Month-by-Month Officer To Dos

Site: Saturn Forge: Learn
Course: Build a RDG Toastmasters Club: Leadership
Book: Month-by-Month Officer To Dos
Printed by: Guest user
Date: Thursday, 28 March 2024, 4:25 PM

Description

This lesson has a month-by-month officer plan starting from election to end of term. This will serve as a baseline for your monthly to dos. Other lessons will be more in-depth about these tasks.

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