THE PRESIDENT'S REPOBT
What are Reports?
Reports are made up of factual information plus expert opinion and predictions that
are based on fact.
A Business Report has the additional point that it should be directed towards the
achievement of some definite purpose, goal or objective.
We must aim to communicate clearly, and in a business report we must also make
sure that understanding is followed by action so that the goal or purpose of the report
is achieved.
The President's Role
As President you provide the leadership and guidance the club needs to meet its
standards and to be a Distinguished Club. You have overall responsibility for seeing
that the club provides the positive, supportive environment its members need to fulfil
their self-development goals. You see that members participate in and benefit from
the Toastmasters educational program, and you ensure the club actively recruits and
retains current ones.
Why should a President report?
To the club
The President has a duty to inform and enthuse members about the goals set for
his/her year of office; to enlist the support and participation of members in achieving
their own and the club's goals; to acknowledge and applaud the good efforts of
members and the executive officers towards achieving those goals.
Also the club has a better chance of understanding and solving some problems that
may arise if they are shared with the members.
The President is the main link between the club and the wider organisation of
Toastmasters. He/ she has a duty to inform members about events and opportunities
at all levels of Toastmasters International.
To the Area
As the person with overall responsibility for the running of the club the President is
ideally placed to let others know how the club is progressing. Reports to Area
Council are read by the Area Governor, Division Governor, members of other clubs
in your area, and sometimes by others in the organisation hierarchy.
When should the President Report?
To the club
The President should give a verbal report at every meeting.
If the club has a newsletter it should always carry a report from the President (copies
of the newsletter should be sent to the Area Governor and the Division Governor to
keep them informed). Occasionally it is appropriate to issue a special written report
to all members eg. on a matter to be voted on that may change Standing Orders.
To the Area
The President should make a written report to every Area Council Meeting (usually
4times a year). The report submitted for the Council meeting held in conjunction with
the Area Conference is published in the Conference booklet.
What should go into the President’s Report?
Verbal reports at your club
Following is a list of the kind of information that can be included in a verbal report to
your club:
 An explanation of the Distinguished Club Program and the club's
 goals
 Progress towards achieving the club's goals
 Encourage personal development - promote CC, AC, CL and
 AL Awards
 Recognise and applaud club success, member achievements
 (both in Toastmasters and in personal life)
 Encourage participation in leadership roles
 Encourage officers and members to attend training
 Recognise good work by other club officers
 Sometimes it is appropriate to report on matters discussed at
 executive meetings
 Inform and encourage members about speech contests
 Inform members about relevant activities outside this club and encourage
their interest and participation
 Encourage members to participate in the membership building
 program, welcome new members, applaud success
 Make members aware of matters on the Council meeting agenda
 at Area/Division/District, particularly how they may affect this
 club
 Inform and prepare members for Area Governors visits
 Share problems that are relevant to the club and it e members- welcome
setbacks as challenges to be met and overcome.
Verbal reports should be fairly short (3 minutes is often the time allotted).
Remember that your report is a kind of speech and should be logically arranged and
presented with an opening and a closing sentence.
Be positive and enthusiastic in your manner - as the leader you can influence the
mood of your club.
Take care not to eclipse information to be given by another reporting officer eg. Vice
President Education. Discuss relevant items with other officers prior to the meeting
to ensure teamwork in reportingRemember to include real information in your report. Statements such as 'You're all
doing very well' are meaningless unless they are backed up with facts.
You will have to choose the content of your report. You can use the list above as a
guide.
Some hints for choosing appropriate content for your verbal report:
DCP information and progress- perhaps once a month to encourage effort and
celebrate progress
Encourage participation in the educational plan often
Recognise member achievements and club officer contribution as soon as there is
something to celebrate
Inform about matters discussed at Executive Meetings before and/ or after the exec
meeting
Most other items in the above list occur at various, often specific times throughout
the year. Keep track of them and report as relevant.
You can do this by consulting the calendar of events in your manual 'When you are
the President', by keeping a diary of Toastmaster's events and achievements,
keeping up to date with your incoming mail, being interested in what is going on
around you.
Written report for your club newsletter:
In general the guidelines are similar to verbal reports. As newsletter reports occur
less often you will want to select the highlights and include the most important or
interesting things that have occurred - or, in the case of an event, will occur before
the next newsletter. Because this is a written, published, and therefore more lasting
Report, you should take care to practise your skills as a leader - inform, inspire,
congratulate. Adopt a style of writing that is friendly, positive and enthusiastic.
Special written reports relating to a specific matter:
Such reports should deal exclusively with the matter in focus. Be clear about when
you are providing information, when (if) you are giving a personal opinion, what you
want the readers to do and when you want them to do it by.
Reports to Area Council
As President you have a clear view of your club's direction, expectations, and
weaknesses.
The Area Governor wants to know how the club is doing and it is your job to let him/
her know.
As well, all Toastmasters are interested to know how the clubs in their area are
performing.
Factual indicators of club performance are
 Number of members
 Number of new members added during your term of office
 Level of active membership
 Achievements of educational awards
 Progress towards DCP goals
Include any particularly noteworthy feature of your club (for example if your members
are very active as trainers or judges, or your debating team is the best in the Area) something to show pride in the club.
If you have a problem (for example you may have declining numbers at club
meetings, or 2 of your club officers may have been transferred out of town and noone is willing to take on their roles) it can be mentioned - you can describe how your
club is looking for solutions to the problem, and you can let it be known you would be
open to suggestions and assistance.
In summary - Give a snapshot of your club, be positive in your style, provide real and
factual information.
Conclusion
It is worth taking the time to practise good report writing and presentation. You are
developing a life skill that will stand you in good stead in Toastmasters, and in your
business and personal life. You are becoming a good communicator.
This article was written by J. Brent 1/4/04.
References used were: When you are the President (Club Officer Manual).
and Malcolm R. Davies et al - The Business of Communicating - McGraw Hill