Spa Speakers

Getting started as a club officer at Spa Speakers

New member to the committee? Not sure what to do?

Lucky you! The tutorials on this page have been created to help you get acquainted with various aspects of your new role! The content here is meant to support (and not substitute) 1-2-1 handover meetings between you and your predecessors. Ideally these handover meetings should happen soon after the officer elections at the end of April, ideally completed by end of May, and certainly before 30th June!

A lot of the tutorial content is in video format, and not all of them need to be watched by all committee officers, but quite a few do, so please do if you should! Any questions, please get in touch with your predecessor or the Immediate Past President.

Remember: This is not yet a complete set of training resources, and not meant as a substitute for 1-2-1 handover meetings.

Ok, enough chit chat. Lets go!

N.B. Don’t forget to check out your role profile by clicking here! (detailed descriptions for each role linked near end)

0. Make sure you read your Club Leadership Handbook!

Why? At the election you will have been given a physical copy of the Club Leadership Handbook. It tells you everything you need to know about being an effective officer. (And if you haven’t got it, ask for it!)

Who should read it? Every club officer. Every officer role is outlined in the document, alongside all the key responsibilities the committee collectively shares.

If you don’t have a physical copy yet, click button below for a link to a PDF copy; however a physical copy is highly recommended!

Also, it’s worth sharing the following link which outlines what club funds may or may not be used for. Click here to read.

1. Get onto a WhatsApp group

Why? WhatsApp is a really quick and convenient way to communicate with the entire committee without cluttering you email inboxes. As WhatsApp is phone based, messages and their responses are closer to real-time, which is handy for those communications just before a meeting!

Who should be added? everyone on the committee

N.B. having such a group won’t work well unless every committee member participates in it. If there are holdouts, you may want to reconsider and stick with (cluttered) email boxes!

2. Get access to committee files via Dropbox: video tutorial

Why watch? Dropbox contains all important files and resources for the serving committee. Get Dropbox and get access to all the good stuff!

Who should watch this? everyone on the committee

Length: <10 mins

click to access dropbox tutorial

3. Learn to use Club Central: video tutorial

Why watch? The committee will need to submit educational awards, add new members, update member contact details, keep track of progress towards the President’s Distinguished Award, keep the club officer list up-to-date and ensure club contact details and meeting scheduling are always correct. Club Central is the part of the Toastmaster international website where all the action happens. Find out how to get there and how to use it!

Who should watch this? everyone on the committee

Length: < 13 mins

click to access Club Central tutorial

4. Get access to Spa Speakers’s email accounts: video tutorial

Why watch? dedicated inboxes have been created for committee members to conduct club business relevant to their respective offices. These emails accounts should be used rather than personal inboxes to ensure easy handover of roles between committee members, continuity over Toastmaster terms and to create an air of professionalism around Spa Speakers.

Who should watch this? the VPE, VPM, Treasurer, VPPR

Length: < 10 mins

click to access club email tutorial

5. Learn how to recruit new members: video tutorial

Why watch? To provide a high quality experience for new members joining the club, lots of things need to happen. This video explains all the steps that must be taken to create a first class experience for anyone joining the club!

Who should watch this? everyone on the committee

Length:  30 mins

click to access new member recruitment tutorial

6. Learn how to manage the website: video tutorial

Why watch? How to add and edit pages and posts, how to update the homepage sliders, add images, manage the look and feel of the website and an introduction to some core functionality that makes the site so very cool!

Who should watch this? VPPR or club webmaster

Length:  +1 hr(!)…sorry it’s so long!

click to access website management tutorial

7. Learn how to manage the Spa Speakers Easy-speak homepage: video tutorial

Why watch? You’ll need to keep our page up to date with current meeting dates, venue information, accurate training materials and photos that reflect the current membership. This shows you how!

Who should watch this? VPPR or club webmaster

Length:  15 mins

click to access website management tutorial

8. Setting up the room at regular meetings

Why? It’s important every member of the committee, not just the SAA, knows how to set out the room during regular meetings. This guide should be internalised by the club leaders so they can all support the SAA in making sure the room is set out professionally, and if the SAA is not around, can act as delegate

Who should read this? Everyone at the committee

Length: 5 min read!

click to access room set up tutorial

9. Completing the month-end accounts: video tutorial

Why watch? At the end of each month, the Spa Speakers account will neeed to be brought up to date so that an accurate report on the financial position of the club can be shared with fellow officers at the monthly committee meetings.  Being able to prepare robust accounts that reconcile is also essential because one month before the end of a committee’s term, an independent audit should be conducted by a club member to ensure members’ dues have been used responsibly. These videos show you how!

Who should watch this? Treasurer

Length:  1hr+

click to access month-end accounts tutorial

Official TMI officer training resources

Click here to access educational resources for incoming officers on TMI here. These are very much overviews and not specific to what you’d do at Spa Speakers. Worth checking out, but more as introduction.

If there is one resource I would definitely recommend all club officer read it’s the “Master Your Meetings” PDF book. It goes through what you should think about to create a quality meeting experience. Definitely one for any committee officer to read!

 Ask if you need help!

When you take on a committee role for the first time it can feel quite overwhelming,  so if you have any questions, please get in touch with your predecessor or the Immediate Past President. Make sure by the end of your 1-2-1 handover you feel comfortable with your new role. Remember, we want you to succeed!

(and if you can recommend how we can improve or add to this set of resources to better prepare new officers, please tell us! Email