Toastmaster Formula

Editor’s Note
The Toastmaster’s program is like a formula that when properly followed, equals happy members and healthy clubs. Members of healthy Toastmaster clubs learn the Toastmaster’s formula without trying. These clubs start and end end on time, have fun during Table Topics, practice public speaking fundamentals during the prepared speaking section of the meeting and learn by giving and receiving positive, construction evaluations. When a club loses the elements of the Toastmaster formula, it begins to diminish. The Moline Toastmasters lost several members because of job transfers. Although they were a well-established club, the loss of these key members disrupted their Toastmaster formula and caused a decline in the club. John Hayden coached the club with a simple philosophy that would return the club to the Toastmaster formula. The club officers wholeheartedly agreed with the approach and worked very hard to realign their club with the Toastmaster formula. It worked and continues to work to this day. Would you like to align your club with the Toastmaster formula? Try using this General Evaluators Report (PDF). This form may be used by the General Evaluator to realign the club at every meeting.

Beginning Moves

The Moline Toastmasters was chartered 46 years ago in March of 1966. They are a community club that meets twice a month, from 6:30 to 8:00 P.M. at the Butterworth Center in Moline, Illinois. The Moline Toastmasters declined when the jobs of several key members were transferred. A key member of the club and a former district leader, recruited John to serve as the club coach. This appointment, when successfully completed, would give John partial credit toward the Advanced Leader Silver Award and propel him one step closer toward his Distinguished Toastmaster Award.

When John walked through the door he saw eight members who had lots of energy and were dedicated to Toastmasters. There was a friendly atmosphere and the members gave manual speeches. The club began each meeting with a business meeting that seemed to take too long and detracted from the energy of the meeting. Guests, especially, would not understand the purpose of such a lengthy business meeting because they came for the main event – the Toastmaster’s meeting. Many of the members were professionals by day, and wanted to attend a fun Toastmasters meeting at night, not a repeat of their day’s work. The club had also strayed from the Toastmasters formula as defined by the Distinguished Club Program.

The Philososophy of the Club Coach

The philosophy of the club coach was simple. He would observe and look for opportunities to improve the club while the club was in action. If the club was going to change, then there should be a reason for it. The coach would explain the potential outcome including benefits and remind them that the work was up to them. Above all, this would be a training experience for the club. Any work that needed to be done, would be up to the club because they needed to learn how to support and run a healthy club. The agreement was fair. The coach would never ask the club to do something that he couldn’t or wouldn’t do. In return, they would have my support during the rebuilding process.

Realignments with the Toastmasters Formula

The biggest opportunity to improve the club was to realign the club with the Toastmaster formula. The Toastmaster formula is a proven program of self-development that relies on fun meetings with members who are meeting their goals.

First, the club addressed the lengthy business meeting. The members decided to move the business meeting from the beginning of each meeting to once a month, immediately before the regular meeting. This effectively separated the business meeting from the regular meeting. Club officers and any interested member could attend these board meetings where the business of the club was conducted while 2-3 minutes of announcements were made at the conclusion of each regular meeting. The club further streamlined the meeting by rearranging the order of the meeting parts. The speech evaluators more time to prepare by placing the prepared speeches first, then table topics and evaluations. These two modifications allowed the regular meetings to focus on the fun and variety inherent in the Toastmaster program.
Second, the club refocused the members on the Toastmasters program. This was done to ensure that the members were getting what they wanted from the Toastmasters program.

The Vice President of Education asked each member what their Toastmaster goals were and began scheduling people to obtain those goals. For example, if a member wanted to earn the Competent Communicator Award, then the VPE would provide the speaking opportunities for the member to obtain that goal. On a higher level, once the members began meeting their goals, the club began earning points in the Distinguished Club Program. Linda, the club president, led by example, getting her CC award. She also kept the club updated by taking a few moments to review who is where and what is being done in the DCP. Overall, this newfound focus on the Toastmaster program united the club. The meetings are smoother and each member is feeling good as their make rapid progress.

The revival of the Toastmasters formula created a fun learning environment where the members learned how to care for and support the growth of their club. The members promoted their club through word of mouth. People brought in people. The long history of this club was also a positive factor. This club had a well-known presence in the community. The club coach took advantage of every opportunity to provide resources and help. This was done through conversations, by doing and with suggestions. The club president during the coaching process was receptive to ideas and eager to make the necessary changes so that the club could improve. The club president had a strong vision of a club following the Toastmasters proven formula. With her leadership and the work of every member, the club became successful and continues to be successful.

Lessons Learned

It is important to realize that each club has its own personality. The eight original members of the Moline Toastmasters formed a solid core that kept the spirit and personality of the club alive. John’s intention and challenge, was to tap into their energy and help them realize their full potential. To do this, the he engaged them in discussions. When they set a goal, he stepped back as they did the work to achieve that goal. A coach does not do the work rather the coach supports the efforts of the members while they do the work. The club must see that they can do it for themselves. Throughout this process, the coach realized that it is important for both sides to be on the same side, but each must remain coachable.
By John Hayden, DTM

A Letter of Praise
In March 2011, Moline Toastmasters Club #2790 celebrated the club’s 45th Anniversary. Prior to March 2011, I wasn’t sure our club would survive another year. Our club had very few members and we were at a crossroad. Our club was struggling with having enough members to run effective meetings; most of our officers were new to the Toastmasters organization, and all of our officers were not aligned.
John Hayden became our club coach in 2010-2011. He was committed from the moment he accepted the challenge. John saw the possibilities of the club and fostered a supportive atmosphere to allow us to reach our goals. He was not afraid to speak up when it was needed. We were trying to run our club the proper way, but the new officers didn’t know what that looked like. John came to our executive officers meeting and explained how club meetings should be conducted. John’s wealth of experience strengthened our club meetings, which naturally increased our membership and retained existing members.
With John’s guidance, we earned the President’s Distinguished award for 2010-2011. This was a huge accomplishment since our long-standing members couldn’t remember the last time the club achieved any Distinguished award. John was supportive until the last day of the club year to make sure we achieved all our goals. He completely elicits the International Theme for the 2010-2011 year, Achieving Greatness Together, and we couldn’t have done it without John!
By Linda Ward