Manama Toastmasters Club Newsletter— for internal use only
Term 2, Issue 3 . March 2010 Newsletter
How to Survive Your Ice Breaker Make a Goal … and Score Big! Effective Solutions for Team Conflict Officer Training Again!... Filling Club Meeting Roles Planning for Fun!
Toastmasters International From a humble beginning in 1924 at the YMCA in Santa Ana, California, Toastmasters International has grown to become a world leader in helping people become more competent and comfortable in front of an audience. The nonprofit organization now has nearly 250,000 members in more than 12,500 clubs in 106 countries, offering a proven – and enjoyable! – way to practice and hone communication and leadership skills. Most Toastmasters meetings are comprised of approximately 20 people who meet weekly for an hour or two. Participants practice and learn skills by filling a meeting role, ranging from giving a prepared speech or an impromptu one to serving as timer, evaluator or grammarian. There is no instructor; instead, each speech and meeting is critiqued by a member in a positive manner, focusing on what was done right and what could be improved. Good communicators tend to be good leaders. Some well-known Toastmasters alumni include: • Peter Coors of Coors Brewing Company • Debbi Fields, founder of Mrs. Fields Cookies
Manama Toastmasters Club Formed in 1964, Manama Toastmasters is the first toastmasters club in all of Arabian Gulf. Since then, for over 46 years, it has been helping people to become better leaders and better communicators wherever they are - in their organizations, schools, universities, businesses, social networks and many other areas. Hundreds of members have gone on to lead, or form, huge organizations in Bahrain and abroad. Many toastmasters clubs in the Gulf too, owe their birth to Manama Toastmasters Club, which is why it is often called 'the mother club' of District 79. District 79 - of Toastmasters International - comprises 275 clubs in the GCC Countries and Jordan and Lebanon.
Manama Toastmasters Club - Club No. 2916 . Est: 01.07.1964
President Message Building a Successful Life Building a successful life is one of the greatest challenges you might face, but it’s not impossible to build your dream life. As I was reading my diary one day, I came across an interesting quote which says: If you have built castles in the air, your work need not be lost; that is where they should be. Now put the foundations under them… by Henry David; it makes me think that life challenges can be accomplished if we plan to do so, and the most important thing to do is to have clear goals. Effective goals can be achieved if you state each goal as an inspiring statement and by being accurate in setting that goal, phrasing it in date, time and price so you can measure achieving it accordingly, and not to forget to set priorities, because when you have several goals, you should give each a priority to avoid the feeling of overwhelmed by too many goals, and you should always set a realistic goals because it’s always important to set goals that can be achieved. You should always remember that setting goals is an important method that reflects what to achieve in your life and it is important to clearly separate irrelevance or distractions, besides goals will work as a tools motivating you to build your self-confidence, based on successful achievement of goals. A useful way of making goals more powerful is to use it SMART. While there are plenty of variants, SMART usually stands for: • S Specific • M Measurable • A Attainable • R Relevant • T Time-bound Always remember the famous say by Michel Leiris: “The future belongs to those who believe in the beauty of their dreams. Roosevelt, Eleanor: “Dream is not a revelation. If a dream affords the dreamer some light on himself, it is not the person with closed eyes who makes the discovery but the person with open eyes lucid enough to fit thoughts together. Dream- a scintillating mirage surrounded by shadows- is essentially poetry”. With warm regards, Khalid AlQoud, DTM President Manama Toastmasters Club District 79 – Toastmasters international
How to Survive Your Ice Breaker Come in from the cold
You’ve attended a few Toastmasters meetings and you’ve seen others give their speeches. Perhaps you’ve noticed that some speakers are smooth, polished and experienced, while others struggle at a beginner’s level. Now it’s time for you to stand up and give your Ice Breaker speech. Just thinking about it gives you nightmares. Rest assured, you’re not alone! No matter what skills you possess as a speaker, you’re probably going to find it a little stressful to speak for the first time in front of all these relative strangers. And because you know you’ll be evaluated as a part of the experience, it can be a frightening few moments of your life. What can you do to conquer your fear and sail through your first speech with fun and focus? Here are some quick tips: Write out your speech in advance. At least, write down some notes so you can check your organization and make sure all important facts are included. Don’t try to memorize the entire speech. Though you’ll only speak for less than six minutes, once you stand in front of the crowd, it may seem much longer. Trying to remember everything while under that kind of stress is asking too much of any first timer. Use notes, but avoid too many note cards. Cards can slip from your fingers or fall out of order at the wrong moment. They’re not easy to handle when you’re nervous. One long sheet with large print, or one large card with brightly-colored bullet points to jog your memory, will serve you better. Remember that all your listeners have stood where you stand now. They can all relate to any nervousness you may be experiencing. Try to think of your audience as your new friends. See their smiles and pause once in a while during your speech to make eye contact with them. Remember that this speech is merely a way for you to introduce yourself. Pick three or four important things you’d like your fellow Toastmasters to learn about you and make those your speech. If you speak on something that you’re passionate about, you won’t run out of words. So, talk about an exciting adventure from your past, your hopes, your dreams and maybe your favorite hobby. What defines you? Talk about it. Your evaluator is required to find some advice to offer, so try to take it in the spirit in which it’s being offered. Everyone in a Toastmasters meeting is there to help everyone else. So, each person gives and gets advice from time to time. It’s your choice whether or not to follow any advice you’re given, but if the evaluator is a much more experienced speaker, you should probably at least consider it. See the “Additional Resources” section, below, for more tips on reducing nervousness and perfecting a speech. Don’t forget to take a breath when you stand up at the lectern. Say hello to everyone…and begin!
Make a Goal … and Score Big! Goal-setting leads to success by fostering focus and discipline. By Sushma Subramanian
Rich Williams, a former Toastmaster, has always set goals to motivate himself. A veteran bowling coach and expert on the sport, he gives many presentations on bowling-related topics. But he wasn’t always such a polished speaker. “When I joined Toastmasters, I was surprised to learn that I had some serious refining to do to reach the professional presenter level,” says the resident of Chesterland, Ohio. “I achieved my presentation goals due to the goal-setting work I did.”
Like many people, Williams sets milestones for himself to help him achieve success, whether it’s related to his career or his exercise routine. The 57-year-old says he runs four miles four times a week and does strength training at least three times a week. “Every time I lift a weight, there’s a goal involving the number of repetitions or the amount of weight in the lift. Every time I run, I reach for an ‘equal to the last time’ or ‘better than the last time’ performance,” says Williams, who with his wife, Doris, runs Williams Sports Consulting, a company that trains bowlers of all levels. Goal-setting has also played a key role in Jana Barnhill’s life. When the 2008-’09 president of Toastmasters International first joined the organization and was working her way through speech manuals, she gave herself deadlines along the way. For example, she gave herself one year to achieve her first Competent Communicator award – and did it in nine months. Years later, when she was running for leadership offices in Toastmasters, she used similar incentives – promising herself that she’d call a certain number of people by a certain date or that she would edit a letter for club members by a certain time. “Goal-setting has played a major role in my advancement in Toastmasters, both as a speaker and a leader,” says the Lubbock, Texas, resident. “My personality is one that can easily be distracted. As a result, if I don't set goals for myself, I find myself very busy but not necessarily accomplishing anything.” Having a plan for how to accomplish certain tasks or objectives also gives Barnhill a sense of pride once those tasks are completed. What the Research Shows A pair of psychologists, Gary Latham and Edwin Locke, published the first real research on the subject in the 1960s. The results showed that productivity increases when people give themselves goals. Locke and Latham recommended following these general guidelines for setting goals: They must be specific, measurable, relevant and time-bound. They must be challenging enough that they can inspire. They must be something people want to achieve so that they remain committed. They should be flexible. People should check in every few weeks on their progress and leave room to rethink or reinterpret goals.
They must be attainable. If they seem impossible to reach, people tend to give up. There is a well-known acronym that’s often used to characterize the goals people should set for themselves: It’s called SMART – Specific, Measurable, Attainable, Realistic and Timely. More recent researchers have also warned of potential problems that can arise with goal-setting. “The problems come when you take it too seriously,” says Lisa Ordóñez, a professor at the Eller College of Management at the University of Arizona. “You put too much weight on the goal, and you become too stressed out.” “Goals do work,” she adds. “They focus our intentions and focus our energy. But sometimes they have unintended consequences.” Keeping Yourself Committed A benefit of goal-setting is that it increases one’s accountability – to yourself and to others. Toastmaster Dena Harris recalls a club meeting when the president of her group had all of the members stand and announce their goals – with timelines. He then e-mailed to club members a “goal list” that contained everyone’s stated goals and accompanying deadlines. The purpose of this, notes Harris – a member of the Blue Moon Toastmasters in Greensboro, North Carolina – was not only to hold members publicly accountable for their objectives, but also for them to use the list to encourage and support each other in their efforts. A great method for maintaining commitment to your goals is to split a big goal into several little ones. Barnhill sets up short-term as well as long-term goals for herself. “Short-term goals are important because they keep you on track and motivated. They are achievable, incremental goals that bring you closer to your long-term goal, because you can't accomplish something all at once.”
Effective Solutions for Team Conflict
Use Your Communication Skills to Solve Workplace Clashes ...By Renée Evenson If you are uncomfortable facing conflict, you are not alone. Most people feel uncomfortable when dealing with any conflict, especially when it occurs in the workplace. We often ignore these situations, hoping the problem will go away. The bad news is that ignoring conflict will only allow it to grow, until it often becomes unmanageable. If left unresolved, conflict creates disgruntled employees and, at worst, can cause your customers to quit doing business with you. But when you arm yourself with the skills to meet conflict head on and work quickly and effectively to resolve problems, you will gain respect as an involved leader who is committed to being part of the solution rather than part of the problem. Here are some tips on how to deal with interpersonal clashes and maintain strong, cohesive and productive relationships with others. View every conflict as an opportunity. Conflict is a natural component in all relationships and should be welcomed. Good discussion clears up confusion, channels positive energy, boosts confidence, bonds employees and opens the door to resolution. To that end, many universities now have an Ombuds Office (which takes its name from “ombudsman” – one who resolves complaints). Such places enable students, staff and faculty to seek constructive help with interpersonal disputes. The neutral listeners at an Ombuds Office suggest alternative ways to handle the problem, including a possible mediation process. Tom Sebok, director of the Ombuds Office at the University of Colorado at Boulder, says people will inevitably have misunderstandings, whether on a campus or in a company. “Almost any team is likely to view a situation from different perspectives, which can lead to conflict,” he says. “Recognizing this and encouraging discussion of different points of view can help groups make more thoughtful and informed decisions.” Anticipate problems and deal with them immediately. In any conflict, someone has to step forward to resolve the issue. If you’re the one, you want to act quickly. You don’t have the luxury of waiting around to see what will happen. Learn to be on the lookout for problems, and resolve issues while they are still manageable. Ask your team members, co-workers and friends to tell you when a problem is brewing. When co-workers suddenly become negative, quiet or upset, this is often a sign of conflict.
Communication is key to resolving conflict. The following steps can be followed to establish effective communication practices and help resolve conflict: 1. Listen and Question. Before attempting to draw conclusions or make decisions, listen carefully to all sides. Sebok says, “You don’t have to agree, but it almost always helps to understand someone else’s perspective. Also, listening helps people to feel both safe and understood, and sets the stage for a more constructive dialogue.” Seek information by using nonjudgmental words and phrases, such as I noticed, I feel that, or I need to talk to you about something that concerns me. Follow up by asking questions to enhance your understanding. Pay attention to the non-verbal messages you are receiving – and those you are sending. People are going to be emotional when talking about the conflict; observe the message behind the words. Is the person angry, hurt or embarrassed? What is the person really telling you? Be aware, also, of the signals you send out. Show concern in your facial expressions by maintaining eye contact and don’t frown, laugh or send other improper messages. 2. Decide and Plan. When you have enough details to work toward resolution, take time to think through the situation before deciding how to respond. When you have made a decision, plan what you will say when meeting with the person or the group. Think about how those involved are going to respond to you. Who will be confrontational? Who will refuse to take responsibility? Who will be passive and give in? 3. Respond and Resolve. The most effective way to resolve conflict is to allow those involved to come to a mutual solution. There will be times, though, when a leader must make the final decision for the team. In either situation, resolution occurs when you can find a win-win solution where all involved feel valued and can accept the decision.
Officer Training – Again!... by Jennifer L. Blanck, ACS, AL, What’s in it for you? Are you a club officer? If so, are you planning to attend midyear officer training in December or January? No? Think the training won’t benefit you? Please think again – and read on to see what unexpected benefits training can offer. Even veteran officers find numerous reasons to attend. If you already plan to be there – great! Here’s a sample of what everyone can gain from this enlightening and helpful event.
Learn Something New The initial benefits of midyear training – or “second training” to some – should be obvious to anyone assuming an officer role for the first time in January. You attend to learn about your role. As technology and resources change, officer roles can be affected. Even veteran officers might need to learn new procedures, functions or processes. For example, officers of clubs using FreeToastHost.org have seen their responsibilities adjust to the increasing functionality offered by the free online Web site.
Remember and Reflect Officer roles are multifaceted. Many times, these positions involve behind-the-scenes work seldom realized or appreciated by members. Rarely do we do everything we’re supposed to during our first six months in a role – maybe not even in a whole year. Midyear training allows you to check in with others about all the duties involved in your position and to think about ways to handle them. It can also be an opportunity to reflect on the first six months. How did you do? What went well, and what could be improved? Our lives are so busy – who isn’t multitasking these days? This session offers that time to focus on your officer contribution and process what’s happened so far.
Share Challenges and Successes For club officers gathered at the training event, the group dynamic is very useful. Edward Chen, of District 67 in Taipei, Taiwan, says, “The main purpose is to share what they have experienced in the past half-year and find solutions for the problem or difficulties they are facing.” What are some best practices employed by clubs? What activities or approaches have other clubs tried? What are some lessons learned that could benefit you or others? By hearing about best practices or activities that didn’t work, officers can quickly add to their portfolio of initiatives. And it’s nice to know that you’re not alone in some of the challenges you’re facing.
Socialize and Network Many people go for the social aspect of training. It’s an opportunity to meet new people or connect with other members in a new way. You can also network to help recruit participants for your club meetings. Chen says, “Both the first and the second officer trainings also serve as fellowship meetings for district and club officers. The meetings offer them opportunities to make friends with the officers from all over the country. This is very helpful in fulfilling their jobs, as they may [then] know many capable and experienced Toastmasters from other clubs who they can invite to their clubs to serve ... in the regular meetings or as judges in their speech contests.” You might hear about other speaking opportunities or recruit speakers for meetings and contests. You might even learn about something beyond Toastmasters, such as a job opportunity. It’s Up to the District Not all midyear training sessions offer all these opportunities. Some might offer very few. In addition, as Debbie Roes, Area 8 Governor in District 5 and immediate past president of Pacific Beach Toastmasters in San Diego, California, points out, “The level of benefits gained varies widely depending upon the trainer.” If your district doesn’t provide the training you or your officers need, send the district officers some constructive feedback. What would help? Toastmasters are trained in evaluation; use those skills to let your district leadership know what you need to be successful. Share your ideas. A lot of time, energy and resources are put into organizing midyear training. The coordinators and trainers want to make training the best possible experience for all. Give them an opportunity to consider your needs. As Philani Ncube, past president of District 74’s Honeydew Toastmasters in Johannesburg, South Africa, notes, “Like anything else in life, you only get out of it as much as you put in.”
Filling Club Meeting Roles Have you ever wondered how you were going to get all the meeting roles filled for the following week? Or the one after that? How about finding a replacement for someone who wasn’t able to make it to the meeting? You are not alone. While many clubs have members volunteering right and left, other clubs struggle from week to week to get their roles filled. The reasons for this can vary from busy schedules to lack of organization to not wanting to commit or even not being aware of the opportunities available. Several Toastmasters clubs have experienced success in overcoming these hurdles by using the methods below. While all of these methods won’t work for all clubs, you can pick and choose the methods that work for you. Educate Your Members on the CL What works for Manassas Community Toastmasters and Speak Up Manassas Toastmasters? According to Bill Malthouse ACG ALB, 2009-2010 Division F Governor for District 27, writing the corresponding Competent Leadership project numbers next to the applicable roles on the meeting agenda helps. This reminds members that they can get CL credit for fulfilling a specific meeting role, and it also encourages them to improve their leadership skills by working through the Competent Leadership manual. Your club’s meeting roles get filled, while members work to earn their Competent Leader award. It’s a win-win situation. Ask for Volunteers Well in Advance Another great way to get those roles filled is to ask for volunteers two to three weeks ahead of time. This gives members more time to prepare, which helps relieve the pressure and allows them to work around prior commitments. Make sure to remind members of the roles they agreed to fill the week before they are scheduled. Also, try having a “standby” role so that members can fill in for any last minute no-shows or changes in a person’s schedule. If a member does step up and fill a role at the last minute due to a no-show or cancellation, recognize their courage and participation. Use Club Management Software Asking for volunteers weeks in advance, in conjunction with using club scheduling software to schedule and rotate members is also a popular choice. Use these programs and tools to send out reminders, enter requests and create assignments. They are easy to use and can be updated quickly, which helps keep your club well organized and prepared. Assign Roles If all else fails, you may just need to try assigning roles and asking members if they would be up for the challenge. Remind them that a Toastmasters club only works if all members are engaged and participating in meeting roles. Focus on the fact that while they are helping the club, they are also honing their leadership skills and earning credit towards their CL. Show them that you are interested in helping them achieve their goals, as well as helping the club. Whether your club follows Manassas Community Toastmasters and Speak Up Manassas Toastmasters’ lead or uses another suggested method, you’re well on your way to successful role-filling.
Planning for Fun! When was the last time Albert Einstein presented a speech in your club meeting? How about Vincent Van Gogh acting as grammarian? While our ordinary club meetings are enjoyable, sometimes club members need something extra to ramp up the fun factor. Fill a room with happy surprises and you’ll enjoy watching the spread of giggles, guffaws and grins. There are many ways to build surprises into your next meeting, and special guests are only one way to add sizzle. Why not coordinate an entire theme meeting that will leave everyone laughing and applauding? Here are some theme meeting ideas for your consideration:
Have a Blast with the Past Here’s your chance to invite Einstein for a visit. Slate a theme meeting with scheduled speakers impersonating famous historical figures (complete with costumes, if possible). Then, plan to have those people help with the rest of the meeting while remaining in character. The rest of the group can add to the fun. If your Topicsmaster knows which historical figures will be portrayed in the scheduled speeches, he or she can design matching Table Topics questions. For example: “Madame Curie, your husband, Pierre, described how the two of you won the Physics Nobel Prize in 1903 for discovering radioactivity. Please tell us in one-to-two minutes what it was like to be a female scientist when you co-discovered polonium and radium.” A twist on this game is to give the Table Topics participant the name of a famous person – without sharing the information with the club – and tell the member to portray that person, providing clues about his or her life, in less than two minutes. With the rest of your club members taking one minute to guess the identity of the celebrity, everyone has the opportunity to enjoy a challenge and join in on the game. Be Judge and Jury Is there a lawyer in the room? Set up your meeting as a mock trial. You can have two prepared speeches, one for the defense and one for the prosecution. Some clubs enjoy a mock trial of the Big Bad Wolf (from any of several fairy tales). No matter what country or culture you live in, there’s sure to be a children’s story with an evil character. Conduct a trial and see if your defense attorney can get him acquitted! If you’d prefer something closer to home, conduct a trial for the crime of running a red light, tax evasion, destroying public property, etc. – any kind of simple nonviolent crime. For those who seek a creative challenge, make it a wild crime, such as stealing the elephants from a visiting three-ring circus. Find a volunteer to play the role of the defendant, and let the trial begin! Select a jury, who must answer Table Topics questions on whether they’ve seen a crime like this before. Your only limit is the timeframe.
Play “You’re a Star!” If any member can bring in a video camera on a tripod, you’re in business – show business, that is! Run your meeting as though everyone were a famous movie star. Plan speeches and Table Topics to accommodate this plan. Can “Tom Cruise” tell us what it’s like to star in an action thriller? Can “Nicole Kidman” describe her favorite role? If you can post the video on your club’s Web site, that’s great. If not, plan to show portions of the video at a future meeting. It can even become a presentation by the videographer. Enjoy a Very Merry Unbirthday Set aside a meeting to celebrate everyone’s “unbirthday” instead of their real ones. Ask everyone to wear something that has birthday significance – their birthstone, zodiac sign or something they have received as a birthday gift. Encourage your scheduled speakers to talk about birthday themes – a favorite party or what it was like the year of their birth. The Table Topicsmaster can ask questions like, “Where would you like to celebrate your next birthday?” Remember: A Fun Group is a Thriving Group The truth is, when members make fun a goal, they’re reaching their educational goals too. Toastmasters’ founder, Ralph Smedley, summed it up best when he said, “We learn best in moments of enjoyment.” When your members are having fun, they’re coming back for more ... and improving their skills. Now, that’s good planning!