually in this main room they're not gone in that means they are not here also they just loved it true true so we will never know yes yes um you will have to share this on a broadcast message uh both the zoom moderators can you share that file that I sent you oh yes can anyone if you add me to E2 division I'm not able to yeah sure uh a b is it e to e okay sorry yes can you please master prakash may I please know which division you belong to yes [Music] Master prakash is remaining here rest all have joined Vanita okay and have those forms been sent um can you post it on your group if you have like a WhatsApp group posted there also yes I'll send it to the district officers group and to the remaining people I think we can send a broadcast message Zoom moderator okay perfect great thank you I think home has done it cool thanks thanks okay so we'll just be in one of these rooms um okay but I need to be assigned I think okay uh which one which one I'll go to the last breakout you can take one each yes we did which one now would you like to go uh you're on mute okay I'll go to the first one A and B okay yes please uh I request you madhu if you it's there in the chat now yeah it's there in the chat now that's fantastic so I think one of us can take one one form and then we can work whichever form the thing because we'll and see if we can you all please go ahead have a look at it welcome what should we actually do Veera okay so it's apparently there are okay restriction details are incorrect okay so what is this I'm just taking 6B this is 6p 6p this is different right I mean the form itself is right oh yeah okay edited the form okay make a note of it okay so rest all is correct I think demo meeting stage where do we have yeah but that is that is because you are chatting a club right no so you are sending the forms uh oh so after the demo okay foreign something I have an observation let me try sharing a screen with this group sure sure go ahead are you able to see my screen yeah yeah okay perfect you are seeing form 6B I also reviewed that yeah so are these data correct new members no it's not corrected yeah it should be 20. reinstatement fee is zero that is all okay that is all okay transfer we don't charge anything but new members so I have got a couple of points written there and also in the form one I'm seeing the date format is wrong mmdd written because considered that they will do a OCR scanning or something this will knock out Seventeen six it's showing right foreign [Music] and uh teacher teaching staff and at the bottom in the Box they are written only students foreign foreign because I think Vanita and I were not I didn't even open my mouth I was just watching them speak I did not even turn on my video okay if the zoom moderators can let me know once everyone is brought back to the room hopefully they came back to this meeting and didn't just go off we are hoping the same because it takes a minute to close so all are being added man sure sure thank you thank you thank you hey Vanita should we pay a made note of the errors should I paste it in the chat or should I let you know no we'll do like the fun activities it's not so serious but we will do this I'll ask you Indo Julian and you could just paste it at that time okay sure give me a give me just one quick minute Vanita I think he and I've checked the font also so you have to you know I was hearing all kinds of discussions in the breakout so this has been really fun forget to uh find out the mistakes but just listen to everyone speak um just because we're very conscious about the rest of the time that is available for the workshop I'm gonna Park this Charter form discussion for just a little bit after but all of all of us should know at this point that we have the first form will have the uh basic details there are six important details that go in the first form we'll come to each of that while we are discussing this the second form is about payments the third form is about individual members the fourth form is about Club officers the fifth form is about the club itself and the sixth and uh sixth and seventh which is six a and 6B both are about the club's bylaws and how we are going to operate as a club so this is the basic thing that you need to do or know while you're filling paperwork now you remember that in the paperwork if you're going to submit the club officers list that means you should have got this six members or the seven members of the club offices before before you actually sit for the paperwork so you now know what is the time thing that is involved in form five uh the club information you would be filling up where exactly are you meeting so you should know the venue of the meeting you should know the frequency of the meeting because these are things that will go up on the charter forms so that is the basic homework that you do while you're getting your chart of forms filled you're also preparing for the club and how it's it's next few months will take shape now I quickly want to move on to the next part again the charter form activity is very much there uh one thing that you need to know at this point of the uh in this particular uh thing is you don't have to fill up the charter forms all by yourself with this extended team will be helping you extensively in just the paperwork itself for you it will just be one paperwork that you will want for One club's Charter work paperwork that you will be doing but why don't you'll be doing this over and over again so consider him as the expert in getting these things done he'll have an eye for detail and he'll know uh it will save time for you if you work with the cgd's uh extension team uh office and so please make sure that you are not alone in this process of filling up the vapor work and anything that is a correspondence to Toastmasters International should go through with youth but you should know about so don't directly send form ones to Toastmasters International where um you know a club grow director is wondering what really happened where is this club League coming from so ensure the club growth director is the one that will send this email to Toastmasters International new clubs so keep that as the practice while you were working on this paperwork bit now I want to talk to you about mentoring it is your responsibility in this extension group itself mentoring is mostly just getting the club distinguished and running long term why are we getting involved in it you are the first timers who are responsible for the growth of the club if I were to summarize just the entire mentoring in just one sentence it will be just uh to teach them fishing instead of giving them fish you are going to when you identify two different people who are going to be Club mentors for this particular uh new club that you are chartering what you're actually doing is helping someone get the club stand on its own legs and run on its own so that in the long term they know to do things by themselves they should not be dependent on these Club mentors so the club mentors that you pick for this particular uh new club that you're chartering should be ones who can get the club running on the ground and at the same time be able to teach them to stand on their own legs okay which means when the club Mentor finishes their role six months the club will also hold Club Mentor will get their uh form signed saying you know credit is over after the club Mentor stops attending the meetings the club will also shut down that is the best way how you can gauge how much hand holding the club Mentor has done if the club can survive without the club Mentor in the next Cycles in the next uh coming cycles that is the work that is required of the club Mentor the reason why I brought this up here is that we might all do different things right like the way that we Mentor a club could be very different so I would recommend at this point both with youth and Varun to come up with with what is called as a standard Mentor checklist for the district where every single Club Mentor follows these minimum bare minimum expectations of their role and only on signing that off will the club president give them the six months credit so you can set up something like that it's not a mandate but it's a recommendation just so that irrespective of which division Charters the club they experience that the new club will get hand holding that the new club will get from the club members will be the same now few things that they will do is obviously they will help us in the daily meetings but you'll also share your knowledge uh how you will help conduct the quality meetings the education sessions that you will have for the new clubs what are these roles meeting roles then one important thing that we don't see the club mentors doing is teaching them how to run open houses it's not enough if just these 20 are there so Club Mentor should necessarily see new members being added and renewal is being done these are cycles that the club mentors should hand hold the team irrespective of their six month tenure and the other thing that you will have to help is uh the club Mentor will help us with the charter ceremony the first time that they ever do an installation then filing of each of these awards that is done how is that uh taken care of the contest Club contest anything to do with Pathways including every single member adopting to Pathways and finally last but not the least the club distinguished program so running your Club success plan showing them what it is how to do a moments of Truth so moments of Truth for a beginner new club is not um required but at the end of the six months if they can evaluate if they're doing all these things as per the moments of Truth is a good idea but uh most important thing out of the club mentoring thing is that every single new club has to become distinguished that should be the goal the one thing that will be easy for us for the new club is that the membership is already there you just have to focus on the five DCP goals for the club and as area directors who want to get president distinguished or division directors who want to get president distinguished making your new clubs distinguished will be far more easier than getting your existing clubs distinguished in this current scenario so focus on getting the right Club mentors so that these people will help us in the uh distinguished program for both the area and the division now continued support and this is for district officers specifically while there are two mentors that are being uh you know assigned to your new club there are things that the area director and the division director can do in order to ensure that the club's running long term for example they will have to receive their Charter kit so work with the district at that time to see if they're getting their Charter kit their uh their Charter ceremony how they do their first ever installation then you time and again you can review the progress with the mentors they complete the club success plan eventually and then help them or add them to the resources you know you you have WhatsApp groups for all vpes make sure that the new club VP is added to that group so that they get an idea of what to get resources you have so many resources in the district 92 website ensure that these people are aware of the repository which you have uh created similarly make sure that you are guiding them for their next uh set of officers coming in as in area directors and division directors even though the club Mentor is supposed to take care of uh you know running the club just make sure that even the elections that are conducted the area director and the division director is able to help in planning the succession for this executive committee so these are the two things that I wanted to cover on mentoring and continued support I'm going to quickly pause and check if you have any questions for me on these two topics Club Mentor at this point I want to remind you of a award that the club growth the director's office has uh you have something called as a champion Club growth Mentor or Club Mentor award isn't that right with you could you add something about it yes so it's the club Mentor Champion award which is awarded to the successful Club mentors so at the end of the term what we really look at is how effective the support from the club Mentor has been in terms of getting the club to a distinguished status so depending on whether at the end of the program here the club reaches either a distinguished select distinguished or a person distinguished status the club Mentor stands the opportunity to win the club Mentor Champion gold silver or Bronze award from the district 92 CG office excellent thank you so much for adding that so that's one more reason why that the club Mentor can go all the way and help the club getting distinguished all right let me go back to this presentation it's just the last few slides that we have now this is just like a a general guideline for you so if you even think of chartering a club right now you will be rest assured that it will take you a month and a half minimum to actually see it on the dashboard okay which means you should have started uh June 25th or 26th whenever you are appointed as uh area directors then itself because the quicker you Charter clubs uh there is a lot of benefit when it comes to early chartering this is just a slide for you to know that the timelines for the new club chatter like usually how long it takes and what timelines you can set for yourself how long will you keep waiting right like suddenly they'll say oh introductory meeting has happened but they're not giving you a date for demo how long will you keep following up so one thing that I'd like for you to remember here is your time is extremely crucial do not think of yours yourself as someone who's always available for uh that organization if that lead said I'll get back to you in two weeks and then two weeks and then two weeks and it is become four months you should have stopped at the end of the first month itself no follow-ups like that because your time is precious you don't need them so they desperately they should need Toastmasters you should not be needing their Association so much so that mindset change has to happen where you know when to stop the follow-up and when to tell them listen uh because we have limited resources we are now stopping from our end whenever you are ready for Toastmasters please get back to us and then we will initiate conversation again this should not be something where you keep begging them keep calling them and then they will block your phone and then eventually like they will just disconnect from you know any communication with you don't get there you should know when to stop knowing when to stop is just as important as generating a lead as well so that's one thing that I'd like for all of you to remember and keep some timelines for yourself now there are a ton of resources that with youth and Varun have already put together I think your website is just in the process of getting all of these updated so there's lots that you can uh get to know just what is uh meaning of a club sponsor what is meaning of a club mentor and all of this and this again presentation I told you will be shared with you now I want to talk to you about what I call as eating the Frog now um you know I talked to you in the beginning of the term uh the workshop about how it's very helpful to Charter clubs early in the year so I remember this was bubati in one of his sessions that I mentioned about this eat the Frog uh how you do the hardest task first and then so the rest of the day feels a little more productive so that's the concept it's a productivity hack of eating the Frog which means you do the most difficult or the hardest task first thing in the morning so that you have the rest of the day available for your um easy or relatively okay tasks to do now what is eating the Frog for district 92 in today's Club growth Workshop what does that mean for you Charter new gloves thank you Krishna one person said this correctly so chartering new clubs is you're eating the Frog it's not going to be something that can you know you can't think of it like Han shallow my term is getting over in June 30th no May first I will start something then by June first little pucker Beyond dashboard you can't say that there are people who have done 36 pre-charter meetings which means they started the meetings in the beginning of the term and they literally got the club chartered at the end of the term 36 pre-charter meetings I am not kidding you these stories exist so the sooner you do a club Charter the easier it is for you now you know that every District officer because you signed up for your District officer role Club Charter is not optional it's not a fancy oh you know what let me try and do this let me just give it back to the community it's not that optional anymore it is one of your or it's a half of the work that you signed up for one half is to get your existing clubs to become distinguished the other half is to get a new club on your dashboard so with that eating the Frog challenge is what I wanted to remind you of that 120 day challenge that video's office has the growth Pioneers is that correct yeah before October 31st I'm yet to see a new club on the dashboard right now we are already a month into the term so tell me who is ready for eating the Frog I will personally be congratulating you the moment I see there is a message on your District 92 social media saying that there is a new club chatted before 31st October I will do like a personal shout out and I'll ensure that you feel like extra special put it on your chat to tell me who's ready for this 31st October challenge now at this point uh chitra is you're ready for the challenge I hope at this point I want to ask you oh fantastic I'm seeing okay I'm seeing more names coming up and saying yes yes yes okay now I want to ask you and think of it from the dashboard so with you can you go back and show me the payment dashboard uh the district performance dashboard now tell me what are the advantages of chartering a club early of course yes you can Charter in uh May June 30th also it's going to get counted as a new club for you but why are we forcing you to do this ahead of time can you think of something I've already given you a hint it's on the dashboard so can you think of many reasons why an early Charter will help what are the different ways in which a early Charter will help payment if it's done before September twice I love this group already you know what you're doing um chitra great point there for the organization like I said if they chatted early then you save on a few dollars uh that's very good tell me in terms of like quality of the new club I understand the payment bit I'm going to close with that tell me in terms of quality like getting the DCP points if it is started earlier making it distinguished will be easier okay Sandeep do you want to add to that I think it was the same point yes yes all right so just imagine if you chartered the club or uh October 31st you are actually going to in your current role as a district officer work with the club and help them get distinguished they have enough time to finish their Pathways they have enough time to be handheld they will attend the second cotp they will get their training point they will have one more renewable on time and the club getting distinguished there are more chances when the club gets distinguished it adds to the area director's number of clubs that needs to get distinguished for them in order for the area director to become president distinguished same thing for the um division director as well so early Club Charter the first important thing is the quality of the new club will be super strong because the same year in which you're chantering them they are spending a lot of time with you so their foundation will be very strong what's the second reason why this payments bit let's get this payment bit out of the way if a new club gets chartered before September 31st what then if a new club gets charted before March 31st 2024 what then and if a new club gets chartered before June 30th 2024 what then somebody nailed it for me I only know that 100 videos notes knows this Varun knows this everybody else you can raise your hand and tell me what then come on some answer any answer so if it is coming before 31st of September we are trading three payments of numbers into three the other case it will be into two and last case it will be one so I want to correct you there when you said the number of members it's not a number of members for the same members that you're bringing into the system before 31st September if you bring that member early you are getting three payments from them they pay once before 31st September they pay once for the October to March cycle and then they pay once more for the April to uh next uh September cycle which means three payments gets added to your base and that is important for a division or a district measure for an area director maybe we are not tracking your payments yet but you early adding members through Club Charter will contribute to the district success which is why you are called growth Pioneers when you bring in that new club early into the term three payments now if you Charter a little late you've missed the September window but you're doing this before the March 31st it's still two payments for the district instead one member will bring two payments one new member for every new member you are at through new club shutter you're bringing two payments so that was the relevance that I wanted to highlight okay thanks for sharing that uh video okay now while we talked about the eat the Frog I quickly wanted I've been asking questions I've been asking you to ask questions throughout the meeting I just wanted you to remember two names at the end of this presentation one is your Club growth director for everything that you've heard right now and you think what did this lady even come and tell I have no idea I forgot this or she was talking about something like this or if you feel no you know what I feel like this is a smarter thing to do there is a lead here how can I nail this here who can help me with this conversation uh for an introductory meeting I need goodies for a demo meeting I need role takers for a demo meeting anything like this if you want these are the two names that I like for you to remember during this meeting Varun and vidyut they should be your go-to people for this challenge that you've accepted becoming a district officer is already very very uh prestigious a thing but imagine chartering a club early in the term and becoming even more sought after as a district officer so I wish you the very best that Toastmasters can offer I'm going to stay back here because I know that I have like super over short the time but the activity is something that I'd like to do outside of the workshop right now like I said the hand holding will be done by the extension team uh so you don't have to worry about the paperwork it's the activity was just for you to familiarize yourself that these are the things that you need to put it on document and paper as well um so uh I'm gonna hand it back to Varun right now but we will stay back and we will do the charter paper activity as a fun thing just outside of this meeting if that's okay with you thank you for the opportunity back to you Veron wow I think after our online realm we have some of us have been attending online meetings have forgotten how the Applause sounds I request at least whoever is possible please unmute and a plot so that when I can also hear that Applause thank you thank you so much no one has uploaded yes they did I think uh I've applauded on behalf of entire District 92 the entire uh officer group that is here and the members are growth enablers who are here thank you so much Vanita for that comprehensive session and I called I call it the critical session and uh definitely uh I think uh all our leaders and our members are up for that 120 day challenge and not just 120 day challenge but 365 day challenge of adding uh you know more clubs to our district and I fully agree with you and I only want to say that in you know you must have seen a lot of sports variety is the spice of life so I think by adding newer clubs you are adding more variety into our district and each district I mean each Club Adder is going to add so much much more into your area and your division ecosystem in itself right so imagine two sponsors two uh Club mentors a buddy club and so many rule takers for the demonstration so imagine the experience you are going to create for your club members of your area and Division and Beyond so I think uh Vanita it's really a pleasure being part of your Workshop uh it's it's truly experiential is what I want to say because it is not just uh you know one way but you you involved everyone you engaged everyone and I think uh the most effective postmaster leaders what they do as I've seen in the past nine years is just remind you what you know and try to awaken you for a few things that you don't know so uh please uh give us two minutes uh our we had asked said we have a new uh a couple of new set of awards uh for uh the district 92 for our members and leaders so we will just take I will just take two three minutes of your time to present the slides and then we can immediately get on to our uh you know breakout room activity can I please present it before you can go and thank you so much please give me a second uh I'm sure you should be happy with this I'm working on a desktop so please bear with me yes hope uh you are all able to see the screen uh do give a confirmation can anyone please unmute and yes tomorrow thank you thank you so much uh so we have a new Awards being added so uh ignore the proposal like our club groups director and our district director have agreed so this award uh if you remember was there two years ago and our cgd has graciously agreed to continue it called leader award so uh any member of District 22 is eligible for this uh any member who identifies a club lead in the territory of District 92 uh we we have a map given out by TI we have the PIN code so any doubts you can reach out to us you can reach out to me in the club extension team or our club growth director the club needs to be chartered in 2023-24 program year uh also uh some of you might have already received the notify a club lead form uh we will once again share it on the group uh I mean in the chat so that you can share it with your members as and when they think of a lead and they they feed that there is a potential let them fill the form let them fill with whatever details they have and then that will at least get us started that will put a name uh to a club a face to a club as it were and then the member can also request uh I mean in the sense we would be ideally we would want that member to be a club sponsor uh someone who notifies the lead uh but if they say okay look I'm already uh you know on that journey I have already done sponsor role I don't mind giving it to others then definitely uh they can uh the 80s and deputies will look for other sponsors but we would want them to be Club sponsors and be actively involved in the club chartering process the deadline is 30th April 2024 and for for those identifying leads or clubs started after the after this deadline then trophies will be delivered today so uh we are very happy to announce that leader award is sanctioned by rcgd and TD and um sorry I think that was a repeat uh yeah so I just want to say that in case uh no you can you can ignore this uh everyone notifying the lead and getting it chartered there will be trophies uh please correct me if I'm wrong so Varun if you could go back to the previous slide yes yes please so there is also the leader of the Year award we were talking about Theater award but the leader of the Year award is for an individual who brings the maximum number of Club leads in District 92 with a criteria of a minimum of three Club leads right this is something we're looking at so the person who proactively works and supports us to bring active Club leads to District 92 with the condition that the club lead should also get converted into new clubs which get chartered in the current program here we have the leader of the Year title which will be awarded to the individual at coronation 2024. this shows that the power of asking because if you ask sometimes you will get more than what you asked for this is uh purely from video stable so thank you for that video we I asked for one one award and with this has sanctioned to even without me asking thank you uh last but not the least we have something called growth Pioneer about uh that uh Manita was talking about uh it is uh the eligibility is for our district officers the area director uh or Division and division director of District 92 uh a club needs to be chartered this is what was talking about in the first 120 days that is by 31st October 2023 and um the first eight clubs that are chartered in this program here are to be considered uh please remember the time has already begun 30 days done so I think we are on the go the ad DVD must have played an active role in chatting of the club regardless the source of the lead whether it is coming from TI whether it is coming from the cgd office or whether any of your number has identified or you have identified it the club should renew for April to September 2024 renewal cycle during the second term renewals which is very important uh the idea is to have as many distinguished clubs new clubs to be distinguished then the add must cooperate in setting up systems to convert future leads into clubs I think we've we found that very important critical because it's not about one um you know chartering one Club as DTM Vanita has driven it's the mindset of charting the club so we are awarding uh I mean we we would like to report not just that result but the mindset as well please please remember the deadline is 31st October 2023 considering Charter of eight drops the cgd and I are optimistic that yes we do we will definitely go ahead with eight Club Starter by that time uh and the reward will be a trophy uh one tree a trophy for the division director if more than one of his or her area director Charters club and one trophy for each A.D so they will be rewarded they will be awarded during coronation 2024. and uh yes uh can I go ahead and present the next slide yeah yeah sure sure please go ahead thank you so yes as DTM Manita said thank you very much for the recommendation uh we were currently we are thinking of shipping 100 gift articles per division they will be with our Toastmasters uh branding so the gifts will be for the role players in each demo I know the DVDs and ladies who are thinking what about us don't worry we are also doing it for the demos which have already been concluded it is an incentive for participation and contribution to capture Club Charter gifts can also be given to the spokes of the organization the ones who have run around they have tried to bring a lot of members for the demo you know from their organization or they have helped facilitate this demo uh you can give it to them and also to the guest table topic speakers that retium Vanita was talking about at least you know when they take it home and they take a pen or you know anything boom they'll know you know what I think it was not you know it was really nice and why don't I become part of that was Master fraternity so that can be their uh this one and we are also thinking of having uh pamphlets printed uh to be distributed at not just a demo meeting but also the social events some of you spoke about college fairs and corporate events you know it's it's really great and I think one uh you know thought I had is please try to generate leads by uh getting at least a two to three minute slot in in some of these events so that people get to know more about Toastmasters and they know the presence of Toastmasters uh and this helps in building TM brand and identifying new members and Club leads both in addition of members and clubs and these pamphlets will basically have the important contacts from the district the DVD probably the DVD the trio and the my members of the cgd team and the benefits of pm2 will be printed in a very uh minimalist design and not bombarding them with information uh and yes you I'm sure you all have our club groups director's number DTM Manita also presented a slide with my contact and email and uh let me also tell you that I have three members uh as part of my extended team that is Toastmaster nagraj patil for uh Beyond Bangalore uh Toastmaster nitesh ambaj for uh our corporate clubs and Toastmaster room Kumar Patra for our College clubs and uh please I will take the permission of our cgd to make another announcement that we are looking for a member uh to join our team to look at Community clubs uh not just in the Whitefield area but in a huge unexplored area of North Bangalore right there are a lot of communities and anywhere in between two words Etc so we would want someone currently I am you know at it but we would love to have someone to be part of it we are also sharing that link here uh that's it from my end I would now uh yes thank you so much has shared the link to be part of the CCT extended team uh I will yes it was Master rajeshwari before I hand it to did your money same question okay wait a little bit are you okay to wait a little bit yeah all right uh I'm going to quickly share my screen right now and uh this is where Whoever has done this exercise in your um in the breakout rooms tell me what you found was glaring what was different date format was wrong on the top okay excellent yeah so that was one the other thing is it's a question it's not a issue so the club sponsor there is only one so that's what Psy asked is it okay to have one but it says up to two so it's more of a question to know is it okay to have one or should we have a lot fantastic it's okay to have uh one but why waste is opportunity and this is where we want all six of these particular uh Club names to be filled so every area director you might maximum chatter one or two clubs so ensure all your clubs are a part of the charter form one which is having uh two sponsors which will ideally be an area director definitely if the division director is also involved if the person who's sharing the lead is also involved in getting members and things like that so I think this is an easy thing I have never seen a form having only one sponsor because everybody fights for this before Charter uh you know paperwork part this is never usually kept empty but good catch there it's good to fill all six now you should know that uh you can change the club Mentor but within 60 days of uh the club being chartered so in case you feel somebody is not working to the expectation which is why every area director needs to keep in check with the club mentors if you feel they're not giving enough quickly within a one month itself change the club Mentor so that somebody else will get the Credit Opportunity okay moving on to form two what was glaring what was okay come on everybody went and did this activity in your breakout rooms no idea some big big numbers payments applicable right okay so the charter c125 is missing very good Patcher can we also display the form because we haven't gone through other forms so we will also know hey am I not sharing my screen are you not able to see that you're sharing the screen yes we are able to see it I have displayed the phone I'm showing your form two now okay okay thank you thank you okay cool tell me uh what else is different this you should actually know a little bit of Toastmasters to understand what's the catch it's not it's not uh payment related it's some number that is mentioned here come on okay so you should know that out of the 20 members that are allowed to get chartered [Applause] sorry what hello yes ages sorry guys here is written so they do not consider as a new member is it okay so you are only allowed up to three dual members in a new club uh Charter you cannot have four dual members the maximum dual members that I love to be a part of a new club is only three which means this math is wrong and so all the rest of the math is uh incorrect did that make sense the other thing was that the 125 is not mentioned here okay moving on to third form one of just one particular person what what was wrong here this applicant's name was Jenny George what's wrong here the idea was not to actually make you so this thing that you have to find out the fault the idea was just for you to see the form at least once before you get into chattering that's all so don't worry so much about it phone number no home phone number Vanita okay zero eight zero something has to be there right maybe it sounds silly I don't know no it's not because they will not mind whatever you put in here they will just enter that and they will put it on your records so that's not but yeah good catch off like there are two times the country code is there but uh think okay let me give you a hint of it's got something that we thought was this one uh so the renewal from when we start the option the month that would matter to how much fees is paid so it's not necessarily uh fortified uh okay good point here actually you would collect irrespective of when the club is chattering you collect six months for all new club chatter you would collect six months so 45 or 60 is mandatory and when the term finishes they will collect the difference amount for the next uh until the cycle is done so that's a good point but not relevant here so it's about the Dual membership and uh is paying 20 membership fees is it because of that that is correct so if you see the membership type here it's a dual member dual member means you're already an existing member so I don't have to charge you twenty dollars here so the new member fees will only be 45 dollars and so it will go back and you will add that to the membership this thing good catch there what's the form four what was weird in the form four this is all Club officers come on okay so let me tell you the minimum officer criteria okay you should know this so that you can find faults with the form uh so why while it is a good practice to have all seven names on the club office the club should at least have president name mandatory one of the white expressed with any of the vice presidents and a the secretary uh and uh so Club president and secretary is mandatory okay that we have right president and secretary name is mandatory what is missing here Monday BP there is no vpe at all there is no VP any of these three education membership or public relations one of them should have been filled so that's the uh fault here all right um this next one this you should know the context of everything else but let's see who gets this one form five is about club meeting information about this one the one that we could discussed was Club website we should not be the firm's website meeting meeting day it should be Sunday Monday Tuesday Wednesday something is written tomorrow yeah right yes okay so meeting there is not uh this thing it should be one of the days of the week Club website it's okay to have this information here remember whatever you put in form five is what on Club Central Club contact and information so what you put here is what will come there then when a club searches for your Club then find the club then all these details will come up there okay something else one one other small catch the date format again we goofed up on purpose um okay they have come back to this so you think it's so insignificant but they will come back your paperwork will be waiting with Toastmasters International for 10 whole days after 10 days they'll come and say fix your date format and come back and then you will take another 10 days for the forms to be reviewed so these are small but very significant things here okay last thing that I want to check and this you should have known all the forms to know what this is what is this what is the mistake in this form the first one if you go up it shows of which up up uh I'm fine group those Master Club of which area and which TV which area should we mentioned over here okay actually no Sandy because at this point you don't know your alignments so it is of just the city and this thing that is correct something else right not the result okay that is typing the name here do you hereby certify that on the day so that formatting should have been done properly 17th day of the sixth month of 2010 2023 okay that's a good one what else somebody who saw all six forms will find out the problem with this let's say there's some continuity uh check I think again VP is missing here four names of uh no no I think the no there are only two signatures required no what is the president okay uh so there is no VP required in this form at all madhur did you find it yes I think yes I did vanitha President was uh Alfie Martin and uh nice so if you see the rest of the forms the president just it's a continuation issue they have signed it incorrectly so the club secretary is Gregory George and the president is Alfie Martin if you go back to form ones to four to everything you'll be able to see this good one there last form so the new member 15 this is mentioned as 10 it should be 2020. so that was one and on the top the checkbox is missing so that's what I saw that uh should be restricted to a mini faculty Network that was missing any explanation in the explanation they said only students so that is a conflict that I see yeah so very good catch here it should be restricted that is not checked it's uh only mentioned there and the same thing should be uh you know it should be the same information that you give here also the catch here about this 10 member fee this is actually over and above this this amount includes the payment for international membership dues so this should be over and above the amount should always be 20 or 20 and more so 10 is incorrect did that make sense yes and if you go to additional offices section here outside checkbox is done but no information is provided there yeah but that is okay in case you're for mentioning saying associate vpe uh parliamentarian something like that you will have to add those information also all right but we need VP one of the VPS right we need to mention that right no no this is additional officer role okay this is associate if you choose to have any all right so this exercise was literally just to give people familiarize with the form so that the first time you open it you are not really looking at it and just wondering what was that so it was just supposed to uh mean just some kind of interaction with yours I'm here for a few more minutes before I take rajeshwari's question on Club coach which I'm guessing with you to answer um if you have any questions on the workshop do ask so on the last form that you open the Robert's Rules of Order they are not checked and they put any for that is it okay that we say that we don't follow any rules if it is not Robert something else should have been followed right the last Point yeah actually by default they expect you to follow the Parliamentary procedure or Robert's Rules of orderly new revised correct if they are not then you should highlight this also it my bad I forgot to mention about this similarly something else should have be defined as parliamentary n a is incorrect that is okay Vanita I just want to say that people who have not done Netflix until it's nothing less than uh binge-worthy session I I truly mean it because we you know we just lost track of time uh thank you so much instead of you binging you're seeing new characters here not okay some characters after a long time no great characters I I thoroughly enjoyed this I'm just like for like some more people to be on video because full time I'm showing you my face I'm not seeing everybody's face but again thanks for everyone who turned it on and off in the meantime I'm just glad that I came back to Mother district and I got this opportunity so thanks with youth and thanks Varun for the opportunity thank you Vinita and I ask you so much Vanita thank you so much Vanita from that wonderful workshop and thank you so much everyone who took out time during a Sunday afternoon to be here with us for this Workshop I'm sure that all of you will serve as growth enablers for the district and help us to build new clubs and while continuing our support to the existing clubs and add to the count of the clubs which we have in District 92 so officially we come to an end of the session but we'll stay back for some more time at least me Varun and Vanita if Vanita if I ask you for your permission if you would be available for some more time if there are some additional questions otherwise we come to an end of the session thank you so much for joining everyone because you have some questions please feel free to stay back and we can answer those questions thank you so much everyone one reminder please uh do turn on your videos I'll try to take a snap of the remaining so please thank you so much yes I just need uh five more four more windows to go I cannot tell sorry thanks it's done Varun yes yes showing a thumbs up yes it's done yeah thanks for this session really got some usual useful insights so thank you so much to see you later my role in one of the club meetings I feel you are pretty much part of our district only thank you I do consider myself a part of 92 first 92 always that's where everything started so Krishna you had a question or a comment no no I was just saying Vanita leaves the room with all of us thinking because I was very mindset change also with you right last time so we started to think oh we should start thinking differently now there are a few things that we have learned today which we never thought about right lot of things about devomats and don't wait for a long time conclude it fast so lot of these things yes these are the takeaways lot of learnings thank you

Channel: Toastmasters District 92

Views: 95

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Id: iTitsN-rGpo

Length: 149min 39sec (8979 seconds)

Published: Sat Aug 19 2023