Month-by-Month Officer To Dos

1. May/June of Previous TM Year

All officers (incoming & outgoing)

• Have handoff meetings and mentoring (one-on-one and group)
  

All incoming officers

• Study your parts of the Club Leadership manual
  
• Begin making your own Month-By-Month plans
  
• Attend officer training
  
• Verify site logins / access as needed (TI, Easy Speak, FreeToastHost, etc.)
  
• Complete Two Week Plans for all officers and your specific office

President

• Prepare monthly officer meets (get a consistent location & time)
  
• Prepare one-on-ones
  
• Schedule DCP plan session
  
• Begin planning year's mission/vision/goals
  

VP Education

• Check current member progress
  
• Identify potential DCP candidates
  
• Update mentor/mentee lists

VP Membership 

• Assist in any end of year membership drives
• Plan for Smedley Award membership drive (starts in August)

VP Public Relations

• Assist in any end of year membership drives
  
• Begin collecting or composing articles
  
• Compose media contact list
  
• Create or collect marketing templates
  
• Research and compose event list
• Plan for Smedley Award membership drive (starts in August)

Secretary

• Begin record hand-offs from previous secretary
  
• Ensure previous secretary registers new officers with TI

Treasurer

• Schedule bank hand-off from previous treasurer
  
• Begin record hand-off from previous treasurer
• Begin contacting current & incoming officers about budget items
• Create budget draft and submit to officers for review by end of month

Sergeant at Arms

• Get list of contacts for your meeting space (name, e-mail, phone)
  
• Get in touch with contacts for your meeting space to let them know you are the new point of contact starting in July
  
• Perform inventory of club supplies
  

2. July

All Officers

• Hold induction ceremony of new officers with new area director
  
• Complete club success plan
• Attend officer meeting
• Hand-off officer pins/badges (if your club has these)
• Hand-off or compose officer folders

President

• Arrange club success plan meeting(s)
  
• Have club meeting to assign members to committees
• Conduct Moments of Truth (start with officers)
• Conduct one-on-ones with officers
• Conduct officer meeting
• Meet with incoming treasurer, outgoing treasurer, and outgoing president to change bank signers/account owners
• Get online access if available

VP Education

• Get educational award promises (enter into Easy Speak)
  
• Get mentor/mentee signups (enter into Easy Speak)
  
• Pre-schedule meetings for three months (July, August, September)
• Set the Toastmaster for each at minimum
• Begin after-meeting mail outs (use Hello Toastmasters template) through Easy Speak
• Contact Toastmaster directly to make sure they know they're now responsible for the meeting
• Have one-on-one with President
• Conduct education committee meeting

VP Membership

• Conduct member survey
• Present a report at the last meeting of the month
• Have one-on-one with President
• Conduct membership committee meeting
• Begin collecting guest information and doing follow-up for new guests
• Store info into marketing site mailing lists
• Begin meeting reminder contacts with former members and guest lists - mail these 3-4 days ahead of time
• Prepare for Smedley Award campaign
• Conduct profile update campaign - either collect info and update it yourself for TI, Easy Speak, and Free Toast Host, or get members to do it

VP Public Relations

• Conduct online audit 
  
• Update marketing site with next meeting information
• Submit article to media contacts for next month
• Have one-on-one with President
• Conduct public relations committee meeting
• Prepare for Smedley Award campaign

Secretary

• Complete hand-off of club documents from previous secretary
• Begin after action reports for meetings
• Have one-on-one with President

Treasurer

• Perform bank account transfer (preferably with President)
• Complete hand-off of treasurer documentation from previous treasurer
• Create budget for the year and present it at the last meeting of the month
• Have one-on-one with President

Sergeant at Arms

• Organize club materials
• Complete alternate meeting list and send to officer file store
• Alternatively, update the meeting locations in Easy Speak (may need access to do this; ask VPE to complete and provide list)
• Replenish supplies as needed
• Have one-on-one with President

3. August

All Officers

• Attend training if not already completed

President

• Conduct club officer meeting
• Conduct one-on-one meetings 

VP Education

• Pre-schedule meetings for another month (October)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee
• Conduct Smedley Award membership campaign/contest

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee
• Conduct Smedley Award membership campaign/contest

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President

Treasurer

• Begin dues collection for October-March cycle
• Purchase supplies as needed
• One-on-one with President

Sergeant at Arms

• Organize club materials
• One-on-one with President

4. September

Note: Clubs on a semi-annual election schedule (twice a year) will have tasks marked with (SEMI).

All Officers

• (SEMI) Begin identifying possible candidates for your office if you are not running for re-election

President

• Conduct club officer meeting
• Conduct one-on-one meetings 
• (SEMI) Consult with Immediate Past President to form nomination committee

VP Education

• Pre-schedule meetings for another month (November)
  
• DCP educational goal progress check (end of month) & report
• Mentor/Mentee check-in
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee
  
• Continue Smedley Award campaign

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee
• Continue Smedley Award campaign

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President

Treasurer

• Continue dues collection through end of month
• Purchase supplies as needed
• One-on-one with President

Sergeant at Arms

• Organize club materials
• Inventory check & report
• One-on-one with President

5. October

All Officers

• (SEMI) Turn in nominations to nomination committee

President

• Conduct club officer meeting
• Conduct one-on-one meetings 
• (SEMI) Encourage members to submit officer nominations to nomination committee

VP Education

• Pre-schedule meetings for another month (December)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President

Treasurer

• Perform dues collection for any stragglers
• Purchase supplies as needed
• One-on-one with President

Sergeant at Arms

• Organize club materials
• One-on-one with President

6. November

All Officers

• (SEMI) Hold elections at first meeting in the month
• (SEMI) Train your replacement, if applicable

President

• Conduct club officer meeting
• Conduct one-on-one meetings 
• (SEMI) If being replaced, do bank transfer

VP Education

• Pre-schedule meetings for another month (November)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President
• (SEMI) If being replaced, begin documents transfer

Treasurer

• Purchase supplies as needed
  
• One-on-one with President
• (SEMI) If being replaced, do bank & documents transfer

Sergeant at Arms

• Organize club materials
• One-on-one with President

7. December

All Officers

• Make plans to attend club officer training
• (SEMI) Have incoming & outgoing officers meeting(s)
  
• (SEMI) Continue training incoming officers

President

• Conduct club officer meeting
• Conduct one-on-one meetings 

VP Education

• Pre-schedule meetings for another month (February)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President

Treasurer

• Purchase supplies as needed
  
• One-on-one with President
• Prepare budget report update for January

Sergeant at Arms

• Organize club materials
• One-on-one with President

8. January

All Officers

• Check in with club success plan
  
• Attend officer training if you haven't already
• (SEMI) Hold induction ceremony of new officers with area director
  

President

• Conduct club officer meeting
• Conduct one-on-one meetings 
• Encourage contest participation

VP Education

• Pre-schedule meetings for another month (March)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee
• Work with contest committee and club to hold club speech contest

VP Membership

• Perform membership survey (start of month)
• One-on-one with President
  
• Meet with membership committee
• Begin planning for Talk Up Toastmasters campaign

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee
• Begin planning for Talk Up Toastmasters campaign
  

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President

Treasurer

• Purchase supplies as needed
  
• One-on-one with President
• Begin training replacement, if applicable

Sergeant at Arms

• Organize club materials
• One-on-one with President
• Begin training replacement, if applicable

9. February

All Officers

President

• Conduct club officer meeting
• Conduct one-on-one meetings 
• Encourage members to participate/attend in area-level contest

VP Education

• Pre-schedule meetings for another month (April)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee
• Begin Talk Up Toastmasters membership campaign

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee
• Begin Talk Up Toastmasters membership campaign

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President

Treasurer

• Begin dues collection cycle
• Purchase supplies as needed
• One-on-one with President

Sergeant at Arms

• Organize club materials
• One-on-one with President

10. March

All Officers

• If not running for re-election, begin identifying replacements for your position

President

• Conduct club officer meeting
• Conduct one-on-one meetings 
• Promote division and district events (contests, conference)
• Meet with Immediate Past President to begin forming the nomination committee

VP Education

• Pre-schedule meetings for another month (May)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee
• Continue Talk Up Toastmasters campaign

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee
• Continue Talk Up Toastmasters campaign
  

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President

Treasurer

• Continue dues collection
• Purchase supplies as needed
  
• One-on-one with President

Sergeant at Arms

• Organize club materials
• One-on-one with President

11. April

All Officers

• If not running for re-election, begin identifying replacements for your position

President

• Conduct club officer meeting
• Conduct one-on-one meetings 
• Promote division and district events (contests, conference)
• Encourage members to submit nominations to the nomination committee

VP Education

• Pre-schedule meetings for another month (June)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee
• Begin planning for Beat the Clock campaign

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee
• Begin planning for Beat the Clock campaign

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President

Treasurer

• Continue dues collection
• Purchase supplies as needed
  
• One-on-one with President

Sergeant at Arms

• Organize club materials
• One-on-one with President

12. May

All Officers

• Begin training your replacements, if applicable

President

• Conduct club officer meeting
• Conduct one-on-one meetings 
• Promote division and district events (contests, conference)
• Hold elections meeting at first meeting in May

VP Education

• Pre-schedule meetings for another month (July)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee
• Begin Beat the Clock campaign

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee
• Begin Beat the Clock campaign

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President
• Prepare for club record hand-off if being replaced
• Update officers list with TI, Easy Speak, and FreeToastHost after elections

Treasurer

• Purchase supplies as needed
  
• One-on-one with President
• Prepare for bank hand-off if being replaced

Sergeant at Arms

• Organize club materials
• One-on-one with President
• Prepare for supplies hand-off if being replaced

13. June

All Officers

• Continue training your replacements, if applicable
• Continuing or new officers: Make plans to attend club officer training

President

• Conduct club officer meeting
• Conduct one-on-one meetings 
• Top of month: Determine what goals are short and what can be done to finish them up

VP Education

• Pre-schedule meetings for another month (August)
  
• DCP educational goal progress check (end of month) & report
• One-on-one with President
• Meet with education committee

VP Membership

• One-on-one with President
  
• Meet with membership committee
• Continue Beat the Clock campaign

VP Public Relations

• Update marketing site with Next Meeting information
• Submit article for next month to media contacts
• One-on-one with President
• Meet with public relations committee
• Continue Beat the Clock campaign

Secretary

• Continue after action reports for meetings
• Document minutes of officer meeting
• One-on-one with President

Treasurer

• Continue dues collection
• Purchase supplies as needed
  
• One-on-one with President

Sergeant at Arms

• Organize club materials
• One-on-one with President
• Hand off supplies if being replaced