By: Gillian Sheldon, DTM, Scott Schafer, Jeannette Kreher Heberling, DTM
Club officer elections are more than an annual exercise—they’re an opportunity to shape the future of your Toastmasters club and develop real-world leadership skills. Each officer’s role mirrors corporate responsibilities, making this experience invaluable for professional growth.
Why Elections Matter:
Elections ensure fresh perspectives and shared leadership. They also give members a chance to step into roles that build confidence and competence.
Corporate Parallels:
- President = CEO: Oversees strategy and vision. Keeps the team moving toward club goals.
- Vice President Education (VPE) = Training Manager: Guides member development, program delivery and mentorship (along with VPM).
- Vice President Membership (VPM) = HR Specialist: Focuses on recruitment and retention. Works with VPE to mentor new members into Pathways & the Toastmasters experience.
- Vice President Public Relations (VP PR) = Marketing Manager: Promotes the club and manages its brand in print, social media, and outreach for special events (Speechcraft, Open Houses, Officer Elections, celebrations, etc.).
- Treasurer = CFO: Handles budgets and financial reporting.
- Secretary = Executive Assistant: Maintains records and ensures smooth operations.
- Sergeant at Arms (SAA) = Facilities Manager: Manages meeting logistics and resources either in person, virtual or hybrid.
Tips for a Successful Election:
- Follow Protocol: Use the official Club Leadership Handbook and election script from Toastmasters International.
- Promote Early: Announce open positions well in advance and explain the benefits of serving. Remember, the role of President is the only role that must be turned over for succession annually.
- Encourage Participation: Share stories of how leadership roles have helped members grow personally and professionally. Have perspective members shadow you throughout the year to show them the ropes and get them up to par quicker for smoother transitions and transfer of duties. Sometimes a member may need a push and support to step up and lead – be that encouragement they may need to grow and develop.
- Plan Ahead for the Election: For virtual elections, leverage platforms like Zoom, a polling tool or an online form. For in person, use paper ballots or paper pieces.
- Celebrate Results: Recognize new officers through new officer installation, on social media and/or press release.
Serving as a club officer isn’t just volunteering—it’s leadership training that translates directly to the workplace. By conducting elections with intention (and sometimes a little strong arming for some members to reach their fullest potential😊), you empower members to grow and your club to thrive.
Don’t Forget: As soon as officers are elected, report the officer list to TI. Here is the video: https://www.youtube.com/watch?v=m3t374nAQR8
Here is the step-by-step: Steps to Update Officer Roles:
- Log In: Go to toastmasters.org and sign in.
- Access Club Central: Navigate to “Leadership Central” and select “Club Central”.
- Select Club: Choose your club from the list.
- Club Officer Assignment: Click the “Club Officer Assignment” tile under the “Club Management” section.
- Submit Future Officers: Select the “Future” officers tab (indicated by a gray background or burgundy bar).
- Assign Roles: Enter the names of the elected members for all positions (President, VP Education, etc.).
- Save: Click the “Save” button to submit the list.
Important Notes:
- Deadline: Submit by June 30 to ensure timely processing for the new term.
- Requirements: A valid list requires at least three different paid members, including the President and Secretary.
- Corrections: If an error is made, email corrections to [email protected].
- Alternative: If you cannot access the online system, contact Toastmasters World Headquarters directly.