Here are the key lessons and takeaways from the interview with Nontobeko Mhlongo:

On the Role of a Vice President of Membership (VPM)

• The VPM role is challenging and requires partnership with the Vice President of Public Relations (VPPR) and the Vice President of Education (VPE).
• A key responsibility of the VPM is to help members achieve their individual goals by connecting them with mentors and ensuring they receive support.
• The VPM also plays a crucial role in the club’s growth by helping to attract new members, which requires close collaboration with the VPPR.

The Importance of Mentorship

• Members who have an active relationship with their mentor are more likely to progress further in their Toastmasters journey.
• Mentorship provides a support system that helps members navigate challenges in their personal and professional lives, which can prevent them from putting Toastmasters aside.
• A good mentor helps with more than just Toastmasters; they can assist with life balance in general.

Attracting and Integrating New Members

• Collaboration is Key: The VPM and VPPR must work together not just in planning, but also in executing membership drives and social media campaigns.
• Individualized Onboarding: Instead of group onboarding sessions, setting up individual time with each new member to walk them through the Toastmasters website, Pathways, and Easy-Speak is more effective. People tend to be more engaged and less intimidated in a one-on-one setting.
• Member Orientation: A dedicated member orientation where the VPE and VPM sit down with a new member to explain Toastmasters and help them select a pathway can be very effective.

Retaining Members

• Proactive Communication: Don’t assume that the initial communication with new members is sufficient. Regular check-ins and ongoing support are essential.
• Track Progress: Use tools like Easy-Speak and Pathways to monitor member progress not just in speeches delivered, but also in completing projects. This helps identify members who may be struggling or feeling overwhelmed.
• Regular Conversations: Having regular conversations with mentees helps them plan ahead and stay on track with their goals.
• Address Financial Constraints: For members facing financial difficulties, offering flexible payment options, like paying in installments, can help with retention.

Gathering and Acting on Feedback

• Informal Conversations: Genuine feedback is often gathered through informal, one-on-one conversations rather than formal surveys or polls.
• Exit Interviews: When a member chooses not to renew, have an informal chat to understand their reasons and ask, “How could we have done it better?”. This question is underrated and can provide valuable insights for improvement.

Advice for New VPMs

• Start Early: Begin planning and executing membership drives and demo events early in the Toastmasters year. Utilize High Performance Leadership (HPL) projects to structure these events.
• Learn from Others: Connect with other VPMs during Club Officer Training and visit other clubs to learn from their experiences and successes. Don’t be afraid to ask for insights and ideas.
• Incentivize Referrals: Encourage members to bring guests and celebrate them with a small reward, such as a voucher. This can be a very practical and effective way to boost membership.

Overcoming Club Challenges

• Retention and Growth: These are common challenges for many clubs. A key to addressing them is to implement strategies learned from other clubs, such as asking members to sign up for roles in the meeting for the next meeting.
• Teamwork: When facing challenges, remember that you are not alone. Reach out to your Area Director and other clubs for support and to share the workload, especially for events like demo meetings. “Carry each other’s loads because we’re all in this together”.