Performing an effective Executive Transition
Periodically, leaders in all organisations change. Toastmasters is no different. Annually – and in some clubs even more frequently – almost all roles in Toastmasters are passed from one person to the next.
It is important to take the time to plan for – and execute – an effective transition from the old office bearer to the next. So many of our clubs, areas, divisions – even the District – have lost valuable information because they have not appropriately considered:-
- Develop a Succession Plan for all roles
- Involve likely/potential successors to help with club leadership activities
- Ensure that records you received, get passed to your successor
- Ensure key records from your time as office bearer get passed to your successors
- Use a CD or USB memory stick to give files to your successor, as a symbolic transition of ownership of the organisation’s “collective memory”
- Ensuring outgoing and incoming members update bank/security signatories etc.
- Review key club documents to ensure they are kept current
- Review TI Club Information for accuracy, and Update Club Details as appropriate.
- Review websites to ensure they have up-to-date contacts
- Ensure your new Office Bearers receive their TI Manuals for their new roles
- Hold a changeover dinner to Thank the outgoing office bearers, and to welcome the incoming office bearers. Recognise their efforts, and willingness to volunteer!
Area Governors are required to visit clubs a minimum of two times through the Toastmasters year.
In a visit in the July 1 to October 31 period, and again in the January 1 to April 30 period, Area Governors are required to undertake a formal visit, and meet with senior club leaders to discuss club progress, and ways to enhance the experience of the membership, through any appropriate Club or District actions.
On completion, prior to the deadline, the Area Governor should complete the online Area Visit form ensuring they tick the relevant boxes, to inform Division leaders of the outcomes.
TI Reports – TI Performance Reports
Toastmasters International provides all of your District Leader Resources here;
There is also a site of Unofficial Reports that is used by many Toastmasters worldwide.
Toastmasters International provides reports on the progress of our Clubs using the District Performance Reports section of the http://members.toastmasters.org website.
You can also use the following links.
The pages below are not working at present. In the interim, it appears the following site has filled its place…
Another great site for statistics for your District/Members is
An enterprising Toastmaster – Nigel Reed – has created a great site analysing Toastmasters data.
The site includes Distinguished Club Program reports and maps of clubs around the world.
Check out the main site at – http://toastmasters.sysadmininc.com/
District 73 Map – http://toastmasters.sysadmininc.com/nmap.html?q=d&district=73
District 73 Reports – http://toastmasters.
A great resource, Nigel !
Some of us hold onto some secrets too well….
Procedure for claiming Expenses in District 73
District 73 leaders are able to claim expenses in line with District policies, using the appropriate D73 Reimbursement Claim Form.
Claimants should ensure they have prior approval for expenses, and that appropriate documentation is obtained to support the claimed item.
Further, Toastmasters International requires:
“A single expenditure in excess of $500 must be authorized in advance in writing by the district director, program quality director or club growth director, in consultation with the district finance manager.”
Source: Protocol 8.4: District Fiscal Management Section 4 (Financial Controls) Point H.
Toastmasters Learning Connection
Learn. Apply. Succeed.
Toastmasters Learning Connection (TLC) blends education with the power of the Internet. Also known as distance learning, TLC provides access to Toastmasters’ training in a virtual learning environment and is designed to complement face-to-face training.
Toastmasters’ 2009-2010 President Gary Schmidt introduces TLC in a short video. Enjoy this special message.
- Adobe Flash player 10.0 or later-click here to download
- Broadband Internet connection (DSL or Cable)
Toastmasters has at the head of its Organisation Chart, the Members. It is this premise that underpins the programme that Toastmasters promotes around the world. All that the Districts and the International organisation does, is to support those Members – the beneficiaries of all work that the organisation undertakes.
The Members join into Clubs, typically on the basis of suitability of timing and location; along with perceptions generated from one or more visits – about culture, support, and the welcome they receive.
Each club is supported by a Club Executive Committee, that helps co-ordinate such matters as Logistics, Membership, the Educational and Meeting programme, Finances and Publicity.
Three or more clubs are organised into Areas – based on Location – that provide the front-line support from the District to the member Clubs.
Areas are similarly organised in Divisions, to provide a similar support structure to the clubs.
Both Areas and Divisions often utilise a committee known as the Area or Division Council, consisting of defined key roles that help execute the respective missions of the Areas and Divisions.
The highest level of in-country (at least for Australia) support is the District. The District is the organisational unit providing the primary interface to World Headquarters of Toastmasters International in North America.
Similarly to Areas and Divisions, the leadership team elected at the District level form into a District Council, which is the elected management committee to exercise the mission of the District.
At the highest level in the District is the District Executive Committee. This group is comprised of the District Governor, the Immediate Past District Governor, Program Quality Director, Public Relations Manager, Administration Manager, Finance Manager and District Parliamentarian.
All in the District Executive Committee as well as Presidents and VPEs in the Clubs have voting rights that can be exercised at the various meetings through the year. It is through such voting that significant decisions are made in the District, to ensure alignment between the activities of the District and the interests of all members it supports.
The District – by way of its defined and consistent mission – strives to assist the members, and the importance of two-way communication between members and the leadership of the District is paramount.
The organisation described above is there to help!
A number of mailing lists have been created for use by the District Leadership. These are maintained by the District Webmaster with information received from a number of sources. At the time of writing, these contained information received from TI at approximately March 2011, and requests made by individual club leaders since that time.
Each list is moderated for most users – meaning that posts are reviewed by the webmaster prior to being “released” for distribution. This is to ensure that material is appropriate quality and value to be sent to the audience selected. Generally, feedback is provided in the event of problems, or distribution usually occurs within 48 hours of posting.
Please consider the following in using the lists:-
1. Only official Toastmasters business will be permitted through the lists.
2. Replies to the lists will generally not be permitted to be distributed… Authorised users should exercise care to ensure that unintentional distributions do not occur.
3. Only distribute information to those who will find the information valuable. To become “spam” will diminish the value of the lists, and may even cause some mail systems to mark all future mail as junk mail.
4. Use the minimum number of distribution lists possible to cover your audience.
5. It is best not to send attachments, but rather to load the material onto the District website, and then distribute a link to it, via the email distribution system. This avoids mail llimits that may cause members not to receive the information, and even suspension of their accounts for future distributions.
6. If feedback is received from members that they are no longer members or leaders, please forward such advice to firstname.lastname@example.org for actioning. Note, until we get a replacement name, we will lose contact with that role at that club.
Note: list members are determined from listings received from TI from time to time (approximately Quarterly), and passed to the maintainer from the District Secretary. It is important that clubs maintain accurate information with TI, for the lists to be corrected.
The following lists will get emails to all leaders (club officers and above), in the District organisation (excepting those who don’t have or haven’t supplied email addresses).
– emails are sent to the Executive Leadership Team at District 73.
– emails are sent to all Co-ordinators on Officers page for District 73.
– emails are sent to all Division Governors in District 73.
– emails are sent to all Area Governors in District 73.
– emails are sent to all Club Executives in District 73.
Club-Role Specific Lists
Specialist lists have been created for the particular purpose of sending communications to the main roles in our clubs – Presidents, VPEs and VPPRs.
– emails are sent to all Presidents in District 73.
– emails are sent to all VPEs in District 73.
– emails are sent to all VPPRs in District 73.
Division Specific Lists
The following lists have been created to allow By-Division communication. Each list includes the Division, Area and Club leaders in a specific division. Use these lists when communication is required only to a small number of divisions. If communication is required across the District, use the “Key Lists” above.
– emails are sent to DG, AGs, Club Executives in Division B.
– emails are sent to DG, AGs, Club Executives in Division E.
– emails are sent to DG, AGs, Club Executives in Division M.
For state-based distributions for Metro Division….
– emails are sent to DG, AGs, Club Executives in Tasmania in Division M.
– emails are sent to DG, AGs, Club Executives in Victoria in Division M.
– emails are sent to DG, AGs, Club Executives in Division N.
– emails are sent to DG, AGs, Club Executives in Division R.
– emails are sent to DG, AGs, Club Executives in Division S.
South Australian Divisions
– emails are sent to DG, AGs, Club Executives in Division C.
Western Australian Divisions are RETIRED.
– emails are sent to DG, AGs, Club Executives in Division I.
– emails are sent to DG, AGs, Club Executives in Division P.
– emails are sent to DG, AGs, Club Executives in Division W.
These div.-leaders lists are intended to be used for limited distributions to one of more Divisions. To send to all leaders in all Divisions, the dg-all@, ag-all@, and all@ should be used.
District Calendar Maintenance
The District Calendar for District 73 is able to be updatable by authorised people. By this, we intended that the key leadership roles can publish events on the District Calendars (there is one for Executive only interest, and one for interest of all Members). You can see both on
Our expectation is that events can be posted by Division Governors and above. We do not expect Club or specific Area events to be posted, unless they are significant milestones of interest to the general Toastmasters community.
I have built a “User Guide” pack on how to update the District Calendar for District 73.
The User Guide – in powerpoint presentation format – is available at:-
Note, you will need to open the file with Powerpoint. If you don’t have access to Powerpoint, you can download a viewer from the links onhttp://d73.toastmasters.org.au/tools/ . You may need to set your computer’s association for *.pps to open using the viewer.
In the Presentation, you will see that you need a username and password. The user name to use is and the password is available from me on request. Please do not distribute the password beyond the group we plan to authorise. We need to be confident that
- We are not exposed to misuse of the calendar (clutter reduces the value to the wide community)
- We don’t lose key data.
For assistance, please contact email@example.com
= Reloading Distribution Lists =
== Reloading Club Officer Distribution Lists ==
1. Obtain the Club Officers by District listing via the District Governor/Secretary (preferably quarterly).
2. Use cPanel Mailing List maintenance to remove all previous members of each list in turn. Recommended system is as follows:-
a) Use Membership Management – Mass Removal and load the file ALL_previous_load_date.txt to remove all existing members, using options of No, No for Acknowledgement and Notifications settings. Note, you should be left with districtgovernor, secretary and maintainer, to enable ongoing tracking of distributions.
b) Open the Club Officers by District listing.. Ensuring no filters etc., are on, select all Club Officer primary email addresses, and then save the listing to a file called ALL_current_load_date.txt.
c) Use Membership Management – Mass Subscription and load the file ALL_current_load_date.txt to add the new Club Officsers, using options of Subsribe, No, No for the Subscribe, Welcome and Notifications settings.
d) Repeat steps for each mailing list, using the ALL_previous_load_date.txt to remove known addresses, checking the remaining contacts, and working through the right selections for each list as follows:-
ALL – done as per the above.
ALLPRES – following the steps above, but for steps b and c, using the mass subscription address listing feature, selecting all email addresses using an Autofilter in the Club Officers by District listing, for CPRES as the Office held.
ALLVPE – as per ALLPRES, but with CVPE as the Office held.
ALLVPPR – as per ALLPRES, but with CVPPR as the Office held, note also that the additional members of this list include:- districtgovernor, enquiries-sa, enquiries-tas, enquiries-vic, enquiries-wa, marketing, marketing-west, publicrelations, secretary and maintainer.
DIVB-LEADERS, – as per ALLPRES, but with B as the Div, note also that the additional members of this list include :- districtgovernor, secretary, maintainer as well as the division and area governor forwarders.
DIVC-LEADERS – as per DIVB-LEADERS
DIVE-LEADERS – as per DIVB-LEADERS
DIVI-LEADERS – as per DIVB-LEADERS
DIVM-LEADERS – as per DIVB-LEADERS
DIVN-LEADERS – as per DIVB-LEADERS
DIVP-LEADERS – as per DIVB-LEADERS
DIVR-LEADERS – as per DIVB-LEADERS
DIVS-LEADERS – as per DIVB-LEADERS
DIVW-LEADERS – as per DIVB-LEADERS
also need to deal with
DIVMTAS-LEADERS and DIVMVIC-LEADERS – as per DIVB-LEADERS, but also using the State of the executive officers (or the Area M4).
= Reload Clubs Listings
Follow the instructions in the d73 Clubs for Website tool workbook.